Building User Guide
For safe use of the Forum, Appleton Tower and Wilkie Building and general information for informatics staff and students who are located in the Bayes centre.
Last Updated: 15 Dec 2022
This page details information on the current building arrangements, and guidance on how to safely access, occupy and use Informatics managed spaces.
All staff, PGR students and official visitors must read through this guide and confirm you have read and understood the content of this document before access is granted to any Informatics’ managed building. This applies to existing staff who have not previously completed the building induction process since its introduction in 2021 and to all new staff.
Swipe access will not be given until you have completed access registration form and mandatory induction.
Please raise any queries concerning the content of this guide with Facilities <facilities@inf.ed.ac.uk>
All Informatics staff/PGR/visitors should be aware of the School of Informatics' policies at:
https://web.inf.ed.ac.uk/infweb/health-safety/policies-procedures
(Particularly in relation to building rules for events, children, bicycles and Out of Hours (OOH) access)
(Undergraduate student access is provided via the Informatics Teaching Office in Appleton Tower - it is generally automatic on enrolment on courses, but if there are any issues there is an office on the 8th floor)
Deliveries
- Please do not arrange for any personal items to be delivered to the building. Reception have permission to refuse these and will take no responsibility for any that are left without the owner being present to accept
- Procurement staff will be on-site to take deliveries of any IT equipment that is purchased through them.
- Work-related items, requiring to be signed for can be delivered to the building, but you must make prior arrangements to receive them yourself.
Informatics’ managed buildings are accessible via swipe card access. You must carry your card in order to gain access.
Please do not allow anyone to enter through the entry and exit doors when you enter/leave as they may not have permission to access the buildings and/or may not have completed the compulsory health and safety induction and training. Any staff or students who knowingly let unauthorised persons into the building risk having their swipe access revoked.
No overnight stay/access is allowed in any building. 'Overnight' is between the hours of 22:00 to 06:30
| Building | Access Type | Level | Days | Time |
|---|---|---|---|---|
|
Informatics Forum and Wilkie Building |
Staff, PGR , Visitors |
Mon - Sun
|
06:30 - 22:00* *Visitors/Students, please enter and exit through Reception during Reception opening hours (8.30am to 5pm). Your host may elect to chaperone you at other times and should ensure your safety whilst you are present Entry and exit through Pend or Charles St Lane outside of these hours. |
|
| Appleton Tower |
Staff, PGR, UG Students |
All levels | Mon - Sun |
06:30 – 22:00 (staff and PGR ) 08:00 – 20:00 (taught students) |
| Bayes |
Staff, PGR |
Mon - Sun |
07:00 – 22:00 Staff entrance to Bayes is via Informatics Forum on Sundays |
You must have left the building by closing time. Please ensure that all practical work is completed in good time and that, if relevant, any laboratory space is made safe.
There will be no access outside of the above hours except to authorised emergency contacts. Those with emergency access will need to enter a PIN code outside of the above hours.
Building sign in and out
Forum, Appleton and Wilkie Building - Sign in and out is only required when entering/leaving the building outside of core business hours ('core business hours' are 8am to 6pm Monday to Friday).
There are two sign in and out methods currently in operation:
- Manually, using the sign-in/out books held in the buildings - IMPORTANT when using the manual sign in/out option you must also place a call to Security to note your location and another on leaving.
- Using the PowerApps Informatics entry/exit app. No separate call to Security is required if using the PowerApps method of sign in/out. security have sight of the log.
- To get the App.
- Go to the app store on your device (Apple App Store, Google Play etc.) and download the Microsoft Power Apps mobile application by searching for 'Power Apps'
- Once the app has downloaded, login using your University Login details (uun@ed.ac.uk and password)
- Within Power Apps, search for the 'Informatics-entry-exit' app (available to all staff and students)
- Click on the ellipsis next to the app (...) and choose 'Add to Favourites'
- Click on the app to enter
Sign in book locations
| Building | Sign in/ out book location |
|---|---|
| Informatics Forum | Reception |
| Appleton Tower | Reception desk (main door) |
| Wilkie Building | Pantry area |
The signing in and out forms will be monitored, and Security will periodically check the building to ensure occupants have vacated the building at closure time.
Bayes Access
Bayes Centre- sign in and out is required at all times. Please comply with their access requirements if you are working in, or visiting Bayes
https://www.ed.ac.uk/bayes/media-centre/bayes-covid-19-updates/facilities/bayes-centre-access
This can be done using either:
-
The University's Building Occupancy App
- The PowerApps Informatics' Entry/Exit App.
Informatics' occupants within Bayes will need to confirm to us that they have read and will agree to abide by the guidelines in the Bayes Building user guide (This is a Bayes ' requirement imposed on occupants within their building).
Please pay attention and adhere to signage placed throughout the buildings.
All internal and external fire-doors must be kept closed (unless they are on electronic hold-open devices and do not form part of the compartmentalisation system) to ensure safety throughout the building.
Lifts
Lifts are in operation and are safe to use but should only be used by the number of people listed outside and within.
Please give priority to those with disabilities and for transportation of heavy goods that cannot be carried up or down the stairs. Please be aware that some building users may have unseen disabilities. If you are queuing for a lift and someone asks to use it as priority ahead of you, please allow them to do so.
Travelling to the buildings
You are encouraged to walk, run or cycle to work where this is possible. If using Public transport, follow all Scottish Government guidelines.
- For those who travel by private car, see the following website for information for parking arrangements: Parking
- For those cycling to work, see the following website for secure bike store locations: https://www.ed.ac.uk/transport/cycling/facilities/bike-parking/central-area
- Information on the University’s Cycle to Work Scheme: Cycle to Work Scheme
Break-out spaces
Break out spaces are available throughout our buildings for eating, drinking and informal gatherings. However, please clean up thoroughly after eating to guard against rodent/pest infestations.
Meeting rooms
Meeting rooms are available in the Forum and Appleton Tower. Please see the room booking pages available via your MyEd homepage, or by contacting Institute Admin in the Forum
Meeting pods are available in the Forum café and Mini-Forum 1 and there are ‘AV’ pod rooms available in the Forum. These are not bookable and food and drink is not to be consumed when using these pods.
Single privacy chairs are also available in the Forum, with more to be installed in due course within Appleton Tower and the Forum. These should not be used for extended periods as they are designed as break-out space for those in shared offices who need to participate in online meetings or quiet work.
Kitchen and food
All kitchens and pantries are available to use, except for the ground floor commercial unit. These areas have fridges that are available for use. Personal items in fridges need monitored by the owner. Informatics will clear out fridges from time to time for cleaning and any unclaimed contents will be dumped (there will be a notice sent through our inf-people mailing list to indicate these times)
Please wash your hands and maintain good hygiene practices in these areas.
Toilets and showers
All toilets in all buildings are open.
Showering facilities are available, in the Forum, Appleton Tower and Bayes Centre. Please do not spend more time than required in the shower and leave the facilities in good condition after use, taking your belongings with you. To keep the showers accessible for all, items left at the end of the week will be removed and disposed of by the cleaners.
Quiet/ prayer room
The Chaplaincy is available to provide this service; however, should you require either a prayer room or a quiet space, please get in touch with Facilities, who will do what they can to help.
Each research area occupant lead is required to complete a Risk Assessment which details how their lab is set up and managed to minimise risks. You will be advised of the arrangements for any lab that you need to use.
No lone-working is allowed at any time in labs. All lab users must have signed in and notify Security on arrival; and again on leaving.
The Estates Department undertake regular cleaning of common areas of the buildings.
It is the responsibility of each individual to ensure that their own areas and equipment are sufficiently cleaned as required.
Specialist areas (such as research laboratories and server rooms) have been assessed to establish any specific cleaning as part of their specific risk assessment. If you are unsure whether a particular space is a specialist space, please contact your area lead/manager.
When cleaning any items, use disposable paper roll to clean all hard surfaces, chairs and IT equipment, for example.
Any cloths/paper rolls must then be disposed of into waste bags.
Regular hand washing is key to reducing the risks of spreading viruses and infections. Please ensure that hands are washed regularly, particularly after cleaning of any area.
- You must carry your UoE staff/student card at all times when in the building; please remember to take your card when you leave the building.
- All fire doors are in regular operation and should not be used as exits from the building unless in the case of an emergency. This includes the exit door from the Wolfson Wing end of the corridor – this must not be used as a general exit as there are security issues with this door.
- If you have a security concern whilst in the building, call the UoE security team on 2222 from any UoE internal phone (0131 650 2222 from an external line/mobile)
- Do not allow anyone to ‘tailgate’ you when you are entering/leaving the building by allowing them to enter without swiping their card; you may know the individual but it may be that they have not completed the mandatory induction and/or have authorised access to the building.
All staff and students should feel empowered to challenge anyone unknown to them that is either attempting to access the building or who are already in it and not wearing a University staff/student card. If you do not feel comfortable doing this, please notify Security with a description of the person and the last known location as soon as possible, and they will assist.
Given hybrid working arrangements that are in place across the University, there may not be a regular first aid presence on-site.
- First aid kits are located in every kitchen/pantry area on each floor of the building.
- An AED (defibrillator) device is located at the entrance to the Forum opposite reception.
During reception opening hours (Mon to Fri 9 am-5 pm), you can contact the Forum reception (phone number: 0131 651 5661) with any minor first aid issues, and they will endeavour to find someone that can assist you.
Please use the NHS 111 procedure for non-life-threatening injuries that you cannot manage personally with a follow-up call to Security on 0131 650 2257 and use 999 for emergencies with a follow-up call to Security on 0131 650 2222 (both University numbers can be called from an office phone using 502257 and 2222 respectively).
All accidents, incidents and instances of known or suspected occupational ill-health must be reported to the University Health and Safety department via their web form. This will enable the School to take any action necessary to prevent a recurrence.
Given hybrid working arrangements that are in place across the University, there may not be a regular presence of fire stewards in the building.
Staff and students need to take collective responsibility for fire safety procedures and follow the fire evacuation guidance as detailed below.
Please ensure any colleagues working in the same space as you also leave the building promptly in the event of a fire alarm.
Important! In the event of an emergency, the building must be evacuated by the quickest and safest route.
Signing in and out, outside of core business hours, is particularly important with fire safety- please follow the sign-in procedure as laid out in the previous section Building sign in and out.
For those who may require additional assistance to exit the building in the event of Emergencies, a Personal Emergency Evacuation Plan will be required to be produced. Please get in touch with the Health and Safety manager (safety@inf.ed.ac.uk> if this applies to you.
Contact Informatics Health and Safety
The emergency evacuation alarm will be tested weekly. It should run for less than a minute (see below for the timing in each building). If you hear the emergency evacuation alarm at any other time, it is a REAL ALARM and not a test.
| Building | Day | Time |
|---|---|---|
| Informatics Forum | Thursday | 11:30 |
| Appleton Tower | Wednesday | 11:00 |
| Wilkie Building | Tuesdays | 11:00 |
- Make your equipment safe, if it is safe for you to do so
- Leave the building via the nearest available fire exit
- Do not use the lift
- Assemble at the relevant fire assembly point outside the building.
- Report any people requiring assistance (such as those who cannot manage stairs and need an emergency lift evacuation) to Security and any Fire Assembly Controller
- If anyone you know to have been inside the building does not appear at the muster point, ensure you notify the Fire Controller/Security immediately
- Do not return to the building until you are told it is safe to do so by Security or the Assembly Controller.
If you are inviting a visitor or taught student to a meeting in the Informatics Forum, then you should be aware that visitors need to sign in at Reception, provide the name of the person they are visiting and the room number they are meeting in – so please advise your visitor of this when you arrange the meeting. If they do not have this information then Reception will need to phone you to check you are expecting them, which may cause delays. Alternatively you may notify Reception of a visit in advance and the visitor will be able to pass through more quickly.
Visitors will need to exit through Reception again so they can sign-out.
Visitors arriving at the Forum outside of Reception opening hours will need to be met by the host at an out of hours entrance door.
It is your responsibility to ensure your visitor(s) leaves the building safely in the event of an emergency.
Contacts
If you need any help with access to the buildings or provision of furniture or have any questions or concerns, please contact the Facilities team in the first instance:
You are also encouraged to speak to your Line Manager or Project Supervisor regarding any concerns you may have.
Security: UoE phone 2222, external line: 0131 650 2257
EQIA concerns:
- Contact Vijay Nagarajan (Director of Equality, Diversity and Inclusion)
- Contact Jane Hillston (Head of School)
- Contact Joy Candlish (Director of Professional Services)
If you have issues with Computing equipment or network access, contact Computing Support:
If there are issues with the building services (lighting, heating, etc.,) email Building Issues: