Harmonisation of Terms and Conditions of Employment

This document outlines the harmonised terms & conditions of employment to be implemented at the University of Glasgow with effect from 1 August 2010 in accordance with the Framework Agreement for the modernisation of Pay and Grading Structures as agreed some time ago at national level.  These apply to the harmonisation of terms and conditions of employment of all staff employed on grades 1-9 of the University’s substantive pay and grading structure, excluding professorial, senior administrative and clinical staff.

Index:

• 1. Holidays
• 2. Notice Periods
• 3. Probation
• 4. Sickness Payment Entitlement
• 5. Sickness Payment Calculation
• 6. Pension Scheme Membership
• 7. Hours of Work
• 8. Overtime
• 9. Premium Payments
• 10. Call Out Arrangements/Payments

1. Holidays

Existing employees across all job families will receive 31 (28 ‘free’ days and 3 other days fixed by the University) days plus 9 public holidays with effect from 1 August 2010.  Any new employee employed within the Management, Professional & Administrative, Technical & Related and Operational Job Families across all levels with effect from 1 August 2010 will commence employment with basic holiday entitlement of 29 (26 + 3) days plus 9 public holidays. Following the successful completion of a six month probationary period, all employees within these families across all levels will qualify for 31 (28 + 3) days annual leave.  This entitlement will be pro-rated for part-time staff.

Employees within the Research & Teaching job family will be entitled to annual leave and public holiday entitlement leave as outlined above.  However, it is recognised given the differing nature of roles within this job family and the absence of regulated hours of work, that there is a degree of flexibility for those engaged in academic delivery. Consequently, it is anticipated that current practices around the organisation of leave will continue, with an understanding that leave will be managed in accordance with the above clause.

The holiday leave year for all staff will operate from 1 January to 31 December.   All employees will be expected to take outstanding leave before the date of termination.

2. Notice Periods

It is necessary to distinguish between the contractual notice which the University gives to employees and the contractual notice that employees are required to give to the University.

Statutory obligations require the University to provide the employee with a minimum of one week’s notice for each year of service up to a maximum of twelve weeks after twelve years service.

An employee wishing to resign their post and leave the University is required to give the University notice of their intention to leave. The required amount of contractual notice from an employee to the University remains fixed throughout the duration of their employment in a particular post and normally reflects the required contractual notice from University to employee, as stated at the commencement of employment in the post.

It has been agreed that the University harmonise contractual notice periods across grades for those on open-ended contracts as outlined below: 

3. Probation

All employees will have a six month probationary period on commencement of employment, with the exception of Research and Teaching Staff.  This probation period will additionally apply to Management, Professional & Administrative and Research employees at Grade 6 and above.   It has been agreed that six months is an appropriate probationary period for staff in other job families as it allows the University to assess the ability and performance of support and research employees with security of appointment confirmed after six months. In individual cases, following a review, it will be possible to extend the probationary period prior to confirming the appointment.

The existing condition of employment of Research & Teaching employees to serve a probationary period of up to 3, exceptionally 4, years will continue.  The unique nature of research & teaching work is such that a different approach to probation is justified therefore this existing practice will remain.

4. Sickness Payment Entitlement

All employees, dependent on length of service, incapacitated for work through sickness or injury will receive sickness payment entitlement for a period of up to one sixth of service on full salary and one sixth of service on half pay, up to a maximum period of six months at full salary, followed by an equal period on half salary.

The University may, at its discretion, extend the period of allowance in an individual case if the circumstances so justify.

5. Sickness Payment Calculation

Calculation of sick pay is based on an aggregate of periods of paid absence in the 12 months immediately preceding the first day of absence apart from Technical and Related employees where the calculation is based on the anniversary date of appointment.

Calculation of sick pay for all existing employees other than those within the Technical & Related Job Family and any new employees with effect from 1 August 2010, including those appointed within the Technical & Related Job Family, will be based on the aggregate of periods of paid absence in the 12 months immediately preceding the first day of absence.

Existing employees employed within the Technical & Related Job Family in post prior 1 August 2010 will retain the existing provision in terms of sickness payment calculation until such time as there is a change to the post or postholder and/or the post is regraded.  

6. Pension Scheme Membership

Since 1 August 2006, all employees at Level 5 and below irrespective of job family are eligible for membership of the University of Glasgow Pension Scheme (UGPS).  Similarly, all employees at Level 6 and above irrespective of job family are eligible for membership of the Universities’ Superannuation Scheme (USS).

7. Hours of Work

With effect from 1st August 2006, the standard working week for all employees with defined and nominal working hours is 35 hours. The actual hours worked will be determined by College/Service and organisational requirements.

Under the Working Time Regulations employees may not be required to work more than an average of 48 hours per week in each 17 week reference period. Should employees potentially be required to work more than the 48 hours per week on a sustained basis, line managers will require to review their operations in conjunction with the College/University Services HRM.

Hours of work will be as agreed locally and as outlined in written terms and conditions of employment.

8. Overtime

All employees, irrespective of job family employed up to and including Grade 5 will be eligible to receive overtime payments for hours worked in excess of 35 hours per week in accordance with the table outlined below:- 

Part time employees undertaking additional hours must exceed 35 hours per week for enhanced rates to apply.  In all cases overtime must be authorised in advance by the Head of School/Service or an authorised deputy.

All employees, irrespective of job family employed at Grade 6 or above will not be eligible to receive overtime payments for hours worked in excess of 35 hours per week and overtime payments will therefore not be a condition of employment.

The University is committed to reducing the overall requirement and need for overtime working across the University.  Whilst there may continue to be a need for additional hours to be worked, there is a joint agreement between the University and the recognised trade unions that employees will not be required to work overtime should they choose not to do so. 

Those currently employed within the Management, Professional & Administrative, Technical & Related and Operational Job Families at Grade 6 and 7, will be eligible for time off in lieu, where there is a requirement for additional hours to be worked and such employees opt to participate as such on a voluntary basis. Time off in lieu will be the equivalent to the number of hours worked.

Following the implementation of the framework agreement with Estates & Buildings on 1 August 2009 and the modernisation of pay and conditions for employees within Estates & Buildings, the collective agreement stipulates that this group will fall into line with the arrangements for overtime agreed across the University.   

In the event existing employees within Grade 6 and 7, employed within the job families to which reference has been made above, volunteer to work additional hours in excess of 35 hours per week, and are therefore eligible for time of in lieu, which cannot be taken within a specified time frame (i.e. 3 months) to be managed at a local level, they will qualify for payment on a straight time basis for any outstanding additional hours worked in the intervening period. 

9. Premium Payments

A range of premium payment arrangements currently exist for some employee groups.

Operational employees are often required by the nature of their duties and the services provided to function within the University over 24 hours per day, 365 days of the year on an agreed shift or rotation basis.  Consequently, Operational employees up to Grade 5 may attract appropriate premium payments as outlined below as determined by the nature of the hours worked.

Differing arrangements, additional to those in place currently and outlined above, may be agreed at a local level by the College/University Services HRM, to suit specific service requirements in the future. 

10. Call Out Arrangements/Payments

Employees may be called upon to perform a role within the University, for which they must possess the appropriate knowledge, skills and experience, at a time which is outside their normal working day.  Call out arrangements apply in situations in which the work to be undertaken is regarded as insufficiently predictable to merit a formal on-call arrangement, undertaken voluntarily on a best endeavour basis.  These arrangements apply where there is a demonstrable need to ensure adequate out of hours cover for essential services in order that specific duties can be undertaken as required outside of normal working hours for employees up to Grades 6 and 7.

It has been formally agreed that those areas within the University which necessitate the requirement for such arrangements are Estates & Buildings and Cleaning Services.  Proposals for additions to this list will be subject to appropriate consultation and negotiation with the University’s Secretary of Court for University Services or though the relevant Head of College. The list will be reviewed in January each year and there will be a six monthly review of call-out usage across the University.  Local call-out arrangements should be reviewed on a regular basis.  

Employees who wish to participate in the call out arrangements should notify their manager on an ‘opt-in’ basis and a list maintained.  Employees who wish to participate in call out, prior to attending should not have consumed alcohol or substances which might impair their ability to travel to work, think clearly or carry out a work task safely.

Call-out payments for out of hours cover will be paid in accordance with the table outlined below:- 

Employees will be paid for a minimum of 4 hours at the appropriate hourly rate subject to a maximum of 8 hours in any 24 hour period.  Employees will be paid at the appropriate hourly rate based on the nature of the call-out work undertaken which may be at a different rate from the substantive post.  Employees participating in the voluntary call out arrangements will be paid for travel time up to a maximum of 1 hour. Travelling expenses will not be reimbursed.

If an employee is called out for an aggregated total of five hours or more between the hours of 6pm and 8am, or are called out at all between midnight and 8am, and if the next day is a working day, then there will be an entitlement to a two hour rest period, which will require normal work commencing two hours later than normal start time.

If an employee is called out for an aggregated total of eight hours or more, including travel time, between the hours of 6pm and 8am, and if the next day is a working day, there will be an entitlement to a four hour rest period, which will require normal work commencing four hours later than normal start time.

There may be alternative arrangements agreed at a local level which are not governed by this agreement and as outlined in written terms and conditions of employment. 

In the event, any call out continues into normal working time, employees called out can elect to continue and complete the remainder of their scheduled shift period, rather than undertake the specified rest break, subject to line management agreement.