Desk allocation is overseen by the Head of Administration & Finance (HAF) but managed by the Communications Manager. The Comms Manager seeks input from the HAF, the Head of School, HR, Academic Administration and others, as necessary.
If you have any questions about desk space, you should in the first instance raise these with the Communications Manager.
Hot desks and allocated desks
The School’s desk allocation policy for graduate students is to ensure fair and equitable provision of space where possible.
As the School is unable to offer an allocated desk to every graduate (DPhil research) student, the School is moving to a hot desk provision for the majority of student spaces because then we are able to ensure students always have a desk in the department when they need one.
Where possible, the priority for allocating desks must be academic need and will be subject to yearly review. At the end of each academic year all desks will be required to be cleared, ready for re-assignment (cleared by Friday MT -0 week at the latest).
A number of desks will be allocated each year for students depending on the following considerations:
- Priority will be given firstly to those working substantial hours in departmental buildings on practical work in the labs and collections of the Institute and the RLAHA. This is to reflect, for example, the need for students who require a confirmed space while running experiments.
- Beyond that priority will be given to those students who do not have association with another department or access to a college room.
- Any allocated desks will revert to being hot desks if they are not being used regularly.
Allocated desks should be being actively used the majority of the time.
Short-term desk bookings and Academic Visitors
There will be circumstances where a student wants to book a desk for a week or two weeks to work on a particular project. If you wish to book a desk for this, please speak to the Communications Manager.
For all allocated desks, you may be required to share the desk with one other person and in this instance, it will be up to you two to agree occupation periods.
In all cases the allocation of space is dependent upon appropriate space being available, and individuals are expected to move to a different office should the department request this.
In all cases, individuals should occupy only their allocated portion of the space and are responsible for keeping it tidy.
Hot desks should remain clear of personal items after each use and be clear at the end of each day. At the point a desk allocation ends the individual is expected to clear their desk space. On the rare occasion this fails to happen effectively, the department will follow up with the individual but if prompt action is not taken, then FM will clear the space and ultimately dispose of the items.
Academic visitors are asked to agree with the HR Manager and the Communications Manager that they may use a desk from within one of the hot desk areas. The School will prioritise its employees and students, and does not guarantee to provide allocated space for JRFs or externally contracted research fellows.
