Policies and Guidelines – Staff Guide
Where to turn when you need a helping hand
U-MS-G-02 Staff Guide
Contents
Introduction………………………………………………………………………………………………. 3
Communications………………………………………………………………………………………… 3
Staff relations……………………………………………………………………………………………. 3
Staff vacancies…………………………………………………………………………………………… 3
Absence……………………………………………………………………………………………………. 3
Compassionate & special leave…………………………………………………………………….. 4
Alcohol/Drugs……………………………………………………………………………………………. 6
Change of personal details…………………………………………………………………………… 6
Criminal convictions…………………………………………………………………………………… 6
Collections/Petitions…………………………………………………………………………………… 7
Zero tolerance to abuse……………………………………………………………………………….. 7
Confidentiality…………………………………………………………………………………………… 7
Contact with media……………………………………………………………………………………. 7
Data protection………………………………………………………………………………………….. 7
Disciplinary procedures………………………………………………………………………………. 7
Driving and parking……………………………………………………………………………………. 7
Equal opportunities…………………………………………………………………………………….. 7
Gambling………………………………………………………………………………………………….. 8
Grievance procedures…………………………………………………………………………………. 8
Health and safety at work…………………………………………………………………………… 8
Staff development……………………………………………………………………………………… 8
Use of VDU……………………………………………………………………………………………… 9
Fire regulations………………………………………………………………………………………….. 9
Reporting of incident/injury………………………………………………………………………… 9
Smoking……………………………………………………………………………………………………. 9
Holidays……………………………………………………………………………………………………. 9
Pay…………………………………………………………………………………………………………. 10
Period of notice……………………………………………………………………………………….. 10
Private work…………………………………………………………………………………………….. 10
Overtime…………………………………………………………………………………………………. 10
Receipt of gifts………………………………………………………………………………………… 10
Security…………………………………………………………………………………………………… 11
Travel on Institution business…………………………………………………………………….. 11
Change of contact details/circumstances & Annual Eligibility Check……………… 11
Policy documents……………………………………………………………………………………… 11
Technician support……………………………………………………………………………………. 12
Use of the institution’s telephone/ photocopy machine………………………………….. 12
Code of practice for staff………………………………………………………………………….. 12
INTRODUCTION
The success of any organisation and that of its employees depends very largely on the employees themselves, and so we look to you to play your part as we shall continue to play ours.
While it is impossible to explain absolutely everything, it is hoped that this pack will give you some insight into the Management’s duties and responsibilities.
The purpose of the following pages is to assist staff in understanding the role of the Management of US University of Technology, Science and Arts
We welcome you and express our sincere hope that you will be happy here in our team. We ask that you study carefully the contents of this Staff Guide as, in addition to setting out our rules and regulations, it also contains a great deal of helpful information.
Further information can be sought from the Head of Academics.
Communications
The importance of good communications among all our staff is recognised. In addition to day-to-day communication with Department Heads, regular departmental meetings, and Core Communication sessions are held. These include general Institution news as well as section issues. Institution newsletters are produced on a regular basis and information is displayed on staff notice board.
Staff Relations
US University of Technology, Science and Arts fully accepts its responsibility for good staff relations within the framework of relevant legislation. The Senior Management Team is responsible for administering the Institution’s employee relations policies.
Staff Vacancies
All vacancies are advertised on staff notice board/ are also discussed in the staff meetings.
Absence
Head of Academics must be informed if, for any reason, you need to be absent from work. If this is not possible because of an emergency, you should contact the Head of Academics at the earliest opportunity. The circumstances of each absence will be considered individually and, on occasions, may result in a deduction from pay. Please refer to our Staff Absence Management Policy for detailed information
If you require leave of absence for personal reasons, you should, initially, discuss the matter with the Head of Academics. In general, you will be expected to use time off in lieu or outstanding holiday entitlement where possible, but special leave may be given in certain circumstances, where appropriate. Compassionate leave is granted, as is leave for moving house and relocating.
There are specific rules regarding absence from work, as follows:
(a) Absence from the Institution for less than half a day
Staff wishing to be absent for less than half a day must obtain approval from the Head of Academics
(b) Absence from the Institution for more than half a day
Staff wishing to be absent for more than half a day should provide a written request at least 2 weeks before date of requested absence. A shorter period of notice may be considered after discussion with the Head of Academics.
Staff who are absent from work without permission may be subject to disciplinary procedures.
Sickness Absence
If you are absent from work because of illness, please inform the Head of Academics or the Head of the department as soon as possible, and no later than 10.00 am, on the first day. If this is not possible because of an emergency, please give an explanation to the Head of Department or Head of Academics at the first available opportunity.
Medical evidence of fitness to resume work must be produced after illness requiring a medical certificate.
An Employee Self-Certification form must be completed on return to work after an absence of 7 days or less. If the absence extends beyond 7 days, a doctor’s statement (Medical Certificate) must be sent to the appropriate Institutional office.
For extended periods of absence, additional doctor’s statements (Medical Certificates) must be submitted.
Compassionate and Special Leave
The Head of Academics can allow you compassionate or special leave in the following circumstances:
Compassionate Leave
Family Bereavement
Up to 5 days’ compassionate leave with pay will be given in the event of a death in the family involving your mother, father, spouse, children, brother, sister, guardian, and in-laws.
Serious Illness
Up to 3 days’ compassionate leave with pay may be given in the event of a serious illness affecting your spouse, children or elderly dependant relatives. Such leave will not normally be granted more than once in any 13 week period, and may only be granted in circumstances where the illness is classed as serious by the medical profession.
Other Emergencies
Up to 1 day with pay will be given to allow you to accompany a near relative (see Serious Illness above) to hospital, if it is an emergency, rather than a pre-arranged appointment.
Special Leave
Hospital Attendance
Such time as is necessary with pay will be granted to attend for checkups following an illness or operation.
Health
Paid leave of absence will be granted for such period as may be reasonably required for you to attend for a medical examination. Where arrangements for routine check-ups cannot be made out with working time, appointments should be made, where possible, to coincide with the start or end of the working day.
Interviews
Such time as is necessary with pay will be granted for up to 4 interviews in any one leave year.
Funerals
Up to one day with pay will be granted to attend the funeral of a member of your family – other than one covered under ‘Family Bereavement’ above. In case of non-family member, leave may be granted without pay.
Moving House
Up to 2 days with pay may be granted to newly appointed staff when they move house.
Examinations
Paid leave of absence will be granted to sit examinations following approved training courses. Study leave (either paid or unpaid) may be allowed by the Head of Academics, to whom you should apply in writing in advance.
Study Leave
Unpaid leave can be granted if the course fee is paid by the Institution
Jury Service
Paid leave of absence will be granted for the time during which you have to attend as a juror. Jurors Allowances, which are receivable, will be deducted from your pay, so you must claim them. On receiving a Citation, send it without delay to the Accounts Department, who will return it to you showing your hourly rate of pay to enable you to claim from the Court for “loss of earnings”. After settlement of your allowances, you should pay to the Accounts Department the amount you have received from the Court for “loss of earnings”. You will continue to receive full salary during the period of absence.
Witness
Details as for Jury Service.
Maternity/Paternity and Paternal Leave
Details of maternity/paternity and paternal leave arrangements are complicated, and it is recommended that you contact the Personnel Department for advice and guidance at an early date to help you understand your rights and decide your best course of action.
Time off for Public Meetings
Staff will be allowed reasonable unpaid time off to perform duties of a public nature. In deciding what is ‘reasonable’, the Institution will take into account the time required to perform these duties: the amount of time taken, and the effect on the business of the Institution.
Reporting for Duty during Adverse Weather
During bad weather, you must make every effort to report for work at the recognised start time. This could entail your having to make special arrangements to ensure that you can attend each day.
If you cannot reach work in time, you must telephone the Institution as soon as possible to explain the situation. If the Institution is open, you must make reasonable efforts to reach it.
If, however, you find that you cannot reasonably reach work at all, you can either:
Take annual leave (unless you are a lecturer);
Take unpaid leave of absence;
Ask for paid leave of absence;
Ask to work in a subsequent holiday period without loss of either pay or service (lecturers only).
On returning to work, you must write to the Head of Academics explaining the circumstances and asking for approval of your preferred option. If you have made reasonable efforts to get back to work, and the Management is satisfied as to the reason for non-attendance, then the first day of absence in each unbroken spell of bad weather would normally be granted as paid leave of absence.
If you are a lecturer, and you find it impossible to reach your normal place of work, you should, on the first day; you should contact the Institution for advice.
Early Release of Members of Staff in Adverse Weather Conditions
On occasions, it may be necessary to release certain members of staff early to ensure a safe return home. Members of staff who can be expected to reach home safely will continue to work normally.
The timing of early release will be decided by the Head of Academics or his representative.
The Head of Academics, or his representative, will be guided by official weather forecasts, information obtained from local Roads Area Offices and bus companies as to whether and when members of staff, particularly those from remote areas, should be sent home.
Alcohol/Drugs
Anyone found in the Institution under the influence of alcohol or the improper use of drugs will be sent home and will be liable to disciplinary procedures.
Change of Personal Details
Personal records are kept with the Head of Academics. In order that these can be kept up to date, please immediately (not more than 5 days from the day it changes) notify the Head of Academics of the change in your personal details, such as change of home address, marital status, birth of children, telephone number, immigration status, criminal conviction or change of professional qualifications. Failing to provide up-to-date contact information will be treated as gross misconduct.
The storage of personal records is covered by the Data Protection Act.
Criminal Convictions
The Rehabilitation of Offenders Act 1974, amended in 1986, states that any person who comes into contact with young people under the age of 18 during the course of their employment must declare all previous convictions, spent or not.
An Enhanced Disclosure is carried out for new staff in line with above, however, if during the course of your employment you are convicted of any crime then details of this must be declared, in confidence, to the Head of Academics. Failure to do so may result in dismissal.
Collections/Petitions
The organisation of petitions and the collection of money for charities, sweepstakes, prize draws, or similar events, are not allowed unless written permission has previously been obtained from the Head of Academics.
Zero Tolerance to Abuse
We operate on a ‘Zero Tolerance to abuse’ policy. If you feel that either a member of staff, student or a visitor is not showing acceptable behaviour please report this immediately to the Management. Any abuse or threat will be reported to the police
Confidentiality
Members of staff will not disclose to any person whomsoever any confidential information or trade secret relating to the affairs of the Institution, its suppliers, customers, students or employees either during the course of your employment with the Institution or after termination. A breach of confidentiality may result in disciplinary action. All documents in your possession relating to the work of the Institution or obtained during the course of your employment with the Institution must be returned to the Institution on leaving its employment and, if requested to do so, you will provide details of passwords which may be required to enable the Institution to access any data or electronic documentation stored on computer.
Contact with the Media
Should a member of staff be contacted by any sector of the media they should, in the first instance, direct any enquiry to the Head of Academics, who is the Institution press liaison officer.
Data Protection
Under the Data Protection Act 1984, the Institution is required to provide anyone whose personal details are stored on computer with written information of those details on request. The Institution is entitled to charge for this service.
Disciplinary Procedures
The disciplinary procedures provide a framework for ensuring that standards of conduct are adhered to and fair method of dealing with alleged failures to observe them. The procedures aim to encourage improvements in individuals’ conduct.
Driving and Parking
Please drive with care and consideration at all times. There is a maximum speed limit of 10 mph in the institution car park. If you do not drive carefully, you put others at risk. Any accident occurring on the Institution campuses, whether or not they involve injury, must be reported to the Health and Safety Officer. Any necessary emergency services should be summoned without delay. Vehicles are parked in Institution car park at their owners’ risk and the Institution accepts no liability for the loss or damage to vehicles or their contents while on Institution’s premises.
Equal Opportunities
It is the Institution’s policy to treat job applicants, employees and students equally, regardless of their sex, sexual orientation, age, race, ethnic origin or disability. Please refer to the Equal Opportunities Policy.
Gambling
Gambling is strictly prohibited on the Institution’s premises.
Grievance Procedures
All staff is covered by the procedures for dealing with individual grievances, and there is a common objective that grievances should be resolved as quickly, and as near to the point of origin, as possible. If you have any grievance relating to your employment, you should discuss it with the Head of Academics.
Health & Safety at Work
Your safety at work may depend on your actions and those of your colleagues. You should observe a few common sense rules in your day-to-day work to help maintain a safe working environment. Certain jobs have special safety rules attaching to them, and you will learn these from your Head of Department
Identify potential dangers and take action either to remove them or to limit their effect, don’t ignore danger signs!
Staff development
US University of Technology, Science and Arts encourages its staff for an ongoing development. Staff wishing to pursue any course that may enhance their knowledge and can benefit the Institution should contact the Head of Academics. Please refer to the Staff Development Policy of the Institution from the policies manual for further information.
Be a good housekeeper
Keep your work place tidy;
Don’t let waste accumulate;
Watch out for trailing telephone and electrical leads;
Don’t obstruct any accesses, routes or passageways;
Keep all exits clear.
Observe fire precautions
Know the fire drill which is posted in your office, classroom or lab
Avoid fire hazards by switching off and unplugging electrical equipment each day;
Don’t store or place flammable liquids or combustible materials near heat sources;
Know where your nearest fire alarm points and extinguishers are.
Check your equipment
Report electrical defects at once;
Do not use suspect or defective equipment.
Protect yourself
Do not attempt to repair any equipment;
Take care
Get help if the job in hand is more than you can safely cope with;
Make sure you have the right equipment;
Avoid improvisation;
Make sure your way ahead is clear.
The Law
Everyone employed by the Institution has a duty (under the Health & Safety at Work Act 1974) to take reasonable care to avoid injury to themselves or others and co-operate with the Institution and others in meeting the requirements of the law. You also have a legal duty not to interfere with, or misuse, anything provided to protect your own or anyone else’s health, safety or welfare.
Use of Visual Display Units and your Health
The use of computer terminal equipment incorporating cathode ray screens to display data has led to concerns about possible effects on the health of those using such equipment for significant periods as part of their work.
US University of Technology, Science and Arts Health & Safety Policy provides the necessary information and gives guidance so that any problems are minimised. The document can be inspected in Quality Manuals held by Head of Academics. Also available on the Institution’s web site.
The Institution will meet the cost of an eye test for staff that spend a significant amount of time at a VDU, and the cost of basic spectacles or contact lens which may be required specifically for DSE use as a result of such a test.
Fire Regulations
Instructions on the actions to be taken in case of fire are prominently displayed and fire drills are held on a regular basis in the Institution’s building.
Reporting of Incidents
If you identify or encounter a safety hazard, please report it to your Department Head or Head of Academics as soon as possible. Urgent safety matters or problems should be drawn to the attention of the Management.
Reporting of Injuries
No matter how trivial, all injuries received at work must be reported to your Head of Department and the necessary documentation completed, signed and forwarded to the Institution’s Health and Safety Officer.
Smoking
Smoking in US University of Technology, Science and Arts’s buildings is prohibited. Any breach of the smoking policy is regarded as serious and may be treated as a disciplinary matter. Any member of staff wishing advice on, or support for, giving up should contact the Health and Safety Officer, Occupational Health Nurse or your own GP.
Holidays
Annual holiday entitlement is stated in your Contract of Employment/ Conditions of Service and recorded on your Annual Leave Card.
Pay
All staff is paid monthly by Bank Credit Transfer on the last working day of each month. Statutory deductions are made in respect of tax obligations
Part-time Staff
Temporary Lecturing Staff
Part-time temporary staff are paid on the actual hours worked as detailed on appropriate timesheets. Claims for payment should be completed up to and including the last working day of the month, and forwarded to Accounts Department, to arrive not later than 3 working days thereafter. This will enable payment to be made at the end of the month.
Supply Staff/Guest Lecturers
Supply staff are employed to cover for a member of staff who is ill, attending a course, or who has left Institutional service and has not been replaced. Procedures for payment of supply staff are same as for part-time temporary lecturing staff. Failure to complete timesheets, as detailed above, or the provision of inaccurate information, may lead to a delay in payment being made.
Period of Notice
Terms of notice are specified in your Contract of Employment and are also available from the office of the Head of Academics.
Private Work
The Institution is not in favour of full time staff undertaking private remunerative work associated with the type of professional duties which they carry out for the Institution. Exceptions are work undertaken for local organisations of a social, cultural, religious or sporting nature. If (notwithstanding the Institution’s reservations on this matter) private work is undertaken by staff, then all such work, excluding the above exceptions, must:
Have prior written approval by the Head of Academics
Be undertaken out with normal Institution working hours;
Not be undertaken on Institution property;
Not be undertaken using Institution materials or equipment;
Not interfere with, or affect, the ability of the staff member to carry out the work for which he/she is employed by the Institution;
Not constitute a conflict of interest with Institution activities.
Any contravention of these procedures will be treated as a serious breach of discipline.
Overtime
Conditions of Service provide for certain members of staff to be paid for any approved overtime worked, or to be granted time off in lieu.
While overtime working should be kept to a minimum, it may become necessary to carry out such work from time to time. You should ensure that you obtain your Head of Department’s permission in advance of the overtime being worked.
Receipt of Gifts
The tendering of gifts to staff by suppliers or other business contacts is discouraged.
Security
To ensure that your interests, as well as the Institutions, are well protected, a high standard of security should be maintained at all times. Everyone is issued with an identity card which should be worn at all times within the Institution. Visitors should report to Reception, sign the visitors’ book and receive a visitor’s pass.
Please note that we have security cameras in the building for the safety of our staff and customers. The location and position of these cameras can be changed without any notice.
Security of Institution Property
In cases of theft or dishonesty involving Institution property, the offender will be subject to the disciplinary procedures. If you want to borrow an item of property from the Institution, please obtain permission from your Head of Department.
Security of Personal Property
Money and valuables should never be left unattended in classrooms/Computer lab/Staff rooms/Student room/Kitchen. Every reasonable precaution is taken to protect against loss of, or damage to, your property, but no liability is accepted. Lost or found items should be reported immediately to the reception.
Travel on Institution Business
For travel on Institution business, you will be reimbursed for authorised travel and other incidental expenses necessarily incurred in the course of your work, excluding the cost of travel between home and your Institution base. All claims must be supported by receipts for these incidental expenses, e.g. parking fees. These claims must be made using the ‘Travel and Subsistence Expenses Claim’ form, which should be submitted to Personnel, and will be reimbursed through payroll on a monthly basis. The Institution will not be responsible for any fines/penalties for speeding, parking or other offences. The cost of any penalty charge and subsequent points being added to the driving licence will be the sole responsibility of the individual driver recorded on the Institutional documentation as the driver of the vehicle at the time of the penalty being made.
Change of Details and Annual Eligibility Check Policy
All staff members must provide their up-to-date contact details. If a staff changes his/her address, telephone number, email address, immigration status or any other details, The Institution must be informed with the up-to-date information (within 5 days)
All migrant workers must bring their ORIGINAL Immigration document such as Passport and Permissions to work documents every year for an Annual Eligibility Check. This check is required before the beginning of September term.
Policy Documents
In addition to the website publication of policies, there is a full paper set available at the office of the Head of Academics and the Institution’s library
All staff members are advised to read the policy manual of the Institution and follow the rules and regulation. Should any staff member have any confusion about anything please do not hesitate to contact the Head of Academics.
Technician Support
Requests for audio-visual and other technician support services should be made in advance with the Admin department.
Use of Photocopying Machine
Teachers are allowed to use the photocopying machine themselves however if they wish to get some help it is advised to leave all material for Typing/Photocopying with the admin staff. Depending upon the volume of Typing/Photocopying it can take any duration from few hours to few days.
Telephone Calls/e-mails/Internet
You should not use the Institution’s telephones for private calls except in emergency, and only with the permission of your Head of Department.
Usage of the above should be kept to a minimum and, where possible, conducted during breaks or outside working hours. Any member of staff found to be abusing the situation, as a result of random monitoring, will be subject to disciplinary action, which could include dismissal.
Code of Practice for Staff
A professional relationship will be maintained with students, which avoids over familiarity, favouritism or collusion.
All students must be given a fair and just allocation of interest and support from staff within the context of varying individual needs.
No student will be discriminated against or treated disrespectfully on the basis of ethnicity, disability, gender, academic ability or personal characteristics
Students must be given clear boundaries and deadlines so that their educational experience is planned and structured
It is the responsibility of curricular staff to ensure that students have a positive learning experience and are enabled to provide comment on their experience in a variety of ways
All student complaints and concerns must be taken seriously and dealt with in accordance with the student complaints procedure. Line management should be informed of problems at the earliest opportunity