1. Background

The University of Glasgow's Equal Opportunities Policy Statement of June 1990, states:-

"The University is an Equal Opportunities Employer and it is the University's policy to ensure that no applicant for employment by the University, and no employee of the University, receives less favourable treatment than another on grounds of sex, sexual orientation, marital or parental status, race or ethnic origin, colour or creed, disability, political belief, social or economic class, or any other grounds not relevant to good employment practice,"

It is entirely consistent with the philosophy and practice of equality of opportunity in employment, that part-time working should be facilitated and that those engaged in a part-time capacity should be enabled to develop their career in parallel with their full-time colleagues.

2. Aims

The aims of this policy are as follows:-

• i) to afford and extend opportunities for part-time working.
• ii) to help all employees who want part-time work find it at an appropriate level.
• iii) to help retain staff and skills and help prevent loss of investment in experience.
• iv) to demonstrate a commitment to long-term career development.

3. Options

Subject to the managerial needs of the School/RI/Service, the Head of School/RI/Service, in consultation with the Human Resources Service, will seek to accommodate the wishes of a member of staff wishing to work on a part-time basis in one of the following ways:-

3.1 Job-Sharing

Job-sharing arises in a situation in which two, sometimes more, members of staff share responsibility for one full-time post. The success of job-sharing depends upon the willingness of the job-sharers to co-ordinate their work and to collaborate to ensure that the whole job is done. They work closely together to share the whole range of duties. Remuneration is on a pro-rata basis. In theory job sharing could involve more than two member of staff sharing one full-time post; the University intends to apply a scheme which limits sharing to two people sharing one full-time post, normally on a 50:50 basis.

3.2 Job-Splitting

Job-Splitting arises in a situation in which one full-time post is split into two distinct part-time posts requiring minimal overlap and functioning totally independently of one another. Here the post holders do different parts of the same job. This option is suitable for relatively routine work.

3.3 Term-time work

Term-time working arises in a situation in which a post-holder is on a contract more than one year on a full-time or part-time basis for specified periods during the University year.

3.4 Part-time work

Part-time working arises in a situation where a member of staff works less than the normal full time number of hours per week for his or her staff group. This can be either on a reduced number of days basis or on a 5 day week, reduced hours basis (e.g. to fit in with school hours.)

This policy details the job-sharing option in 5 below.

4. Applications

Requests to take one of the above options should be made in writing to the Head of School/RI/Service. In order that the he/she has a reasonable opportunity to consider the implications of such a request, as much notice as possible (3-6 months) should normally be given. (It is recognised that circumstances may not always allow such a period of notice.)

Similarly, where a full-time member of staff wishes to return from maternity leave on a less than full-time basis, a request should be submitted to the Head of School/RI/Service, if possible, prior to the commencement of the leave.

The final decision about the mode and pattern of part-time working will lie with the Head of School/RI/Service following consultation with the Human Resources Service.

Where an application is not to be granted, the reason(s) for refusal should be conveyed in writing to the applicant. Staff whose applications are not granted may request an interview with the appropriate member of the Human Resources Service.

5. Job-sharing

5.1 Purpose

• i) Job-sharing offers a part-time working opportunity in a post which allows continuation with a full range of duties so ensuring that expertise is not wasted and the opportunity for applying for full-time employment is enhanced.
• ii) Furthermore, job-sharing enables the retention of skilled and experienced staff when domestic or other circumstances prevents them from being able to work full-time. In addition, the breadth of experience brought to the one post can be greater.

5.2. Which Posts are open to Job-share?

Only a full-time post, graded and clearly defined through a job description is suitable for job-sharing.

5.3 Sharing Arrangements

Job-sharing may be permitted in any practicable way, which satisfies operational requirements, e.g.

• Shared Day
• Shared Week
• Alternate Week ( normally mid -week to mid -week )
• Alternate Day

5.4 Overlap/Communication

The Head of School/RI/Service must agree the methods of communications to be adopted, but communication between job-sharers on a day-to-day basis must be worked out between the job-sharers themselves.

On establishing a job-shared post overlap time may be required to provide a smooth transition from one job-sharer to another. This overlap time will be subject to the agreement of the Head of School/RI/Service and will normally be compensated for by time off in lieu of a payment.

5.5 Recruitment and Selection Procedures

• i) Any full-time member of staff may apply to job-share by writing to the Head of School/RI/Service

• ii) The Head of School/RI/Service, after consultation with the Human Resources Service, will advise the employee in writing of the outcome of the application.

• iii) Where an application is not to be granted, the reason(s) for refusal should be conveyed in writing to the applicant. Staff whose applications are not granted may request an interview with the appropriate member of the Human Resources Service.

• iv) Where an application is approved, the remaining portion of the post will be advertised stating clearly that it is a job-sharing post.

• v) Wherever possible, arrangements will be made prior to interviews for potential job-sharers to meet and the Appointing Committee should be informed of the views of the existing job-sharer; otherwise the normal recruitment procedures will apply.

• vi) Except in cases of maternity leave, a full-time member of staff, whose request to job-share has been approved, will continue to work full-time until a job-share partner has commenced employment.

• vii) If, after advertising for a job-sharing partner, no suitable partner is found the existing member of staff will continue to work full-time and his or her application will be deemed to have lapsed. A further application to job-share will not normally be considered within 12 months.

5.6 Management and Resources

Job-sharing means the sharing of desks, telephones, computers and all other facilities provided by the employer. In addition, there should be no requirement for additional staff either in a supervisory or support capacity as a result of a post being shared.

5.7 Where One Part of A Job-share Post Becomes Vacant

• i) Where one job-sharer leaves the employment of the University, the Head of School/RI/Service will review the arrangement and decide whether it should continue.

• ii) Where the Head of School/RI/Service, in consultation with the Human Resources Service, decides that the post should no longer be shared, the remaining incumbent will be offered the post on a full-time basis.

• iii) Where it is agreed that the post can continue on a job-share basis, it will be advertised in the normal manner and the member of staff will be given the opportunity to work additional hours, up to full-time, for the post until the position is filled.

• iv) If, after advertising, the post cannot be filled on a job-share basis, the employee will be offered the post on a full-time basis.

• v) If, in the circumstances of ii. and iv. above, a member of staff declines the offer of full-time employment, the Head of School/RI/Service will ascertain, in consultation with the Human Resources Service, whether another job-share or part-time post might be offered. If this is not possible, he or she will be given three months notice of termination of his or her job-share contract.

• vi) During the notice period every effort will be made to find suitable aternative part-time work, University wide.

• vii) If 1) the post cannot be filled as a job-share and 2) the member of staff does not wish to return to full-time working and 3) no suitable alternative part-time work is available, the contract will be terminated at the end of the 3 month period.

5.8 Continuity of Service

Members of staff whose contracts are amended from full-time to job-share or vice-versa, will retain continuity of service in employment provided there has been no break in service.

5.9 Job-Sharing Advice

Advice on Job-sharing can be provided by the appropriate Managers in the Human Resources Service.

May, 1997