BRASENOSECOLLEGE

EMPLOYEE HANDBOOK

CONTENTS

Page

Contents1

Employee handbook issue & updates page2

Introduction3

Joining the College4

Salaries, etc.5

Holiday entitlement and conditions8

Sickness/injury payments and conditions10

Other benefits13

Safeguards14

Standards18

Health, safety, welfare and hygiene19

General information and procedures21

Capability and capability dismissal procedures23

Disciplinary and disciplinary dismissal procedures 24

Capability/disciplinary appeal procedures29

General dismissal and appeal procedures 30

Grievance procedure31

Code of practice relating to harassment32

Termination of employment36

EMPLOYEE HANDBOOK ISSUE & UPDATES
Pages / Issue Number / Date
1- 36 / 0 / October 2006

BRASENOSECOLLEGE

INTRODUCTION

The success of any organisation and that of its employees depends very largely on the employees themselves, and so the College looks to you to play your part. The College will continue to play its part.

The College provide equal opportunities and are committed to the principle of equality regardless of race, colour, ethnic or national origin, religious belief, political opinion or affiliation, sex, marital status, sexual orientation, gender reassignment, age or disability. The College will apply employment policies that are fair, equitable and consistent with the skills and abilities of our employees and the needs of the business. The College look to your support in implementing these policies to ensure that all employees are accorded equal opportunity for recruitment, training and promotion and, in all jobs of like work, on equal terms and conditions of employment.

The College will not condone any discriminatory act or attitude in the conduct of our business with the public or our employees. Acts of harassment or discrimination on the grounds of race, colour, ethnic or national origin, religious belief, political opinion or affiliation, sex, marital status, sexual orientation, gender reassignment, age or disability are disciplinary offences.

The College welcomes you and expresses its sincere hope that you will be happy here. You are asked to study carefully the contents of this employee handbook as, in addition to setting out the College’s rules and regulations, it also contains a great deal of helpful information.

JOINING THE COLLEGE

A)PERSONAL INFORMATION

The College’s decision to offer you employment took into account the personal information you provided to the College on the basis that it was complete and correct. In the event of such information proving to be untrue or misleading, the College reserves the right to terminate any employment contract offered.

B)PROBATIONARY PERIOD

You join us on an initial probationary period of six months unless advised otherwise. During this period your work performance and general suitability will be assessed and, if it is satisfactory, your employment will continue. However, if your work performance is not up to the required standard, or you are considered to be generally unsuitable, we may either take remedial action (which may include the extension of your probationary period) or terminate your employment at any time.

We reserve the right not to apply our full contractual capability and disciplinary procedures during your probationary period.

C)JOB DESCRIPTION

Where appropriate you will be provided with a written job description of the position to which you have been appointed but amendments may be made to your job description from time to time in relation to the changing needs of the College and your own ability.

D)EMPLOYEE TRAINING/PERFORMANCE REVIEW

At the commencement of your employment you will, where appropriate, receive training for your specific job. The College’s policy is to monitor your work performance on a continuous basis so that your strengths can be maximised, and you can be helped to overcome any possible weaknesses.

E)JOB FLEXIBILITY

It is an express condition of employment that you are prepared, whenever necessary, to transfer to alternative departments or duties within the College which you could reasonably be expected to undertake and which are within your level of skill/competency. During holiday periods, etc. it may be necessary for you to take over some duties normally performed by colleagues. This flexibility is essential as the type and volume of work is always subject to change, and it allows the College to operate efficiently and gain maximum potential.

F)MOBILITY

Although you are usually employed at one particular location, it is a condition of your employment that you are prepared, whenever applicable, to work at any other College buildings/premises in the City of Oxford. This mobility is essential to the smooth running of the College.

G)STANDARDS OF DISCIPLINE AND PERFORMANCE

The College requires good standards of discipline and satisfactory standards of work from all members of staff. If your standard of work or conduct falls below an acceptable standard, you will be liable to disciplinary action which may include dismissal.

SALARIES, ETC.

A)ADMINISTRATION

1.Payment

a.For all staff the pay month is the calendar month. Salaries are paid on or about the twenty fourth day of the current month. Any adjustments for over and underpayments will be made in the following months salary payment.

b.You will receive a payslip showing how the total amount of your pay has been calculated. It will also show the deductions which have been made and the reasons for them, e.g. Income Tax, National Insurance, etc.

c.Any pay queries which you may have should be raised with the Assistant College Accountant.

2.Overpayments

If you are overpaid for any reason, the total amount of the overpayment will normally be deducted from your next payment but if this would cause hardship, arrangements may be made for the overpayment to be recovered over a longer period.

3.Income Tax and National Insurance

At the end of each tax year you will be given a form P60 showing the total pay you have received from the College during that year and the amount of deductions for Income Tax and National Insurance. You may also be given a form P11D showing non-salary benefits. You should keep these documents in a safe place as you may need to produce them if making enquiries with the Inland Revenue or DWP; or if completing a self-assessment form.

B)LATENESS/ABSENTEEISM

1.You must attend for work punctually at the specified time(s) and you are required to comply strictly with any time recording procedures relating to your work. Unacceptable/persistent lateness or leaving before your normal leaving time will result in disciplinary action.

2.All absences must be notified in accordance with the sickness reporting procedures laid down in this Employee Handbook.

3.If you arrive for work more than one hour late without having previously notified the College, other arrangements may have been made to cover your duties and you may be sent off the premises for the remainder of the shift/day without pay.

4.Absence may result in disciplinary action and/or loss of appropriate payment.

C)SHORTAGE OF WORK

If there is a temporary shortage of work for any unforeseen reason, e.g. a major fire,the College will try to maintain your continuity of employment even if this necessitates placing you on short time or having to lay you off work without pay other than statutory guarantee pay.

D)MATERNITY/PATERNITY LEAVE AND PAY

You are entitled to maternity/paternity leave and pay in accordance with the current statutory provisionsand OxfordUniversity policy. If you (or your partner) become pregnant you should notify your Line Manager/Head of Department at an early stage so that your entitlements and obligations can be explained to you.

E)PARENTAL LEAVE

If you are entitled to take parental leave in accordance with the current statutory provisions, you should discuss your needs with your Line Manager/Head of Department, who will identify your entitlements and look at the proposed leave periods dependent upon your child’s/children’s particular circumstances and the operational aspects of the College.

F)TIME OFF FOR DEPENDANTS

You may be entitled to take a reasonable amount of unpaid time off during working hours to take action which is necessary to provide help to your dependants. Should this be necessary you should discuss your situation with your Line Manager/Head of Department, who, if appropriate, will agree the necessary time off.

Time off can be for any of the following reasons:

a.To help when a dependant falls ill, gives birth, is injured or assaulted (including mental illness or injury)

b.To make arrangements for the provision of care for a dependant who is ill or injured

c.When a dependant dies

d.To cope with the arrangements for caring for a dependant unexpectedly breaking down.

e.To deal with an incident involving a child of the employee which occurs unexpectedly during school hours or in circumstances where the school has responsibility for the child

(A dependant is your parent, wife, husband or child, or someone who lives with you as part of the family (other than an employee of the family) attendant, lodger or boarder. It may also be someone who relies on you in particular circumstances of an illness, injury or assault until resumption of normal care arrangements.)

Your right to unpaid time off only applies if, as soon as is reasonably practicable, you tell the College why you are absent and (unless you have already returned to work) for how long the absence is likely to last.

G)COMPASSIONATE LEAVE

There may be circumstances that require you to take time off to attend to family, domestic or other matters which are not covered by any statutory entitlements. Any such time off should normally be taken as part of your annual holiday entitlement, although in certain circumstances you may be granted reasonable leave, which may be paid or unpaid, for these purposes. You should discuss any requests for compassionate leave with your Line Manager.

H)WORKING TIME REGULATIONS

The Working Time Regulations 1998, which came into force on 1st October 1998, include provisions that:

  1. you are entitled to a daily in-work rest break of 20 minutes if your daily working time is more than 6 hours (for members of staff under 18 years of age, the entitlement is to a 30 minute in-work rest break if daily working time is more than 4.5 hours.)

2.you are entitled to a daily rest period of 11 consecutive hours between each working day (for members of staff under 18 years of age, the entitlement is to a 12 hour daily rest period in each 24 hour period.)

3.you are entitled to a weekly rest period of 24 hours in each 7 day period which may be averaged over a two week period i.e. two days’ rest over a fortnight (for members of staff under 18 years of age, the entitlement is to two days’ rest in each week which cannot be averaged.)

4.your average working time should not exceed 48 hours a week, normally averaged over a 17 week period, unless you have signed an agreement to opt out of this limit.

(There are no separate rules for members of staff under 18 years of age.)

The College believes that your hours of work will comply with these provisions, but if at any time you think this may not be the case you should immediately advise your Line Manager.

HOLIDAY ENTITLEMENT AND CONDITIONS

A)ANNUAL HOLIDAYS

1.Your holiday year begins on 1st January and ends on 31st Decembereach year.

2.Your annual holiday entitlement is shown in your individual statement of main terms of employment (form SMT).

3.It is the College’s policy to encourage you to take all of your holiday entitlement in the current holiday year. You may, in exceptional circumstances only, and with the prior permission of the Bursar/Domestic Bursar, carry forward any unused annual holiday up to a maximum of 5 days in any one year (pro rata for part years). Any annual holiday entitlement carried forward must normally be taken by the following 31st December. Any such holiday carried forward and not taken will be lost and no payment in lieu will be made except in the case of the termination of employment (see below).

B)CONDITIONS APPLYING TO YOUR ANNUAL HOLIDAY ENTITLEMENT

1.You should complete form HR for all holiday requests, have it signed by your Line Manager who will, where appropriate, consult the Bursar/Domestic Bursar before making any firm holiday arrangements.

2.Holiday requests will only be considered if you present them on form HR and agreed holiday dates will be allocated to ensure that operational efficiency and minimum staffing levels are maintained throughout the year.

3.You should normally give at least one month’snotice of your intention to take holidays and one week’s notice is required for odd single days.

4.You may not normally take more than three working weeks consecutively.

5.Your holiday pay will be at your normal basic pay unless shown otherwise on your statement of main terms (Form SMT).

6.Members of staff are required to reserve five daysof their annual entitlement to take during the Christmas period. If because of the date you commenced employment you have not accrued sufficient holiday entitlement to cover these periods you will be given unpaid leave of absence. If you have accrued sufficient holiday entitlement to cover the Christmas period you are required to use it, you may not normally take unpaid leave during the Christmas period. Unpaid leave will only be granted in exceptional circumstances, permission can only be granted by the Bursar/Domestic Bursar.

7.In the event of the termination of your employment any holidays accrued but not taken will be paid for. However, in the event of you having taken holidays in the current holiday year, which have not been accrued pro-rata, then the appropriate payments will be deducted from your final wages/salary. This is an express written term of your contract of employment.

C)PUBLIC/BANK HOLIDAYS

Your entitlement to public/bank holidays and to any additional payment which may be made for working on a public/bank holiday is shown in your individual statement of main terms of employment.

Members of the support staff may be required to work on any public/bank holidays which fall in the University Full Term.

HOLIDAY REQUEST / Form HR

Employee: ______Dept: ______

Holiday Year: ______

ENTITLEMENT

IN CURRENT

Holiday Entitlement in full years ______days YEAR ______days

FOR COMPLETION BY EMPLOYEE / FOR MANAGEMENT USE ONLY
FROM-TO / NUMBER OF DAYS / SIGNED / HOLIDAY
APPROVED / HOLIDAY
REFUSED / IF APPROVED
DAYS TAKEN / DAYS
STILL DUE
FOR OFFICE USE ONLY
ABSENCE CARD
COMPLETED (please tick)
SICKNESS/INJURY PAYMENTS AND CONDITIONS

A)NOTIFICATION OF INCAPACITY FOR WORK

1.You must notify the College by telephone at the earliest possible opportunity and no later than 9.00 am on the first day of incapacity. Notification should be made personally (or if you are unable to do so, then by a relative, neighbour or friend). Allstaff should notify their Head of Department or, if not available, leave a message with the Lodge. Members of the Administrative staff should notify the Bursary (01865 277878/277880). You should try to give some indication of your expected return date and notify the College as soon as possible if this date changes.

2.If your incapacity extends to morethan seven days you are required to notify the College of your continued incapacity once aweekthereafter, unless otherwise agreed.

B)EVIDENCE OF INCAPACITY

1.Doctor's certificates are not issued for short-term incapacity. In these cases of incapacity (up to seven consecutive days including weekend and public/bank holidays) you must sign a self-certification absence form on your return to work.

2.If your sickness has been (or you know that it will be) for longer than seven days (whether or not they are working days) you should see your doctor and make sure he/she gives you a medical certificate and forward this to the College without delay. Subsequently you must supply the College with consecutive doctor's medical certificates to cover the whole of your absence.

C)PAYMENTS

1.You are entitled to statutory sick pay (SSP) if you are absent because of sickness or injury provided you meet the criteria in the current SSP regulations. When you are absent for four or more consecutive days you will be paid SSP by the College if you are eligible. This is treated like wages and is subject to normal deductions.

2.Qualifying days are the only days for which you are entitled to SSP. These days are normally your working days unless otherwise notified to you. The first three qualifying days of absence are waiting days for which SSP is not payable. Where a second or subsequent period of incapacity (of four days or more) occurs within 56 days of a previous period of incapacity, waiting days are not served again.

3.Contractual sickness/injury payments are shown below:-

Full PayHalf Pay

First three months of service2 weeks2 weeks.

Remaining nine months of first year2 months2 months.

Second and third year of service3 months3 months.