Department of Human Resources Terms and Conditions of Service for Administrative, Technical & Services Staff

Department of Human Resources Terms and Conditions of Service for Administrative, Technical & Services Staff. This document is available electronical...
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Department of Human Resources Terms and Conditions of Service for Administrative, Technical & Services Staff.

This document is available electronically and in other formats on request.

Implementation Date: 1st October 2007 FINAL VERSION Updated 27/02/08

CONTENTS Section

Subject

Introduction Section 1

Grading

Section 2

Pay

Section 3

Annual Leave

Section 4

Occupational Sick Pay

Section 5

Hours of Work

Section 6

Overtime

Section 7

Premium Band Payments & Enhancements

Section 8

Location of Duties

Section 9

Periods of Notice

Section 10

Pension Arrangements

Section 11

Retirement

Section 12

Trade Union Membership

Section 13

Declaration of Other Employment or Business Interest & Working Time Regulations

Section 14

Changes to Personal Details

Section 15

Confidentiality

Section 16

Acceptance of Gifts and Hospitality

Section 17

Health & Safety

Section 18

Data Protection

Section 19

Training & Development

Section 20

Criminal Charges or Convictions

Section 21

Use of Mobile Phones

Section 22

Smoking Policy

Section 23

Equality & Diversity

Section 24

Financial Regulations

Section 25

Use of University Equipment

Section 26

Use of Information Technology

Section 27

Other Relevant Employment Policies Page 2

Introduction The University of the West of Scotland is committed to a policy of equality in employment and seeks to apply the principles of equity and consistency to all the terms and conditions contained in this document. The University’s Terms and Conditions of Service for AT&S staff should be read in conjunction with the letter offering employment, any enclosed statements or policies and any subsequent letters, variations to contracts or policy statements issued. If any provision of these terms and conditions conflicts with an individual contract of employment, then the individual contract will prevail. Where discretion is required, it is expected that managers will interpret the provision reasonably, fairly and consistently and in conjunction with HR advice. These conditions take account of prevailing legislation and are subject to future legislative requirements. They supersede all existing national and local arrangements in relation to terms and conditions of Administrative, Technical & Services staff. The University also reserves the right to change or alter these terms and conditions as a result of changes in conditions negotiated at national level or arising from consultation/negotiation at local level via the collective bargaining process with the recognised Trade Unions adopted by the University. The University’s policies and procedures apply to all employees who are required to comply with all statutory requirements and with all existing or updated policies and procedures as well as any new University policies and procedures when they are introduced.

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SECTION 1

GRADING

1.1

Job Evaluation & Job Matching

1.1.1

Job evaluation provides a systematic and consistent process for ranking jobs logically and fairly. Its purpose is to consider the duties of the post as opposed to the performance of the postholder and to provide a clear basis to determine and manage internal relativities between jobs.

1.1.2

The University uses the Hay system of job evaluation to ensure that the grading of jobs is fair and non-discriminatory, complying with equal pay legislation.

1.1.3

Each grade is described by a grade descriptor and each post has a job descriptor. The grading of the post is determined by matching the job descriptor to the most appropriate grade descriptor, using the University’s Job Matching Methodology.

1.1.4

Where an appropriate match cannot be achieved, the job descriptor may be subject to a full job evaluation which will be carried out by trained job evaluators, in line with the University’s Job Evaluation Protocol.

1.2

Grade Structure The University Grade Structure comprises 8 grades and is aligned to the national UCEA 51 point pay scale.

1.3

Grading Review Procedure If a post changes or develops significantly, there is the facility to request a review of the grade. Procedures for grading reviews are contained within the AT&S Grading Procedure.

1.4

Documentation All documentation associated with Job Evaluation and Job Matching/Grading can be obtained from the HR Intranet, Department of Human Resources or Departmental/School offices.

1.5

Attraction & Retention Premia The University recognises that it may, on occasion, require to supplement pay rates for a grade, for some or all employees, where labour market conditions dictate. Any premia set will apply for a temporary period and will not affect the overall grading of a particular post. Such premia will be reviewed on a regular basis in line with the University policy on Attraction & Retention Premia (TBA).

SECTION 2 2.1

PAY

Placement on salary scale New appointees, either as a new employee joining the University or an existing employee promoted to a new grade or job will normally be placed on the minimum salary point of the grade in order to maintain equal pay principles. However, the University recognises that this policy may require deviation at times due to external factors. It must be noted that any starting salary for new appointees that is required to be offered above the minimum of the scale must be supported by objective justification, evidence of which may be called for in defending a claim made on the grounds of equal pay. Any deviation from starting on the minimum salary point must be authorised by the HR Department and recorded in detail. Further guidance is obtainable from the University’s Starting Salary Guidance. Page 4

2.2

Incremental Progression

2.2.1

Each grade comprises a number of increments. Employees will proceed automatically through the grade subject to satisfactory progress until they reach its non-discretionary maximum.

2.2.2

Automatic progression up to the non-discretionary maximum is achieved by annual increments payable on 1st April each year, with the exception that no increment will be payable in the first year of appointment to employees appointed on or after 1st October of that year.

2.3

Accelerated Incremental Progression & Contribution (Discretionary) Progression A Recognition and Reward Scheme will be developed and agreed with the recognised Trade Unions in due course.

2.4

Promotion and Transfer

2.4.1

On promotion to a post with a higher grade, employees will be placed on the minimum point within the new grade. Progression up to the Non-discretionary maximum (See 2.2.1) will continue to be achieved by annual increments payable on 1st April each year, with the exception that no increment will be payable in the first year of promotion to employees appointed on or after 1st October of that year.

2.5

Acting Up Arrangements

2.5.1

When an employee is required to carry out the full duties of a more senior employee for a period of more than 4 weeks due to the absence of a senior employee for reasons other than annual leave, the acting up employee will be paid a salary commensurate with the more senior job. Where part of the duties are carried out, a lower grade may be determined appropriate or a proportionate payment for the duties will be made. Where it is decided that the grade will be the same as that of the more senior employee, placement within that grade will not necessarily be at the same point of the scale as the senior employee.

2.5.2

After the qualifying period, payment will be made from the first day of the acting up arrangements.

2.5.3

Acting up arrangements must be reviewed regularly by the Line Manager.

2.5.4

All requests for acting up arrangements must be processed through the University Vacancy Management & Authorisation Procedure.

2.6

Overpayments & Underpayments

2.6.1

Overpayments howsoever arising during the course of an employee’s employment, and any other sums owed to the University, will be recovered by way of deductions from his/her salary. Where appropriate, the University will seek to agree a repayment plan with the employee. However, the University reserves the right to make such deductions as it considers reasonable should an agreement not be reached. Any amounts outstanding on an employee’s final day of employment shall be recovered from the employee, including by way of deductions from the employee’s final salary, accrued holiday pay or other sums due to him/her.

2.6.2

Employees have an obligation to check their payslips and to notify the University of any overpayment as soon as is practicable.

2.6.3

The University will make good any underpayments legitimately claimed and verified.

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2.7

Payment of Salary Payment will be made into a named bank account on the 28th of each month, unless the 28th falls on a Saturday or Sunday, when payment will be made on the Friday prior. There may be a variation to this over the Christmas and New Year period and employees will be notified of any such changes.

2.8

Pay Awards Annual pay awards for employees are negotiated nationally through the Universities and Colleges Employers’ Association (UCEA) negotiating arrangements (JNCHES). The annual pay award date is 1st August (subject to negotiations being finalised) and each year’s pay scales will be published by the University.

2.9

Continuous Service This is the date upon which an individual commenced employment with the University, as stated in the contract of employment.

SECTION 3 3.1

ANNUAL LEAVE

Leave Year The annual leave year runs from 1st October to 30th September.

3.2

Annual Leave Approval

3.2.1

All annual leave must be agreed in advance with the appropriate manager, through the University Holiday Request Procedure. Approval will be subject to the business needs of the University.

3.2.2

Full time employees are entitled to annual leave depending on length of service as shown at 3.4. Temporary, sessional and part time employees will receive a proportional entitlement according to contractual hours. In those areas that provide 365 days service, employees will be expected to work on public holidays according to the department rota. When the University has an agreed closure (e.g. Public Holiday) employees must take leave on these days, unless explicitly agreed otherwise with their manager.

3.3

Public Holidays The University recognises 11 Public Holidays per annum, published annually.

3.4

3.5

Annual Leave Entitlement (Full Time staff) Length of Service at 1st October

Days Leave

Up to and including 5 years

23

Following completion of 5 years continuous service

26

Part time employees are entitled to a proportional amount of Annual Leave and Public Holidays, according to hours of work, regardless of individual working days/patterns. Therefore, annual leave and public holidays will be amalgamated into one leave year entitlement.

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3.6

All current employees in post prior to the implementation date of the AT&S terms and conditions of service (i.e. 01/10/07) and whose current annual leave entitlement is higher than that stated above, will be entitled to preserve their current annual leave entitlement in existence at said date of implementation in perpetuity.

3.7

University Closure Employees are required to take leave on days designated by the University Court as closure days. However, certain categories of employees are required to work on closure days in order to maintain selected services. The University closure days are published annually.

3.8

Year of First Entry to the University New employees of the University are entitled to annual leave proportionate to the completed weeks of service during the year of entry, and in line with the leave year (i.e. 1st October 30th September). This is calculated to the nearest half day.

3.9

Year of Leaving the University

3.9.1

Employees leaving the University will be entitled to annual leave proportionate to the number of completed calendar months of service during the final leave year.

3.9.2

All accrued leave should be taken prior to leaving. Only in exceptional circumstances will unused annual leave be paid in the final salary

3.9.3

Employees who have taken holidays (including Public Holidays) in excess of the amount due to them on the proportionate basis, shall have an appropriate deduction made from their final salary i.e. the excess leave shall be treated as leave without pay.

3.10

Carry Over of Leave In exceptional circumstances and subject to permission being granted by the Manager, up to 5 days annual leave may be carried forward on application and taken in the ensuing year. Carry forward is not automatic. Where leave is untaken due to sickness absence, Managers may apply discretion in this respect. Any annual leave carried over to a new year should be taken as soon as is practicable, as agreed with the Line Manager.

3.11

Sickness Occurring During Annual Leave and Public Holidays If an employee falls sick during a period of annual leave or a public holiday, the employee will be regarded as being sick on leave only if a GP Medical Certificate is submitted. An employee will then be entitled to re-claim the annual leave and/or public holidays lost as a result of paid sick leave.

3.12

Annual Leave and unauthorised absence Neither annual leave entitlement nor annual leave payment shall accrue during any period(s) of unauthorised absence.

3.13

Other Leave University Policies relating to other forms of leave, e.g. maternity leave, paternity leave and special leave are contained within separate policy documents to which reference should be made by employees, as required.

SECTION 4 4.1

OCCUPATIONAL SICK PAY

Payment of Occupational Sick Pay is subject to employees complying with the conditions laid down in the Sickness Absence Management Policy.

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4.2

Full details of the Sickness Absence Management Policy and Procedure are available from the HR Intranet, an employee’s Line Manager or the HR Department.

4.3

Sick Pay Provision

4.3.1

The following allowances may be payable in any 12 month period immediately preceding the first day of absence. All payments of sickness absence allowance occurring within the previous 12 months will be offset against the allowance due for any subsequent periods.

Service Less than 1 year 2nd year 3rd year 4th year 5th year 6th and subsequent years

OSP – Full Pay 1 month 2 months 3 months 4 months 5 months 6 months

OSP – Half Pay 1 month 2 months 3 months 4 months 5 months 6 months

4.3.2

The above allowances are based on basic pay only. Any Statutory Sick Pay allowance will be offset against Occupational Sick Pay and Industrial Injury Pay.

4.3.3

In very exceptional circumstances, Managers (after discussion and advice from the HR Department) may exercise discretion to pay beyond the half allowance.

4.3.4

An employee who subsequently receives compensation as the result of an accident will be required to re-pay any sickness allowance advanced, either in total or in proportion to the amount of compensation received. Any period of absence in such a case where a refund of the advance is made in full, will not be treated as sickness absence.

4.4

Occupational Health Referrals In order to receive sickness allowance, employees are required to attend an appointment with the Occupational Health Department if requested to do so by management. Arrangements will be made for home visits where appropriate.

4.5

Occupational Sick Pay on Return from Maternity Leave If an employee is unable to return to work as a result of illness following her period of maternity leave, she will be paid Occupational Sick Pay providing a medical certificate is submitted. Please refer to the Family Friendly Policy for further information.

4.6

Medical and Dental Appointments Reasonable time off for medical and dental appointments may be granted at the discretion of the line manager. However, employees should, where possible, make provision for these appointments outwith their own working time. Documentary evidence should be provided to the line manager if requesting time off for this purpose.

SECTION 5

HOURS OF WORK

5.1

Standard hours of work for all full time employees will be 35 per week (including tea breaks) exclusive of lunch breaks. Unless stated otherwise in the contract, the hours of work will normally be Monday – Friday 8:45am to 4:45pm with a 60 minute meal break (unpaid), Monday to Friday inclusive.

5.2

Part time employees will work those hours as stated in their contract of employment.

5.3

Non-standard working patterns (e.g. shift patterns, variable working week, etc) are detailed in individual contracts of employment. Page 8

5.4

As the University is committed to providing as flexible a working environment as possible, the weekly number of hours need not necessarily be worked over one week but could be worked over a 4 week period or longer. This must accord with the needs of the business but flexible working arrangements will not be unreasonably refused. All flexible arrangements must be formally agreed with the Line Manager.

5.5

Tea breaks are granted at the discretion of managers and in line with the needs of the business. However, all employees working shifts/days in excess of 6 hours will be entitled to a rest break of at least 20 minutes, in line with Working Time Regulations.

5.6

From time to time, changes to normal working arrangements within the normal working week may be required to meet short-term operational requirements. These will be introduced in consultation with the employees involved.

SECTION 6

OVERTIME

6.1

Employees may be requested to work overtime in order to meet the needs of the service. Contracts of employment may stipulate specific contractual overtime requirements.

6.2

Non contractual overtime will only be paid when worked and agreed between the employee and line manager in advance of overtime worked and not during periods of annual leave or sick leave.

6.3

Employees on Grade 5 and above will not be eligible for overtime payments, but may be granted time off in lieu at plain time, (to be agreed between the employee and the Line Manager, in line with business needs, prior to overtime being worked). Time off in lieu must be taken within 3 months of accumulation.

6.4

Employees on grades 1-4 who are required to work more than 35 hours on an ad hoc basis will be entitled to an overtime payment or time off in lieu at plain time (to be agreed between the Employee and Line Manager, prior to overtime being worked). Overtime is payable to employees below Grade 5 at the following rates: Monday – Saturday Sunday Public Holidays & University Holidays Free Day* Rest Day*

Time and a half Double Time Double Time Time and a half Double Time

*(To ensure equality for those posts and postholders who are required to work a non standard working week, a rest day and free day will be designated by the appropriate working pattern. This is to identify those days which are equivalent to a Saturday and Sunday in a normal working week). 6.5

All payments up to 35 hours will be at plain rates.

6.6

Part time employees will be eligible for overtime payments for those hours worked in excess of 35 hours.

6.7

Paid overtime must be agreed in advance with the Manager.

6.8

For those individuals required to work variable hours or shifts, please refer to Section 7 for applicable weekend enhancement rates.

6.9

For posts graded 5-8 where contractual overtime is required by business need and is specified in an individual contract of employment, such overtime will attract a payment of time and a half for any hours above 35 hours per week. Double time will apply to contractual overtime worked on a Sunday, Public Holiday or Rest Day.

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SECTION 7

PREMIUM BAND PAYMENTS AND ENHANCEMENTS

7.1

Most staff work to a standard pattern. However, some variable working patterns and shifts are in operation throughout the University and these attract a number of enhanced payments.

7.2

If staff are contracted to work, or be available to work, between 2230 and 0630 or to work variable hours they will receive an enhancement to their basic pay through the payment of Premium Band Payment of 7.5%, 10%, 14% or 33.3% dependant on the hours to be worked and how variable these can be. All eligible employees will be notified of their entitlement to such enhancements in their contract of employment.

7.3

Premium Bands

7.3.1

The following premium bands are applicable to those staff as outlined in 7.2: Band 1 - 7.5% For those posts which require to work a variable working pattern totalling 35 hours* over five days - Monday – Friday per week with a combination of hours between 0630 and 2230. Band 2 - 10% For posts which require to work a total of 35* variable hours over any five days Monday – Saturday per week with a combination of hours between 0630 and 2230. Band 3 - 14% For those posts which require to work a total of 35* variable hours five out of seven days Monday- Sunday per week between 0630 and 2230 hours. Or working a variable shift rota between 0630 and 2230. e.g. 3 shift pattern. Saturday and Sunday would become standard working days. Rest days and free days must be identified for each member to ensure that the proper enhancement is paid if required to work voluntary overtime on these days. Band 4 - 33.3% For those posts which require to work at night 2230 to 0630 hours or mainly a night shift over 7 days on a variable weekly basis with an average of 35* hours per week.

* Pro rata for part time variable working arrangements i.e. for hours outwith the standard working week.

7.3.2

Premium Bands 1-4 percentages will apply on top of basic salary but will not apply for hours worked as voluntary overtime.

7.3.3

Premium bands will apply to all posts contractually required to work outwith the normal standard working week. However, for grades 5 to 8, Time off in Lieu at plain time will apply for any voluntary overtime previously agreed between the employee and line manager. Please refer to Section 6 for further information.

7.4

Enhancement for Weekend Working

7.4.1

For hours worked on a Saturday as part of the normal working week the rate paid for these hours shall be time and a half i.e. each hour worked will receive an additional 0.5 x hourly rate as time has already been paid as part of the 35 hours.

7.4.2

For hours worked on a Sunday as part of the normal working week the rate paid for these hours shall be double time i.e. each hour worked will receive an additional 1.0 x hourly rate as time has already been paid as part of the 35 hours.

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7.5

For those posts which require the starting and finishing times to be staggered between 0800 hours and 1800 hours, Monday – Friday, no additional enhancement will apply. However, flexible working will be managed by managers after consulting with team members to ensure that staff work no more than 35 hours per week. It is important that staggered hours form part of a regular timetable and are not varied at short notice.

7.6

For those posts which are deemed as sessional, the premium rates will only apply for the periods worked.

7.7

Enhancement - Working on a Public Holiday

7.7.1

Postholders who are required to cover hours which fall on a public or university holiday as part of the normal working pattern for the job, will be entitled to receive time off in lieu for each hour worked. In addition to normal pay for that day/shift, postholders will also receive a further payment at plain rate for all time worked within the normal working pattern.

7.7.2

In exceptional circumstances, instead of plain time plus time off in lieu for hours worked in addition to normal pay, a member of staff may be granted double time in addition to normal pay. Any such arrangement must be with the agreement of the member of staff and Head of Department.

7.8

Standby A standby payment will be paid to staff who hold designated posts which require them to be on call for specific rostered periods of the year and who will be called out to manage e.g. emergency situations. Where certain posts support “business-critical” operations the requirement to stand-by will be contained in the terms of the contract of employment.

7.8.1

Standby Payments: Commitment Every week 1 in 2 weeks 1 in 3 weeks 1 in 4 weeks 1 in 5 weeks 1 in 6 weeks 1 in 7 weeks 1 in 8 weeks

Annual Payment st Effective 1 October 2007 £ 2,023 £ 1,009 £ 660 £ 505 £ 388 £ 333 £ 287 £ 252

7.8.2

A week consists of any 7 days.

7.8.3

The annual payment will be divided into monthly payments and is superannuable.

7.8.4

The standby payment will not apply if an employee ceases to be part of the rota or is on longterm sick leave (for 4 weeks or more).

7.8.5

Staff on out-of-hours support must at all times ensure they are fit to carry out their duties and are able to comply with the University’s health and safety and standby policies while attending the workplace.

7.8.6

Standby payments will be increased in line with UCEA national cost of living salary awards.

7.9

Call Out Payments Time and a half will be paid to staff for each hour of work required on site or by other means (e.g. telephone or email) as a result of being called out to attend an emergency. Travelling time will count as part of hours worked. Call out payments are superannuable.

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SECTION 8 8.1

LOCATION OF DUTIES

The University of the West of Scotland reserves the right to request its employees to work at any of the locations at which it carries out its business, on either a temporary or permanent basis. Appropriate discussion, with employees so affected, will take place in advance of any relocation.

SECTION 9

PERIODS OF NOTICE

9.1

The following arrangements for determining minimum periods of notice to terminate employment will apply to all employees.

9.2

The University of the West of Scotland shall give the following period of notice to terminate an employee’s employment unless stated otherwise and where not subject to a longer term under statutory legislation: Grade Grades 1-4

Notice Period (Calendar months) 1 month

Grades 5-6

2 months

Grades 7-8

3 months

It should be noted that current statutory minimum periods of notice to terminate an employee’s employment are: a.

1 week’s notice if the period of continuous employment is less than 2 years;

b.

1 week’s notice for each year of continuous employment if the period of continuous employment is 2 years or more but less than 12 years;

c.

12 weeks’ notice if the period of continuous employment is 12 years or more.

9.3

The University reserves the right to give payment in lieu of notice in certain cases at the discretion of University management.

9.4

Specific notice periods will be written into each employee’s contract of employment. Where a notice period is stated in months it should be noted that this refers to a calendar month as opposed to 4 weeks. In general, notice periods required to be given by an employee are as follows: Grade

SECTION 10

Grades 1-4

Notice Period (Calendar months) 1 month

Grades 5-6

2 months

Grades 7-8

3 months

PENSION ARRANGEMENTS

10.1

All employees (including casual employees) employed by the University are eligible to join the Local Government Pension Scheme.

10.2

Further details of the Scheme are available from the HR Department or from the Local Government Pension Scheme direct at:

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Strathclyde Pension Fund Charlotte House, Floor 2, 78 Queen Street Glasgow G1 3DN Tel: 0141 287 7373 www.spfo.org.uk 10.3

University employees may choose to make alternative pension arrangements outwith the Local Government Pension scheme if they so wish.

SECTION 11 11.1

RETIREMENT

Normal Age for Retirement The normal retirement age of the University is 65.

SECTION 12

TRADE UNION MEMBERSHIP

12.1

All employees of the University are entitled to join a Trade Union. The University will also however respect the decision of an employee not to become a member of a Trade Union and reserves the right to consult its employees individually.

12.2

The University recognises Unison and Amicus for negotiation and consultation purposes on behalf of Administrative, Technical & Services staff.

SECTION 13

DECLARATION OF OTHER EMPLOYMENT OR BUSINESS INTEREST & WORKING TIME REGULATIONS

13.1

Employees must seek permission from their line manager prior to undertaking any additional employment (paid or unpaid) outwith their main post with the University. In granting such permission, the manager may stipulate conditions associated with this secondary employment.

13.2

Employees should give due consideration and attention to the restrictions laid down in the Working Time Regulations, with regard to the maximum average of 48 working hours in a week, when considering secondary employment opportunities. (See University Procedure on Working Time Regulations).

13.3

Employees undertaking secondary employment have a responsibility to advise their manager of the hours worked in secondary employment in order to ensure that the maximum average of 48 working hours in a 17 week reference period is not exceeded.

13.4

Employees must declare to their manager any financial or other interest or relationship they have in another organisation or business which may conflict with or be in competition with the University business. Further details are given in the University’s Conflicts of Interests Policy.

SECTION 14 14.1

CHANGES TO PERSONAL DETAILS

Employees must inform their manager and the HR department of any changes in personal details and/or bank details as detailed below. Changes must be advised in writing. Personal Details Change of bank details Change of name/address/phone number Change of marital status Change of next of kin (voluntary) HESA Information: National Identities 1 and 2 Highest Qualification Held Academic Discipline

To be advised by employee Human Resources Line Manager and Human Resources Line Manager and Human Resources Line Manager and Human Resources Human Resources (Further guidance available, if required)

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Regulatory Body Academic Employment Function NHS Contracts Healthcare Professional Specialty Coding

SECTION 15

CONFIDENTIALITY

15.1

During and after the termination (howsoever arising) of an employee’s appointment with the University he/she will be subject to a duty of confidentiality in relation to any information of a confidential nature which has come to his/her knowledge in the course of his/her appointment with and related to the activities of the University. An employee shall not, except in the performance of his/her duties with the University or unless ordered to do so by a Court or Tribunal or at the request and direction of the Scottish Executive or its agents, divulge to any person in any manner whatsoever any confidential information covering the business or transactions of the University and its activities and/or its students or employees and he/she shall use all reasonable endeavours to prevent the disclosure of such information.

15.2

Any breach of confidentiality by employees will be regarded as serious misconduct and may result in disciplinary action.

15.3

The University’s policy is to protect for itself and its employees the intellectual property rights it has or may wish in the future to have. The Policy on Intellectual Property, Copyright and Confidentiality is set out in a separate document and approved and amended from time to time by the University Court.

15.4

The University has implemented a Public Interest Disclosure Policy (Whistleblowing) which staff should be aware of.

SECTION 16 16.1

ACCEPTANCE OF GIFTS AND HOSPITALITY

Employees must not accept excessive hospitality or gifts in the course of their employment. All gifts and hospitality must be declared to an employee’s line manager. Further information is available from the Acceptance of Personal Gifts and Hospitality policy.

SECTION 17

HEALTH & SAFETY

17.1

The University has a duty to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all its employees.

17.2

Employees are also under a duty, while at work, to take reasonable care for the health and safety of themselves and of others, and, as regards any duty imposed on the University, to cooperate with the University so far as is necessary to enable compliance with that duty.

17.3

All employees are required to comply with the Health and Safety Policy and the rules and regulations which flow from it.

SECTION 18

DATA PROTECTION

18.1

In order for the University to fulfil its obligations to its employees, as well as its business needs, it requires to process employee personal data for certain purposes. In accepting these terms and conditions of employment, employees are also consenting to the processing, by the University, of their personal data, including sensitive data defined under the relevant legislation (e.g. ethnic origin), for personnel administration and statistical purposes only.

18.2

Employees should also be aware that personal data in connection with their employment may be submitted to third parties such as the Higher Education Statistics Agency (HESA), for the purpose of statistical monitoring and reporting only. Page 14

18.3

Employees are expected to comply with the principles contained within the Data Protection Act 1998 and the University’s Data Protection Policy.

SECTION 19

TRAINING & DEVELOPMENT

19.1

Employees may be required to attend training and development courses from time to time in line with personal development as well as University needs and development.

19.2

All training and development provision will be planned, delivered and monitored on the basis of equality of access for all.

19.3

Further information can be obtained from the Staff Development Policy.

SECTION 20 20.1

CRIMINAL CHARGES OR CONVICTIONS

Employees are required to disclose to their Manager, any criminal charges or convictions which may arise during the course of their employment. Failure to do so may result in disciplinary action.

SECTION 21

USE OF MOBILE PHONES

21.1

It is a criminal offence to drive a motor vehicle whilst using a hand-held phone or similar device. Therefore, an employee must not, under any circumstances, use or attempt to use a hand-held mobile phone or similar device at any time when using a University vehicle or other vehicle whilst engaged on University business.

21.2

If an employee has a University mobile phone or carries his/her own personal mobile phone it should be switched off prior to taking charge of a vehicle. Should, for any reason, this not be done and the phone incoming ring tone activates, an employee must not answer the call until such time as he/she has found a safe place to stop and has switched off the engine of the vehicle.

21.3

The only exception to this is when a vehicle is fitted with a hands-free kit, which allows operation of the phone without holding it. A driver may push buttons on a phone securely held within a purpose-made cradle, in accordance with legislation.

21.4

Contravention of Section 21.1and /or 21.2 will lead to disciplinary action being taken.

SECTION 22 22.1

It is University policy to provide, as far as is practicable, a smoke-free environment as the norm at the University of the West of Scotland. Smoking is not permitted inside any nonresidential University Building, within or at any entrance to or exit from any building or within any University vehicle. Further information is available form the Smoking Policy.

SECTION 23 23.1

EQUALITY AND DIVERSITY

The University is committed to a policy of equality and diversity in employment and will endeavour to ensure that employees receive equal treatment regardless of race, colour or nationality, ethnic or national origins, religion or belief, gender, sexual orientation, age, marital status or disability.

SECTION 24 24.1

SMOKING POLICY

FINANCIAL REGULATIONS

Employees are required to comply with the University financial regulations, which include procedures for cash handling, purchasing, travel expenses and insurance. Any fraudulent activity will be dealt with through the University disciplinary procedure and may result in dismissal.

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SECTION 25 25.1

Employees must adhere to local department/school rules regarding the use of photocopiers, telephones, stationery, etc. Personal use of University equipment will be at the line manager’s discretion for which permission must always be sought and agreed.

SECTION 26 26.1

USE OF INFORMATION TECHNOLOGY

All employees must comply with the Policy and Procedure on the Use of Information Technology (including internet and e-mail) as approved and amended from time to time by Court.

SECTION 27 27.1

USE OF UNIVERSITY EQUIPMENT

OTHER RELEVANT EMPLOYMENT POLICIES

All employees must comply with any other employment policies as approved and amended from time to time by Court.

AGREED VIA BALLOT September 2007 Updated 27/02/08

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