It is essential that you familiarise yourself immediately with the CMS fire alarm procedures. Details can be found in the safety information file in your office
Emergency number for FIRE/POLICE/AMBULANCE is 1 999
Emergency number for SECURITY is 101....
The CMS Site operates a no-smoking policy
Department of Pure Mathematics and Mathematical Statistics
University of Cambridge
Centre for Mathematical Sciences
Wilberforce Road
Cambridge
CB3 0WB
Tel: (01223) (3)37999
Web site: https://www.dpmms.cam.ac.uk
Welcome to the Department of Pure Mathematics and Mathematical Statistics
DPMMS is one of the two mathematics departments in Cambridge, the other being the Department of Applied Mathematics & Theoretical Physics (DAMTP). Together with the Betty and Gordon Moore Library and the Isaac Newton Institute, the two departments make up the Centre for Mathematical Sciences (CMS). This guide is to assist with induction to DPMMS giving some key basic information.
DPMMS and DAMTP have their own Heads of Department, finance and administration personnel teams to assist with the day to day needs of the departments. The Statistical Laboratory has a Director and is also supported by the DPMMS administration team who are located on the first floor of Pavilion C. All members of the admin team are available and able to offer help and assistance at any time – please feel free to drop by.
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Head of Department Professor James Norris Director of Statistical Laboratory Professor Richard Samworth |
Finance and Grants Administration Edina Tandari Finance and Grants Manager Emma Faid Finance Assistant and ERC Grants Administrator
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Administration Niko Ovenden Departmental Administrator (Senior Professional Services Manager) Julia Blackwell PA to Head of DPMMS & Director of Statistical Laboratory Jayne Clough DPMMS Administration Sally Baume Internships Co-ordinator
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The Faculty of Mathematics operates a shared administration service for some of the operations of the Faculty. The four categories and a brief description of their functions follows:
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Head of IT, Frank Lee For all computer related queries, including software and hardware, the IT department run a helpdesk. Please direct all enquiries to help@maths.cam.ac.uk For setting up new accounts or wifi tickets, please contact the Administrative Staff in your Pavilion in the first instance. https://www.maths.cam.ac.uk/computing/obtain-maths-computer-login
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Postgraduate Office Manager Sarah Dodd and Director of Postraduate Education of Dr Tom Fisher grad-administrator@maths.cam.ac.uk Sarah’s office (C0.14) is located on the ground floor of Pavilion C and is the first point of call for all Graduate Student related matters. Part III Course Co-Ordinator partiii-coordinator@maths.cam.ac.uk Responsible for the day-to-day coordination of Part III |
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HR Office Manager, (position currently vacant) The HR Office Manager's office (B1.31) is located on the first floor of Pavilion B. HR can assist with enquiries regarding, visas, contracts of employment, letters of introduction for purposes of opening bank accounts, recruitment, staff welfare and peer review.
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Undergraduate Office undergrad-office@maths.cam.ac.uk The Undergraduate Office (B1.28) is located on the first floor of Pavilion B and is the first point of call for all Undergraduate Student related matters. The Office also organises the lecture list and is responsible for the administration of the Faculty’s examinations.
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Computing and IT: Please see the Faculty's IT webpage for assistance.
Financial matters and claiming expenses Please contact the Finance Office (C1.19) for help with all aspects of grant applications and submission, including X5s, liaising with sponsors, Principal Investigators and the Research Operations Office to achieve deadlines. The Finance & Grants Administrator oversees all the active grants within the Department providing analysis and reconciliation. The Finance Office receives and processes expense forms and can be contacted for information on all things financial.
Employees claim expenses through the new system, SAP Concur https://www.expenses.admin.cam.ac.uk/
There are links to short videos to help you get started on the website and the Finance Team is on hand to help with any queries.
Please note – you can also download a phone App to help you keep track of receipts while travelling.
Expense Forms for visitors and students can be downloaded, completed and handed in to the Finance Office.
Hard copies of these forms can be found on the bench outside the Finance Office. Please note, expenses must be claimed within a reasonable time, currency should not be converted and original receipts must be provided. Reimbursement for staff and overseas visitors is paid by BACS for which claimants will need to provide a bank statement. It must show the individual's name, account number and sort code. All transactions and balance can be covered (redacted statement). See Visitors - Guidance for Expense claims.
Inviting Seminar speakers: Please see guidelines on what the Department’s Seminar budget is able to cover.
Travel Insurance and travel risk assessments
Travel insurance is available through the University’s Group Business Travel Insurance Policy for employees and postgraduate students travelling away from the UK to carry out University activities. University activities would include overseas trips to attend University-related meetings and conferences or to carry out research. Please note that in the event of a claim, the Department is required to confirm that a risk assessment was received before releasing funds.
Before you travel checklist :
- Complete a risk assessment form see https://www.safety.admin.cam.ac.uk/policy-guidance/miscellaneous/hsd089m-guidance-managing-risks-travel-fieldwork-and-work-away (NB new guidance is available here https://www.safeguarding.admin.cam.ac.uk/files/hsd089m.pdf)
- COVID helpdesk guidance is required for COVID-related aspects of travel planning for academics and students. Contact the COVID helpdesk for advice before you travel: telephone 01223 339514 or email covid-helpdesk@admin.cam.ac.uk. Send completed risk assessment form to Departmental Secretary for approval (dpmmssec@dpmms.cam.ac.uk)
- Apply for travel insurance please see the link here https://www.insurance.admin.cam.ac.uk/news/new-travel-insurance-application
- COVID testing for travel (if required) needs to be obtained through private providers. Excalibur Healthcare Services offers a discount to University ‘friends and family’ – use uoc2021 discount code.
- Make sure your contact details (including emergency contacts) are up to date on the University HR system.
- While on the trip, report any safety concerns to the department if necessary.
Low Risk Travel Assessment- Staff
Medium Risk Travel Assessment - Staff
High Risk Travel Assessment - Staff
Academic Leave
- Academic and Study Leave
The Faculty Board asks that at least two term's notice is given when applying for Sabbatical Leave, using the (CHRIS/67) form.
- Short Leave
Short Leave requests for time away during Full Term (for between 2 - 14 nights) should be submitted to the Head of Department for approval BEFORE the period of leave takes place. Permission is not needed for a period of leave less than 2 nights.
Please use the Short Leave form for these requests: (Docx). Hard copies of this form are also available outside B1.31.
Requests for a period of short leave between 15 - 28 nights should be made to the General Board, via the Faculty Board, using the (CHRIS/67) form.
General information
Employee Self-Service (ESS) Employee Self-service lets you:
- Supply and update HESA personal data
- Add or amend your address, phone numbers and email addresses
- Add or amend emergency contact details
- View and download online payslips (from June 2008 onwards)
- View P60 (from the tax year 2009/10 onwards)
- View your sickness record
https://www.hrsystems.admin.cam.ac.uk/systems/systems-overview/employee-self-service-ess
Sickness: All employees should use the (CHRIS/62) form to report all sickness absences to their departmental administrator or head of institution. After seven calendar days' absence, you need a medical certificate from a doctor. Information on the University's Sickness Absence Policy is available on the Human Resources Division website.
Access Cards: For any enquiries regarding access cards please contact Julia Blackwell who is the Card Representative. If you lose your card please report this immediately to reception@maths.cam.ac.uk as they will be able to disable the card to prevent unauthorised use.
Post: Incoming post is put in the pigeonholes opposite the main reception desk. For any post related queries including special deliveries please contact DPMMS admin staff. The internal postal system (UMS) is collected and delivered from Reception daily at around 11.00 am. University Teaching Officers and staff have a personal pigeon hole all other mail will be placed in the A-Z boxes in the DPMMS or Stats Lab section.
Telephones: Use 9 for an outside line. With the exception of UTO’s offices phones are defaulted to make local and internal calls only. Julia Blackwell is the Telephone Liaison Officer and can help if you need passwords reset for messages boxes or any other information or assistance.
Stationery: A small selection is kept in Rooms C1.17, D1.16 and E0.23. If you cannot find what you want, or supplies are running low please contact admin@dpmms.cm.ac.uk.
Photocopying: Copiers (with scanning facilities) can be found in the equipment rooms C1.17 and D1.16 and in E0.23 with multifunctioning printers/scanners/copiers placed around the Pavilions. If you encounter any malfunctions with the photocopiers please contact admin@dpmms.cm.ac.uk
Seminars: Details of the Department’s seminars are listed on the front page of the DPMMS Website and screens in the Central Core list up to date information of seminars being held around the site. For seminar organisers and those hosting speakers please see General Guide for Department Seminar Organisers and Guidelines (Financial Matters) for Departmental Seminar Organisers.
Academic Visitors: Do give as much notice of impending visitors as possible. If you have visitors (seminar speakers, collaborators etc) please speak to DPMMS Admin Staff who will be able to advise on accommodation, office space, IT, library facilities and access to the building. We are unable to provide offices for visiting PhD students and interns but can provide IT accounts and access cards.
Health and Safety and Emergencies: The Facilities Manager is the Site Safety Officer (office D0.03, extension 66915). Any problems with the building should be reported to her immediately. First Aiders can be summoned via CMS Reception (65000). CMS Site safety policy found be found here http://www.cms.cam.ac.uk/safety/safetypolicy/
- University EMERGENCY number (currently 101);
- University security number (currently 31818);
Display Screen Equipment (DSE) work station Assessments
We do not currently have a trained assessor in the Department but once the Safety Office restart their training program this will be rectified. In the interim staff are encouraged to read the following DSE guidance leaflets supplied by Occupational Health:
OHL03 - Working safely with Display Screen Equipment (DSE) desktops
OHL04 - Working safely with Display Screen Equipment (DSE) laptops
Disability Liaison Office
The Department's Disability Liaison Officer (DLO) is Hannah Fox who can be approached by students, staff, and disabled visitors with questions and issues around disability.
Building Maintenance: If you have any building maintenance problems, please report these to the facilities staff facilities@maths.cam.ac.uk
News Bulletin: The Maths Faculty publishes regular news bulletins
Wellbeing: For all matters relating to Wellbeing please visit the CMS Wellbeing website