Staff Guide to ILS & Estates

Library, Print, IT & AV Media, and Estates Services at York St John University

STAFF GUIDE TO ILS & ESTATES

CONT CONT CONT Who Are ILS?

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How ILS Can Support You

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Key ILS Contacts

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Digital and Information Literacy: Tutorials and Sessions

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Resources for Teaching

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Resources for Research

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Scholarly Communication

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IT Resources and Support

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Digital Training

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TENTS TENTS TENTS Print Services

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What’s in the Library?

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Opening Hours

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Your Safety & Security

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Borrowing Items

23

Policies

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Facilities Helpline

25

Contractors and Works on Campus

26

Feedback

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Staff Guide to ILS & Estates

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Visit us at www.yorksj.ac.uk/ils

Who Are ILS? Information Learning Services (ILS) comprises library, IT, print and media services. This guide will provide you with information on the resources available and how ILS can support you with your teaching and research.

You may have worked, studied or researched at other universities, either in the UK or elsewhere, and feel that you are familiar with how a university library functions. All university libraries have, however, different collections

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and ways of accessing resources; it is therefore important that you spend time with your Academic Liaison Librarian to become familiar with our resource discovery tools. This will ensure you find the resources you require quickly and efficiently.

How ILS Can Support You Your Academic Liaison Librarian All Schools and Research Centres have Academic Liaison Librarians (ALLs); it’s important that you meet with them as they can support you and your students in a variety of ways.

Your Academic Liaison Librarian will: zz Introduce you to ILS and the services provided zz Provide information literacy training for your students zz Provide 1-1 support on literature searching for your students

zz Provide support for teaching resources, including reading lists zz Provide support for finding specialist subject resources zz Provide assistance with specialist areas, such as copyright and Creative Commons Licenses zz Advise on referencing and provide training using RefWorks zz Advise on the University Repository and Open Access Policy zz Keep you updated on new resources zz Represent ILS at relevant University committees

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Key ILS Contacts Information Learning Services York St John University Lord Mayor’s Walk York YO31 7EX T: 01904 876696 E: ils@yorksj.ac.uk www.yorksj.ac.uk/ils

Academic Services Manager Victoria Watt

Resource Acquisitions Librarian Bryan Jones

E: v.watt@yorksj.ac.uk

E: b.jones@yorksj.ac.uk

Repository Librarian Ruth Mardall

Linux Systems and Applications Officer Joseph Munzer

E: r.mardall@yorksj.ac.uk

E: j.munzer@yorksj.ac.uk

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Key ILS Contacts

For general enquiries, you can email us at ils@yorksj.ac.uk

Academic Liaison Librarians

Digital Trainers

E: academicliaisonteam@yorksj.ac.uk www.yorksj.ac.uk/ils/all

E: digitaltraining@yorksj.ac.uk www.yorksj.ac.uk/ils/digitaltraining

Rachel Hogg

Annette Webb

E: r.hogg@yorksj.ac.uk

E: a.webb@yorksj.ac.uk

Clare McCluskey Dean

Ian Staite

E: c.mccluskey-dean@yorksj.ac.uk

E: i.staite@yorksj.ac.uk

Jane Munks E: j.munks@yorksj.ac.uk

Ruth Patterson E: r.patterson@yorksj.ac.uk

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Digital and Information Literacy: Tutorials and Sessions The Academic Services Team works with both academic staff and students to embed digital and information skills into the curriculum, offer bespoke group training sessions, and provide 1-1 tutorials.

In 2016–17, the Academic Services Team completed 1,071 hours of these sessions, seeing 522 undergraduate students, 92 postgraduate students and 180 members of staff for 1-1 or small group tutorials. The Team also fielded 1,787 Quick Queries (email, phone, etc) from students, and a further 640 from staff.

Examples of tutorials offered last year include: zz Using RefWorks to keep track of references and format them in the final dissertation zz Creating and analysing surveys in Qualtrics zz Using Google Scholar to track how a key piece of research has been used elsewhere zz Creating websites using WordPress

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zz Using Box of Broadcasts to find news and sports broadcasts zz Planning a systematic search strategy for an extended literature review zz Making information videos using the ILS iPad minis zz Hints and tips for using the best search words and tools in the Emerald business journal database zz Finding newspaper articles from our 19th Century Newspapers database

Some of our tutorial feedback…

“I will be able to find more links to theory which will help to support the points I make.”

“It will mak so much has made variety of quicker an

“Now I will be more likely to use a wider range of materials from different sources as I know how to access them more easily.”

Resources for Teaching The Library provides access to hard copy and electronic resources, both books and journals. You can search for books, ebooks and the full text of journal articles through our library catalogue. In addition to the catalogue, there are a variety of databases and other online information sources available via the ILS homepage.

Your University username and password is also your OpenAthens username and password; we

ke my life easier…it e finding a resources nd easier.”

recommend that you access resources via the ILS website as this provides a better user experience, especially when off-campus. If you need any help accessing resources, then please contact Information Learning Services.

It is important that you contact your Academic Liaison Librarian when planning a new module or programme or when considering changes to a module or programme. Obtaining materials to support teaching can take time and the Library needs your help in ensuring that we have sufficient time to make resources available to your students.

g

“This tutorial will make it easier to find relevant and up to date resources and how to reference them.”

“Just writing to say thank you again for all your help during my dissertation, I got a mark of 76.

My first first!”

“Very helpful… I will remember to look in detail at the resources I use to see if they are reliable, up to date and a good source.”

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Resources for Teaching

Reading Lists We have an online reading list system, Rebus:List, which is available to staff and students. Please send reading lists to the appropriate Academic Liaison Librarian as early as you can before the resources are required.

If possible, indicate the number of students on the module; this applies whether the reading lists are part of new module validation documents or part of updated module handbooks, although we appreciate you may have less information about numbers if the module has not been validated.

fully aware of their resource entitlement and that items are ordered according to the needs of the module and programme. To find out more please contact your Academic Liaison Librarian or visit: www.yorksj.ac.uk/ils/rrs

Requesting Resources to Support Teaching You can request resources to support your teaching at any time of the year. Priority will be given to items on reading lists, as per the Reading Resources Strategy. Please consider:

Staff can use Rebus:List themselves to create and edit reading lists for their modules. If you wish to do this please contact your Academic Liaison Librarian. www.yorksj.ac.uk/ils/readinglists

zz Book purchases take on average 6 weeks to arrive on the shelves

Reading Resources Strategy

zz New journal subscriptions can only be considered as part of the annual business planning cycle. Requests for subscriptions should be placed before the end of December in order for there to be funding in place for the following academic year

Reading Resources Strategy is an approach to recommending reading that takes account of students’ needs: zzTo have access to essential reading zzTo develop relevant study skills to find other information We recommend using Reading Resources Strategy in all programmes, to ensure that the students are

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zz Ebook purchases take on average 2 weeks to be linked to the Library Catalogue

Please also bear in mind our Information Resources Management & Access Policy, which can be viewed online. www.yorksj.ac.uk/ils/policies

Resources for Teaching

Scanning Service

RefWorks

Information Learning Services runs a scanning service to provide digitised copies of permitted journal articles and book chapters. Scanned articles and chapters can then be linked to your online reading lists in Rebus:List. www.yorksj.ac.uk/ils/digitalscanning

Information Learning Services provides a web-based reference management tool called RefWorks.

This is available to both staff and students. If you would like support for your students in using RefWorks please contact your Academic Liaison Librarian. To find out more, try our 10 Days of New RefWorks. blog.yorksj.ac.uk/NewRefWorks

Linking to Resources It is possible to link to all of our online resources – journal articles, ebooks, clips from Box of Broadcasts, training courses from LinkedIn and Lynda.com, reading lists in Rebus:List – from Moodle. If you wish to do this, we recommend that you discuss it with your Academic Liaison Librarian. They will be able to advise you on the most reliable links to use so that your students will be able to access the resources both on and off campus.

Search Success ILS Search Success is here to support students with skills that they can use long after their time here with us at York St John University has come to an end, through guidance provided on finding and evaluating information, referencing, and more. There are useful hints, tips, and examples curated in Search Success to equip students with these essential skills. www.yorksj.ac.uk/ils/searchsuccess

Copyright Copyright is an important consideration when you are teaching or studying at university. Copying, analysing, imitating and reproducing the works of others is an important component of learning and research.

York St John University wishes to ensure that all copying for its teaching, learning and research activities is undertaken legally. To help you do this, we provide advice and guidance. For further help and advice please email the ALLs, or visit the copyright web pages.

E: academicliaisonteam@yorksj.ac.uk www.yorksj.ac.uk/ils/copyright

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Resources for Research Every university subscribes to different sets of resources, so you may not be able to access resources you have previously used. Your Academic Liaison Librarian can show you specialist subject resources held by York St John University. We know that you will want to explore information from a wider selection of resources than those held by any one library; we therefore provide the following services.

SCONUL Access The University is a member of the SCONUL Access reciprocal scheme, which enables researchers to use and borrow from other university libraries.

If you wish to register to use another library, you can apply online. If you need any help or advice regarding the scheme please ask an Information Assistant at the Service Desk. sconul.ac.uk/sconul-access

Inter-Library Loans

The British Library

The inter-library loans service provides items for staff which are not held at York St John University. Inter-library loan requests can be placed online. www.yorksj.ac.uk/ils/ill

As well as St Pancras, London, the British Library (BL) has Reading Rooms at Boston Spa, Wetherby.

With access to over 7,000,000 items from their Research Collection, and only 20 miles from York, this is an excellent resource for staff to advantage of. For further information, visit the BL Boston Spa website. www.bl.uk

When you make a request ILS will pay for it. There is no charge to you or your School and there is no limit to the number of requests you can place (although there is a limit of 20 active requests at any one time). The only time we will charge for an interlibrary loan is if you wish to renew it.

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Scholarly Communication Information Learning Services can help you with the many issues relating to the publishing process and scholarly communication (eg Open Access) in a number of ways.

follow the ‘Green’ OA route. Further information can be found in the University repository’s OA policy. www.yorksj.ac.uk/ils/ repository/oapolicy

Research Support Workshops

RaY – Research Repository

Information Learning Services can deliver sessions on the following themes:

The University has a research repository known as Research at York St John, or RaY. All research outputs that are published by staff have to be placed in the repository. ray.yorksj.ac.uk

zz Open Access zz Impact zz RaY (Research at York St John, the University repository) zz Publishing research using social media zz Keeping track of your reading

Open Access (OA) Publishing OA has impacted considerably on the publication process and it is important that you understand how it affects you as a researcher.

Book onto one of our workshops or contact your Academic Liaison Librarian for further information to help you develop your understanding of the publishing process and OA. The University supports the principle of OA and where possible will

The benefits of depositing in the university repository are: zz Helps you to meet REF Open Access requirements zz Increased citation rates zz Items will be harvested by search engines, such as Google, and other services, such as OAIster zzThe repository acts as a window to the university’s research and makes research more easily available to the scholarly community Your Academic Liaison Librarian will help you understand the process of depositing any publications and advise on copyright and Creative Commons Licences.

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IT Resources and Support IT Support For help with connecting your equipment or using the IT facilities, visit the Service Desk in the Library, or visit the ILS website. www.yorksj.ac.uk/ils

Fault Reporting If you want to report a problem with a PC, printer or any other aspect of University IT provision, you can log an IT job online or by phone.

T: 01904 876696 www.yorksj.ac.uk/ils For specific instances of IT faults in teaching rooms, you can also text us – start your text with the word ILSHELP, followed by the room number and brief fault details.

Text: 81025

Free Software Did you know that, for as long as you’re a member of staff with of York St John University, Microsoft Office 2016 is available free for you to download and install on up to 5 PCs and/or Macs? To access your free copies of Office, visit the Microsoft Office portal and sign in with your full York St John University email address and password. portal.office.com

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On top of this, with Office 365 you can store documents online and work on them in the browser from any computer.

Adobe Creative Cloud is also free for University staff – please email ILS for more details.

E: ils@yorksj.ac.uk

Connecting to Our Wireless Network At York St John University, across York city centre, and at other participating institutions (both nationally and internationally), you can connect devices to WiFi using one eduroam sign-in. Just look out for eduroam on your device’s list of available networks, and sign in using your full York St John University email address and password. (Changing your account’s password? Don’t forget to update these details on your devices.)

IT Purchasing Computer equipment should be ordered through Information Learning Services to benefit from central ordering. It will also enable Information Learning Services to log computer equipment onto the fixed asset register. Orders can be placed by email.

E: ITpurchasing@yorksj.ac.uk

IT Resources and Support

Mobile Device Consultation Mobile devices, such as tablet computers, can be useful to assist you in your role as we move towards a paperless office environment.

The University is able to supply various different mobile devices for you to try. Different devices have different advantages, depending on your job role and how you will be using the device.

Choosing the best device for your role can be challenging so ILS provide a consultation service to help you match the best device to your needs.

To access the consultation service please contact Digital Training (page 17) to arrange a meeting.

E: digitaltraining@yorksj.ac.uk

By using your IT account, you are confirming that you have read, understood and accepted our terms

Online Training Courses with LinkedIn and Lynda.com Both staff and students can benefit from learning or enhancing their technology, business or creative skills.

ILS provide access to a comprehensive online training library featuring a wide range of video-based courses.

Staff can create playlists and link them to their Moodle courses or Rebus:List. Students can progress through curated Learning Paths and enhance their career prospects with LinkedIn integration. If a member of staff would like to discuss the creation of bespoke playlists to support learning outcomes, please email Digital Training (page 17).

E: digitaltraining@yorksj.ac.uk

Loanable Laptops and iPads Staff and students can borrow iPad Minis from the Service Desk, whilst staff are also able to borrow a set of 12 iPad Minis for teaching. We also provide laptops for loan via lockers in Fountains (Ă—2), Holgate and De Grey.

IT Acceptable Use Policy By using your IT account, you are confirming that you have read, understood and accepted the terms of our IT Acceptable Use Policy, available online at: www.yorksj.ac.uk/ils/aup

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IT Resources and Support

Equipment

Box of Broadcasts (BoB)

IT manages audio-visual (AV) facilities, providing equipment and expertise to all members of the University There is a range of equipment available to borrow for you to use in your teaching and research.

Equipment and services include:

BoB enables all staff and students in subscribing institutions to choose and record any broadcast programme from 60+ TV and radio channels.

The recorded programmes are then kept indefinitely and added to a growing media archive (currently at over one million programmes), with all content shared by users across all subscribing institutions.

zz Camcorders (HDD/SD memory) zz Audio recorders zz Public address systems zz Laser pointers zz Overhead projectors zz Digital still cameras zzTV and programme recording from Box of Broadcasts To book equipment or to ask for help, advice or training please contact IT by phone or email.

T: 01904 876696 E: ils@yorksj.ac.uk

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The user-friendly system allows staff and students to record and catchup on missed programmes on and off-campus, schedule recordings in advance, edit programmes into clips, create playlists, embed clips into VLEs, share what they are watching with others, search a growing archive of material, and more.

Access BoB directly through ILS’s specialist subject resources. www.yorksj.ac.uk/ils/ssr

www.yorksj.ac.uk/ ils/digitaltraining digitaltraining@ yorksj.ac.uk

Digital Training ILS Digital Training supports staff and students in improving their digital skills and how to get the best from systems and software at York St John University. We offer: zz One to one tutorial help, at your desk if appropriate. We can work with you to identify skills you will need to complete your projects zz Support via email and phone for specific issues. Drop-in sessions are also available zz A full range of one hour, handson courses covering most skills, systems and software. We can also create bespoke courses for teams or small groups

zz Embedding into degree modules to teach required skills including Word Essay skills, Mahara ePortfolio creation, designing academic posters and video production. We can create suggested workflows and provide bespoke support for students zz Many resources to help with Moodle, Mahara, Office 2016, Adobe products and a wide range of other systems You can contact the Digital Training team by email.

E: digitaltraining@yorksj.ac.uk

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Print Services

01904 876025 printservices@ yorksj.ac.uk

Printing facilities are available throughout Fountains, and our Print Services team are based at the Service Desk. The team can help with: zz Printing zz Photocopying zz Stationery zz Print credits zz Document and dissertation binding zz Laminating zz Scanning You can print to any of the printer/ copier devices situated throughout the University campus. They are available on every floor of Fountains as well as at Holgate reception. The same devices also provide access to photocopying and scanning.

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The Print Services team operate a vending machine on the Ground Floor of Fountains which sells many products including pens, blank disks, batteries, sticky notes, sticky tape, memory sticks, highlighters, glue sticks and notepads. A small range of items is also available for purchase from the Service Desk.

For requests, orders or any other enquiries, please phone or email the team, or ask at the Service Desk.

T: 01904 876025 E: printservices@yorksj.ac.uk

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What’s in the Library?

The silent study area makes up the majority of the Second Floor

During term time, all three floors of Fountains are open 24/7

Ground Floor The Ground Floor is open 24/7 yearround, and is a space where students may work alone or in groups.

You will also find a range of ILS services here, which include: zzThe Service Desk – your first point of contact for all ILS queries zz Self-issue points zz Self-service Return Point zz Self-service laptop lockers zz Open Access PCs and iMacs zz Quick-access Library Catalogue search kiosks

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zz DVDs zz CDs zz Printers/copiers zz A microfiche reader zz Group study areas zz Project workspaces zz Self-service reserved items zz Key texts (aka Quick Access Texts) zz Print journals zz Newspapers zz Refreshment vending machines zz Stationery vending machines zz Hot/cold water tap zz Lockers for personal belongings

What’s in the Library?

First Floor

Second Floor

The First Floor is equipped with Open Access PCs and iMacs, and a range of areas for individual or group study, including a group study room. There are also self-issue points and printers/copiers. It is also home to the School Library.

This is our silent study floor and is suitable for individual study only. You will find printers/copiers located outside the silent area. It is also home to the David Hope RE Centre, the Rees-Williams Collection of Victorian & Edwardian Children’s Books, the University archive, the Languages Resource Area and the Linguistics Lab.

Books on the following subjects can be found on the First Floor: zz Computer Science zz Education zz Languages & Linguistics zz Philosophy zz Psychology zz Social Sciences zz Science zzTheology & Religion You will also find our collection of music scores and our oversize books on this floor.

Books on the following subjects can be found on the Second Floor: zz Arts zz Business Management zz Geography zz Health zz History zz Literature zz Music zz Sport

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Opening Hours During term time, all three floors of Fountains are open 24/7.

Opening hours for the First and Second Floors outside of term time, including holiday periods, can be found on the website, plasma screens, bookmarks, postcards, or via staff at the Service Desk.

The Ground Floor of Fountains is open 24/7 all year round, providing access to PCs, printing, copying and copies of key texts and journals.

Your Safety & Security ILS takes your safety and security seriously.

We ask that you don’t leave bags unattended in Fountains. There are lockers available so you can keep personal belongings and valuable items safe; ask at the Service Desk about obtaining keys to these lockers.

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Please remember to carry your University ID card at all times.

Between 10.00pm and 8.00am you may be asked to show your University ID card to security when entering the Library. If you don’t have your ID card, we’re sorry, but you won’t be able to come into the building.

Borrowing Items

Staff can borrow up to 25 items at any one time

Staff can borrow up to 25 items from the Library at any one time.

Your University ID card doubles as your Library card. You need your ID card and Library PIN in order to borrow items from the Library or to renew them online.

When you arrive, the Service Desk will create your Library account and PIN for you. Please ask at the Service Desk to obtain your details. www.yorksj.ac.uk/ils/ catalogue/account

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Policies Wherever possible, our aim is to avoid restrictive policies and regulations but the University is nevertheless bound by regulations, both legislatively and as a result of our licensing conditions. It is your responsibility as a user of the University’s systems to familiarise yourself with these policies and ensure that your use does not breach regulations.

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You can find more information on both copyright (page 11) and our Acceptable Use Policy (page 15) within this booklet, or by visiting their dedicated web pages. www.yorksj.ac.uk/ils/copyright www.yorksj.ac.uk/ils/aup If you have any questions, the Service Desk is your first point of call for help.

Facilities Helpline The Facilities Helpline provides support to all University staff and students who require help from the Portering Service, Domestic Services or Maintenance teams. It is the University’s in-house system for booking repairs ranging from roof damage to a dripping tap and everything in between. It is also there for staff and students to report health and safety hazards or any minor maintenance issues, to request specific room layouts, and to alert us to a cleaning issue or problem we might have missed.

Jobs raised via the Helpline are then prioritised in order of urgency. Issues which cause the most risk are dealt with immediately, whereas routine

tasks such as room changes and minor works, are booked in to be dealt with as part of the day-to-day work plan.

Providing an accurate description of the problem is essential as it enables us to categorise work appropriately.

The Facilities Helpline can be accessed online – you’ll need to log in using your University username and password. www.yorksj.ac.uk/facilitieshelpline If you have any difficulties when logging in to the Facilities Helpline, please email Estates Admin.

E: estates.admin@yorksj.ac.uk Alternatively, if you need to report something to the Helpline but don’t have online access, you can email or call.

T: 01904 876666 E: facilities.helpline@yorksj.ac.uk

www.yorksj.ac.uk/ facilitieshelpline

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Contractors and Works on Campus Frequently there are works happening on campus which require certain areas to be cordoned off. Staff and students will be notified of these works as early as possible and are asked to be aware when navigating the campus that they do not cross site boundaries as this poses a significant Health and Safety risk.

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If staff or students overhear or are subject to any unacceptable language or behaviour from contractors, Estate Management & Development ask that they report this immediately to us by either emailing or phoning us.

The University has a zero tolerance policy on such language and behaviour, and will immediately take action.

T: 01904 876012 E: estates.admin@yorksj.ac.uk

Feedback Feedback from you is important to ILS and Estates as it helps ensure we are providing the right services for you. Please contact your Academic Liaison Librarian (page 7) with any feedback or queries you may have. Do take the time to tell us what isn’t working too well but also what is, as it helps us to help you!

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York St John University Lord Mayor’s Walk York YO31 7EX Information Learning Services T: 01904 876696 E: ils@yorksj.ac.uk www.yorksj.ac.uk/ils Estate Management & Development T: 01904 876012 E: estates.admin@yorksj.ac.uk www.yorksj.ac.uk/estates

@YSJ_ILS /yorksjils @YSJ_ILS

‘Staff Guide to ILS & Estates’ © 2017 ILS and Estates at YSJ This booklet can be provided in other formats; let us know of your requirements.