Terms and Conditions of Employment for Academic Staff of the University of London, Summaries of Information Technology

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T&C/AS/1Dec2010 Central Academic Bodies and central activities Terms and Conditions of Employment for Academic Staff 1 December 2010 T&C/AS/1Dec2010 T&C/AS/1Dec2010 Contents 1 General .................................................................................................................................... 3 2 Continuous Employment ......................................................................................................... 3 3 Hours of Work .......................................................................................................................... 3 4 Salary ....................................................................................................................................... 4 5 Superannuation ....................................................................................................................... 4 6 Expenses and Allowances ....................................................................................................... 5 7 Annual Leave** ˟ ...................................................................................................................... 5 8 Sick Leave ............................................................................................................................... 6 9 Promotion ................................................................................................................................ 6 10 Family Friendly Provisions ....................................................................................................... 7 11 Other Leave ............................................................................................................................. 7 12 Retirement* .............................................................................................................................. 7 13 Termination .............................................................................................................................. 7 14 Financial Regulations............................................................................................................... 8 15 University Information Technology, Internet, Communication and Similar Facilities ............... 8 16 Health and Safety .................................................................................................................... 9 17 Data Protection and Confidential Information .......................................................................... 9 18 Dignity at Work and Equality and Diversity .............................................................................. 9 19 Collective Agreements ............................................................................................................. 9 20 Freedom of Speech ................................................................................................................. 9 21 Job Evaluation ....................................................................................................................... 10 22 Grievance, Disciplinary and Dismissal Procedures ............................................................... 10 23 Names, Addresses and National Insurance Details .............................................................. 10 T&C/AS/1Dec2010 6 Expenses and Allowances 6.1 The central University shall refund to the employee all reasonable expenses properly incurred by the employee in performing his/her duties, provided that these are incurred in accordance with the central University policy, as amended from time to time. The University will require the employee to produce receipts or other documents as proof that he/she has incurred any expenses he/she claims. 6.2 The employee may be eligible for certain travel, subsistence, meal or other allowances, subject to satisfying certain eligibility criteria and subject to the provisions of TheFinancial Regulations, October 2009 (Appendix C, Financial Procedures and Related Policies, Section 1 Expenses Manual)as amended from time to time. This document is available on the University of London website. 7 Annual Leave 7.1 Full time employees are entitled to 30 workingdays paid holiday in each leave year plus such bank and other public holidays as are observed by the central University. 7.2 In addition to bank and public Holidays, there are certain other days at Easter and Christmas (called University Closure Days) on which the University will be closed. Details of the additional leave that may be taken on the University Closure Days by certain employees is available on the University of London website. 7.3˟ The leave year runs from 1 February to 31 January. If the employee’s employment commences part way through the year, holiday entitlement during the first year of employment shall be calculated on a pro rata basis rounded to the nearest half day. 7.4 Annual leave is to be taken subject to the needs of the central Universityand at such times and on such notice as is agreed in advance by the employee’s line manager. Employees will normally be required to give notice of at least twice the period of annual leave that they are requesting i.e. an application to take one week's leave would require two weeks' notice. 7.5 Employees are strongly encouraged to take at least one holiday period of two clear weeks (10 working days) continuous leave during each leave year in order to get a significant break from work. Those members of staff with financial responsibilities are required to take one holiday period of two clear weeks (10 working days) continuous leave during each leave year. 7.6** Employees will normally be entitled to carry forward up to five days of any unused part of his/her holiday entitlement to the succeeding leave year. For part-time employees this will be pro rata. Only in exceptional circumstances may an employee carry forward any additional (to the five days) unused part of his/her holiday entitlement to the succeeding leave year: this must be agreed in advance with the Line Manager. 7.7 On termination of employment the employee shall be entitled to be paid in lieu of accrued but untaken holiday except that, where the employee has been summarily dismissed, such accrued but untaken holiday shall be based on the employee’s minimum holiday entitlement under the Working Time Regulations 1998 only. For these purposes any paid holiday that the employee has taken (including any paid holiday on bank and public holidays and University Closure Days) shall be deemed first to be statutory paid holiday. T&C/AS/1Dec2010 7.8 If the employee has taken more holiday leave than his/her accrued entitlement at the date of termination of his/her employment, the central University shall be entitled to deduct the appropriate amount from any payments due to the employee. 7.9 The central University may require the employee to take any outstanding holiday entitlement during his/her notice period. 7.10 The basis for calculation of a day’s paid holiday for full time staff is 1/260th of the employee’s basic salary, which for the purposes of this calculation includes London Weighting. 7.11 For part-time staff, annual leave entitlement and any calculation under this clause of a deduction or payment in lieu on termination will be calculated pro-rata to the full time equivalent. 8 Sick Leave 8.1 Employees who are absent from work for whatever reason must make every reasonable effort to contact their line manager (or their nominee) in person and within one hour of your normal starting time to inform him/her of the reason for their absence and its expected duration.If you are unable to establish contact with the nominatedindividual, you may instead contact a member of Human Resources. 8.2 If the absence is due to sickness or injury and lasts for 7 calendar days or less the employee must complete a self-certification form which is available on the University intranet. It should then be submitted to Human Resources within 48 hours of the employee's return to work. 8.3 If the absence is due to sickness or injury and lasts for more than 7 calendar days the employee will be required to produce a medical certificate signed by his/her doctor stating the reason for absence by no later than the 8th calendar day of illness and forward it to reach Human Resources by no later than the 10th calendar day of illness. A new medical certificate should be sent thereafter covering all periods of absence. 8.4 The employee agrees to consent to a medical examination (at the University's expense) by a doctor nominated by the central University should the central University so require. The employee agrees that any report produced in connection with any such examination may be disclosed to the central University and the central University may discuss the contents of the report with the relevant doctor. The employee shall authorise disclosure of and co-operate in ensuring the prompt delivery of any resulting report to the central University. After using reasonable endeavours to try and obtain medical information on the employee, the central University reserves the right to use the medical information it has available to it when making decisions about the employee's employment. 8.5 Further details of the central University's sick leave provisions including eligibility for occupational sick pay are available on the University of London website. 9 Promotion 9.1 A formal system is used to identify which members of the Academic Staff should be promoted to Senior Lecturer or have conferred on them the title of Professor or Reader. The procedure is available on the University of London website. T&C/AS/1Dec2010 10 Family friendly provisions 10.1 The central University's arrangements for leave relating to particular family responsibilities are set out in full in separate documents available on the University of London website. These include arrangements relating to:  maternity leave;  paternity leave;  parental leave;  adoption leave;  special leave; and  flexible working. 11 Other leave 11.1 The central University's arrangements for other types of leave are also set out in full in separate documents available on the University of London website. These include arrangements relating to:  emergency leave/urgent domestic leave;  compassionate leave;  sabbatical leave for academics of the School of Advanced Study (SAS);  public service leave;  time off and facilities for trade union duties and activities; and  jury service. 12 Retirement* 12.1 Subject to any provision in the offer letter, employees will normally retire on 30 September in the academic year in which the member of staff attains the age of 65. Employees may apply to defer retirement. Details of the central University’sage retirement procedure are available on the University of London website. 12.2 Subject to the prevailing rules of USS/SAUL (where applicable), employees may opt to retire on reaching age 60 years or thereafter before reaching age 65 upon giving the normal period of notice required under the 'Termination' section of these terms and conditions of employment. 12.3 Employees should refer to the provisions of their specific pension scheme for pensions' information including retiring prior to the age of 65. 13 Termination 13.1 Unless otherwise stated in the offer letter, the employment may be terminated by not less than three months' written notice on either side where the notice will take effect in the period 1 July – 30 September. In other cases e.g. where it is necessary to preserve the integrity of academic programmes, the period of notice required may be extended to six months so that the employment is terminated on or after 1 July in any year if possible, save that the maximum period of notice required is six months on either side. 13.2 The central University reserves the right to terminate without notice in the event of gross misconduct. T&C/AS/1Dec2010 20.2 Members of Academic Staff may however give interviews to the press or other parts of the media in their personal capacity and in respect of their academic work or interests provided they act in accordance with Statute 20 (Academic Freedom) and Ordinance 20 (Code of Practice on Meetings or Other Activities on University Premises)on the University of London website. 21 Job Evaluation 21.1 A formal system of job evaluation is used to identify the grade of posts in the central University. There is a job evaluation procedure and details are available on the University of London website, for employees to request a review of the grade of their post. 22 Grievance, Disciplinary and Dismissal Procedures 22.1 The employee's attention is drawn to the disciplinary procedureand grievance procedureapplicable to his/her employment, which are available on the University of London website. 22.2 Should the employee be dissatisfied with any disciplinary decision taken against him/her or with any decision to dismiss, he/she should appeal the decision in writing to the Director of Human Resources. Full details of how the employee should go about this and the steps which follow the raising of an appeal are available in the disciplinary procedure from the University of London website. 22.4 If the employee wishes to raise a grievance relating to his/her employment which cannot be resolved informally, the employee should raise this in writing with his/her line manager or Human Resources. Full details of how the employee should go about this and the steps which follow the raising of a grievance are available in the grievance procedure from the University of London website. 23 Names, Addresses and National Insurance Details 23.1 All employees must supply Human Resources with their full name, permanent address, telephone and mobile number. In an emergency (e.g. a sick relative or an urgent processing of a mortgage application) Human Resourcesmay contact the employee by telephone. 23.2 Changes to such information must similarly be notified together with proof (sight of the appropriate certification) in the case of a change of name. 23.3 Employees must provide Human Resources with up to date details of their next of kin or point of contact in the case of an emergency. 23.4 Employees must supply their national insurance number to Human Resources within seven days of their employment commencing. Newly appointed employees who do not have a national insurance number are advised to contact the Department of Work and Pensions without delay. 23.5 New employees must provide Human Resources with parts 2 and 3 of Form P45 in connection with income tax in respect of any previous employment. 23.6 New employees must supply details of a bank account into which their salary and other payments may be made by electronic transfer. T&C/AS/1Dec2010 23.7 Where appropriate, a certificate of eligibility for contributions at the reduced rate for married women, or for excused contributions in the case of persons who are considered as retired for national insurance purposes, must be submitted to Human Resources within seven days of their employment commencing. * Please note that the ‘Retirement’ section is not applicable to employees whose employment with the central University commenced on or after 1 August 2011. Please refer to your offer letter for further information. ** Clause 7.6 was amended to as is current with UCU and Unison agreement on 19 December 2013. ˟ Clause 7.3 was amended to as is current with UCU and Unison agreement on 1 October 2016.