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General information

Lab Access

Physical access to the building, 4th floor corridor, and lab doors is controlled by swipe cards. Swipe card readers limit access at different times of the day and lab members can have different types of access, so don’t assume that all doors will open after hour unless you have followed the specific procedure and .

When swiping in and out of the building and the lab rooms, please be aware of people waiting to tailgate.

Emergency Security number: 44444 from a building phone or 01214144444 from a mobile.

If you find that the external doors are open in the evening (not within the ‘Auto-open External Doors’) please dial the Non-emergency Security number: 43000 from a building phone or 01214143000 from a mobile.

When inviting guests into a building after ‘Auto-Open External Doors’ hours, please meet with your guest at the external door and let them in.

Remember to update the People page whenever your access changes.

Lab access type to N409 and N418

Lab access type to N409 and N418

Lab access

Explanation

None

The person has no UoB ID card OR the UoB ID card does not open the internal doors (but opens external doors according to UoB during Normal access hours)

Normal

UoB ID card will open the internal doors ony during Normal access hours

Extended

UoB ID card will open the internal doors during Extended access hours. Requires lone working application.

Requested

“Normal” Lab access has been approved and should be given by Denise/Anne

Revoked

“Normal” access should be revoked by Denise/Anne

Visitor

The use of a visitor card has been approved. The card can be obtained from a SoP admin

To be edited by Max

This label indicates that Max needs to approve lab access

There are no rows in this table

⁠

Access hours (as of December 5, 2023)

Access hours (as of December 5, 2023)

Personnel

External and corridor doors

Normal

Extended (requires lone working application)

Staff, PhD students, Contingent workers

08:00 - 17:00hrs

07:00 - 19:00hrs

07:00 - 22:00hrs

MRes Students

08:00 - 17:00hrs

08:00 - 18:00hrs

07:00 - 22:00hrs

UG Students

08:00 - 17:00hrs

08:00 - 18:00hrs

N/A

There are no rows in this table

⁠

To obtain access to the lab and the UoB IT resources

Here’s what you need to do for swipe access GK building.

Information about access to the buildings and labs is available on the Virtual SoP canvas page (for staff only

https://canvas.bham.ac.uk/courses/60336/pages/health-and-safety⁠

If you don’t have a UoB ID card

If you are currently not affiliated with UoB (even if you were at one point), there are several possibilities for access to the UoB IT system and to the lab, depending on the specific needs:

No independent access to IT or lab: you will need to be accompanied at all times by a staff or student. They can only access computers that have been logged in by staff/member, or use a shared account. They cannot open the corridor and lab doors using a card. This applies to experiment participants, speakers, and lab visitors. No further action is required.

Short term lab access with no IT access: If you don’t have a UoB ID card, and only need access to the lab for a short period of time (and not IT account),

@Massimiliano Di Luca⁠

can grant you temporary access to the labs. Once you have received induction to the lab and you have filled in a line in the People page, you can get a obtain obtain a visitor card (see below)

Short term RDS access with not lab access: If you don’t have a UoB ID card, and only need to access RDS for a short time, check the procedure for Short term RDS (see below).

Long term lab and IT access: To obtain long term access to the lab and IT, for example if you are a collaborator external to the University or a former student who is staying for a further project, you must first start the procedure To be registered as contingent worker (see below). Thereafter, to open the doors you need To obtain a UoB ID card (see below) and activate it for “Normal” access to the specific doors of the lab(see below).

If you lost your UoB ID card

See obtain an ID card below

If you have a UoB ID card and need to activate “Normal” access to the lab

You will need to create an entry to the People page, check that your information is correct on the Access changes page and email Denise Clissett

d.clissett@bham.ac.uk⁠

and Anne Darby a link to the page Ccing

@Massimiliano Di Luca⁠

If you have a UoB ID card activated for “Normal” access and need to activate “Extended” access

For Out of hour (aka Extended access, the following steps should be followed.

1) Lab members appliying for extended access need to be aware of the following phone numbers:

UK emergency services 999 (from any phone)

Security emergencies: 0121 414 4444 (44444 from an University phone)

Security non-emergencies: 0121 414 3000 (43000 from a University phone)

2) Lab members appliying for extended access need to read the following information

UoB Security

https://intranet.birmingham.ac.uk/campus-services/safety-security/security/index.aspx⁠

⁠

Lone-working policy

https://bham.sharepoint.com/sites/SafetyServices/SitePages/loneworking.aspx⁠

⁠

2) To apply for out-of-hours access, download and fill in the form:

⁠

OutOfHoursForm.docx

24.4 kB

⁠

and send it to

d.clissett@bham.ac.uk⁠

Ccing

@Massimiliano Di Luca⁠

for approval

3) Additionally to the above out-of-hour arrangements, lab members should not run experiments alone after normal working hours. A “buddy” is required for out-of-hours experiments.

4) UoB Students and Staff members working out of hour should consider downloading the SafeZone App. The app requires signing up to the service with UoB email. It also requires selecting the appropriate group (either staff or student), allowing continuous use of bluetooth for precise location (permission should be set to “always”). With this app it is possible to “check in”, request timed check ins, contact security, emergency services and university first aiders.

iOS

https://apps.apple.com/au/app/safezone/id533054756⁠

GooglePlay

https://play.google.com/store/apps/details?id=com.criticalarc.safezoneapp⁠

)

⁠

If you forgot your UoB ID card and need lab access for the day

You will need to use a visitor card

If your card only opens some of the rooms that you need

@Massimiliano Di Luca⁠

with the information required for change of access and approval. Forward the approval to make a request to Anne Darby. Update the People page accordingly

First Name:

Surname:

Email address:

Swipe Card ID Number:

College/School :

Status (UG, Master Student, PhD, Staff):

Access required (e.g. GK N418, 4th floor):

Confirm that you have completed a lab induction (you have done so by reading this guide and having been shown the lab):

Contract End Date (if not Permanent) or end of access request:

To be registered as contingent worker

To obtain contingent worker status, you need to fill in this form

⁠

ContingentWorkerForm blank.docx

27.4 kB

⁠

and send it to

m.diluca@bham.ac.uk⁠

for approval. Then forward the email of approval and the form to Rachel Franklin

R.Franklin@bham.ac.uk⁠

. The procedure usually takes a week.

To obtain an UoB ID card

Once you are registered as staff/student/contingent worker and want an UoB ID card, you will need to print a proof of your status, have access to a digital picture of yours, and go to the Security Office located at the rear of Aston Webb in B Block courtyard next to the Great Hall just off the Ring Road South (between R5 and R6 on the campus map). They will ask you for a digital picture of yours to be sent to an email. They will print a UoB card in few minutes.

If you have lost a card, they will be able to lock your previous ID card and issue a new one which should be automatically re-activated for lab access. If your card is new, you will need to activate normal access to the lab (see above). If you have parking access, you will need to amend the record to open the barriers.

To obtain a visitor card

⁠

@Massimiliano Di Luca⁠

will need to email or take you to Alberto or Anne who’s office is in N312 or Denise in N402 for a day visitor card. You will need to log its use with your name and phone number and you will need to return the card at the end of the use.

BEAR

Information about BEAR (Birmingham Environment for Academic Research) and all associated services can be found here

⁠

https://www.birmingham.ac.uk/research/arc/bear⁠

⁠

A new account should be requested using an IT service call

⁠

https://universityofbirmingham.service-now.com/itportal?id=sc_cat_item&sys_id=8e62ba851b0cc950b420eb53b24bcb55&sysparm_category=b7e56d59db05ff405e689a56db9619e4&catalog_id=b27f59d1db05ff405e689a56db9619d1⁠

⁠

The full project code for ARME is dilucam-arme

Short term access

For short term RDS access, (e.g., if you are not affiliated to UoB) there is GLOBUS!

Collaborators external to the University first must be registered as a "Contingent worker" and then can be added to your BEAR project through the same workflow you used to raise this request. Once they have an account here, they'll be able to then register for the two-factor authentication remote access service and connect through the subsequent login. I'm not sure if you need to contact HR to find the form and submit it but I note on the IT Service Desk page, if you go to "Make a Request" > "Accounts and Access" and then look at the left sidebar: below "services" and the expanded "Accounts and Access" menu, there is a "Contingent Workers" item, which will provide you with further options. Follow this link

⁠

https://docs.bear.bham.ac.uk/rds/transfer/using_globus/?h=glo⁠

⁠

Long term access

To obtain long term access the UoB digital resources, collaborators external to the University must be registered as a Contingent worker. Once registered, you will need a contingent worker account.

On the IT Service Desk page,

@Massimiliano Di Luca⁠

will go to "Make a Request" > "Accounts and Access" and then on the left sidebar: below "services" and the expanded "Accounts and Access" menu, there is a "Contingent Workers" item, which will provide with further options.

This form needs to be filled in

⁠

Contingent Worker Form.pdf

140.8 kB

⁠

To access BEAR, you will further need to create a Unix account which

@Massimiliano Di Luca⁠

will need to do by raising an IT request (”Edit a single project with BEAR/CaStLeS” and add the ID number). Once you have an account, you'll be able to register for the two-factor authentication remote access service and connect through the subsequent login.

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