Recognition & Reward Policy & Process

Purpose

Purpose

The University’s Recognition and Reward Policy sets out the process by which staff are rewarded for supporting University objectives in the performance of their duties.  This policy provides a coherent and practical approach for both recurrent and one-off payments to staff in order that individual contribution may be recognised and rewarded in an equitable way.

Equality of opportunity

Equality of opportunity

The University is committed to promoting equality of opportunity for all staff and ensuring a working environment that is free from discrimination and unfair treatment. The principles of the Athena SWAN Charter are embedded in the application of this policy.  The Committee will take into account individuals who are currently, or have been, part-time, or have had a significant absence, whether due to parental leave, illness or other cause provided that this is outlined clearly in the application.

Principles

Principles

The University of Glasgow is committed to providing a working environment that promotes, recognises and rewards excellence. The purpose of these principles is to provide an open and transparent mechanism for rewarding and formally recognising performance excellence.

All staff will be rewarded fairly in accordance with demonstrable levels of sustained contribution; this may include the application of new skills and or expertise in any role developed over time.

The outcome of the annual Performance and Development Review (PDR) process should be taken into account before an application is made for an award. An application may be made by either self-application, team application or through a managerial recommendation.

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 objectives.

Decisions taken will be based on objective evidence and, where appropriate, recognise teamwork and collegiality.

Eligibility

Eligibility

Staff employed on the University’s substantive pay and grading structure up to and including Grade 9 are eligible to be considered for the award of additional increments (including contribution points) and one-off team payments.

The Recognition and Reward process is accessible to all eligible staff, irrespective of their contractual status or length of service provided that they are in post on the effective date of the award..

Where, in such circumstances, a case for consolidated (sustained excellence) award is successful, the consolidated award will apply rather than the non-consolidated award.

Alternative arrangements exist where an individual is formally “acting-up”, and therefore such work will not be recognised under this scheme.

Application process

Application process

The Head of Performance, Pay & Reward is responsible for the annual recognition and reward exercise and ensures that the process is appropriately applied.  There are three main stages to the process.

Types of award & definitions

Types of award & definitions

Sustained Excellence Contribution

Accelerated incremental progression is the award of an additional increment within the normal pay range or within the contribution range for the grade, and is applied to recognise sustained excellence over and above the normal expectations of the role.

Exceptional Contribution

One-off payments are applied to recognise the exceptional contribution of a team, in the context of a one-off task or project that is finite by nature. This will be a one-off, non-superannuable, lump sum payment.

Assessment criteria

Assessment criteria

Applicants are required to demonstrate that the level of contribution has exceeded the normal expectation for the role, based on the relevant job description and the role profile for the grade.  Applicants must 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/promotion should be considered.

Sustained Excellence Contribution

Applicants are required to demonstrate that their contribution has been sustained for a period of normally not less than twelve months, with evidence of continuous working at this level.  The evidence may include but will not be limited to:

•    attainment  of  agreed  longer-term  objective(s)  to  a  consistently  exceptional  standard positively impacting on the University, the College/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/Research Institute 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 and for which no other form of payment has been received.

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.

Exceptional Contribution

Applications for exceptional contribution at 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/School/Research Institute/Service objectives.

•   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/School/Research Institute/Service objectives.

Applying for an award

Applying for an award

Self-Application

In the case of self-nominated applications, the relevant line manager and Head of School / Director of Research Institute / Head of Service is required to provide a supporting statement verifying the factual accuracy of the application. 

Management Application

In the case of line management nominations, the Head of School / Director of Research Institute / Head of Service is required to verify the factual accuracy of the application and provide an accompanying statement detailing whether the case has been made and whether or not the case presented has their support.  The decision by the Head of School / Director of Research Institute / Head of Service in relation to each case should be informed by the annual PDR process.

Team Application

Where a case for an Exceptional Award is submitted by a team, this should consist of one submission demonstrating the contribution of each team member.

Documentation

Documentation

Irrespective of the award being sought, all signed applications must be submitted in the required format, by email to hr-ppr@glasgow.ac.uk.  Applications received after the closing date will not normally be considered. 

Role of each committee & membership

Role of each committee & membership

Each College/University Services must establish a committee to assess applications from within their area.

The management group for each College/University Services will determine the committee membership with at least one member having been trained in job evaluation and equality issues.  In addition, in consultation with the relevant Head of HR, every effort should be made to achieve a gender balance in the composition of the Committee.

Each member of the Committee will be responsible for assessing the suitability of all applications.  If, for wholly exceptional reasons, a member of the Committee is unable to attend a meeting, their views should be submitted in writing, in advance of the meeting, to the Head of HR and the Convener.  The Convener will inform the Committee of any such submission.

The Committee will assess all applications in relation to the criteria and reach a decision as to whether or not there is sufficient evidence to support an award.  Heads of School / Directors of Research Institutes / Heads of 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 prior to submission.

College Recognition & Reward Committee membership comprises:

  • Vice Principal & Head of College (Convener)
  • Director of Professional Services
  • Minimum of four Heads of School / Directors of Research Institute or Deans (where there are a limited number of Heads of School / Directors of Research Institute)
  • Senate Assessor
  • College Head of Human Resources

University Services Recognition & Reward Committee membership comprises:

  • Chief Operating Officer (Convener)
  • Deputy Secretary of Court
  • Four Heads of Service
  • Senate Assessor
  • University Services Head of Human Resources

Outcome notification & feedback

Outcome notification & feedback

The Head of Performance, Pay and Reward is responsible for notifying each applicant of the decision taken following consideration of their application by the relevant Recognition & Reward Committee.  

The relevant Head of HR and Convener will be responsible for ensuring that there are appropriate arrangements for documenting the rationale for each decision for the purposes of feedback to applicants and policy monitoring.

Successful Application

Where an application for a sustained excellence award has been successful and the applicant has not reached the top of the incremental scale for their grade, they can normally expect the award of one additional increment. In accordance with normal practice an annual increment will be applied on 1st August  each subsequent year until the top of the incremental scale is reached. 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.

Where a team application has been successful for an exceptional contribution award the applicants will receive a one-off, non-superannuable, lump sum payment.

Unsuccessful Application

Each Head of School / Director of Research Institute / Head of Service, or their nominee, will be responsible for providing feedback to unsuccessful applicants from their School/Research Institute/Service.  Feedback will include the rationale for the Committee’s decision and, where appropriate, guidance for any future application.  The Committee’s decision is final and there is no right of appeal for unsuccessful/partially successful applicants.

Fast-track applications

Fast-track applications

In circumstances which are deemed by the Vice Principal & Head of College or the Chief Operating Officer, 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 normal process detailed in this policy, will be adhered to, however, in the event that time does not permit, or circumstances dictate otherwise, consultation/deliberation may occur via email and telephone.

Quality assurance

Quality assurance

The  operation  of  this  policy  will  be  reviewed  annually  to  ensure  that  it  continues  to  offer  an appropriate means for rewarding staff excellence.  To this end, in partnership with the trade unions, there will be an annual review of the processes and outcomes.

Confidentiality

Confidentiality

All documentation relating to applications will be treated in the strictest confidence by all participants in the process.  Members of the College/University Services Committee will not normally discuss applications or outcomes outside of the Committee structure, unless for advice on a procedural matter.

Application retention

Application retention

It is University policy, in accordance with all relevant data protection legislation, to retain each application and associated correspondence in an individual’s personal file.

Timetable

Timetable

 

Stage

Date

Completed applications to be received by HR

09/02/2018

Applications available to Committees on SharePoint

23/02/2018

College / University Services Committees

23/03/2018

Committees to notify HR of outcomes

30/03/2018

Staff / Managers notified of outcomes

13/04/2018

Effective date of consolidated awards

01/08/2018

* The payment date of one-off payments will be dependent on payroll cut off dates. 

Forms and appendices