Post Post

Internal Mail 

Incoming internal mail is sorted into schools and delivered along with the incoming external mail.

All outgoing internal mail should be placed in the tray on MED reception before 15:30.  Outgoing mail includes that to all other areas on campus, the Norfolk and Norwich University Hospital, The John Innes Centre, and the Institute of Food Research.

If you are based in BCRE, post should be placed in the relevant outgoing tray by 14:15.

External Mail

Incoming mail is sorted and distributed by local support staff and left in the relevant pigeon holes.   Undergraduate student mail is sorted alphabetically into pigeon holes on MED floor 1. 

Parcels and packages that are too large for the pigeon holes are kept for collection in MED reception.  The addressee will be emailed and asked to collect their package as soon as possible. If you are based in BCRE, parcels will be left on your desk.

Items that require a signature will be signed for at MED reception.  These will be logged and the addressee emailed and asked to collect their package as soon as possible, which will need to be signed for by the addressee in the log book. 

Researchers and postgraduate students should provide their grant codes to which the cost of postage can be recharged.  Airmail should be clearly marked as such.  If first class postage is required, it should be clearly marked on the letter or package.  All un-marked letters and parcels will be sent second class.  

Email Email

Information can be circulated by email around the school in a number of ways:

The Daily Bulletin is an email digest of information including seminar reminders, current information and announcements.  Please contact med.reception@uea.ac.uk if you have any content for inclusion. Items that are not directly related to the business of the school e.g. community and fundraising events arranged by MED staff, can be included every other Thursday in the 'Social and Community' section of the bulletin. 

The following email lists, updated automatically by HR records, are available for use:

Med.atr – Academic, Teaching and Research Academics.
Med.ats – Academic, Teaching and Scholarship Academics.
Med.ra – research and analogues
Med.faculty is an email list which will contact all teaching staff, plus several other folk linked to the teaching programme or to the School.
Med.allstaff is the email list that catches all staff and pgr students.  Please use this address only for really urgent items – since routine items should be sent to Reception for inclusion in the next daily bulletin.
Med.rt.clinicians contacts all non-UEA colleagues who teach for MED.

Remember, once you have sent an email, you have no further control as to who may see it. 

A wide range of support on email is available via the UEA IT Helpdesk Wiki pages, including how to set your out of office response.

Finally, make sure you keep your email signature up to date and in line with the current school guidelines! These are circulated amongst all staff periodically.

 

Telephone & Fax Telephone & Fax

Telephones

A guide to using UEA telephones is readily available on the UEA website, if you want to learn to use all the functions available. If you redirect your phone, please inform your secretary, so that we can respond positively to callers as to how you can be contacted.

If you find that your phone number is not recorded correctly in the global address book, please contact telephony@uea.ac.uk and they will be able to correct this for you. 

Faxes

Norwich Medical School Fax number: 01603 593752

Incoming faxes are received by MED reception and will be placed in the pigeon hole of the recipient. 

Outgoing

If you require a fax to be sent, you will need to complete a cover sheet (these are available in the tray on MED reception) and hand to the receptionist.  Once sent, the original fax will be placed back in the pigeon hole of the sender.  

Data Security Data Security

The security of our IT systems are very important for MED as our data frequently covers either confidential personnel data, or information that is commercially sensitive such as examination questions

In the first instance, please ensure that you only store sensitive/confidential data on your personal UEA profile storage space. If you do need to transport that data, please ensure that you use an encrypted memory stick: never transport sensitive/confidential information on a laptop or non-encrypted memory stick.

Never disclose your password to anyone and change your password regularly. Further information is available on the portal.

Do not permit unauthorised individuals, or persons unknown to you, to tailgate you when entering swipe card protected areas.

When leaving the immediate vicinity of your PC, always log off or lock your screen.