1. Introduction

The University’s Recognition and Reward Policy and Process provides for the recognition and reward of individuals and groups of staff who make an exceptional (sustained or one-off) contribution to the delivery of University, College or School/Research Institute/Service objectives or meets an exceptional shorter-term operational challenge.

It provides a coherent and practical approach to both recurrent and one-off payments to staff in order that individual contribution within a role may be recognised and rewarded in an equitable way.  

It is a normal expectation that the outcome of the annual performance and development review (PDR) process informs individual and line management decision making in relation to the submission of applications to the annual recognition and reward process.  Applications seeking the award of a contribution increment or one-off payment are formally considered following a self-application or management recommendation process.

2. Equal Opportunities

The University of Glasgow is committed to promoting equality of opportunity in all its activities and aims to provide a work, learning, research and teaching environment free from discrimination and unfair treatment.  Procedures for the consideration of contribution increments and one-off payments are intended to be fair, transparent and consistent with the University’s Equal Opportunities Policies.

Against this background, all members of staff will be treated fairly and equitably with outcomes based solely on assessment of individual ability, performance and contribution in relation to the University objectives, irrespective of employment or contractual status and personal circumstances i.e. part time, fixed term, career breaks, etc. Further, the University's Equality and Diversity Committee monitors ethnic origin, disability and gender data in relation to the outcome of applications for reward based pay and continually reviews trends and statistics in order to ensure that the criteria against which decisions are taken, remain objectively justifiable and lawful in accordance with equal opportunities and discrimination legislation.

3. Principles

The procedure incorporates the undernoted principles:

• All staff should be rewarded fairly in accordance with demonstrable levels of sustained contribution, this may include the application of new skills and of expertise in any role developed over time.
• The annual Performance and Development Review process (P&DR) should inform the decision making process around whether or not there is any justification in making such an application, either by self-application or managerial recommendation, and whether or not any form of annual recognition and reward merits payment in addition to any cost of living award, that may be payable in any given year.
• Assessment of contribution should clearly relate to the delivery of individual performance objectives, agreed in the preceding PDR period and where appropriate, recognition that such achievement contributes to the realisation of University goals/objectives.
• Criteria for assessing contribution must be applied fairly and consistently.
• Judgements should demonstrably be based on objective evidence and, where appropriate, recognise teamwork and collegiality.

4. Coverage

The Recognition and Reward process is accessible to staff, irrespective of the contractual basis or duration of employment (subject only to individuals being in post on the effective date of the award) or source of funding for the post.  Staff employed on the University’s substantive pay and grading structure up to and including Grade 9 are eligible for the award of contribution increments and one-off payments. The Recognition and Reward process for staff graded above Grade 9 operates through the Principal’s Board of Review utilising the principles applied within this policy and informed by the annual P&DR process.

5. Definitions

The award of an additional increment within the normal pay range or in the contribution range, if appropriate, is applied to recognise sustained excellent contribution over and above the normal expectations of the role, in the context of expected continuation at that level.

One-off payments are applied to recognise individual/team single exceptional contribution, over and above the normal expectations of the role, in the context of a one-off task or project that is finite by nature.

6. Criteria and Contribution Rewards Types

Applicants require to show that the level of contribution has exceeded the normal expectation of the role, based on the relevant job description and the role profile for the grade as detailed in the Job Family Role Profile information.  Applicants should be able to demonstrate and evidence by illustration, exceptional contribution and outline the way in which this supports the achievement of the University’s strategic goals and objectives.  Where sustained contribution at an exceptional level has led to development of the role such that it is potentially greater in terms of job size and complexity, an application for re-grading should be considered.

6.1 Sustained Excellence Contribution Rewards

Applicants are required to display that the level of excellent contribution has been over a period of not less than six months, with evidence of continuous working at this level.  The evidence may include but not be limited to:

• attainment of agreed longer-term objective(s) to a consistently exceptional standard  positively impacting on the University, the College or the School/Research Institute or Service;
• provision of an exceptionally high standard of customer-service, with demonstrable impact on the service provided, and/or the reputation of the University, the College or the School/ResearchInstitute or Service;
• exceptional achievement(s) that have demonstrably resulted in an enhanced level of contribution within the existing grade;
• taking on significant additional responsibility on an ongoing basis where the level of responsibility continues to fall within the current grade.

Successful applicants not having reached the top of the incremental scale for the grade can normally expect the award of one additional increment.

Successful applicants at the top of the incremental scale or already within the contribution points (not the maximum contribution point) of the grade, can normally expect the award of one contribution point.  

In exceptional cases, more than one point may be awarded.  In such cases, there should be a clear demonstration that the exceptional level of contribution to the University and the realisation of targets and objectives have been sustained on an ongoing basis. Where, this level of contribution becomes the normal expectation, this cannot be relied upon as evidence of contribution in the future and therefore will not attract an additional recurrent or lump-sum, one-off payment in the future.

Individuals on the maximum contribution point are ineligible for further consideration in relation to incremental progression within that grade.  However, where there is evidence of contribution that would otherwise be rewarded with an additional increment, options for career progression should be explored.  These may include, for example, applying for a post at a higher grade, considering an application for re-grading, or secondment to another post within or outwith the School/Research Institute/Service to gain further knowledge, skills and experience to support career development.

Accelerated increments are effective from 1 January each year.  These payments may be effective from some other appropriate date at the discretion of the Convener of the relevant Recognition and Reward Committee.  Any future increments will be effective thereafter on 1 January of the following year or on the anniversary of appointment, dependent upon the relevant contractual terms and conditions of service.

6.2 Single Exceptional Contribution Rewards (One-Off Payments)

Applications for exceptional contribution at an individual or team level will normally relate to a one-off project or major task that is finite in nature.  The evidence may include, but is not limited to:

• completing a major task or project ahead of schedule, coupled with resultant savings in resources (financial and/or employee);
• contributing to the effective handling of an exceptional event showing extraordinary commitment beyond that required;
• demonstrating exceptional flexibility which contributed directly to the achievement of University, College or School/ResearchInstitute/Service objectives. (This should not be interpreted as working additional hours);
• contributing ideas and creative thinking/interventions that have led to greater efficiency, improved quality, cost savings, etc, and which contributed to the achievement of University, College or School/Research Institute/Service objectives;
• achieving particularly challenging goals or objectives e.g. overcoming significant obstacles to ensure deadlines were met;
• where there is clear evidence of joint and combined achievement by a team, all relevant team members can be nominated through the relevant  line manager.  The case should detail the nature, the complexity and the duration of the project, task or event and the exceptional contribution attributed by each team member.

The award of a single exceptional contribution will be a one-off, non-superannuable payment of 3% of salary.  It should be noted that lump sum awards do not exist to reward temporary acting-up to a higher grade, or to reward additional duties that should be recompensed through overtime.

It is inappropriate for applications to be submitted for single exceptional contribution for identical or very similar reasons in consecutive years.  This normally indicates that the case no longer satisfies the criteria for an award designed to recognise single exceptional contribution, but matches the criteria for sustained excellence.  Recognition and Review Committees may determine that such cases are considered for a sustained excellence award.

6.3 Consolidation of Single Exceptional Contribution Rewards

In the exceptional event of a lump-sum payment being agreed for three consecutive years, consideration will be given by the relevant Recognition and Reward Committee to whether or not it is appropriate to consolidate the award instead of awarding the third lump sum.  Historical information in relation to individual reward and recognition outcomes will be supplied by Corporate HR.

7. Application Process

Applications may be submitted by individuals or line managers having made the case on the Recognition & Reward Application Form.  In the case of self-nominated applications, the relevant line manager and Head of School/ Director or Research Institute/ Service will be required to verify the factual accuracy of the submission and provide an accompanying statement detailing where the case has been made and whether or not the case has their support on the basis of the case presented.

In the case of line management nominations, the Head of School/ Director or Research Institute/ Service will be required to verify the factual accuracy of the submission and provide an accompanying statement detailing where the case has been made and whether or not the case presented has their support.  Any decision making associated with the recognition and reward process on the part of the Head of School/ Director or Research Institute/ Service in relation to each case should be informed by the annual PDR process.

Where a case for any form of recognition and reward is submitted by a team, this should consist of one submission, and will be subject to the principles applied to individual applicants.    All applications for contribution rewards will be considered by the relevant Recognition and Reward Committee.  The Committee will consider all applications and make a decision on each case, having due regard to the overall budget provision.

All outcomes, including the rationale for each decision, will be recorded for the purposes of feedback to applicants and policy monitoring.  Decisions and outcomes of the annual Recognition & Reward process will be communicated to all applicants by the Human Resources Service.  Where an application has been unsuccessful, or in the case of a member of staff who is awarded an alternative award to that for which an application was submitted, feedback on such a decision may be sought.

8. College / University Services Recognition & Reward Committee Membership

The College Recognition and Reward Committee comprises:

• Head of College (Convenor)
• A minimum of 4 Heads of School/Directors of Research Institutes or relevant College Deans (where there are a limited number of Heads of School)  
• College Secretary
• Senate Assessor
• College HR Manager  

The University Services Recognition and Reward Committee comprises:

• Secretary of Court (Convenor);
• 4 Senior members of staff  (normally Heads of Service) from University Services
• Deputy Secretary
• Senate Assessor
• University Services Human Resources Manager

At least one member of the Committee will be trained in job evaluation and equal opportunities issues.  The full Committee should assess all cases for recognition and reward. College members of the Committee will be determined by the College Senior Management Group.  Every effort should be made to achieve a gender balance in the composition of the Committee.

If, for wholly exceptional reasons, a member of a Recognition and Reward Committee is unable to attend a meeting, their views should be submitted in writing, in advance of the meeting, to the Convener.  The Convener will inform the Committee of the absent member's views on each case.

The Recognition and Reward Committee will assess all applications in relation to the criteria and decide whether or not there is sufficient evidence to meet the criteria to support the recognition award.  Heads of School/Directors of Research Institutes/Service must not be involved in the formal discussion or assessment of any applications from their School/Research Institute/Service although may answer questions of a factual nature from the Committee. This applies to any member of the Committee who has had substantial input into an application.

9. Appeals

There is no right of appeal and the decision of the Recognition & Reward Committee is final.

10. Fast Track Applications

In circumstances which are deemed by the Head of College or the Secretary of Court, to be wholly exceptional and unforeseeable, applications may be submitted to the relevant Recognition & Reward Committee outside of the normal timetable.  In such cases, the standard procedure will be followed, however, in the event that time does not permit, or circumstances dictate otherwise, an electronic consultation exercise will take place in accordance with an appropriate timescale.

11. Quality Assurance

There will be an annual quality review of the processes and outcomes in partnership between management and trade union representatives.

12. Timetable

13. Confidentiality

In accordance with the provisions of the Data Protection Act 1998, it is University policy in the interests of confidentiality, to retain the relevant information provided to the relevant Recognition & Reward Committee.  However, it should be noted that applicants are entitled to submit a Subject Access Request and may be able to challenge this policy and force disclosure of all of the information provided as part of this process in relation to their individual Reward and Recognition application.

14. Records Management

Applications from the annual recognition and reward process will be retained in the relevant personal file along with the relevant letter formally notifying the outcome.

Download a Recognition and Reward Application Form:

• Recognition & Reward Application Form 

References to other documents and procedures:

Performance and Development Review:

• www.gla.ac.uk/services/humanresources/policies/p-z/pdrindex/

Pay & Grading Structure:

• Spreadsheet (August 2012)

Job Family and Grade Profiles:

• www.gla.ac.uk/media/media_166899_en.pdf