Forms and Documents

This page attempts to summarise in one place all the forms and (word) documents on the website. Email the webmaster if you have suggestions.

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All department procedures are contained within the single document entitled Department Handbook. This document is given to each new member of department when they arrive. See the adminstrator's secretary for up-to-date printed copies. The document is up-dated annually each September ready for the new intake of students.


Research and Teaching Forms and Documents


Casual Work forms

If you are undertaking casual work for the first time, please complete a ‘Casual worker new starter data collection form’, which will enable us to create a record for you on the HR system (required for payment). Please also complete a ‘Starter checklist form’ (previously a P46) to ensure that your payment is taxed correctly.

Please be aware that it is a legal requirement for you to complete a right to work check before you start any work. If you are a student visa holder, please also complete a ‘Tier 4 Student Employment Declaration’, and take note the following restrictions:

  • Most undergraduate and taught postgraduate students on Tier 4 visas are restricted to a maximum of 20 hours per week work during term-time/ any time during which you have study commitments (this includes any weeks when the student has study commitments, even if this is outside of the standard term-time). Paid and unpaid work counts towards your maximum permitted working hours.
  • Most postgraduate research students on Tier 4 visas are restricted to a maximum of 20 hours per week work all year round, as research students are not considered to have terms. For further information, please contact the HR Manager.
  • Short Term Study and visitor visa holders are prohibited from taking any employment, whether paid or unpaid.

If you have completed a right to work check and other required forms, you can then complete a ‘Casual Worker Timesheet’, including any work that you do in a given month. Please return your completed and authorised timesheet by the end of the month, so that it can be processed for the following month’s payroll. If everything is in order, you will receive payment on the penultimate working day of the following month. If the timesheet is missing information or if you have not completed the appropriate forms, this is likely to result in delays to your payment being processed. If you have any questions about casual work, please contact the HR Manager.


Visitor forms

Members of departmental established academic staff are eligible to sponsor visitors, although other individual senior researchers or academic-related staff may be given permission to host a visitor at the Head of Department’s discretion.

Staff wishing to host a visitor need to read all the documentation below and return the completed application form V7 (and V8 if necessary).

All queries about academic visitors should be directed to the HR team (Tara,Alison,Carol) via  hr@materials.ox.ac.uk


Reward and Recognition Scheme for Academic-Related and Support Staff – Department of Materials

The Reward and Recognition Scheme for academic-related and support staff has two elements:

  • An Awards for Excellence Scheme to recognise staff contributions to the work of the University and to reward exceptional individual contributions. All eligible staff are reviewed annually in the gathered field exercise by a panel at departmental level.
  • A Recognition Scheme, under which smaller, timely awards can be made at departmental level to recognise one-off, outstanding contributions at any time of the year.

The Reward and Recognition exercise for the performance year 2019 has now been concluded and relevant payments have been made in April 2020 payroll.

Changes to the Recognition Scheme Schedule for 2020

In light of the uncertain financial position due to COVID-19, Personnel Committee considered possible pay mitigations for the next financial year, and its recommendations were approved by Council on 22 June 2020. These mitigations included putting all discretionary pay awards for all staff groups on hold until further notice. The Awards for Excellence Scheme (the gathered field to award one-off or recurrent increments) remains on hold, whilst the Recognition Scheme has been reintroduced.

The purpose of the Recognition Scheme is to reward one-off contributions or examples of high performance by individuals or teams throughout the year. To facilitate timely recognition, the Department of Materials has decided to introduce a new schedule with recognition awards administered on a quarterly basis. The recognition award will be £200 (before taxes) in all cases.

How will the new schedule work?

Nominations for the Recognition Scheme should be made by managers and consist of a brief case to the Head of Department, whose decision is final. A sample nomination form can be found below.

Completed recognition nominations will need to be submitted to the HR Department (hr@materials.ox.ac.uk) and will be reviewed by the Head of Department, in accordance with the schedule below.

Reference months Deadline for Submission to HR Payment month
January – March 2020 12th May 2020 June 2020
April – June 2020 13th July 2020 August 2020
July – September 2020 26th October 2020  
October – December 2020 11th January 2021  

 

Why nominate?

There are many reasons to nominate a member of staff. Have you seen anyone:

  • Deliver an important departmental initiative?
  • Develop an idea that leads to a saving or service improvement?
  • Deliver an important project ahead of time or with a budget saving?
  • Show an outstanding commitment to the Department?
  • Create improved efficiency or savings?
  • Assist others during staff absence or periods of peak work?

If you have any questions in relation to the new Recognition Scheme schedule, please do not hesitate to contact Carol Baggiolini, HR Manager.


PDR and CDR

Annual PDR and CDR are an important part of effective people management. All staff who are beyond their probationary period are entitled to a conversation that is dedicated to their personal and career development, gives them the opportunity to agree goals and objectives and creates an environment in which feedback can be heard and received. We refer to these conversations as PDR (Personal Development Reviews) or CDR (Career Development Review) if you are a researcher.

PDR and CDR should be a constructive, transparent dialogue between the reviewee and reviewer. After the conversation the form should be finalised and agreed. This page has comprehensive links to key guidance documents and templates to help plan and get the most from your PDR  or CDR.

 

THE PDR AND CDR PROCESS

  • The reviewee prepares for the PDR or CDR conversation by completing the PDR or CDR form ahead of the meeting. This encourages consideration of the reviewee's achievements over the last year; any changes in their responsibilities; any progress or barriers in meeting objectives, training and development activities; workload and their working environment. The reviewee is also asked to propose objectives for the next year, and any training required in order to meet these.
  • The reviewee sends the PDR or CDR form to the reviewer, to which the reviewer adds their own reflections. Both parties meet, using the form as a discussion prompt for the PDR or CDR conversation and agree a set of objectives and training needs for the coming year. These objectives are reviewed at regular one to one conversations during the year and revised as needed.

PDRs and CDRs are managed centrally by the Materials HR Team, who can provide further information about the process.

 

PREPARING FOR YOUR PDR or CDR*

*Please note that when referring to PDR, the same is applicable for CDR

PDR Principles: find out more about the essentials and principles of PDR.

PDR for Reviewees: guide for reviewees on how to make the most of your PDR and have effective career conversations.

PDR for Reviewers: guide for reviewers on their role in the PDR, how to agree objectives, learning and development conversations, and career conversations with members of staff.

A specific guide has been prepared for PIs conducting a CDR with research staff. 

A small guide has been prepared to support through the PDR process. 

Should you wish to have 1-2-1 or small group PDR planning support, or discuss setting objectives, this is available through the HR Manager.

 

SCHEDULE FOR PDR AND CDR

  • February-April 2021 PDR and CDR conversations scheduled and taking place in all teams flexibly to fit with work programmes
  • End of April: all PDRs and CDRs should be completed with action plans developed and agreed
  • All completed, agreed and signed off PDRs and CDRs to be sent to the HR Manager (via pdr-cdr@materials.ox.ac.uk) by 30 April 2021
  • Post-completion onwards it is a live document so do use it to check in within your regular 1-2-1s and informal catch ups.

 

THE IMPACT OF COVID-19

We have undoubtedly experienced an unprecedented period of uncertainty and change due to the Covid-19 pandemic. Working remotely has perhaps added a more complex dimension to day-to-day people management and keeping on track with respective objectives. It is also reasonable to expect that team members will be feeling a degree of anxiety and uncertainty about the future. The PDR is also a chance to reflect on what has been achieved, wellbeing strategies, and plans for the future. Please visit the POD guide on managing PDRs during COVID-19

Department Stationery Templates

The University of Oxford has a strong brand and is actively promoting the careful and correct usage of the Quadrangle and Rectangle brand marks and the belted crest. Please see the Oxford University Branding Toolkit for
many pages of guidelines and instructions.

In addition the Department of Materials has it's own "OxfordMaterials" brand which should be used in conjunction with the University Brand on all departmental publications.

Omlogo

 

 

 

The above image of the Oxford Materials logo is a JPEG image suitable for inserting into Microsoft Office documents and presentations and printing on desktop
colour laser printers. (Rightclick image and select SaveAs). For larger publications such as posters a TIFF image is available Oxford Materials logo (TIFF).
Note that in 2012 the website redesign project modified the colours of the Oxford Materials logo so all members of department are requested to discard old versions of the logo.

In 2008 the Department redesigned it's headed notepaper to incorporate the new Oxford University brand rather than to use the University recommended stationery. It was decided
that the rectangular brand mark (rather than the quadrangle) was a better balance with the OxfordMaterials logo. It was decided that the recommended Foundry font was not compatible with the font of the OxfordMaterials logo therefore the notepaper
footer text is Verdana font. It was decided not to pre-print personalized notepaper for senior staff. Generic pre-printed header notepaper is available to all members of department from Reception. Several slightly different Microsoft Word document
templates are provided below which recreate the pre-printed headed notepaper.

Also see the Deparment of Materials Business card printing service.