Student desk allocation policy

Informatics policy on student desk allocation.

Informatics PGR Desk Facilities

The Informatics Graduate School is responsible for the management of PGR desk facilities within the Informatics Forum and dedicated spaces within the Bayes Centre.  Demand for space in both these buildings is extremely high and the IGS implement the PGR Desk Management Policy to ensure that desk resources are fairly and effectively managed.  

Please show respect, understanding and patience when contacting the IGS team about PGR office and desk arrangements; managing this aspect of the Informatics estate within the current restraints is a challenging and complex situation.

PGR shared office allocation policy (students who commenced studies on or after 01 Sept 2020)

All new PGR students who commenced their studies on or after 01 Sept 2020 will be allocated  PGR work space facilities on a shared provision basis.  The main concept is that students will be allocated to a specific PGR office, at a ratio of approx. 1.5 students per available desk.  

Key Points

  • Only PGR students registered on an Informatics PGR programme, with a principal supervisor from the School of Informatics, are entitled to use the shared PGR desks and offices in the Forum, Bayes Centre and Wilkie Building. 
  • Students who are using PGR desks and offices on a shared basis have a choice of computing equipment, either a HP EliteBook laptop or a desk top computer to take home. 
  • If an office key needs to be issued, a £20 deposit needs to  be paid.  Deposits are returned when the key is given back to IGS on departure.
  • Personal belongings must be taken home or stored, they are are not to be left on shared desks overnight (or longer).
  • Any personal items left on shared desks will be removed and where there is evidence that a student is "nesting" on a shared desk in order to deter others from using said desk, this behaviour will be addressed by the IGS. 
  • Offices must be kept clean, tidy and organised at all times so as not to negatively impact on neighbouring / sharing colleagues.  IGS will take restorative action in cases of concern or complaint.
  • PGR students whose work is lab-based should primarily use PGR desk space in the relevant laboratory. 

  • PGR shared space allocation is for the period of the prescribed period of study plus a maximum of 12 months for the write up period, or until thesis submission (whichever is sooner).
  • IGS will communicate entitlement end dates by email to individual PGRs and their supervisors. PGRs must remove all belongings from any storage spaces/offices by their entitlement deadline, or within one week of thesis submission, whichever is sooner.  Failure to remove belongings by the exit date will result in removal and disposal of those belongings by the IGS.

Please note that due to the demand on Informatics space, and the current COVID restrictions on occupancy, the IGS will only be able to (exceptionally) provide a small number of new students with a dedicated desk. Exceptions include:

  • Students with an SDS adjustment schedule or formal occupational health recommendation, which specifically states a certain learning environment or workstation set up is required.
  • Students who need to house significant, specialist research equipment. In this instance, such requests (by either supervisors or students) submitted to the IGS, will be passed to the Director or Deputy Director of IGS for consideration.  

 

Policy Approved by: IGS Management Committee (February 2020), Strategy Committee (June 2020)

Policy effective from: September 2020

PGR desk allocation policy (students who commenced studies before 01 Sept 2020)

The IGS PGR Desk Management Policy is available in the document below. All supervisors and PGRs (who commenced their studies before Sept 2020) should familiarise themselves with the details of the full policy.  

Key points

  • Only PGR students registered on an Informatics PGR programme, with a principal supervisor from the School of Informatics, are entitled to use PGR desks and offices in the Forum, Bayes Centre and Wilkie Building. 
  • Informatics PGRs are required to pay a £20 deposit for their office key.  Deposits are returned when the key is given back to IGS on departure.
  • PGR students on joint PhD programmes, where the UoE is not the lead University, are not entitled to a dedicated desk in the Forum, Bayes Centre or Wilkie Building. These students should contact their host University for advice on work space provision that they provide their students. 
  • PGR students whose work is lab-based should primarily use PGR desk space in the relevant laboratory. 

  • PGR space allocation is for the period of the prescribed period of study plus a maximum of 12 months for the write up period, or until thesis submission (whichever is sooner).
  • Informatics PGRs who have a specific desk allocation must remain at their allocated desk and only the IGS has authority to permit desk moves. PGR supervisors / research staff are not permitted to authorise PGR desk allocations, relocations or swaps. 
  • IGS will communicate entitlement end dates by email to individual PGRs and their supervisors. PGRs must remove all belongings by their entitlement deadline, or within one week of thesis submission, whichever is sooner.  Failure to remove belongings by the exit date will result in removal of those belongings by the IGS. 
  • Desks and offices must be kept clean, tidy and organised at all times so as not to negatively impact on neighbouring / sharing colleagues.  IGS will take restorative action in cases of concern or complaint.

Policy Approved by: IGS Management Committee (December 2018), Strategy Committee (Sept 2019)

Policy effective from: January 2019

Hot-desking areas

PGRs who are not entitled to, or who are no longer entitled to, PGR desk space may make use the School's hot-desk facilities in the visitors areas of the Forum. 

Visiting PGR students are not entitled to a PGR desk but are invited to use the School's hot-desk facilities in the visitors areas of the Forum. Alternatively, visiting PGR students can make a request to the relevant research / level office and ask to be allocated a staff desk (if any are available). 

Enquiries / Issues

Students with any desk enquiries, or who wish to request a room or desk move, must contact the Graduate School to discuss this further.

Contact the Graduate School

Issues relating to the furniture or the room should be reported to the Graduate School Office in the first instance.

Any computing related problems should be reported directly to the Computing Support team.

Computing Support form