School of Mathematics and StatisticsSchool Handbook

Dear Members of the School ofMathematics and Statistics,This Handbook has been cre-ated to provide new sta andpostgraduate students with asummary of helpful informationabout the School and to serveas a reference for all membersof the School to internal andUniversity guidelines andpolicies.

Thomas Neukirch, Head of School

Mathematical InstituteNorth HaughSt AndrewsKY16 9SS01334 46374401334 462344

The ObservatoryBuchanan GardensSt AndrewsKY16 9LZ01334 461842

maths@st-andrews.ac.ukhttps://www.st-andrews.ac.uk/maths/http://creem2.st-andrews.ac.uk/

Contents

k General Information

Key Personnel Health and Safety Buildings and Security Routines and Schedules Resources General University Information

k Mathematical Institute Specific Info

Resources Recycling Fire Alarms and Drills Food and Drink

k Observatory Specific Info

Resources Recycling Fire Alarms and Drills Food and Drink

k School Ocers and Committeesk University Governance, Ocers and Structurek Additional Information for all Stak Additional Information Relating to Researchk Additional Information Relating to Teachingk Additional Information for Postgraduate Students

mailto:maths@st-andrews.ac.ukhttps://www.st-andrews.ac.uk/maths/http://creem2.st-andrews.ac.uk/

General Information

This Handbook provides a summary of key aspects of the School and University. It provides only the briefest overview of alarge range of topics, and is no substitute for detailed information, especially University and School regulations, which may befound on specific websites. A great deal of further information may be found on the School and University websites.

The School is located on two sites. The Mathematical Institute houses all pure and applied sta and research students alongwith some members from the statistics division. The Institute contains four lecture theatres, several tutorial rooms, computerclassroom, video-conferencing room and common room. The (former) Observatory on Buchanan Gardens, 10 minutes walkfrom the Mathematical Institute, houses CREEM (Centre for Research into Ecological and Environmental Modelling) and manyof the statistics sta and research students. It has its own lecture theatre, video-conferencing, computer facilities and commonroom.

Key Personnel

Role Personnel Room E-mailHead of School Thomas Neukirch 205 mathshos@st-andrews.ac.ukDeputy Head of School Ineke De Moortel 311 maths-dor@st-andrews.ac.uk& Director of Research

Director of Teaching Antonia Wilmot-Smith 331 maths-dot@st-andrews.ac.ukDirector of Postgraduate Studies James Mitchell 308 mathsdopg@st-andrews.ac.ukHead of Applied Mathematics Duncan Mackay 324 dhm@st-andrews.ac.ukHead of Pure Mathematics Martyn Quick 326 mq3@st-andrews.ac.ukHead of Statistics David Borchers 100 OB dlb@st-andrews.ac.ukDirector of CREEM Len Thomas 130 OB len.thomas@st-andrews.ac.ukDirector of CIRCA Colva Roney-Dougal 329 cmr1@st-andrews.ac.ukSchool Administrators Valerie Sturrock 202 vks@st-andrews.ac.uk

Tricia Watson 202 Tricia.Watson@st-andrews.ac.ukNiki Stalker 204 niki.stallker@st-andrews.ac.ukRhona Rodger (CREEM) 104 OB rmr5@st-andrews.ac.ukFiona McFarlane (Solar) 204 fm19@st-andrews.ac.uk

Computing Ocers Tricia Heggie 216 pmh@st-andrews.ac.ukSteve Brooks (Solar) 211 sjb14@st-andrews.ac.ukPhil Le Feuvre (CREEM) 129 OB Philip.LeFeuvre@st-andrews.ac.ukHerbert Fruchtl (Cluster Administrator) 221 Herbert.Fruchtl@st-andrews.ac.uk

A Who Does What list of other ocers and committees is circulated annually by e-mail and may also be accessed here.

A complete list of sta and research students may be found here.

Health and Safety

Health and Safety Coordinator Room Phone E-mailIan Goudie 316 ext. 3705 ig@st-andrews.ac.uk

Detailed safety information may be accessed here. However, key points are listed below.

First Aid

First Aiders (MI) Room Phone First Aiders (OB) Room PhoneValerie Sturrock 202 ext. 3744 Rhona Rodger 104 OB ext. 1842Tricia Watson 202 ext. 3747 Catriona Harris (appointed) 112 OB ext. 1831

First Aid Point (MI) Room First Aid Point (OB) RoomPhotocopier Room 201 Upstairs coee area 205 OB

Additional First aid boxes are located outside rooms 115, 211 and 312 of the Mathematical Insititute. See one of the first-aiders if you require help or to report anything used.

Fire Alarms and Drills

Please see the building specific details for your place of work either the Mathematical Institute or the Observatory.

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Health and Safety Booklet

You should be given a copy of the booklet on arrival and should acquaint yourself with its contents. If you have any querieson safety, please see the School Safety Coordinator, Ian Goudie. Further information may be found on the University Healthand Safety webpages.

Buildings and Security

The Mathematical Institute is electronically locked from 5.45 pm to 8.00 am and all weekend. The Observatory is electronicallylocked from 5.30 pm to 8.30 am and all weekend. Please make sure your windows are closed, lights are o and door lockedwhen you leave your oce. If you are the last to leave any public room ensure that the windows are latched and lights are o,you should also try to lock the door after 5.00 pm.

Your Identity Card is your library card and also acts as your access to the buildings. See Valerie (room 202) or Rhona (room104 OB) about activating your card for out of hours access to the Institute or Observatory.

See Tricia Watson (room 202) or Rhona (room 104 OB) to get a key to your oce, it also gives access to the mail room, pho-tocopy rooms etc..

Repairs - any problems, e.g. electrical, heating, leaks, let Valerie (room 202) or Rhona (room 104 OB) know.

Furniture - for any requirements ask Valerie (room 202) or Rhona (room 104 OB).

Room Bookings - the tutorial rooms, lecture theatres and computer classroom are bookable - see Tricia (room 202) or Rhona(room 104 OB). There is a web-based booking system for rooms across the University.

Routines and Schedules

Academic Year - The Academic Year is divided into two semesters: Martinmas (usually referred to as Semester 1), whichruns from mid-September to mid-December, and Candlemas (usually Semester 2), from late January to early June with a twoweek Spring Vacation break. Precise dates for the next few academic years may be found here.

Absences - It is a University requirement that academic sta who are o sick notify the School (phone Valerie ext. 3744) byan hour after your normal starting time. Sta in the Observatory should let Rhona (ext. 1842) know. If a tutorial or lectureneeds cover to be organised or rearranged it is important that you get in touch as soon as you are aware of a possible ab-sence. Sta should enter in the diary, kept in room MI 202, or on the whiteboard in the upstairs coee room of the Obser-vatory (and inform Rhona) when they intend to be away for holidays, conferences, etc. Also indicate if you plan to be workingaway from the oce.

Payslips are issued monthly and viewable through self-service, as are the annual P60 certificates of tax paid. Salary is paid onthe penultimate working day of the month. Salary scales can be found here.

Finance - full University rules and regulations may be found here.

Expense claims - sta should familiarise themselves with the Univeristys expenses policy and use the online expense claimform for making claims. Postgraduate students should obtain a form from Room 202 or 204 or online. Monthly cut-o datesfor expenses may be found here. Note that monthly cut-o dates are for paperwork to reach Salaries, please give claims toyour relevant administrator at least two days prior to the cut-o date. Claims should be submitted within one month and notlater than three months of the expense being incurred. If in doubt ask a secretary.

Resources

Telephones - most University extension numbers consist of four digits, and should be prefixed with 46 if phoning from out-side (5 digit extensions are internal only). Press 9 to call an outside line. Press 777 for private calls. Valerie sends out bills forprivate calls periodically.

Contacts Lists - a full list of departmental personnel and contact details is available on the School web page. A Universitydirectory may be accessed here.

email - when you get your ID card you will be given a University email address (usually) of the form yi7@st-andrews.ac.uk(where yi = your initials). You can arrange for an alias of the form firstname.lastname@st-andrews.ac.uk - see a computer o-cer. There are various mail aliases to contact groups of people within the School. A full list is provided under E-mail Aliases.

Web pages - Web pages for new sta will be set up automatically by HR. Pages for PhD students are added manually - seeTricia Heggie. You are encouraged to set up a personal web page to link to the School pages.

Computers - please discuss your computing requirements with the computer ocers.

Library - the Maths and Physics library is located on the top floor of Physics. The Main Library is on North Street (ID cardrequired to enter). The University Library web pages permits access to the online catalogue SAULCAT as well as to many elec-tronic journals and resources.

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School Newsletter A School Newsletter is produced monthly, containing details of academic (and sometimes non-academic)activities of members of the School. The Newsletter is circulated by email and is displayed on some notice boards. An emailinviting contributions is sent out a week before each deadline.

Friday Biscuits Every Friday at 4pm coee biscuits are also provided. Generally this takes place in the Observatory coeeroom on the last Friday of the month with remaining Fridays in Mathematical Institute sta common room. An e-mail willbe circulated on the day. All sta are strongly encouraged to attend as a chance to socialise with colleagues.

General University Information

Car parking permits - to park in the University car parks you should have a permit. These are (currently) free of charge. In-formation and application forms can be found here.

Bike Sheds - for those who cycle to work, bike sheds are provided throughout the university, in particular they are to be foundadjacent to both the Mathematical Institute and the Observatory.

Maps of the University and St Andrews and how to get to St Andrews are available here.

Sports Centre - contains all the usual things (but not a swimming pool) and is located just o the North Haugh, between theMathematical Institute and the Observatory. Information and membership details are available here. A number of members ofthe School play five aside football at some lunchtimes - contact Steve Brooks (Room 211) if you are interested.

Preferred Travel Provider - DP&L Travel, 4 Logies Lane, St Andrews (01334 474404, travel@dpandl.co.uk), as long as you givethem grant codes they can invoice the University for travel, ask a secretary if you need further information.

Personal Development - details on this may be found here. CAPOD run development courses which may be booked here.

Sta Handbooks - the electronic version of this document is available online and there is a main University sta handbook.A great deal of information for University sta can be accessed under Current Sta in the University web pages.

Sta Wellbeing - the University is keen to promote the health and wellbeing of all sta. For more information refer to thewellbeing webpage. Free wellbeing courses/classes are scheduled throughout the year and bookable on PDMS. To sign up forthe wellbeing newsletter e-mail wellgrp@st-andrews.ac.uk.

Mathematical Institute Specific Information

Resources

Resource Location NotesPhotocopier Room 201 (B/W) ID card access.

Room 314 (colour) ID card access. Paper is kept in room 201.Fax Machine Room 204 Record details of faxes sent in the book next to the machine.

Press 9 for an outside line.Printers Mail Room Paper is kept in Room 201.

Room 314CIRCA area, level 3

Scanner CIRCA area, level 3 Both photocopiers are also scanners.Stationery Mail Room Notify Tricia Watson (Room 202) of any dicultiesOverhead projectors/Visualisers Rooms 1A, 3B Portable OHPs available from Tricia Heggie/secretaries.Data projectors All lecture theatres, Room 1A A portable DP can be booked through Tricia Heggie.

Rooms 1B, 1C, 1D, 1E and 3BInteractive whiteboards Rooms 1D, 1E, 3BVideo Conferencing Rom 112 Contact Tricia Heggie.

Mail is usually delivered to the Mail room around 10.30am. Mail may be posted in room 204 and is collected around 11.30amand 3.30pm and usually the lock-up janitor calls in as well in case anything has come in that needs to go out in the morning.There are two trays on the left as you enter the room labelled internal and external. Mail goes second-class unless you writeFirst-Class on the front. There are airmail stickers in the drawer under the mail tray.

Recycling

Item Location NotesWaste paper Each oce Emptied Tuesday/ThursdayCardboard Rooms 201, 314 Please flatten and put in boxes providedCans, Bottles East Corridor of each floorBatteries Mail Room Use bucket providedGeneral waste Each oce Emptied Monday/Wednesday/Friday

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Currently there are no glass recycling facilities - please arrange your own recycling.

Fire Alarms and Drills

Fire alarm points and fire-extinguishers are located at strategic points around the building; please familiarise yourself withthose nearest to your place of work.

Fire alarm testing takes place at 3.00pm every Monday alternating between the Physics and Maths buildings.Sometimes a test is not performed because of sta absences or building work. When the Physics alarms go o, you will hear a con-stant beeping noise in Maths - which is quite loud. In Maths, when the alarms go o, the noise is unmistakable and very loud.These tests tend to sound for about 10 seconds maximum.

If there is a real alarm in Maths you should leave the building immediately and in an orderly manner. You should not enterdoorways above which there is a red flashing light. This includes the bridge between Maths and Physics - which is not a fireescape. If there is a real alarm in Physics [not a test], the beeping noise in Maths will continue for longer than 10 seconds.You need only leave the building if the full alarm starts in Maths.

There is normally a fire practice each semester, usually held about 10 minutes before the hour to minimize disruption to lec-tures. Lecturers and tutors should be familiar with the escape routes from their classrooms, and they should inform their classof the escape procedures at the start of their first lecture or tutorial. Sta holding a class test should advise Valerie in Room202 to avoid a fire practice being scheduled to coincide.

Fire exits - there are six fire exits: the main entrance door, the doors at the bottom of the two rear stairwells, the doorson either side of the arch into the central courtyard and there is a fire exit in Lecture Theatre A. Signs to the nearestexit are displayed throughout the building. Please leave by your nearest exit (co-ordinating the evacuation of any class you areteaching) and assemble either on the upper car park (in front of the Institute), or on the grass to the south of the Com-puter Science building (at the back of the Institute), making sure you leave room for others to vacate the building and for fireservice, police and ambulance to attend.

If you are asked to leave the building by the Maths or Physics fire-ocer, a member of the safety committee or the janitorsthen please do so immediately. You should not re-enter the building until given specific permission to do so by the fire-ocer,a member of the fire service, an assembly point controller or a janitor.

If you detect a fire and the alarms are not ringing then hit the fire-alarm point nearest you. You should also, if feasible, phonethe emergency services (9-999 from an internal phone) and provide details.The fire service will no longer treat an alarm going o as a full emergency due to the large number of false alarms in the last fewyears on the North Haugh.

Food, Drink and Facilities

Sta Common Room - is located on level 1 on the north side of the building.

Coee Time - we meet at about 11 am for morning coee (or tea) in the common room and again about 4 pm. There is a cof-fee club for those having tea or coee on a regular basis, see Niki (room 204) about charges. Colleagues who only have tea orcoee occasionally should keep a note of their usage of resources and pay their dues directly to Niki. Newcomers, visitors andresearch students are encouraged to use the common room. Biscuits are sometimes provided, for example before/after semi-nars and on Fridays at 4 pm. Cakes appear from time to time!

Cutlery and Crockery - please wash up, dry (with either tea-towel or paper towels) and put away cutlery and crockery afteruse, and do not remove and hoard common room mugs or spoons in your oce! Please leave the common room tidy andpresentable for others to be able to use.

Fridge and Microwave - are in the common room for use by School members. Please ensure that you clean the microwaveafter use. Food items placed in the fridge, should be clearly labelled with your name, do not leave food in the fridge beyondits use-by date, otherwise it will be binned - you have been warned!

Vending Machines - Machines selling cold drinks, hot drinks, chocolate and crisps are located in the Physics building foyer.

Quick Daytime Meals - The Physics Caf (all year) and Medical Caf (term time) are both open Mon-Fri 8.30 am-4 pm servingfood and drinks. Forbes Bar Caf (within Agnes Blackadder Hall) is open Mon-Fri 8.30 am-2.30 pm providing a more formaleating environment. It serves hot and cold drinks as well as pastries and hot filled rolls in the morning. For lunch, paninis,baked potatoes with fresh hot fillings and freshly homemade hot soup are available every day. The Caf in the Park (in theKinburn Park Museum) provides additional sit-in or carry-out facilities.

Toilets - there are sta toilets located on the west corridor of each floor. The main toilets for the building are in the southstairwell with female toilets on level 2 opposite the computer classroom and male and gender neutral toilets on level 1.

Shower - there is a shower on the ground floor of the Medical School behind the caf.

Observatory Site - those based in the Mathematical Institute are encouraged to visit the Observatory site from time to time,particularly at coee or tea time, to maintain good contacts.

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Observatory Specific Info

Resources

Resource Location NotesPhotocopier Room 132 (B/W) See Rhona for access code.Fax Machine Coee Room Record details of faxes sent in the book next to the machine.

Press 9 for an outside line.Printers Room 132 Paper is kept in cupboard (notify Rhona if running low).Stationery Room 132 Notify Rhona if any requestsOverhead projectors/Visualisers Ask Phil for access.Data projectors Ask Phil for access.Video Conferencing Seminar Room Contact Phil or Rhona to book a link up

Mail is delivered at 9.15am and 1.30pm approx. To send mail, put internal/external mail in the black bag on the table at thefront door. Mail goes second-class, unless you write First-Class on the front. There are airmail stickers by the mail bag, if re-quired.

Library - there is a specialised collection of books on wildlife monitoring and software manuals in the Resource Area on theground floor. Books can be borrowed using the sign out system; the sign out book is by the fish tank. Please return the booksto the shelves, alphabetically by author, when finished with them.

Recycling

Item Location NotesWaste paper Each oce Emptied regularlyCardboard Skip by bike shed Please flattenCans, Bottles Coee Room, Lobby to the left, Resource AreaBatteries Coee room Use bucket providedGeneral waste Each oce Daily

Currently there are no glass recycling facilities - please arrange recycling yourself. Computers, printers, printer cartridges andwhite goods are all recycled. Please ask Rhona for more information.

Fire Alarms and Drills

Fire alarm points and fire-extinguishers are located at strategic points around the building; please familiarise yourself withthose nearest to your place of work.

Fire alarm testing takes place every Thursday. A test lasts for about 3 seconds. If it goes on longer than this, or at any othertime, then immediately leave the building by the nearest exit.

Fire exits - there are two fire exits, the front door and the fire door in the corridor by the seminar room. Signs to thenearest exit are displayed throughout the building. Please leave by your nearest exit and assemble outside at the front.

If you are asked to leave the building by the fire-ocer please do so immediately. You should not re-enter the building untilgiven specific permission to do so by the fire-ocer or a member of the fire brigade.

If you detect a fire and the alarms are not ringing then hit the fire-alarm point nearest you. You should also, if feasible, phonethe emergency services (9-999 from an internal phone) and provide details.The fire service will no longer treat an alarm going o as a full emergency due to the large number of false alarms in the last fewyears.

Food, Drink and Facilities

Coee time - we meet at 11/11.15 am for morning coee (or tea) in the coee room above the front entrance. If you would liketo join the coee club then see Catriona or Lindesay to get your name added to the list. We try to celebrate everyones birth-day with a cake at coee time. The birthday adult supplies the cake. Cakes, chocolates, biscuits, any sort of treat are alwayswelcome at coee time, especially if youve been on a trip or holiday.

Fridge and Microwave - are in the coee room. Please ensure that you clean the microwave after use. Food items placed inthe fridge should not be left beyond their use-by date, otherwise it will be binned - you have been warned!

Mugs - please bring your own, also wash up, dry and put away crockery after use. Please leave the coee room tidy.

Tuck - there is a tuck shop in the upstairs coee area. It is CASH ONLY and Charles replenishes it. If you have any requestsfor items see Charles (room 101). Prices are on the wall.

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Toilets - ladies and gents toilets are on the ground floor by the ramp in the Resource Room. There is a disabled toilet at thefoot of the stairs and another toilet at the end of the right hand corridor on the first floor.

Shower - there is a shower on the ground floor across from room 114.

Mathematical Institute - those based at the Observatory are encouraged to visit the Mathematical from time to time, partic-ularly at coee or tea time, to maintain good contacts. Rooms 106 and 313 are currently earmarked for the use by members ofthe Statistics Division with oces in the Observatory.

School Ocers and Committees

Here is a summary of the main ocers and committees of the School and their rles. A Who Does What list naming the cur-rent ocers and committee members is circulated annually.

The Head of School has overall responsibility for all aspects of the School, including teaching, research, administration, finan-cial, personnel and estate matters, though many of these responsibilities are delegated to other ocers or committees whomthe Head appoints annually. The Head is line manager for most academic and support sta in the School. The Head of Schoolis appointed by the Master for a period typically of three academic years following consultation with School sta around 4-6months before the post falls vacant.

The School Management Group meets on a regular basis to discuss all matters relating to the School and to advise the Headof School. The Head of School is convener of the Group which consists of the following ocers: Deputy Head of School, Di-rector of Teaching, Director of Research, Director of Postgraduate Studies, the three Heads of Division and the Secretary to theHead of School.

The Deputy Head of School assists the Head with agreed tasks and acts for the Head of School when he/she is absent, thoughsometimes absences are covered by other sta.

The Director of Teaching has responsibility for teaching and learning within the School. They oversee the development of thecurriculum, including the introduction of new modules, encourage quality and innovation in teaching, and liaise with variousUniversity teaching and learning bodies. The Director of Teaching is Convener of the Undergraduate Teaching Committeewhich includes the Head of School and representatives from each division.

The Director of Research oversees research in the School. They generally encourage research initiatives and grant applica-tions and liaise with University ocials about research matters. A major task is ensuring that the School is well-placed forthe Research Excellence Framework (REF) which assesses the research quality of university departments about every sixyears and overseeing preparation of the School REF returns. The Director of Research is Convener of the Research Committeewhich also includes the Head of School and representatives from each division.

The Impact Ocer encourages and supports research and scholarly activities that have economic and societal impact as wellas academic impact. In particular he/she coordinates the overview and impact case studies that are now a significant compo-nent of the REF.

The Director of Postgraduate Studies has overall responsibility for postgraduate student matters within the School and, to-gether with the Postgraduate Taught Courses Coordinator, liaises with various University bodies related to postgraduatematters. They process postgraduate student applications and admissions, consider postgraduate funding, oversee postgraduatestudent progress and appointment of postgraduate examiners. The Director of Postgraduate Studies convenes the Postgradu-ate Committee which includes representatives from across the School.

There are three Divisions in the School: Applied Mathematics, Pure Mathematics and Statistics. Each has a Division Headwho is responsible for lecturer allocations for modules involving the division. The Heads of Division, along with the Head ofSchool and Director of Teaching, arrange tutor allocations. The Division Heads convene division meetings to consider coursedevelopment and other matters, and they are involved in academic appointments for their division.

The Schools Research Groups which vary in size (and are not disjoint) are: Algebra and Combinatorics, Analysis, Math-ematical Biology, Plasma Theory, Solar and Magnetospheric Theory, Vortex Dynamics, Statistical Ecology, StatisticalInference and History of Mathematics. The leader of each group coordinates research activity, seminars, visitors, and mayhave a budget. The School is also involved in several interdisciplinary centres, the main ones being: Centre for Interdisci-plinary Research in Computational Algebra (CIRCA), Centre for Research into Ecological and Environmental Modelling(CREEM) and the Scottish Oceans Institute (SOI). Webpages for each of the research groups and interdisciplinary centresmay be accessed via this link.

The Equality and Diversity Committee considers matters relating to gender, race, etc. and is particularly concerned with theSchools Athena SWAN submissions.

The Equipment Committee which includes the Computer Ocers oversees the acquisition, operation and maintenance ofcomputer and other equipment used by sta members and researchers in the School. Note that the computer classroom andlecture theatre and tutorial room equipment come under the auspices of University IT Services.

The Ethics Committee liaises with the University Teaching and Research Ethics Committee in getting formal approval for any

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research or teaching activity that involves, for example, data collection from questionnaires, interviews with human subjects,work involving animals, etc.

The Admissions Ocers consider the many hundreds of applications received each year for undergraduate entry to Mathe-matics and Statistics degrees, make oers of places, and organise School open days.

The Examinations Ocers coordinate setting and checking examination papers, liaise with the External Examiners, overseearrangements for processing exam grades and arrange examiners meetings.

The School has a number of Advisers of Studies (at both sub-honours and honours levels) who advise individual undergradu-ates on course choice and progression. They meet with students at the beginning of each academic year and at other times asappropriate.

The Sta-Student Consultative Committee meets twice each semester to consider issues that aect students and facilitatesstudent feedback on teaching and learning and other matters. The Council, which consists of student and sta representatives,is chaired by the School President, a student elected each year by the students, with the other student members consisting ofclass representatives elected by students.

Various other committees have significant rles with fairly self-explanatory titles. These include the Safety Committee, theLibrary Committee and the Vacation Research Programme Committee.

Other committees or working groups may be set up on a temporary basis, for example as appointment committees, for ma-jor curriculum changes, or for producing a School Handbook.

Many other tasks are assigned to individual ocers including Academic Misconduct, Honours Projects, Reading Parties,Webmaster, Disabilities Liaison, Careers Liaison, Peer Observation and Newsletter Editor.

The organisational structure of the School is depicted in the figure below.

Research CommitteeDirector of ResearchHead of SchoolDivision Reps.

PG CommitteeDirector of PG StudiesHead of SchoolDivision Reps.

Teaching CommitteeDirector of TeachingHead of SchoolDivision Reps.

Equality &DiveristyCommitteeE&D ChairHead of SchoolSchool Student Pres.Staff Reps.

Health & SafetyCommitteeH&S ConvenerStaff Reps.Student Reps.

Ethics CommitteeEthics ConvenerStaff Reps.

Staff-Student CouncilSchool Student Pres.Director of TeachingHead of SchoolStaff and StudentReps.

School ManagementGroupHead of SchoolDeputy HoSDirector of ResearchDirector of TeachingDirector of PG StudiesHeads of DivisionSecretary to HoS

Staff Council

All Academic Staff

Res. & Com. StaffPG Rep.Admin Rep.

University Governance, Ocers and Structure

Here is a very brief summary of the governance, ocers and structure of the University of St Andrews.

University Governance

The University was formally founded by the issue of a papal bull in 1413, and has a long and varied history. In recent years ithas been regulated by The Universities (Scotland) Acts supplemented by Ordinances which can only be changed by the Queenin Council. Recent legislation by the Scottish Government will require major changes to the Universitys governance in the nearfuture; the following notes indicate the current situation.

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Three main bodies are involved in University Governance. The University Court has ultimate responsibility for all aspectsof the University including its operation and strategic planning and its members are the trustees for the University. Court ispresided over by the Rector who is elected by the students every three years, and chaired by the Senior Governor, chosenfrom its lay members. Its membership includes senior University ocers, elected members of University sta, representativesof the Student Association, and a number of lay members.

The Senatus Academicus or Senate is the supreme academic body, chaired by the Principal. It consists of members of thePrincipals Oce, all Professors, Deans, Heads of School and some elected members. As a result of the rapidly increasing sizeof Senate a much smaller Academic Council was established in 1996 with 45 members, which include senior University o-cers, Heads of School and elected members. Academic Council considers policy and planning relating to teaching, learning andresearch. The University Learning and Teaching Committee and Senate Business Committee do much preparatory workto inform Academic Council meetings. Whilst the entire Senate can still be convened to discuss academic matters, this rarelyhappens, and their role nowadays is limited to the award of degrees - degree congregations are formally meetings of Senate.

The General Council comprises all graduates and senior academics of the University and provides input to Court from al-lumni. The General Council elects the Chancellor who is also President of the Council.

Principle University Ocers

The Chancellor is the ocial head of the University, currently Lord Campbell of Pittenweem (Menzies Campbell). Many ofthe Chancellors duties are ceremonial and in particular he has the authority to confer degrees. The Chancellor is generally anambassador for the University and may be involved in public matters relating to the University.

The oces of Principal and Vice-Chancellor have been combined since the mid 19th Century; the current incumbent is Pro-fessor Sally Mapstone who was installed in September 2016. The Principal is responsible for the overall running of the Univer-sity and for presiding over Senate and Academic Council. In the role of Vice-Chancellor she confers degrees in the absence ofthe Chancellor.

The Principals Oce forms the senior management team of the University who each have specific areas of responsibility.The Master (currently Professor Garry Taylor) oversees the strategic planning of Schools, including academic appointments,promotions and allocation of resources to Schools. The Proctor (Professor Lorna Milne) has responsibility for teaching andlearning and related activities. The Provost (Professor Andy Murphy) is concerned with research postgraduate students. TheVice-Principal (Research and Innovation) (Professor Derek Woollins) oversees the Universitys research strategy and in partic-ular the 5-6 yearly REF returns. The Quaestor and Factor (Derek Watson) provides strategic leadership for non-academic ser-vices and oversees the Universitys finances. The Principals Oce team is completed by the Vice-Principal (Governance andPlanning) (Alistair Merrill) and the Vice-Principal (International Strategy and External Relations) (Professor Brad MacKay).

Faculties, Schools and Units

The University has four Faculties, the large Faculty of Arts and Faculty of Science and the smaller Faculty of Divinity andFaculty of Medicine. Each School belongs to at least one faculty with the School of Mathematics and Statistics in both theFaculty of Science and the Faculty of Arts. Faculties are led by Deans, the Dean of Arts and Divinity, the Dean of Medicineand the Dean of Science, who provide guidance and support to their schools, particularly in matters of teaching and assess-ment. Some of their duties are delegated to Pro Deans or Associate Deans who oversee faculty matters such as undergrad-uate learning and teaching, curriculum design, advising, and postgraduates. Professor Douglas Philp is the current Dean ofScience.

The University currently has 19 Academic Schools, ranging from Art History to Psychology and Neuroscience, as well as anumber of cross-discipline or cross-institutional research Centres and Institutes that promote research collaboration andpostgraduate training.

There are about 20 Service Units that maintain the infrastructure of the University and provide academic support. The unitsthat sta and research students are most likely to encounter are: Admissions, CAPOD (Centre for Academic, Professional andOrganisational Development), Estates, Finance, Human Resources, IT Services, Library, Registry, Student Services.

Additional Information for all Sta

CAPOD

The University Centre for Academic, Professional and Organisational Development (CAPOD) provides support for staand students in a variety of ways. In particular their website includes details of their regular (usually) half-day courses on top-ics ranging from Eective lecturing to Dealing with bad behaviour, as well as other useful online material.

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Academic Reviews

The University Academic Review and Development scheme requires all members of sta to be reviewed annually by theirline manager - for most sta this is the Head of School, but for research assistants it is their supervisor. Currently the reviewconsists of completing a form summarising activity since the previous review, which is the basis for a meeting with the linemanager. This will involve a discussion about progress and a look ahead to activities in the next year. The line manager com-pletes a section at the end of the form and reports to HR that the review has been completed. The review and form remainconfidential between the reviewer and reviewee. For new starts, the Academic Review and Development scheme replaces theformer Probation scheme (for details see the link).

Leave

The University provides guidance on Annual Leave, to cover holidays, etc..

There are arrangements for Special Leave to cover a range of circumstances, including Carers Leave, Compassionate Leave,leave to carry out Public Duties, etc..

The University has policies for leave relating to family matters including Maternity Leave, Paternity Leave and ParentalLeave.

Academic sta may apply for paid Research Leave or Research Impact Leave for one semester in every eight semesters ofemployment. This must be taken in consultation with the Head of School and Head of Division to ensure that the sta mem-bers duties can be covered. Applications should be made six months before the start of the leave period. Research leave maynot be taken at the end of a sta members employment by the University.

Academic Promotions

Promotion within the University is based on outstanding performance in one or more of the following areas: (i) Research andScholarship, (ii) Teaching and Pedagogical Activities, (iii) Impact, Outreach, Knowledge Transfer and Technology Transfer, and(iv) Service and Leadership. There are three tracks: Education and Research Focused (Lecturer, Senior Lecturer, Reader, Profes-sor), Education Focused (Associate Lecturer, Lecturer, Senior Lecturer, Professor) and Research Focused (Research Fellow, SeniorResearch Fellow, Grade 8 Research Fellow, Grade 9 Research Fellow).A promotions round takes place each year, and applications are assessed by two panels: Arts/Divinity and Science/Medicine.Promotions are made on the basis of evidence provided on the application form and references from external and internalreferees (including the Head of School).The timetable and details vary a little each year, but around the new year, sta are notified through the Head of School ofdetails of the forthcoming promotion rounds. Full details and forms are available on the promotions website including the sortof evidence required for promotions at each level. Sta considering promotion are strongly advised to discuss the matter withthe Head of School and other senior sta before applying. There is a rigid deadline for applications early in the New Year,and after obtaining references, the panels meet in June, with decisions communicated to applicants in early July. Unsuccessfulapplicants can seek feedback on their applications, and there is an appeals process.

Regrading

The University Grading Review Policy and Procedure applies to sta in roles not covered by the academic promotions process.The grade (and consequently salary) of such sta is determined by the range of activities that they are involved in and if theactivities of a sta member change then a higher grade may be appropriate. A sta member seeking a grading review shouldfirst discuss this with their line manager. The Head of School will be expected to have discussed with the Principals Oce thechanges in roles in the School leading to a possible regrading before an application is made. The Head of School submits aHead of School Comments Form and then the role holder submits a Role Outline Document or Record of Evidence in supportof a regrading case. Such applications may be made in any month of the year. Submissions are reviewed by a panel compris-ing at least two Role Analysts and a representative from the appropriate trade union. Applicants are normally notified of theoutcome within 3 months of the application, and there is an appeals procedure.

Additional Information for Sta and Postgraduates Involved in Research

Seminars

All members of the School are welcome to attend any seminars.

There are several series of seminars. Regular seminars are organised by each division: Applied Mathematics Seminars, PureMathematics Colloquia, and Statistics Seminars. Many of the research groups also hold regular seminars: Solar and Magneto-spheric Theory, Vortex Dynamics, Algebra and Combinatorics, Analysis, CREEM, and video-linked NCSE (National Centre forStatistical Ecology). Details of the various seminar programmes may be accessed via this link. If you want to suggest seminarspeakers (or even speak yourself) contacts the appropriate seminar organiser, listed on Who Does What.

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PURE

Pure is the Universitys web-based research information system, which collates research-related outcomes, including publica-tions, datasets, research projects, grants, impact opportunities, and other professional activities. In particular it is used as arepository for papers under the open access arrangements. Researchers are responsible for keeping their own pages up to date,by adding papers and other activities as they occur. In particular, author accepted versions of papers should be added imme-diately on acceptance, and further bibliographic details can be added when papers are published. In theory Pure can link withother University systems as well as external databases.

Open Access

RCUK, HEFCE and SFC have recently introduced policies for Open Access which will be applied at the next Research Excel-lence Framework (REF). In order to be eligible for the next REF the policy requires peer-reviewed articles and conference pro-ceedings to be deposited in an institutional repository within three months of being accepted for publication. Moreover, manyfunding bodies e.g., EPSRC and EU have specific requirements in relation to open access provision of funded research. Furtherdetails are available from here.

Summary- For most sta the main point to remember is to upload your Author Accepted Manuscript in Pure as soonas possible along with the date of acceptance. This can either be done manually or by emailing the necessary information(manuscript with date of acceptance) to openaccess@st-andrews.ac.uk. Library sta will get back to you if more information isrequired.

REF

The Research Excellence Framework (REF) (formerly the Research Assessment Exercise (RAE)) is conducted about every sixyears. It assesses the research of all universities in the UK in all subject areas, with research funding to universities dependingon the outcome. The previous REF was in 2014 with the School assessed under the Mathematical Sciences Unit of Assessment.The next REF is likely to be in 2021 with the results released in December 2021. Some details of the format and the rules forREF2021 are yet to be confirmed, but some initial decisions have already been made.In the 2014 REF, sta submitted up to 4 published papers or other research output for the panel to assess for research quality,with each submitted paper rated 1*, 2*, 3* or 4*. Departments also provided an Environment Statement and an Impact State-ment as well as several Impact Case Studies, all of which were also rated 1*, 2*, 3* or 4*. The results were published as profiles,indicating the percentage of research rated at each level.

Additional Information for Sta and Postgraduates Involved in Teaching

Director of Teaching Room Phone E-mailAntonia Wilmot-Smith 331 MI ext. 3228 maths-dot@st-andrews.ac.ukDirector of Postgraduate Studies Room Phone E-mailJames Mitchell 308 ext. 3722 mathsdopg@st-andrews.ac.uk

General information

Lecturers for each module are decided in April/May of the preceding academic year, following consultation involving Heads ofDivision. Those new to teaching a module are strongly encouraged to discuss the teaching arrangements with sta who havetaught the module in previous years.

Syllabuses - Module syllabuses are available here. For sub-honours modules (1000, 2000 level) minor changes can be madeby the lecturers but significant changes should be discussed with the Director of Teaching (DoT) due to potential impact onother modules and to avoid conflicts with consumer protection legislation. For honours modules there may be more flexibil-ity in interpretation of the syllabus but discussion with the DoT and Division Head is still advised if any major changes arecontemplated, to avoid conflicts with consumer protection legislation. Any significant changes of a module syllabus has to beapproved by the Universitys Curriculum Approvals Group (CAG) using the correct formal procedure.

MMS - The Module Management System (MMS) is a on-line tool designed in-house to assist in the managing and adminis-trating of modules, and to ensure compliance with various Institutional and Governmental regulations. MMS includes facilitiesfor making available course materials on-line, submitting work, recording tutorial attendances, etc.. Sta automatically have ac-cess to MMS pages for the modules that they teach, but can, by arrangement with computer ocers, have read-only access tocourse materials for other modules. Further details on MMS are available on this page and you can log on here.

Examinations - Each module is assessed using some combination of written examination, continuous assessment, class tests,projects or laboratory work, as specified in the module details and course catalogue. It should be noted that the overall as-sessment for a given module as specified in the course catalogue can only be changed via the same process that applies tochanges of the syllabus of module, i.e. via CAG (again, we have to be compliant with consumer protection legislation). Themodule coordinator has overall responsibility for the assessment, assisted by other members of the module teams and some-times additional helpers. A timetable is circulated early each year giving deadlines for setting, checking and submitting marks

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and for the examiners meetings. It is very important that these deadlines are adhered to. Each module has a moderator whochecks the questions and discusses their standard with the setter. After assessments are marked, the moderator checks the ad-dition of marks, samples the marking and discusses any scaling needed with the module coordinator, both before and afterthe statistical comparison of marks between papers. The module coordinator reports on the paper to the Module Board, con-sisting of the Head of School or deputy, an external examiner, the module coordinator and the moderator, which provisionallyapproves the grades. The grades are confirmed at the Sub-Honours or Honours Module Board, before being finally ratified bythe Dean. Detailed instructions on examination procedures are circulated to sta involved in exams each semester.Note that, within the School, modules are marked as a percentage for Sub-Honours and out of 50 for Honours. These marksare converted to the University Common Reporting Scale which has a 0-20 grade using conversion scales that are dierent for1000-Level, 2000-Level and Honours.

Exams archive - Past exams together with solutions can be made available to students through the exams archive and staare encouraged to ensure that a reasonable selection of past papers are available for their modules. Contact Tricia Heggie foruploading relevant material.

Support for students - Students who have problems relating to non-academic matters, for example personal, financial orhealth, should be advised to contact the Advice and Support Centre or Student Services.

Timetables - The current academic year timetable and the provisional timetable for the next academic year are available here.

Useful administrative information and links for teaching may be found here.

Sub-Honours

For sub-honours modules (which often have more than one lecturer) one of the lecturers is designated Module Coordinator(MC). The MC has overall responsibility for the teaching and administrative arrangements, including continuous assessment,practicals and exam setting. A secretary is assigned to each module, currently Niki Stalker (1000 level) and Valerie Sturrock(2000 level). At the beginning of each semester an email is sent out to all module coordinators (including Honours lecturers)to ask what their needs are in terms of assistance with teaching their module (note that it may not be possible to meet all re-quests).

Tutorials - Sub-honours modules are supported by tutorials, which range from small groups of 8-10 students to larger groupsor examples classes. Arrangements vary between modules, and tutorials or classes may be weekly or bi-weekly. Tutors, whoare either sta members of research students are allocated at the start of each semester by the Head of School in consultationwith Division Heads. Postgraduate tutors are paid for tutorial and preparation and marking time on a fixed scale.

Academic Alerts - Academic Alerts are a way of helping students who are having trouble coping with their studies, such asmissing deadlines for handing in work, or missing compulsory tutorials. They are primarily used for sub-honours modules.The aim of the Alert system is to help students by flagging up problems before they seriously aect grades. Academic Alertsare primarily issued by the Module Coordinator, who has responsibility for monitoring student performance, but also occasion-ally by other ocers, and will tell students what is wrong and what they are required to do (e.g., attend classes in future). Seehere for further details.

Computer Practicals are held in the computer classroom for most sub-honours modules, and are generally introduced by alecturer with postgraduate supervisors in the classroom to assist students.

Class Tests - Sub-honours modules include class tests (or sometimes other forms of continuous assessment) which counttowards the final grade for the module. Module coordinators should be aware that extra rooms may be required for tests tospread students out and to allow for students with special needs such as extra time.

Honours

Honours modules typically allow more flexibility in terms of content than sub-honours modules and teaching and assessmentmethods vary between modules. Typically there is a single lecturer who also acts as module coordinator and takes tutorials forthe module (for large modules postgraduates may be appointed to assist).

Reading Parties - Reading Parties, at which students in their penultimate year give short talks, take place over two daysaround the end of February in the second semester. Honours lectures are cancelled on the mornings of the talks to enable thetalks to take place (tutorials normally proceed as usual). A group of about 30 students opt to travel to the Burn for two days togive their talks in a country mansion about an hours coach journey from St Andrews, whilst the remainder give their talks inthe Mathematical Institute.

Senior Honours Projects - In the final year of each degree programme, each student completes an Honours project module,MT4599 for BSc/MA degree programmes and MT5999 for MMath (and MPhys) programmes. This involves a substantial writtendissertation and a 15 minute oral presentation. Sta are requested to submit titles and brief descriptions of projects they arewilling to supervise in March of the preceding academic year. Students then decide which projects they would like to take andare allocated one of their choices. Further details including the project booklets for the current academic year are availablehere.

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Data protection

The University of St Andrews is legally obliged to comply with the provisions of the Data Protection Act 1998 (the Act). Infor-mation as to the consequences and implications of this fact for University sta is available from here.

Additional Information for Research Postgraduate Students

Director of Postgraduate Studies Room Phone E-mailJames Mitchell 308 ext. 3722 mathsdopg@st-andrews.ac.uk

Postgraduate Information - A great deal of information for postgraduates is available on the School, University and CAPODweb sites, along with links to further useful sites.

Supervisors - Research students are allocated either to a supervisor and second supervisor or to two joint supervisors. It ispossible to change supervisors during the course, for example because a students interests change or because of incompatibil-ity between student and supervisor.

CAPOD Courses - New research students must attend two CAPOD induction courses. CAPOD also run a GRADskills Pro-gramme which oers a wide range of short course on topics such as thesis writing or presentation skills, and many others.

SMSTC - The Scottish Mathematical Sciences Training Centre (SMSTC) puts on video-linked courses given by lecturers inmaths departments across Scotland. Students supported by certain of the research councils must take several SMSTC modulesin their first year of study, with light-touch assessments for each module.

Annual Review Research students usually undergo a progress review towards within each year of their study. Specific detailsof the process will be communicated to each student at the start of each academic year by the Director of Postgraduate Stud-ies. Full details of the university regulations relating to Postgraduate Reviews and other information can be found here.

Seminars - Postgraduate students are welcome to attend any seminars, see seminars. In particular they are expected to at-tend their Division and Research Group or Centre seminars, see this link for programmes.

Research Groups - Postgraduate students are very strongly encouraged to play a full part in their Research Group or Centre,including attending, and contributing talks to, seminars, interacting formally and informally with sta and other students inthe group, and joining in social activities. Students are encouraged to use the common rooms for tea, coee or just to meetother members of the School.

Teaching - Research postgraduate students may be oered the opportunity to take tutorials, supervise computer practicals orundertake marking. This is regarded as very good experience for a future career. For some postgraduates, teaching may be acondition of their continued funding. Postgraduates must attend certain mandatory courses before being allowed to engage inteaching activities. Specific details of the process will be communicated to each student before the start of their studies by theDirector of Postgraduate Studies and/or the school administrators. See this link and teaching for more information on teaching.

Email Aliases

Note that email aliases may change soon as a university system is adopted.

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Contact group E-mail AliasAll Sta, Postgraduates & Visitors maths.all@mcs.st-and.ac.uk

All Secretaries maths.secretaries@mcs.st-and.ac.ukAll Academic Sta (Includes Teaching Fellows) maths.academic.sta@mcs.st-and.ac.ukAll Teaching Sta maths.teaching.sta@mcs.st-and.ac.ukAll Research Sta maths.research.sta@mcs.st-and.ac.ukAll Honorary Research Sta maths.honresearch.sta@mcs.st-and.ac.ukAll Postgraduate Students maths.research.students@mcs.st-and.ac.ukAll Computing and Scientific Ocers scientific.ocers@mcs.st-and.ac.ukAll Applied Sta, Postgraduates & Visitors applied@mcs.st-and.ac.ukAll Applied Academic Sta (Includes Teaching Fellows) applied.academic.sta@mcs.st-and.ac.ukAll Applied Teaching Sta applied.teaching.sta@mcs.st-and.ac.ukAll Applied Research Sta applied.research.sta@mcs.st-and.ac.ukAll Applied Honorary Research Sta applied.honresearch.sta@mcs.st-and.ac.ukAll Applied Postgraduate Students applied.research.students@mcs.st-and.ac.ukAll Applied Visitors applied.visitors@mcs.st-and.ac.ukAll Pure Sta, Postgraduates & Visitors pure@mcs.st-and.ac.ukAll Pure Academic Sta (Includes Teaching Fellows) pure.academic.sta@mcs.st-and.ac.ukAll Pure Teaching Sta pure.teaching.sta@mcs.st-and.ac.ukAll Pure Research Sta pure.research.sta@mcs.st-and.ac.ukAll Pure Honorary Research Sta pure.honresearch.sta@mcs.st-and.ac.ukAll Pure Postgraduate Students pure.research.students@mcs.st-and.ac.ukAll Pure Visitors pure.visitors@mcs.st-and.ac.ukAll Statistics Sta, Postgraduates & Visitors stats@mcs.st-and.ac.ukAll Statistics Academic Sta (Includes Teaching Fellows) statistics.academic.sta@mcs.st-and.ac.ukAll Statistics Teaching Sta statistics.teaching.sta@mcs.st-and.ac.ukAll Statistics Research Sta statistics.research.sta@mcs.st-and.ac.ukAll Statistics Honorary Research Sta statistics.honresearch.sta@mcs.st-and.ac.ukAll Statistics Postgraduate Students stats.research.students@mcs.st-and.ac.ukAll Statistics Visitors stats.visitors@mcs.st-and.ac.ukAll members of CREEM creem@st-and.ac.ukCREEM seminar mailing creemseminar@st-and.ac.ukInternal Observatory mailing creemcake@st-and.ac.ukAll members of School based in Mathematical Institute maths.institute@mcs.st-and.ac.ukAll members of School based at Scott Lang (Observatory) scott.lang@mcs.st-and.ac.ukAll Members of the School Sta Council sta.council@mcs.st-and.ac.uk

Not to be confused with maths@st-andrews.ac.uk - the contact email address for the School monitored by the secretaries.

Additional contacts which may be of use are to be found here

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