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Flexitime and leave arrangements – MyFlexi now inactive

Bethan Smith4 October 2021

As of October 1st, the MyFlexi system has now been retired. Colleagues will be unable to access the system, with the exception of the Library HR team, and the LibNet pages on leave and absence have been updated with links to MyHR. Clocking in and out on-site was already suspended but has now been formally ended. 

MyHR and Local TOIL Arrangements

Colleagues should now book annual leave via MyHR. A quick guide to applying for annual leave on MyHR is available on LibNet as is a new document explaining how to cancel leave requests. More detailed guides on navigating MyHR are available on the UCL Knowledge Centre (please note you will need to be on the UCL network or VPN in order to access these). 

TOIL should now be managed locally within teams. Colleagues should consider the flexitime guidelines and FAQs available on LibNet when discussing TOIL arrangements.  

Included in the LibNet guidance are Word and Excel templates you may wish to use to log TOIL – please note that these documents are not prescriptive, and you may wish to adapt them, or use your own local documents, for your team’s needs.  

In addition, managers should by now have received a list of any outstanding MyFlexi positive balances accrued within their teams before the MyFlexi system was retired.  

Annual Leave Carry Over 

Any colleagues who did not submit their carry-over requests by 15th September should await confirmation from Library HR before updating their carry-over on MyHR. The system is currently being updated by HR Systems. Instructions on how to add carry-over will be circulated once colleagues can begin the process.

Please note that any colleagues who did submit carry over requests to Library HR by the 15th September will not need to manually add their carry over. It may be the case that your carry over is not currently displaying on MyHR as of the 1st October, but it should be added shortly as the system updates.  

Manager Briefings 

We are continuing to host informal briefing sessions for line managers to answer questions about local implementation of policy. Please contact Bethan Smith to book a place on one of these slots.

The remaining dates and times of the sessions are as follows: 

Thursday 14th October, 14:00 -15:00, led by Martin Moyle and June Hedges 

Friday 22nd October, 11:00 -12:00, led by Martin Moyle and June Hedges

Questions on using MyHR to submit and manage leave requests that are not covered by the UCL Knowledge Centre or LibNet can be addressed to the Library HR Team. Any other questions about the above can be sent to Bethan Smith. 

Teams Calling to replace desk phones

Margaret Stone29 September 2021

Library Services as a whole is due to begin the migration from desk phones to Teams Calling during October.  This is part of a UCL-wide project led by ISD, and some site libraries have already been migrated as part of their host department.

The initial change will only affect staff who need to make external calls for work.  They will see an update to their Microsoft Teams software with the addition of a keypad to dial any UK telephone number (or international number if this has been authorised by the line manager).  Managers have provided information on which staff fall into this category, and these staff will shortly be contacted by the ISD project to alert them to the change.  In addition, these staff will be asked if they need a computer headset for work – please take up this offer if you need one.  All other staff who need a headset should contact Library IT Support.

All staff who do not need to make external calls for work should continue to contact UCL colleagues using voice calls on Teams – no dialling required.

Some staff may receive a new telephone number as part of this project, especially where numbers have previously been shared.  You will be advised of your new number if this happens.  For all staff who get a Teams Calling number (old or new), your telephone number will be displayed on the UCL Directory by default, regardless of any previous settings. You can change your directory preferences via the Directory Preferences Self-Service page. The Directory updates each night so your changes will be reflected the next day.

There will be further phases of the project, firstly to introduce group calling (queues) for help points and other teams where relevant, and secondly to remove telephone handsets which will no longer be required.  Managers are working to ensure an adequate number of handsets are retained for emergency purposes at each site, but in general handsets on individual staff desks will be removed.  Finally, after the initial migration, we can always ask for additional/new staff to be enabled for external calls if needed, as this is an ongoing ISD service.

For full information on the project, visit the UCL Teams Calling website.  If you have any questions about the migration, please direct them in the first instance to Library IT Support.

Flexitime and leave arrangements from October 2021 – new guidelines

Bethan Smith20 September 2021

Further guidance available on LibNet

The new Library Services guidelines for flexible working patterns and the management of leave is now available on LibNet.  The key changes are the removal of the MyFlexi system and the switch to using MyHR for absence requests, and local team arrangements for flexible working patterns and TOIL.

Please note that library staff will no longer be able to log into the MyFlexi system from Friday 1st October.  The Library HR team will retain access during the decommissioning process for the system.

For flexitime balances remaining on MyFlexi, line managers will shortly be sent details of any positive balances, to transfer into their local recording, and negative balances will be discarded.

Flexitime manager briefing sessions

A series of informal sessions is available for line managers, if you have any questions about local implementation of the policy.  Please contact Bethan Smith to book your place on one of these slots.

The dates and times of the sessions are as follows:

Monday 27th September, 14:00 – 15:00, led by Jennifer Brown and Karen Jeger

Monday 4th October, 10:00 -11:00, led by Peter Dennison and Martin Moyle

Thursday 14th October, 14:00 -15:00, led by Kate Cheney and June Hedges

Friday 22nd October, 11:00 -12:00, led by Ben Meunier and Margaret Stone

Logging working patterns on MyHR

As we are in the process of returning to campus, it may be the case that your work pattern has recently changed (i.e. the number of hours you work per day). If you have changed your hours worked per day, as long as your overall FTE has not changed, you will need to record these in MyHR once the changes have been confirmed with your line manager.

Please note that you do not need to record whether you are working at home or in the office in MyHR and will only need to confirm the hours worked per day.

Carry over reminder

Additionally, as detailed in the previous announcement on flexitime and leave arrangements, the deadline for submitting carry over of annual leave to Library HR was 15th September.

If you wish to have annual leave carry over into the next leave year, but did not submit this to Library HR by the deadline, you will need to update this manually on MyHR after 1st October.

Please note that it may take some time for carry over to appear on MyHR; any carry over submitted may not have transferred by 1st October, but should transfer shortly afterwards. If you submitted your carry over request to Library HR by the 15th September deadline, and do not see your carry over added to MyHR on 1st October, please do not try to manually add this to MyHR.

Please do use MyHR to submit and manage leave requests for dates beyond 1st October 2021.

Questions on using MyHR to submit and manage leave requests can be addressed to the Library HR Team. Any other questions about the above changes can be sent to Bethan Smith.

New public Library website launching week of 13 September

Robert Drinkall8 September 2021

Please note that, following on from the blog post I sent on 27 July, our new public Library website will be launching during the week of 13 September.

We’ve made some refinements based on the feedback we received from Library staff following my previous post, and we hope the new website will be well-received by our audiences.

As a reminder, and for information, some of the key features we’ll be introducing include:

  • Current opening hours for all Library sites on our homepage.
  • New top-level sections replacing our existing Students, Staff, Visitors and NHS categories, providing quick access to key service and support information.
  • Prominent search boxes for our Explore service, including links for accessing your Explore account, both on our homepage and on its underlying pages.

If you have any queries about the new site, either before or after it launches, please contact the Web Support Team.

Flexitime and Leave Arrangements from October 2021

Bethan Smith26 August 2021

As announced previously, a project has been underway to evaluate the future of flexible working arrangements in Library Services. The project has been assessing both the suitability of the current systems in use at UCL and the new modes of working at UCL supported by MyHR.

Following a series of focus groups with Library Services staff and consideration of the options available, the project board has agreed to move to MyHR from the start of the new leave year. As a result, the MyFlexi system will be disabled from 1st October 2021 and the management of leave and absence will move to the UCL MyHR system.

Flexible working patterns will still be supported, where roles allow, and further detailed guidance on the new processes will be published during September. Management of these patterns will switch to local arrangements between line managers and their staff.

Ahead of these changes, please note the following steps we are asking you to take now:

  • Please notify Library HR of how much annual leave you want to carry over to the next leave year (up to 5 days or pro-rata equivalent), by 15th September 2021. This will be entered centrally on MyHR as a one-off process – in subsequent years the carry-over will happen automatically. Adjustments will be possible after 15th September 2021, but you and your manager will need to use MyHR self-service for this from 1st October 2021.
  • If you want to book (or approve) leave for dates beyond 1st October 2021, please now use MyHR to submit and manage these. Full guidance will be updated on LibNet during September, but for now please follow the instructions available from the MyHR help pages. Please note: you will need to be on the UCL network (e.g. VPN) to access both the user guides and MyHR itself. If you have not used MyHR user guides before, you will need to create a username and password for the knowledge centre. You can view or save an Employee Self-Service guide and/or a Manager Self-Service guide.

We have also created a temporary local guide to booking and approving leave on MyHR for this purpose.

Please look out for further updates in the coming weeks. In the meantime, questions on the above two steps can be addressed to the Library HR Team and any other questions about the proposed change can be sent to Bethan Smith.

Facilities & Projects Team – Project Updates

Collette E M Lawrence25 August 2021

Our team information can be found at the following link Facilities & Project Team

Please see below an update with regards to work taking place this weekend:

Saturday 28th August 2021 – The Science Library will be closed due to Sodexo carrying out a vital deep clean on all of the floor areas, in all communal spaces, in readiness for the new term in September.

The team have been working hard going from site to site getting social distancing in spaces rearranged and signage removed ready for new direction from UCL for the start of term.

If you have any issues or queries regarding this please contact the Library Facilities & Projects Team at lib-facilities@ucl.ac.uk

Library website redesign: please send us your feedback

Robert Drinkall27 July 2021

A project is currently underway to redesign the public Library website, with a particular focus on the homepage and the pages immediately below it (‘layer 2’).

To date, the Web Steering Group has agreed upon a revised homepage with new corresponding layer 2 pages, notably defining new section headings / information groupings which move away from the Students, Staff, NHS and Visitors categories we have at the moment. This approach has since been applied to a sandbox instance of the public website, and we’ve reached out to UCL students for their feedback, which we’re in the process of analysing.

We’d now like to ask you if you can please send us your comments about the redesigned site by completing our web redesign survey, which will be open until 6th August. Details about how to access the sandbox version of the site are included in the survey, and here are a few things to note alongside:

  • Small tweaks to layer 2 pages may still take place, but these will only be minor.
  • Content below the homepage and layer 2 pages has not been changed, and the breadcrumbs / menus will need to be altered before the new site is released.
  • Image selection is still being finalised.

Any feedback you provide will be appreciated, and thanks in advance.

Library Staff Conference Programme and joining instructions

Jennifer L Brown9 July 2021

On behalf of the Staff Conference Organising Committee, I am delighted to share with you the programme details and joining instructions for the Library Services Staff Conference on Wednesday 14th July at 1pm. The theme for this year’s conference is

 A Library of the Future: Learning from the Pandemic to Transform our Strategic Thinking. 

 

 Programme: 

Conference commences – 1pm

Welcome and opening address  – 1.05 – 1.25pm

Lightning Talks part 1 – 1.30pm – 1.55pm

Tabitha Tuckett: UCL Special Collections Dante public events

Vicky Price: Outreach programme, New Curators project

  Keynote address – Professor Anna Cox – 2.05pm – 2.50pm

Comfort break 15 minutes  

Lightning talks part 2- 3.10pm- 3.55pm

Amad Uddin

Margaret Stone

Christina Egan 

Breakout sessions 4.00pm – 4.25pm

 

Room 1 – Technology of future working (Margaret Stone and Martin Moyle)

Room 2 – Future space: Physical and Virtual (Ben Meunier and Anna Di Iorio)

Room 3 – User Experience: Engagement & Services (Peter Dennison and June Hedges)

Room 4 – Open Science (Kirsty Wallis and Paul Ayris)

Room 5 – Future of staff training and development (Michelle Wake and Kate Cheney)

 

Chocolate Meditation– Andrew Watson, Tabitha Tuckett and Harriet Hale– 4.25pm – 4.45pm  

Closing address by Ben Meunier : 4-50pm – 5pm

Library Social Group (LSG)

Social Activity 5.30pm onwards

As part of the conference we have created a “one-stop shop” webpage with all the information you need to participate in the conference; the programme timetable, joining instructions and weblinks, FAQs and of course a variety of resources created by talented staff within Library Services.  

The main part of the conference will be hosted on Zoom Webinar, with breakout sessions being hosted on Microsoft Teams and the chocolate meditation session on Zoom large meeting. All links for the conference and sessions will be released on Tuesday 13th July on to the webpage.  

To access the webpage, click here

Further resources will be made “live” on the day of the conference.  

Important pre–conference information regarding UCL Zoom account

In order to access the sessions that will be hosted via zoom please set up your UCL Zoom account prior to the 14th July (if you have not already done so previously). If your UCL zoom account is not set up you will be unable to access the event because it will not be available via the non UCL zoom route.

 

Details of how to set up your UCL zoom account can be found here.

The conference and all sessions will be recorded and available on the conference page to watch at a later date.  

We look forward to you joining us.

From

The Library Staff Conference Organising Committee 2021

 

 

Flexitime Focus Groups: Call for Participants

Bethan Smith7 July 2021

As we approach the next academic year, and implement new ways and patterns of working, we would like to take the opportunity to examine our current systems for managing flexible working patterns across Library Services.

The current flexitime system has been in suspension since March 2020. Running a local system brings with it limitations and overheads; as we implement new modes of working in the upcoming academic year, it is worth taking the time to examine how we might administer the benefit of flexible working within Library Services going forward, and consider whether we need to reinstate the current MyFlexi system.

With this in mind, Martin Moyle and June Hedges would like to meet colleagues to hear their views on how we might manage flexible working patterns in the near future.

We have arranged five focus groups, which will take place over the next three weeks.

Please note that there is no question of withdrawing the benefit of flexible working patterns from Library Services – conversations in these groups will instead focus on considering the way we administer these:

Friday 9th July, 11:30 – 12:30

Tuesday 13th July 11:00 – 12:00

Thursday 15th July 15:00 – 16:00

Tuesday 27th July 11:00 – 12:00

Thursday 29th July 10:00 – 11:00

Focus groups will take place virtually on MS Teams. Participants will be sent a Teams link prior to the start of the session.

To ensure a constructive conversation, we are aiming for up to 10 colleagues to act as participants per focus group. We aim to ensure an even spread of participants across teams, grades, and work patterns at each meeting to ensure a representative discussion is held.

If you are interested in attending one of the focus groups, please email bethan.smith@ucl.ac.uk with your first and second preference for your slot.

Library staff conference 

simon.bralee.152 July 2021

Wednesday 14 July, 13:00 – 17:00

Followed by Library Social Group event

The Conference Committee have been working hard, planning this year’s conference, with the theme ‘A Library for the Future’.

  • Meet the new provost Michael Spence;
  • Listen to lightning talks from colleagues;
  • Help shape the future of Library Services in breakout sessions based on the Library strategy, and more!

There will also be a chocolate based session, so make sure you have your favourite bar in stock. (You can use other snacks).

Teams are also encouraged to get together in the morning and hold their own local activities.

We will share the full programme soon. If you have any questions, please get in touch with Aanchal Bhatt or Jennifer Brown (committee co-chairs).