Section 2 - Terms and Conditions of Employment

Index:

Copyright

The regulations under the 1988 Copyright, Designs and Patents Act limit photocopying of material under copyright to a single 8,000 words of an extract, or one chapter from a book, to be used only for the purpose of private study or research. The 10% limit extends to poems, essays and other short literary works which are regarded as complete in themselves, and may not be copied in their entirety. Photocopying beyond these limits can only be permitted if the material is not in copyright (i.e. in most cases if the author has been dead for more than seventy years) or if the owner of the copyright gives specific permission in each case. Members of staff are required to observe these regulations strictly. More detailed information of these regulations are available in the University library and at www.gla.ac.uk/staff/copyright/about.htm.

General

Contract of Employment

The terms and conditions of employment are set out in the letter of offer, principal statement of terms and conditions of employment and this section of the Academic and Academic Related Staff handbook. These constitute the member of staff's contract of employment in accordance with legal requirements. Where there are variations to the general information detailed below, particularly for Professional members of staff, these will be detailed in the Letter of Offer and/or Principal Statement of Terms and Conditions of Employment, issued on appointment, or any subsequent communications varying the initial terms and conditions of employment.

Academic, Research and Analogous and Other Related Staff

No normal hours of work are prescribed but members of staff must attend at the times and places necessary for the proper performance of their duties. Academic staff are entitled to participate fully in the activities in their School/RI/Service.

The regulations relating to the Heads of Schools/RI's/Services can be found in Appendix A. At the time of going to print, this document was under review.

Administrative Staff

The normal working week is 35 hours per week, 9.00 a.m. to 5.00 p.m., Monday to Friday, with one hour daily for lunch (unpaid). These hours may be adjusted to meet the needs of individual Schools/RI's/Services. Staff may be required to work late and at weekends without additional payment. Where possible reasonable notice will be given.

Library Staff

The average working week amounts to 35 hours, with one hour for lunch daily (unpaid). This includes evening and Saturday morning duties on rota when the Library is open. These duties will not normally amount to more than one evening per week and one Saturday morning in four.

Clinical Academic Staff

Additional Duty Hours for Clinical Academic staff, in relation to clinical on-call payments for staff holding honorary contracts below consultant level, will be the subject of a separate contractual arrangement with the appropriate Trust and do not normally form part of the University contract.

Where members of Clinical Academic Staff are required as part of the contract to undertake clinical duties the appropriate Trust will issue an honorary (unpaid) contract at the appropriate grade usually Specialist Registrar or Consultant. For doctors on the West of Scotland training scheme, the honorary Specialist Registrar grading is awarded by the appropriate Trust after consultation with the Head of School/RI. New members of staff are not permitted to treat patients until the honorary contract has been issued.

Notice Periods (Termination of Employment)

A member of staff is required to give the University one month's notice of termination of appointment and is entitled to receive from the University one month's notice of termination, unless his/her service exceeds four years when additional notice of one week for each additional year in employment will be given up to a maximum of 12 weeks after 12 or more years' service.

Overtime

The normal working week of 35 hours must be worked completely before overtime is payable. While the practice of regular overtime working is deprecated, it is recognised that at certain times some overtime will be required, if agreement can be reached on the preferred method of compensation (see below). In such cases as much advanced warning as practicable will be given but it is unavoidable that some overtime may be required at short notice due to sickness or other emergencies. Overtime payments must be claimed on the appropriate form (Support Staff Overtime Claim Form) which is available from the member of staff's School/RI/Service and must be countersigned by the Head of School/RI/Service, budget holder or authorised nominee.

Secretarial, Clerical and Related Staff

Where overtime is worked it shall be compensated either by time off in lieu equivalent to the number of hours worked, or by payment. The following are the enhanced rates to be applied if compensation is by payment:-

Monday to Saturday Time and a half
Sundays & Public Holidays Double Time

When requesting an individual member of staff to work non-contractual overtime, the Head of School/RI/Service should at the time advise the member of staff the normal arrangement for compensation. It is then for the individual member of staff to accept or indicate to the Head of School/RI/Service the preferred method of compensation and to decide whether or not to work the overtime on the terms offered.

Library Assistants

Monday to Saturday Time and a half
Sundays & Public Holidays Double Time

Management Staff in Halls of Residence & Accommodation Services

Where excessive hours have been worked, should it prove impossible to take time off in lieu within two months, due to operational needs, then provision will be made for these hours to be paid at the appropriate overtime rate as specified below, but only with the prior approval of the Head of Service

Monday to Saturday Time and a half
Sundays & Public Holidays Double time

Management Staff in Hospitality Services

The University's Hospitality Service depends greatly on the need to cater for conferences, functions, weddings, dinners etc. and the hospitality management staff are expected to be available to work overtime when required.

The normal working week of 35 hours must be worked completely before overtime is payable. During term time, hours worked Monday to Friday beyond 7.00 p.m. will be treated as overtime. The Director of Hospitality Services will consult with and will, in addition, give at least one week's notice to management staff when required to work overtime.

In all cases overtime should be authorised by the Head of School/RI/Service. Where overtime is worked it will either be compensated by time off in lieu equivalent to the number of hours worked, within 8 weeks of being worked, or by payment if this cannot be arranged with the Head of School/RI/Service. The following are the enhanced rates to be applied if compensation is by payment:-

Monday to Saturday Time and a half
Sundays & Public Holidays Double time

When requesting an individual member of staff to work non-contractual overtime, the Head of School/RI/Service should at the time advise the member of staff of the normal arrangement for compensation. It is then for the individual member of staff to accept or indicate to the Head of School/RI/Service the preferred method of compensation and to decide whether or not to work the overtime on the terms offered.

Additional Hours Worked by Part Time Members of Staff

Additional hours worked by part time members of staff are paid at plain time up to 35 hours per week after which overtime rates apply.

Probationary Period

The first six months of employment within the University shall be regarded as a probationary period and, subject to the receipt of a satisfactory report from the Head of School/RI/Service, the appointment will be confirmed by Human Resources.

Retirement

Normal Retirement

The normal retirement age for all members of staff is 65 years and will normally take effect on the day of your 65th birthday.

Early Retirement

Early retirement is available under certain circumstances for members of staff over 50 and interested parties should contact the Superannuation Section of the Finance Office for further information on benefits available. Details on the Universities Superannuation Scheme can be obtained from www.usshq.co.uk/

Salary

Salaries are paid in accordance with scales and grades agreed nationally with AUT, part-time staff covered by these conditions being paid pro-rata. Any changes in the salary or grades shall be notified on the payslip of all members of staff affected. Current salary scales can be accessed from the following website:

In addition, rates of pay for part-time casual staff can be accessed at www.gla.ac.uk/services/humanresources/policies/a-g/atypical_work/.

For appointments supported by outside funds, the implementation of any change in salary scales is dependent upon the additional cost being met by the funding body.

Grade Definitions for Academic-Related Staff

See Appendix B for the agreed grade definitions for Academic-Related Staff.

Grade Definitions for Research and Analogous Staff

See Appendix C for the agreed grade definitions for Research and Analogous Staff.

Method of Payment

Salaries are paid monthly in arrears direct to the member of staff's bank or building society account by Bankers' Automated Clearing Services (BACS). Date of payment will normally be the last banking day of the month and members of staff will receive a salary advice slip showing full details.

Advances of Salary

An advance payment or payment to account shall be deducted normally in the next pay period when it represents:

i) an estimated payment for work done and the correct payment for the work done will be included in the next pay period or,

ii) an amount paid in advance of when it would normally be payable (a payment of this type will only be agreed in exceptional circumstances).
Annual Salary Increments
At the time of going to print the incremental dates are under review.

Promotion

The procedures for advancement and promotion are advised annually by the University Court. Heads of Schools/RI's/Services are advised of the timetable and procedures to be followed. The procedures are posted on the Human Resources Service web site:- Promotion/Regrading/ Reward. Decisions are made by the Court, advised by Committees of Review (reporting in turn to the Board of Review) and by the Committee on Personal Professorships and Readerships. Members of staff may apply through their Heads of Schools/RI's/Services.

The procedures are currently under review but can be found at Appendix D.

Short Term Absenteeism

If it is considered that there is a marked degree of short term absenteeism in respect of any member of staff, the University reserves the right to require a medical certificate to cover single days of absence. Failure to supply medical certificates may result in loss of wages equivalent to the absence. Continued short term absenteeism may result in disciplinary action.

Sick Pay Scheme/Sickness Absence

Preamble

The University's Sick Pay Scheme covers members of staff who are absent from duty owing to certificated illness, including industrial disease or accident. During their absence, members of staff shall receive not more than their normal wage or salary, by way of (i) payments arising from Statutory Sick Pay (SSP) during 28 weeks of absence, (ii) allowances provided by the Scheme.

Some requirements of the University's Sick Pay Scheme may vary from the statutory requirements of SSP. Care should be taken to distinguish between the respective requirements of the two Schemes. It is not intended that members of staff shall receive, during the first 28 weeks of absence, less than their normal wage or salary, subject to the amount of service set out under sick pay entitlement.

New members of staff who have been in receipt of SSP from a previous employer in the last 8 weeks of employment should have requested Form SSP 1(L) 'Leaver's Statement of SSP' from their previous employer. If there has been no period of sickness in the intervening period between leaving that employer and joining the University, this form should be submitted to the University Payroll Office.

Similarly, members of staff who have terminated their employment with the University, and were due SSP in the last 8 weeks of their employment, should request the above form which should be given to the new employer or submitted to the Benefits Agency as appropriate and as outlined in the form.

Information relating to SSP may be obtained from the Payroll Office or a local Benefits Agency office.

Sick Pay Entitlement

Members of staff incapacitated for work through sickness or injury will receive their remuneration for a period of up to one sixth of service on full salary, with a maximum period of six months, 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.

The period during which the allowance is paid is calculated by deducting from the member of staff's entitlement any period, or the aggregate of periods, of paid absence on sick leave during the 12 months immediately preceding the first day of absence.

The full pay allowance is the amount which when added to any statutory entitlements is the equivalent of a member of staff's normal weekly earnings. The allowance shall not exceed the sum (if any) by which the total amount of benefits, allowances and payments received falls short of full pay. Accordingly, deductions shall be made from an allowance equal to full pay. No deductions are taken from the half pay allowance, except to the extent to which the allowance, including statutory benefits, exceeds the full normal pay.

Conditions of Admission to the University Scheme

If requested by the University, a member of staff shall give details of any past or current illness and undergo a medical examination at the University's expense as a precondition of admission to the Scheme.

Sickness Absence Notification Procedure

In order to qualify for payment under the University's sickness absence scheme, the member of staff, or some person acting on his/her behalf, must inform the Head of School/RI/Service or nominee, as early as is practicable on the first day of the absence. Where possible, the nature and probable duration of the illness should be indicated. If the illness persists for several days then the member of staff should contact his/her Head of School/RI/Service on the fourth day to confirm his/her continuing absence and request a Personal Sickness Certificate. Members of staff who have indicated a possible return date from sickness absence must inform the Head of School/RI/Service of any changes to this date. For longer periods of absence the Head of School/RI/Service must be kept regularly informed of the progress of the illness and the likely date of return to work, in addition to the regular submission of medical certificates.

Sickness Absence Certification Procedure

Members of staff whose sickness absence exceeds 3 working days are required to submit a Personal Sickness Certificate to their Head of School/RI/Service or immediate supervisor by the seventh calendar day of absence or upon return to work, whichever is the earlier. Those whose sickness absence exceeds 7 calendar days will be required to submit a medical certificate from their doctor, in addition to the Personal Sickness Certificate which covers the first 7 calendar days of illness.

A self-certificate form (Personal Sickness Certificate) can be obtained from the School/RI/Service Supervisor, the University Human Resources Service, or from doctors' surgeries, hospitals or local Benefits Agency Offices. This form, when completed, must be submitted to the University and not the Benefits Agency.

Where a member of staff has provided an open doctor's statement during sickness absence, the member of staff must obtain a doctor's statement of fitness to resume duties before returning to work.

Exclusion from University Sickness Allowance

Where absence on the grounds of sickness is due or attributable to a member of staff's own misconduct, or injury whilst working for private gain in his/her own time or whilst working for another employer, a member of staff is not entitled to an allowance under this scheme, except at the discretion of the University. There would however be entitlement to SSP.

Contact with Infectious Diseases

A member of staff who is not incapable of work but who is deemed, in accordance with the National Insurance Acts, to be incapable of work because of contact with infectious disease, is entitled to the provisions of this scheme. A period of absence on this account shall not be reckoned against the member of staff's entitlement to allowance during absence due to normal sickness or industrial disease or accident.

Sickness During Holidays

A member of staff who falls ill during the course of annual leave or public holidays is regarded as being on sick leave from the date advised by the member of staff, and/or specified on a self-certificate, and/or on a doctor's statement in the case of illness exceeding 7 days. In these cases a member of staff is entitled to take the balance of holiday at a later date, after returning to work, subject to operational needs and with the agreement of the Head of School/RI/Service. The balance of holiday must be taken before the end of the leave year, or such longer period as may be agreed by Human Resources Service. Normal sickness absence notification and certification procedures should be followed.

Requirement to Submit to Medical Examination

In circumstances of prolonged absence, the University will routinely seek reports from a member of staff's General Practitioner/Consultant (if applicable), to establish the nature and expected duration/prognosis of the absence. A member of staff shall undergo, if required by the University, a medical examination by the University Medical Officer and/or a general practitioner/consultant nominated by the University. Human Resources Service will contact the member of staff to arrange for medical consent forms to be provided and, where appropriate, to arrange member of staff attendance for medical examination. In the event of a difference in medical opinion as to the member of staff's fitness for work, the matter, at the request of the University or of the member of staff, shall be submitted to an independent medical referee jointly agreed. If the referee determines that the member of staff is fit to resume work, the allowance under the scheme ceases with effect from the date on which the referee determines that the member of staff should return to work.

Accident - Third Party Claim

A member of staff who is absent as a result of an accident is not entitled to an allowance if damages may be receivable from a third party. In this event, the University may, having regard to the circumstances of the case, advance to the member of staff a sum not exceeding the allowance provided under this scheme, subject to the member of staff undertaking to refund from any damages received, the total amount of such allowance or such part thereof as the University may, having regard to the amount of damages recovered, determine after consultation with the member of staff or his/her representative. The requirement to refund allowances from damages received does not extend to any sum awarded by the Criminal Injuries Compensation Board.

Special Leave

In certain circumstances special paid leave may be granted, e.g. compassionate leave, bereavement leave at the discretion of Human Resources Service (jury service is compulsory), and application for such leave should be made through the Head of School/RI/Service. In addition as from 15th December 1999, legislation has been introduced in the Employment Relations Act 1999 to give parents a statutory right to parental leave.

Superannuation

Membership of the Non-Academic Staff Pension Scheme (NASPS) is open to members of staff (aged 20 and over, but under the age of 65) who are paid from the general funds of the University. Externally funded members of staff are also eligible to join the scheme provided adequate funds are made available for this purpose by the appropriate funding body. All full time members of staff will be deemed to have become members of the Scheme on the day of entry into the service or the first day of the calendar month on which their 20th birthday occurred, whichever is the later, unless Human Resources or the Superannuation Section of the Finance Office is notified in writing otherwise. Part time members of staff who meet the above conditions can also apply to join the Scheme.

The Scheme is designed to provide a range of benefits, including retirement benefits for dependents in the event of a member's death. The Scheme is among the best in the University Sector and the benefits provided are considerable. The scheme is contributory and the contribution rate for members is 5% of pensionable salary.

Scheme members are contracted-out of the State Earnings Related Pension Scheme (SERPS). In consequence you pay reduced National Insurance contributions and the University Pension Scheme replaces the benefits from SERPS. However, you should note that your Scheme pension is in addition to your basic State Pension.

More details about the Scheme are contained in the member's scheme booklet, a copy of which is normally supplied on commencement of University Service. Copies are also available from the Superannuation Section of the Finance Office.

Trade Union Recognition/Collective Agreement

The University Court recognises the Glasgow Association of University Teachers (UCUG) as the sole body with which it will negotiate and consult on matters relating to members of Academic, Academic Related, Research and Analogous and Other Related staff. In issues involving the terms and conditions of Clinical Academic staff, negotiation and consultation shall be with UCUG in conjunction with local representatives of the British Medical Association and the British Dental Association.

From time to time variations in terms and conditions of employment will result from negotiations with UCUG. These will be notified to employees separately or otherwise incorporated in the documents to which employees have access.

Joint Consultation

The Joint Committee (Academic and Academic Related staff) meets once a term. The membership consists of equal representatives from UCUG and the University Court. The Joint Committee discusses matters relating to all aspects of academic and academic-related staff employment. It is essentially a consultative and a negotiating committee. Requests for changes to existing terms and conditions of employment are referred from this Committee to Staffing Committee. The more general views of the Committee are submitted direct to Court.

Joint Unions Liaison Committee (JULC)

On occasions when an issue affects all members of staff, consultations may be held with the JULC, whose membership comprises representatives of all the 'recognised' campus trade unions.

Joint Unions Consultative Committee (JUCC)

The Joint Unions Consultative Committee is a joint management/union committee which meets once per term to discuss issues affecting the University.

The Management Side of the Committee is represented by the Principal, the Vice Principal (Staffing), the Director of Human Resources Service, with provision being made for senior officers to attend when matters affecting their spheres of operation are being considered. The Trade Union Side comprises the senior representatives of the 'recognised' campus trade unions with which there are Joint Committees of the Court.

The remit of the Committee is:-

to be a forum of discussion about general matters affecting the University;
to consider items collectively agreed by the campus unions which are not within the purview of the individual Joint Committees; and
to consider optimum means of disseminating information to all members of staff. Protocol for Consultation at the End of a Fixed Term Contract.

Working Week and Hours of Work

Secretarial, Clerical and Related Staff

The normal working week is 35 hours and normal office hours are 9.00 a.m. to 5.00 p.m., Monday to Friday, with an unpaid lunch break of one hour per day; these hours may be adjusted to meet the needs of individual Schools/RI's/Services, but will not exceed 35 hours per week.

Library Assistants

The normal working week is 35 hours, including a regular evening duty (not more than one week). The normal working hours are 9.00 a.m. to 5.00 p.m., Monday to Friday, with an unpaid lunch break of one hour per day, except on evening duty when two and a half hours must be worked prior to the evening session, 4.45 p.m. to 9.30 p.m.

Variants in starting time, with appropriate lunch time adjustments are operated by agreement with the University Librarian.

Members of staff are also required to work no more than 1 in 6 Saturdays throughout the year (except when the library is closed), from 9.00 a.m. to 12.30 p.m. for which four and a half hours plain time off in lieu is given. This may be accrued up to a maximum of 35 hours per year and must be taken within the holiday year in which it is earned.

Management Staff in Halls of Residence & Accommodation Services

The hours of work are based on a 35 hour week, including weekend work, averaging 35 hours per week over the calendar month. No detailed hours of work are prescribed but members of staff are expected to work as operational needs require. Free time of two consecutive days per week will be arranged with the Head of School/RI/Service as will compensatory time off for hours worked in excess of the normal requirement.

Management Staff in Hospitality Services

Normal working hours are 35 per week over five days, Monday to Friday, during term time. These days may vary during vacation periods. A daily unpaid meal break of between 45 and 60 minutes must be taken outwith the hours of 12.00 noon and 2 p.m. Any lunch break taken within these hours must be agreed in advance by the Director of Catering or equivalent.

During vacations shifts will not normally commence after 11 a.m. except with the agreement of the member of staff concerned. The summer vacation will be deemed to start from the Monday following the Friday on which honours examinations finish in the University's calendar of events. The first term will be deemed to begin on the Tuesday immediately following the September Holiday Monday.

UNIVERSITY of GLASGOW

Section 2 - Terms and Conditions of Employment

Copyright

General

Notice Periods (Termination of Employment)

Overtime

Probationary Period

Retirement

Salary

Short Term Absenteeism

Sick Pay Scheme/Sickness Absence

Special Leave

Superannuation

Trade Union Recognition/Collective Agreement

Working Week and Hours of Work