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Student FAQs

UEL Olympic and Paralympic Games Staff FAQs

Staff Bulletins

Security

Access to campus

Working arrangements

During the Games

Transport

Security

 

Will there be changes to security on UEL campuses during the Olympics?

Yes - UEL is hosting a number of international and UK-based clients during the Olympic and Paralympic Games. Some of these clients are high profile and additional measures are required to ensure their safety together with that of UEL staff, students and visitors.

 

If I am on campus during this time will I be at increased security risk?

No - the vast majority of measures are precautionary against low probability threats.

 

How will the changes in security affect me?

The main security changes are designed to ensure access is restricted to those with a genuine reason to be here, either in support of our clients or to ensure that our main university business is not disrupted during games-time and we are ready for the start of the new academic term. Other changes are to ensure that incidents that occur are responded to quickly.

Accessing campus

Temporary fences and vehicle control measures have already been put in place, where you will be required to demonstrate a legitimate reason for coming onto campus. Most people requiring access during the Games have been identified and prior access arrangements organised. However, should you need to gain access unexpectedly; all the access points will be manned by UEL staff who will be able to help.

You may also be subject to bag and vehicle searches on occasion when accessing the campuses.

ID cards

Please make sure that you are wearing and displaying your UEL ID at all times when you are on the campuses. There may be occasions when your ID card doesn't allow you to access a building as normal. If this happens, please go to either Docklands or Stratford reception for help. Additionally we have purchased brand new lanyards for your cards which will available from campus receptions from Monday 2 July.

 

Might I be subject to hoax telephone calls concerning the Games?

It is not expected that you will be, but there is always a small possibility that you may receive a call designed to disrupt our successful hosting of partners during the Games time period.

Should you receive any suspicious calls, avoid disclosing any information about UEL or our participation in the Games. If possible try to establish the name and contact details of the caller, make a note of any questions that you are asked, and report the call as soon as possible to the UEL Security Control Room on 0208 223 7771 (24-hour emergency line).

 

Is there any chance that I might receive an email containing a bomb threats?

Over the past few weeks there have been a few incidents of educational establishments receiving bomb threat warnings. These have been predominantly via email to central email accounts (e.g. Admissions, Library Services etc); however some have also been via telephone.

In the unlikely case that you receive such a message, we have put together the following guidelines for you to follow.

If you receive an email:

  1. Call 999 and give details to the police.
  2. Call UEL Security Control Room on 0208 223 7771 (24-hour emergency line) and inform them that you have called the police and then give them details of the email.

If you receive a phone call:

  1. If possible, record the message and make a note of any indication of the following information:
    • Age and gender of the caller.
    • Payphone or direct line.
    • Peculiarities of speech e.g. mispronunciations, speech impediments etc.
    • Tone and pitch of voice e.g. excitement, incoherence.
    • If a code word is used, write it down accurately.
    • Any background noise e.g. traffic, music, children, laughing.
  2. After the caller has given their message, try to keep them in conversation if possible using the following key questions:
    • Where is the bomb right now?
    • When is it going to explode?
    • What kind of bomb is it?
    • What will cause it to explode?
    • Did you place the bomb? Why?
    • What is your name?
    • What is your address?
    • What is your telephone number
  3. Call 999 and give details to the police.
  4. Call UEL Security Control Room on 0208 223 7771 (24-hour emergency line) and inform them that you have called the police and then give them details of the phone call.

Non-emergency phone calls

All non-emergency enquiries regarding the Olympics should be redirected to the Press Office on ext. 6239.

 

How do I find more about what is happening with respect to enhanced security?

Over the next few weeks we will be publishing details in InFocus. Alternatively, please feel free to contact Dr Sandy Bell (020 8223 2375), UEL Security & Olympic Delivery Manager who will be able to explain in more detail the measures we are taking.

Access to campus

 

What is happening on UEL campuses in the lead up to the 2012 Olympic and Paralympic Games?

From the beginning of July, UEL’s Olympic partners will begin to take residence at both the Docklands and Stratford campuses. Buildings affected by this include residential accommodation, Great Hall, Centre for Clinical Education, Trading Floor, Edge Cafeteria, SportsDock, Duncan House and the nursery. Additional buildings are expected to be affected however we will keep you updated as details are finalised.

 

What will happen on UEL campuses during games-time?

UEL is hosting a number of Olympic and Paralympic partners, including ASICS, British Swimming, LOCOG, Team USA and hundreds of international media, and subsequently many buildings will be closed to staff and access to both campuses reduced. UEL's partners are using our campuses as a base for athlete performance services, logistical operations and accommodation, and there will also be a number of other Olympic-related activities on-site during the Games.

 

Will staff have access to campus?

Staff who have not been identified as being essential to maintain core UEL business or our hosting obligations through the games-time period are encouraged not to be on campus during this period. This does not mean that staff will be prohibited from coming into the university if it is strictly necessary, but they are not encouraged to do so. Only those staff who have been allocated Games Time parking permits will be allowed to park on campus.

 

Will visitors be allowed onsite?

Visitors with a genuine reason will be allowed on campus when escorted by UEL staff. Any campus visitors must be registered with the 2012 team at least 12 hours in advance in order for them to be expected at Security. Email 2012@uel.ac.uk or call ext. 5959 to arrange this. They will be subject to security checks and specific measures will apply to different parts of the university. Visitors cannot be unaccompanied on campus.

 

What processes are in place for deciding who can have access to campus?

During games-time we need to ensure that those that have access to campus satisfy two criteria: 1) they have a clear reason for being here and 2) they are who they say they are. UEL ID card holders can use their card as a means to identify who they say they are but we also need to establish that they have a genuine reason for gaining access. This can be done through a variety of means – and not all of them involve checking people's names against massive long lists. We are working with people on how they prove they have a valid reason and will try to automate the access process as much as possible to stop queues at control points.

 

I am hoping to take friends or family on campus during the Games to show them around. Will I be allowed to do so?

UEL's campuses will only be accessible by staff, not their family and friends. Security staff will be checking UEL security passes on both campuses so we ask you not to invite anyone onto campus during the Games period as they will not be allowed onsite.

Working arrangements

 

Should I work on campus during games-time?

Deans and Directors will by now have made decisions as to which staff will be required to work on campus during the Games and who will work remotely. Please speak to your manager regarding this if you are unsure.

Staff deemed essential by their Dean or Director to be on site during the Games and who come to work then will be granted special leave (three days annual leave plus two days on a UEL-sponsored Volunteer Programme, both to be taken at a different time to the Games – see the staffing policy for further details). Special leave will be pro-rata – those staff who are deemed essential on campus but are unable to get into work at any point during the Games will have the number of days special leave amended.

With major transportation disruptions to east London expected we are encouraging those staff who do not wish to take annual leave to work remotely. There will be support systems in place to maximise resources to help with remote teaching and administrative-related activities at this time for those working from home.

 

How will I be affected if I am required to work on campus during games-time?

The key ways that you are likely to be affected include transport disruptions, reduced catering facilities, access to fewer parts of the campus, increased security and limited parking. The Buzz lounge on Stratford,will be open as a lounge area to staff from 10am until 10pm with TV screens for staff to watch the Games. The Bite at Docklands will be open from 7am until 7pm and The Green at Stratford will open from 8am until 3pm.

 

Will it be a good time to take annual leave?

UEL is encouraging all non-essential staff to consider taking annual leave during the period 27 July to 12 August 2012. This will benefit staff who would like to watch or be part of the Games, be it as a spectator or a volunteer. Staff on annual leave will also reduce strain on UEL resources on our campuses at that time.

 

How should I prepare to work remotely and will I be able to access my office if I need to retrieve something?

Staff should ensure they have everything they need to work remotely for the Games period including setting up your VPN access. You should have received an email from IT with details of how to set up access. Contact the IT Service Desk if you have not received this information. If you have any other questions regarding preparing to work remotely, please speak to your manager.

Don't forget to divert your phones and manage your voicemail. A quick reference guide and a full user guide provides information on how to set up your telephone as required.

 

What should I do if I'm taking annual leave?

Ensure you set your 'out of office' notifications on email and voicemail if taking annual leave and switch your computer off.

 

Will I be required to do extra work in the lead-up to or during games-time? Will I need to help out on campus in anyway?

We do not expect staff to undertake work outside their normal duties unless arranged prior with your manager. Some staff with appropriate skills will be asked to work in alternative roles during the Games, however this will be on a case-by-case basis and with the agreement of the individual staff members and their managers.

 

When will staff receive the Olympic manual and what will this contain?

Staff will be provided with an Olympic manual electronically in early July (hard copies will be available upon request). It will contain a range of information including facilities information and dos and don'ts for staff while on campus.

During the Games

 

What facilities will be affected by the Olympics?

Facilities affected include reduced catering (see schedule below), reduced room and conference bookings (see policy below), closed libraries (27 July – 12 August only), closed SportsDock, no residential accommodation and the closure of Maryland Station in Stratford. Library services will release books for longer than usual to cover their closures. As the campuses are not closed, we expect that all staff will be able to access their offices during the Games. However if you are non-essential staff we encourage you to do so only in emergencies and try to plan ahead to ensure you will not need to do so.

Catering Summer 2012 Schedule

The Edge will close on Saturday 30 June until the new academic year, but the following catering outlets will continue to operate.

  • The Bite (Docklands) - 7am to 7pm Monday to Sunday, from 2 July until 10 September
  • The Green (Stratford) - 8am to 3pm Monday to Sunday, from 2 July until 13 August, then Monday to Friday thereafter

Room and Conference Bookings Olympics Policy

Please note that in order to focus our resources during the Olympic and Paralympic Games and limit our risk against the major transport issues, the following rooms only are bookable via Timetabling from Sunday 1 July to Monday 10 September for internal meetings only. No external or internal conferences should take place during this time period.

  • Docklands - EB139, EB140, EB141
  • Stratford - RB101, RB103, RBG13

 

Will we be able to watch specific games/events?

This is down to the manager's discretion. You may be allowed to break from work to watch games/events where TVs are located in offices.Additionally games/events will be shown at the Docklands Campus - EB.G.14 or Stratford Campus - The Buzz. You will not be able to watch games/events on your PCs as the bandwidth limitation will put pressure on the IT system.

 

Will alcohol be available to buy on campus during the Games?

No. The Student Union bar will be closed.

Transport

 

I'm required to work on campus during the Games and have heard there may be an extra two hours added to my journey because of transport disruptions. What happens if I am delayed and unable to start on time – will I be able to leave at the same time or do I have to stay later?

The disruptions to travel will be handled by managers agreeing flexible start and finish times, where it is operationally possible to do so.

 

When will the text messaging service to update staff on transport start?

The text update service will run from 1 July – 10 September inclusive. This service is for staff who are travelling to either of our main campuses during the Olympic Games, keeping you up-to-date with the latest travel issues specific to that campus.

To subscribe, text 2012Docklands or 2012Stratford followed by your name to 88020. If you work across both campuses, you will need to subscribe to both. Text updates are free; however your phone provider may charge you the standard rate to subscribe. If you have a university-owned phone, you will still need to subscribe. If you have any further questions please contact UEL Olympic Operations centre - Ext: 5959 or email 2012@uel.ac.uk .

 

Can we contact the text service if we are aware of traffic issues?

Yes, staff are encouraged to contact this with their updates. Just text 2012Docklands or 2012 Stratford followed by your update to 88020.

 

What happens if I am essential staff and try to make it to work but due to transport disruptions can't?

Essential staff are required to make every reasonable effort to travel to work; if they are unable to do so on some or all of the days required, they will need to work from home and their special leave will be reduced or rescinded accordingly.

 

When will we get confirmation as to whether we are staying on campus?

Managers will advise staff as to whether they can stay on campus.

 

What rooms are available on campus?

There are no rooms available on campus unless previously arranged with line managers.


Are there emergency rooms available?

Yes, there will be a women's emergency dorm and a men's emergency dorm on the third floor of the East Building at Docklands and in the R building at Stratford. You do not need to book these. They will be cleaned every morning.


What support is available for cyclists?

Cycling may be one of the most reliable ways to get to campus during the Olympics. Secure lockable cycle storage facilities are available for all staff for free from 1 July to 10 September. Contact 2012@uel.ac.uk to access these. We have also produced a new interactive map with suggested cycle routes from Canning Town / East India DLR and Barking to both Stratford and Docklands as well as a cycle route between campuses and notes on cycle parking facilities in our area.

You can also pick up a free TfL cycle map at the UEL Olympics operations centres (Docklands: EB.G.10 or Stratford: RB.G.14) or in the staff lounges (Docklands: EB.G.14 or Stratford: the Buzz). These maps cover the area east to Barking, north to Stratford, west to Hammersmith and south to Eltham. You can also download a PDF of the part of the map covering the area around UEL’s campuses here.

We have also produced a document with information on local cycle hire facilities, both short- and long-term, which you can download here.


Can you suggest any other modes of transport?

We appreciate that there will be difficulties with public transport and suggest checking TFL or Get Ahead of the Games to plan your journeys and avoid the public transport hotspots. Key stations around UEL which are expected to be particularly busy are Stratford, West Ham and Canning Town. Individual information sheets for these stations are available to download online. These sheets include timetables showing expected delays at the stations at particular times throughout the Olympic games.

UEL staff arriving at Barking or Canning Town can take a UEL shuttle bus to both Docklands and Stratford, which runs from 7 am till 7 pm from 1 July to 10 September.

Additionally a new website is now available for use which allows UEL staff to lift-share with colleagues:

  • RideShare allows users to quickly and securely find car-share partners by matching people based on location, route, working hours and special preferences. The service can also match those who wish to walk, cycle or use taxis. Register at uelrideshare.com

Highlights

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UEL’s journey to 2012
Go to the University of East London's YouTube Video Channel

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