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TRANSCRIPT
Issue 31
TH E QU E E N ’SCO LLE GE
STAF F H AN DBO O KC ON TEN TS
Pa ge
C o ntents 1
Sta f f ha ndb o o k issue & up da tesp a ge 2
Intr o duc tio n 3
A b rief histo ry o f Queen’s 4
Jo ining the C o llege 5
W a gesa nd sa la ries,etc . 6
Ho lida y entitlem enta nd c o nditio ns 8
Sic kness/injury p a ym entsa nd c o nditio ns 10
Other b enefits 13
Sa fegua rds 14
Sta nda rds 21
Hea lth,sa fety,w elf a r e a nd hygiene 22
Gener a l inf o rm a tio n a nd p r o c edures 24
W histle-b lo w ers 28
C a p a b ility p r o c edures 29
Disc ip lina ry p r o c edures 30
C a p a b ility/disc ip lina ry a p p ea l p r o c edures 35
Grieva nc e p r o c edure 36
Perso na l ha r a ssm entp o lic y a nd p r o c edure 37
Equa l o p p o r tunitiesp o lic y 40
Term ina tio n o f em p lo ym ent 42
C o llege vehic le rules 43
Issue 32
STAFF HAN DBO OK ISSUE & UPDATES
Pa ges Issue N um b er Da te
1- 40 0Rela unc hed
Ja nua r y 2011
37 1 June 2011
25,32,33,35,37 2 2013
6,8,10,13,19,22-25,40-43
3 June 2014
Issue 33
TH E QU E E N ’SCO LLE GE
IN TRODUC TION
W elc o m e to o ur C o llege. The C o llege w o uld like to w ish yo u everysuc c ess during yo ur em p lo ym ent w hether yo u r ec ently jo ined us o rw hether yo u a r e a n ex isting em p lo yee. W e ho p e tha tyo ur ex p erienc e o fw o rking here w ill b e p o sitive a nd rew a rding.
This Em p lo yee Ha ndb o o k is designed b o th to intr o duc e yo u to o uro r ga nisa tio n a nd to b e o f c o ntinuing use during yo ur em p lo ym ent.
The C o llege a sk tha t yo u study c a r efully the c o ntentso f thisEm p lo yeeHa ndb o o k a s,in a dditio n to setting o ut o ur rulesa nd regula tio ns,it a lsoc o nta insinfo rm a tio n o n so m e o f the m a in em p lo yee b enefitstha tm a y b ea va ila b le to yo u a nd the p o lic ies a nd p r o c edures rela ting to yo urem p lo ym ent. If yo u r equire a ny c la rific a tio n o r a dditio na l inf o rm a tio np lea se refer to yo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r .
The C o llege p r o vides equa l o p p o r tunities a nd is c o m m itted to thep rinc ip le o f equa lity in a c c o rda nc e w ith legisla tive p r o visio ns. The C o llegeex p ec tyo ur sup p o r tin im p lem enting these p o lic iesa nd w ill no tc o ndo nea ny unla w ful disc rim ina to r y a c t o r a ttitude in the c o urse o f yo urem p lo ym ent o r in yo ur dea lings w ith o ur c lients, sup p liers, c o ntr a c tw o rkers,m em b erso f the p ub lic o r w ith fello w em p lo yees. Ac tso f unla w fuldisc rim ina tio n,ha r a ssm ento r vic tim isa tio n w ill resultin disc ip lina ry a c tio n.
Gener a l a m endm entsto the Em p lo yee Ha ndb o o k w ill b e issued fr o m tim eto tim e.
Issue 34
A BRIEF HISTORY O F QUEEN ’S
The ‘ha ll o f the Queen’ssc ho la rsa tO x f o rd’ w a sfo unded in 1341 b y Ro b ertde Eglesfield,a c ha p la in in theho useho ld o f Queen Philip p a , w ho na m ed it in her ho no ur . He envisa ged a n esta b lishm ent o f fello w s,c ha p la ins,‘p o o r b o ys’ a nd va rio uso f fic ia lsa nd serva nts,hea ded b y a P r o vo st. M em b ership w a sto b e o p en,b ut w ith a p r eferenc e f o r inha b ita ntso f C um b er la nd a nd W estm o r la nd. Initia lly Queen’sw a sp o o r,b ut theendo w m ent slo w ly grew . C ruc ia lly,in 1343,Philip p a sec ured fo r Queen’sthe la ndso f a sm a ll ho sp ita l inSo utha m p to n,destined to b e the b a siso f m uc h o f the C o llege’sp r o sp erity in the nineteenth a nd tw entiethc enturiesa sSo utha m p to n Do c ksex p a nded a nd sur r o unding fa rm la nd w a sdevelo p ed.
After 1400 the p r eferenc e f o r p eo p le f r o m C um b er la nd a nd W estm o r la nd b ec a m e a m o no p o ly, m a kingQueen’sa c o m m unity o f no rth-w esterners. During the fifteenth a nd six teenth c enturiesitp r o sp ered,a nd inEliz a b eth’sreign,w hen itb ec a m e o ne o f the m o stp o p ula r O x f o rd c o lleges,there isa gr o w ing evidenc e f o rthe develo p m ent o f the tuto ria l system . Benefa c tio nsc o ntinued,no ta b ly tho se o f Bisho p Tho m a sBa r lo w(P r o vo st1658-77); Sir Jo sep h W illia m so n (C ha r lesII’sSec reta ry o f Sta te); a nd La dy Eliz a b eth Ha stings(died1739),w ho se endo w m ent o f ex hib itio nsfr o m tw elve sc ho o lsin C um b er la nd,W estm o r la nd a nd Yo r kshireex tended the C o llege’sno rm a l c a tc hm enta r ea .
M ea nw hile Queen’sw a sex p a nding. W illia m so n ga ve a b uilding in 1671-2,a nd the m a gnific entLib r a r y,o neo f the finest in Engla nd, w a s a dded during 1693-6 to ho use Ba r lo w ’s b o o ks. Ar o und 1700 the c ruc ia ldec isio n w a sta ken to reb uild the m edieva l C o llege entirely,so tha t b y the 1730sQueen’sw a sthe o nlyO x f o rd c o llege to b e ho used entirely in Ba r o que b uildings. The Fr o nt Qua d, w hic h ha s b een c a lled ‘thegr a ndest p iec e o f c la ssic a l a r c hitec ture in Ox f o rd’,w a shea vily influenc ed b y the grea t a r c hitec t N ic ho la sHa w ksm o o r,w ho p r o duc ed even m o re ex tr a va ga ntdesignstha tw ere never ex ec uted.
During the eighteenth c entury Queen’s ex p erienc ed the sa m e dec line a s m o st c o lleges, a nd in the la teVic to ria n p erio d the sa m e reviva l a nd ref o rm . Sinc e the la te nineteenth c entury it ha sdevelo p ed a str o nga c a dem ic rep uta tio n,w hile so lid endo w m entsa nd w ise m a na gem entha ve m a de itsec ure a nd p r o sp er o us.To da y,a ltho ugh c a ndida tesfr o m a ll p o ssib le b a c kgr o undsa re w elc o m ed a nd no r thernersno lo nger ha vep refer enc e, the C o llege rem a ins c o nsc io us o f its histo ry a nd tr a ditio ns a nd va lues its a nc ient links w ithC um b er la nd,W estm o r la nd a nd Yo rkshire.
Issue 35
JO IN IN G THE C OLLEGE
A) PERSO N ALIN FORM ATION
The dec isio n to o f fer yo u a p p o intm entto o k into a c c o untthe p erso na l inf o rm a tio n yo u p r o vided tothe C o llege o n the b a sistha titw a sc o m p lete a nd c o r r ec t. In the evento f suc h info rm a tio n p r o vingto b e untrue o r m islea ding,the C o llege reservesthe right to term ina te a ny em p lo ym ent c o ntr a c to f fered.
B) PROBATIO N ARY PERIO D
Yo u jo in the C o llege o n a n initia l p r o b a tio na ry p erio d o f six m o nths. During thisp erio d yo ur w o rkp er f o r m a nc e a nd suita b ility f o r the r o le w ill b e a nd, if it is sa tisfa c to r y, yo ur em p lo ym ent w illc o ntinue. Ho w ever,if yo ur p er f o r m a nc e isfa iling to m eetthe sta nda rd required b y the c o llege,o ryo u a re c o nsidered to b e gener a lly unsuita b le f o r the r o le fur ther a c tio n m a y b e required r a ngingfr o m ex tensio n o f yo ur p r o b a tio na ry p erio d thr o ugh to term ina tio n o f yo ur em p lo ym ent. W e reservethe right no t to a p p ly o ur full c o ntr a c tua l c a p a b ility a nd disc ip lina ry p r o c edures during yo urp r o b a tio na ry p erio d.
C ) JO B DESC RIPTIO N
Yo u ha ve b een p r o vided w ith a jo b desc rip tio n o f yo ur r o le w ithin the c o llege ho w ever a m endm entsm a y b e m a de to yo ur jo b desc rip tio n f r o m tim e to tim e in rela tio n to the C o llege’sc ha nging needsa nd yo ur o w n a b ility. Any suc h a m endm entsw ill b e disc ussed a nd a greed w ith yo u b ef o r e b eingm a de.
D) EM PLOYEE TRAIN IN G
At the c o m m enc em ent o f yo ur em p lo ym ent yo u w ill rec eive tr a ining fo r yo ur sp ec ific jo b ,a nd a syo ur em p lo ym ent p r o gressesyo ur skillsm a y b e ex tended to enc o m p a ssnew jo b a c tivitiesw ithinthe C o llege.
E) PERFO RM AN C E AN D REVIEW
The C o llege’s p o lic y is to m o nito r yo ur w o rk p er f o r m a nc e o n a c o ntinuo us b a sis so tha t yo urstrengthsc a n b e m a x im ised,a nd yo u c a n b e help ed to o ver c o m e a ny p o ssib le w ea knesses.
F) APPRAISAL
Ap p r a isa l interview sm a y b e held o n a n a nnua l b a sisto a llo w the C o llege to f o r m a lly a p p r a ise yo urp er f o r m a nc e.
G) JO B FLEXIBILITY
To a ssistin m a inta ining the high sta nda rdso f the C o llege yo u w ill b e required w henever nec essa ry,to tr a nsfer to a lterna tive dep a r tm ents o r duties w ithin the C o llege tha t yo u m a y b e rea so na b lyex p ec ted to underta ke a nd w hic h a re w ithin yo ur level o f skill/c o m p etenc y. During ho lida y p erio ds,etc . itm a y b e nec essa ry f o r yo u to ta ke o ver so m e dutiesno rm a lly p er f o r m ed b y c o llea gues. Thisflex ib ility isessentia l a sthe typ e a nd vo lum e o f w o r k isa lw a yssub jec tto c ha nge,a nd ita llo w stheC o llege to o p er a te ef fic iently a nd ga in m a x im um p o tentia l f r o m a ll em p lo yees.
H) M O BILITY
Altho ugh yo u a r e usua lly em p lo yed a to ne p a rtic ula r lo c a tio n,itisa requirem ento f yo urem p lo ym entw ith the c o llege tha tyo u m a y b e required to w o rk a ta ny o ther C o llege p r em isesin Ox f o r d. Thism o b ility isessentia l to the sm o o th running o f the C o llege.
I) C O LLEC TIVE AGREEM EN TS
There a re no c o llec tive a greem entsfo rm ing a ny p a r to f yo ur term sa nd c o nditio nso f em p lo ym ent.
Issue 36
W AGES AN D SALARIES,ETC .
A) ADM IN ISTRATIO N
1. Pa ym ent
a . Fo r ho ur ly p a id sta f f, the r a te o f p a y f o r a no rm a l w o rking w eek is a nnua lised a nd o netw elfth o f the a nnua lised a m o unt is p a id o n the six teenth da y o f ea c h c a lenda r m o nthto gether w ith p a ym ent fo r a ny o vertim e ho ursw o rked up to the m o nthly c ut o f f da te,a ssep a r a tely a dvised.
b . Fo r sa la ried sta f f the p a y p er io d isthe c a lenda r m o nth. Sa la riesa r e p a id o n the six teenthda y o f ea c h c a lenda r m o nth.
c . Yo u w ill r ec eive a p a yslip sho w ing ho w the to ta l a m o unto f yo ur p a y ha sb een c a lc ula ted. Itw ill a lso sho w the deduc tio ns w hic h ha ve b een m a de a nd the rea so ns fo r them , e.g.Inc o m e Ta x ,N a tio na l Insur a nc e,etc .
d. Any a djustm ents fo r o ver a nd under p a ym ents w ill b e m a de in the fo llo w ing m o nth’sw a ge/sa la r y p a ym ent.
e. Any p a y queriesw hic h yo u m a y ha ve sho uld b e r a ised w ith the Bursa ry.
2. Over p a ym ents
If yo u a re o ver p a id fo r a ny r ea so n,the to ta l a m o unt o f the o ver p a ym ent w ill no rm a lly b ededuc ted fr o m yo ur nex tp a ym entb utif thisw o uld c a use ha rdship ,a r r a ngem entsm a y b em a de fo r the o ver p a ym entto b e rec o vered o ver a lo nger p erio d.
3. Inc o m e Ta x a nd N a tio na l Insur a nc e
Atthe end o f ea c h ta x yea r yo u w ill b e given a f o rm P60 sho w ing the to ta l p a y yo u ha verec eived fr o m us during tha t yea r a nd the a m o unt o f deduc tio ns fo r Inc o m e Ta x a ndN a tio na l Insur a nc e. Yo u m a y a lso b e given a f o rm P11D sho w ing no n-sa la r y b enefits. Yo usho uld keep these do c um entsin a sa fe p la c e a syo u m a y need to p r o duc e them fo r ta xp ur p o ses.
B) LATEN ESS/ABSEN TEEISM
1. Yo u m ust a ttend fo r w o rk p unc tua lly a t the sp ec ified tim e(s) a nd yo u a re c o ntr a c tua lly o b liged toc o m p ly w ith a ny tim e rec o rding p r o c eduresrela ting to yo ur a r ea o f w o rk.
2. All a b senc esm ustb e no tified in a c c o rda nc e w ith the sic knessrep o r ting p r o c eduresla id do w n inthisSta f f Ha ndb o o k.
3. If yo u a r r ive f o r w o rk m o re tha n o ne ho ur la te w itho utha ving p revio usly no tified the C o llege,o thera r r a ngem entsm a y ha ve b een m a de to c o ver yo ur dutiesa nd the c o llege reservesthe rightto sendyo u ho m e f o r the rem a inder o f the shift/da y w itho utp a y.
4. Persistent La teness o r a b senc e m a y result in disc ip lina ry a c tio n b y the c o llege a nd/o r lo ss o fa p p r o p r ia te p a ym ent.
Issue 37
C ) M ATERN ITY/PATERN ITY LEAVE AN D PAY
Yo u a re entitled to m a ternity, p a ternity a nd a do p tio n lea ve a nd p a y in line w ith the universityp r o visio ns. If yo u (o r yo ur Pa rtner ) b ec o m e p regna nt o r yo u a re m a tc hed w ith a c hild yo u sho uldno tify yo ur Hea d o f Dep a rtm ent / Line M a na ger / Sup erviso r a t a n ea r ly sta ge so tha t yo urentitlem entsa nd o b liga tio nsc a n b e ex p la ined to yo u.
D) PAREN TALLEAVE
If yo u a re entitled to ta ke p a r enta l lea ve in resp ec t o f the c ur rent sta tuto ry p r o visio ns,yo u sho ulddisc ussyo ur needsw ith yo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r so tha tthe m a tterc a n b e refer r ed to the Do m estic Bursa r,w ho w ill identify yo ur entitlem entsa nd lo o k a tthe p r o p o sedlea ve p erio dsdep endentup o n yo ur c hild’s/c hildren’sp a r tic ula r c ir c um sta nc esa nd the o p er a tio na la sp ec tso f the C o llege.
E) TIM E OFF FOR DEPEN DAN TS
Yo u m a y b e entitled to ta ke a rea so na b le a m o unt o f unp a id tim e o f f during w o r king ho ursto ta kea c tio n w hic h is nec essa ry to p r o vide help to yo ur dep enda nts. Sho uld this b e nec essa ry yo usho uld disc ussyo ur situa tio n w ith yo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r w ho w illrefer the m a tter to the Do m estic Bursa r,w ho ,if a p p r o p r ia te,w ill a gree the nec essa ry tim e o f f .
F) W O RKIN G TIM E REGULATION S
The W o rking Tim e Regula tio ns 1998, w hic h c a m e into f o r c e o n 1st
Oc to b er 1998, inc ludep r o visio nstha t:
1. yo u a re entitled to a da ily in-w o rk restb r ea k o f 20 m inutesif yo ur da ily w o r king tim e ism o re tha n 6ho urs(f o r m em b erso f sta f f under 18 yea rso f a ge,the entitlem ent isto a 30 m inute in-w o rk r estb rea k if da ily w o r king tim e ism o re tha n 4½ ho urs.)
2. yo ur ho ursa re a sp ub lished o n the w eekly r o ta .(IF YOUR EM PLOYM EN T IN VO LVES SHIFT W O RK)yo u a re entitled to a da ily r est p erio d o f 11 c o nsec utive ho urs b etw een ea c h w o r king da y (f o rm em b erso f sta f f under 18 yea rso f a ge,the entitlem entisto a 12 ho ur da ily r estp erio d in ea c h 24ho ur p erio d.)
3. yo u a re entitled to a w eekly restp erio d o f 24 ho ursin ea c h 7 da y p erio d w hic h m a y b e a ver a gedo ver a tw o w eek p erio d i.e. tw o da ys’ r esto ver a f o r tnight(f o r m em b erso f sta f f under 18 yea rso fa ge,the entitlem entisto tw o da ys’ r estin ea c h w eek w hic h c a nno tb e a ver a ged.)
4. Yo ur ho urso f w o r k a re a sp er yo ur sta tem ento f m a in term so f em p lo ym ent. Yo ur a ver a ge w o rkingtim e sho uld no t ex c eed 48 ho ursa w eek,no rm a lly a ver a ged o ver a 17 w eek p erio d,unlessyo uha ve signed a n a greem entto o p to uto f thislim it. (There a re no sep a r a te rulesfo r m em b erso f sta f funder 18 yea rso f a ge.)
The C o llege b elievestha tyo ur ho urso f w o r k w ill c o m p ly w ith these p r o visio ns,b utif a ta ny tim e yo uthink this m a y no t b e the c a se yo u sho uld im m edia tely a dvise yo ur Hea d o f Dep a r tm ent / LineM a na ger / Sup erviso r .
Issue 38
HOLIDAY EN TITLEM EN T AN D C ON DITION S
A) AN N UALHO LIDAYS
1. Yo ur a nnua l ho lida y entitlem entissho w n in yo ur individua l sta tem ento f m a in term so f em p lo ym ent(f o rm SM T).
2. It is the C o llege’s p o lic y to enc o ur a ge yo u to ta ke a ll o f yo ur ho lida y entitlem ent in the c ur rentho lida y yea r . Sho uld the need to c a r r y o ver ho lida y a rise yo u m a y o nly do so w here sta tuto rilyentitled o r in ex c ep tio na l c ir c um sta nc es o nly, a nd w ith the p rio r p erm issio n o f yo ur Dep a rtm entHea d yo u m a y c a r r y f o r w a rd a ny a nnua l ho lida y in ex c esso f the sta tuto ry a nnua l ho lida y. If yo u c a n’tta ke a ll o f yo ur lea ve entitlem ent b ec a use yo u a re a lr ea dy o n a different typ e o f lea ve (e.g. sic k,m a ternity o r p a r enta l lea ve),yo u m a y c a r r y o ver so m e o r a ll o f yo ur unta ken lea ve into the nex tlea veyea r .
3. Yo u sho uld c o m p lete f o rm HR fo r a ll ho lida y requests a nd ha ve it signed b y yo ur Hea d o fDep a r tm ent/ Line M a na ger / Sup erviso r b ef o r e m a king a ny firm ho lida y a r r a ngem ents.
4. Ho lida y requestsw ill o nly b e c o nsidered if yo u p resentthem o n f o rm HR a nd a greed ho lida y da tesw ill b e a llo c a ted o n a "first c o m e - first served" b a sis to ensure tha t o p er a tio na l ef fic ienc y a ndm inim um sta f fing levelsa re m a inta ined thr o ugho utthe yea r .
5. Yo u sho uld give a tlea sto ne m o nth’sno tic e o f yo ur intentio n to ta ke ho lida ysa nd o ne w eek’sno tic eisrequired fo r o dd single da ys.
6. Yo ur ho lida y p a y w ill b e a tyo ur no rm a l b a sic p a y unlesssho w n o therw ise o n yo ur sta tem ento f m a interm s(Fo rm SM T).
7. In the evento f the term ina tio n o f yo ur em p lo ym enta ny ho lida ysa c c rued b utno tta ken w ill b e p a idfo r . Ho w ever,in the evento f yo u ha ving ta ken ho lida ysin the c ur r entho lida y yea r,w hic h ha ve no tb een a c c r ued p r o - r a ta , then the a p p r o p r ia te p a ym ents w ill b e deduc ted fr o m yo ur fina lw a ges/sa la r y. Thisisa n ex p r essw ritten term o f yo ur c o ntr a c to f em p lo ym ent.
B) PUBLIC /BAN K HO LIDAYS
Yo ur entitlem ent to p ub lic /b a nk ho lida ys is sho w n in yo ur individua l sta tem ent o f m a in term s o fem p lo ym ent(f o rm SM T).
If yo u a re required to w o r k o n a p ub lic /b a nk ho lida y,yo u m a y ta ke o ne da y o f f in lieu. The da tew hen the da y o f f in lieu isto b e ta ken isto b e m utua lly a greed w ith yo ur Hea d o f Dep a rtm ent/ LineM a na ger / Sup erviso r .
Issue 39
HOLIDAY REQUEST Fo rm HR
Em p lo yee: _______________________________ Dep t: __________________________
Ho lida y Yea r : ____________________________EN TITLEM EN TIN C URREN T
Ho lida y Entitlem entin full yea rs________ da ys YEAR _________ da ys
FOR C O M PLETIO N BY EM PLO YEE FOR M AN AGEM EN T USE ON LY
FRO M -TO N UM BERO F DAYS
SIGN ED HO LIDAYAPPRO VED
HO LIDAYREFUSED
IF APPRO VED
DAYSTAKEN
DAYSSTILLDUE
FO R O FFIC E USE O N LYABSEN C E C ARDC O M PLETED (p lea se tic k)
Issue 310
SIC KN ESS/IN JURY PAYM EN TS AN D C ON DITION S
A) N O TIFIC ATION OF IN C APAC ITY FO R W O RK
1. Yo u m ustno tify the C o llege b y telep ho ne a tthe ea r liestp o ssib le o p p o r tunity a nd no la ter tha n o neho ur a fter yo ur no rm a l sta r ting tim e o n the first da y o f inc a p a c ity. N o tific a tio n sho uld b e m a dep erso na lly (o r if yo u a re una b le to do so ,then b y a rela tive,neighb o ur o r f r iend) to yo ur Hea d o fDep a r tm ent/ Line M a na ger / Sup erviso r o r,if no ta va ila b le,to the Do m estic Bursa r .
2. Yo u sho uld try to give so m e indic a tio n o f yo ur ex p ec ted return da te a nd no tify us a s so o n a sp o ssib le if this da te c ha nges. The no tific a tio n p r o c edures sho uld b e f o llo w ed o n ea c h da y o fa b senc e unlessyo u a r e c o vered b y a do c to r ’sm edic a l c er tific a te.
3. If yo ur inc a p a c ity ex tendsto m o re tha n seven da ysyo u a re r equired to no tify the C o llege o f yo urc o ntinued inc a p a c ity o nc e a w eek therea fter,unlesso therw ise a greed.
B) EVIDEN C E OF IN C APAC ITY
1. Do c to rs’ c er tific a tesa re no t issued fo r sho rt-term inc a p a c ity. In these c a seso f inc a p a c ity (up toa nd inc luding seven c a lenda r da ys) yo u m ustsign a self- c ertific a tio n a b senc e f o rm o n yo ur return tow o rk.
2. If yo ur sic knessha sb een (o r yo u kno w tha titw ill b e) f o r lo nger tha n seven da ys(w hether o r no tthey a re w o rking da ys) yo u sho uld see yo ur do c to r a nd m a ke sure he/she givesyo u a m edic a lc ertific a te a nd fo r w a rd thisto the C o llege w itho utdela y. Sub sequently yo u m ustsup p ly the C o llegew ith c o nsec utive do c to r 'sm edic a l c er tific a testo c o ver the w ho le o f yo ur a b senc e.
C ) PAYM EN TS
1. Yo u a re entitled to sta tuto ry sic k p a y (SSP) if yo u a re a b sentb ec a use o f sic knesso r injury p r o videdyo u m eet the c riteria in the c ur rent SSP regula tio ns. W hen yo u a re a b sent fo r f o ur o r m o r ec o nsec utive da ysyo u w ill b e p a id SSP b y the C o llege if yo u a re eligib le. Thisistrea ted like w a gesa nd issub jec tto no rm a l deduc tio ns.
2. Qua lifying da ysa re the o nly da ysfo r w hic h yo u a r e entitled to SSP. These da ysa re no rm a lly yo urw o rking da ysunlesso therw ise no tified to yo u. The firstthree qua lifying da yso f a b senc e a re w a itingda ysfo r w hic h SSP isno t p a ya b le. W here a sec o nd o r sub sequent p erio d o f inc a p a c ity (o f f o urda yso r m o re) o c c ursw ithin 56 da yso f a p r evio usp erio d o f inc a p a c ity,w a iting da ysa re no tserveda ga in.
3. Any c o ntr a c tua l sic kness/injury p a ym entsa re sho w n in yo ur individua l sta tem ent o f m a in term so fem p lo ym ent(f o rm SM T).
4. Any da yso f c o ntr a c tua l sic kness/injury p a ym entsw hic h qua lify f o r SSP w ill b e o f fset a ga instSSPo n a da y to da y b a sis. An o f fset w ill b e m a de fo r a ny o ther sta te b enefits rec eived if yo u a reex c luded o r tr a nsfer r ed fr o m SSP.
5. If yo u a re entitled to a ny c o ntr a c tua l p a ym entsin ex c esso f SSP a nd yo ur entitlem entex p ires,full o rp a r t p a ym entm a y b e a llo w ed a tthe disc retio n o f the C o llege w here itisc o nsidered tha tthere a resp ec ia l c ir c um sta nc esw a r r a nting it.
6. W here the c ir c um sta nc eso f yo ur inc a p a c ity a r e suc h tha tyo u rec eive o r a r e a w a rded a ny sum b yw a y o f c o m p ensa tio n o r da m a gesin resp ec to f the inc a p a c ity f r o m a third p a r ty,then a ny p a ym entsw hic h the C o llege m a y ha ve m a de to yo u b ec a use o f the a b senc e (inc luding SSP) sha ll b e rep a idb y yo u to the C o llege up to a n a m o untno tex c eeding the a m o unto f the c o m p ensa tio n o r da m a gesp a id b y the third p a r ty.
Issue 311
D) RETURN TO W ORK
1. Yo u sho uld no tify yo ur Hea d o f Dep a rtm ent/ Line M a na ger / Sup erviso r a sso o n a syo u kno w o nw hic h da y yo u w ill b e returning to w o r k,if thisdiffersfr o m a da te o f r eturn p revio usly no tified.
2. If yo u ha ve b een suffering f r o m a n infec tio uso r c o nta gio usdisea se o r illnesssuc h a srub ella o rhep a titisyo u m ustno trep o r tf o r w o rk w itho utc lea r a nc e f r o m yo ur o w n do c to r .
3. On return to w o rk a fter a ny p erio d o f sic kness/injury a b senc e (inc luding a b senc e c o vered b y am edic a l c er tific a te),yo u a re a lso required to c o m p lete a self- c ertific a tio n a b senc e f o r m a nd ha ndthisto yo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r .
4. Up o n returning to w o r k yo u m a y b e interview ed b y yo ur Hea d o f Dep a rtm ent / Line M a na ger /Sup erviso r f o r the p ur p o seso f a sc erta ining yo ur w ell-b eing.
E) GEN ERAL
1. Sub m issio n o f a m edic a l c ertific a te o r sic knessself- c ertific a tio n a b senc e f o r m ,a ltho ugh giving theC o llege the rea so n f o r yo ur a b senc e, m a y no t a lw a ys b e rega rded b y the C o llege a s suffic ientjustific a tio n f o r a c c ep ting yo ur a b senc e. Sic knessisjusto ne o f a num b er o f r ea so nsfo r a b senc ea nd a ltho ugh itisundersta nda b le tha tif yo u a re sic k yo u m a y need tim e o f f,c o ntinua l o r r ep ea teda b senc e thr o ugh sic knessm a y no tb e a c c ep ta b le to the C o llege.
2. In determ ining w hether the a b senc e is a c c ep ta b le o r no t the C o llege w ill ta ke into a c c o unt therea so nsa nd ex tento f a ll yo ur a b senc es,inc luding a ny a b senc e c a used b y sic kness. The C o llegem ustrun a ssm o o thly a nd ef fec tively a sp o ssib le a ssuc h itc a nno to p er a te w ith a n ex c essive levelo f a b senc e
3. The C o llege rega rdsno n genuine a b senc e a sa serio usm a tter a nd itm a y resultin disc ip lina ry a c tio nb eing ta ken.
4. If itisc o nsidered nec essa ry,yo u m a y b e a sked to give yo ur p erm issio n f o r the C o llege to c o nta c tyo ur do c to r o r f o r yo u to b e indep endently m edic a lly ex a m ined.
Issue 312
SIC KN ESS SELF-C ERTIFIC ATIO N ABSEN C E Fo rm SC A
Thisfo r m sho uld b e c o m p leted o n yo ur r eturn to w o r k f o llo w ing a ny p erio d o f sic kness.
If yo u a re returning to w o r k a fter a p erio d o f sic knesso f m o re tha n 7 c a lenda r da ysa m edic a l c er tific a te o rc er tific a tessho uld a lrea dy ha ve b een p r o vided to c o ver the p erio d o f a b senc e in ex c esso f these firstsevenda ys.
N AM E:
Da teso f sic knessFROM (Inc luding no n-w o rking da ys) TO
________________________ a m /p m ________________________ a m /p m________________________ da y ________________________ da y________________________ da te ________________________ da te
Da teso f a b senc eFRO M TO
________________________ a m /p m ________________________ a m /p m________________________ da y ________________________ da y________________________ da te ________________________ da te
Deta ilso f sic knesso r injury
Did yo u c o nsulta Do c to r? YES/N O. If YES p lea se give deta ilso f: Do c to r 'sna m e,a ddress,da te o fvisit,trea tm entrec eived a nd a ny c ur renttrea tm ent. If N O p lea se sta te w hy no t.
Dec la r a tio n
Ic ertify tha tIw a sinc a p a b le o f w o r k b ec a use o f m y sic kness/injury o n the da tessho w n a b o ve a ndtha tthisinfo r m a tio n istrue a nd a c c ur a te.
Ia c kno w ledge tha tf a lse info rm a tio n w ill resultin disc ip lina ry a c tio n.
Ihereb y give m y em p lo yer p er m issio n to verify the a b o ve info r m a tio n.
Signed _________________________ Ac kno w ledged ____________________________(em p lo yee) (f o r em p lo yer )
Da te __________________________
Issue 313
OTHER BEN EFITS
A) PEN SIO N SC HEM E
The C o llege p a r tic ip a tes in tw o c o ntrib uto ry p ensio n sc hem es,the Universities Sup er a nnua tio nSc hem e (USS) w hic h is p rim a rily f o r a c a dem ic em p lo yees, a nd the University O f O x f o rd Sta f fPensio n Sc hem e (O SPS) w hic h is p rim a rily f o r a dm inistr a tive a nd do m estic em p lo yees. Bo thsc hem esa re defined b enefitsc hem esw here b enefitsa re p r o vided o n the b a siso f length o f servic ea nd p ensio na b le sa la r y.
Yo u w ill b e a uto m a tic a lly enr o lled into the a p p r o p r ia te sc hem e unless yo u sp ec ific a lly elec t, inw riting,no tto jo in. Deta ilso f the sc hem esa re a va ila b le f r o m the Fina nc e O ffic er .
B) M EALS
Yo u a r e entitled to ha ve a m ea l FREE OF C HARGE w hilsto n duty w hen the kitc hen iso p en p r o videdyo u a re o n duty b o th b ef o r e a nd a fter the releva ntm ea l tim e.
C ) BUS PASS SC HEM E
Yo u a re a b le to a p p ly f o r a n a nnua l sea so n tic ket fo r tr a vel o n p ub lic b uses. The c o st o f thisisno rm a lly rep a id to the C o llege b y the deduc tio n o f o ne tw elfth o f the c o st o f the p a ssfr o m ea c hm o nthly w a ge/sa la r y p a ym ent. Further deta ils a r e a va ila b le f r o m the Bursa ry. If yo u lea ve theem p lo ym ent o f the C o llege the o utsta nding tic ket m ust b e returned o r the c o st w ill b e deduc tedfr o m yo ur fina l w a ge/sa la r y. Thisisa n ex p r essw ritten term o f yo ur c o ntr a c to f em p lo ym ent.
D) PARKIN G
Altho ugh c erta in m em b erso f sta f f m a y b e a b le to p a r k a tthe Flo rey Building if a nd w hen sp a c e isa va ila b le,itisno ta c o ntr a c tua l righta nd the c o llege reserve the rightto w ithdr a w thisp rivilege w hererequired.
E) HOLIDAYS
In a dditio n to the no rm a l ho lida y entitlem ent p r o vided b y the c o llege in rec o gnitio n o f their servic elo ng serving m em b erso f sta f f w ill a lso rec eive a dditio na l ho lida ysa slisted b elo w :-
10-15 yea rsservic e - o ne ex tr a da y15-20 yea rsservic e - tw o ex tr a da ysOver 20 yea rs- three ex tr a da ys
F) C O LLEGE BO RRO W IN G
Sho uld m em b erso f sta f f in diffic ultc ir c um sta nc esneed to lo a n m o ney f r o m the c o llege thism a y b edisc ussed w ith the Do m estic Bursa r . Sho uld yo u r equire a n a p p o intm ent to disc uss this p lea sem a ke a n a p p o intm entw ith the Do m estic Bursa r ’ssec r eta r y.
Issue 314
SAFEGUARDS
A) RIGHTS OF SEARC H
1. Altho ugh the C o llege do esno tha ve the c o ntr a c tua l rightto c a r r y o utsea r c heso f em p lo yeesa ndtheir p r o p er ty (inc luding vehic les) w hilstthey a re o n C o llege p rem ises,yo u a r e a sked to a ssistin thism a tter sho uld itb e felttha tsuc h a sea r c h isnec essa ry.
2. The C o llege reservesthe rightto c a ll in the p o lic e a ta ny sta ge.
B) C O N FIDEN TIALITY
1. All inf o rm a tio n tha t:-
a . is o r ha s b een a c quired b y yo u during, o r in the c o urse o f yo ur em p lo ym ent, o r ha so therw ise b een a c quired b y yo u in c o nfidenc e,
b . rela tesp a r tic ula r ly to the a f f a irso f the C o llege,Fello w s,students,sta f f o r visito rs,o r tha to fo ther p erso nso r b o diesw ith w ho m the C o llege ha sdea lingso f a ny so r t,a nd
c . ha sno tb een m a de p ub lic b y,o r w ith the C o llege’sa utho rity,
sha ll b e c o nfidentia l,a nd (sa ve in the c o urse o f C o llege b usinesso r a srequired b y la w ) yo u sha llno t a t a ny tim e, w hether b ef o r e o r a fter the term ina tio n o f yo ur em p lo ym ent, disc lo se suc hinfo rm a tio n to a ny p erso n w itho utthe w ritten c o nsento f the C o llege.
2. Yo u a re to ex er c ise rea so na b le c a r e to keep sa fe a ll do c um enta ry o r o ther m a teria l c o nta iningc o nfidentia l inf o rm a tio n,a nd sha ll a tthe tim e o f term ina tio n o f yo ur em p lo ym entw ith the C o llege,o ra ta ny o ther tim e up o n dem a nd,return to the C o llege a ny suc h m a teria l in yo ur p o ssessio n.
C ) C O PYRIGHT
All w ritten m a teria l, w hether held o n p a p er, elec tr o nic a lly o r m a gnetic a lly w hic h w a s m a de o ra c quired b y yo u during the c o urse o f yo ur em p lo ym ent w ith the C o llege,is the p r o p erty o f theC o llege a nd the C o llege’s c o p yright. At the tim e o f term ina tio n o f yo ur em p lo ym ent w ith theC o llege,o r a ta ny o ther tim e up o n dem a nd,yo u sha ll r eturn to the C o llege a ny suc h m a teria l in yo urp o ssessio n.
D) STATEM EN TS TO THE M EDIA
Any sta tem entsto rep o r tersf r o m new sp a p ers,r a dio ,televisio n,etc . in rela tio n to the C o llege w ill b egiven o nly b y the Pr o vo sto r Fello w so f the C o llege.
E) IN VEN TIO N S/DISC O VERIES
An inventio n o r disc o very m a de b y yo u w ill no rm a lly b elo ng to yo u. Ho w ever, a n inventio n o rdisc o very m a de b y yo u w ill b ec o m e the p r o p er ty o f the C o llege if itw a sm a de:-
a . in the c o urse o f yo ur no rm a l duties under suc h c ir c um sta nc es tha t a n inventio n m ightrea so na b ly b e ex p ec ted to resultf r o m tho se duties;
b . o utside the c o urse o f yo ur no rm a l duties,b ut during dutiessp ec ific a lly a ssigned to yo u,w hen a n inventio n m ightrea so na b ly b e ex p ec ted to resultf r o m these;
c . during the c o urse o f a ny o f yo ur duties a nd a t the tim e yo u ha d a sp ec ia l o b liga tio n tofurther the interestso f the C o llege a rising fr o m the na ture o f tho se dutiesa nd yo ur p a r tic ula rr esp o nsib ilities.
Issue 315
F) C O M PUTER SYSTEM S
The Queen’s C o llege ha s sub sc rib ed to the guidelines rega rding c o m p uting a nd netw o rk rules,etiquette a nd sec urity, p r o duc ed b y the University C o m p uting Servic e o n b eha lf o f O x f o r dUniversity. Yo u m ust a b ide b y these guidelines. Sta tem ents refer red to c a n b e f o und a t thefo llo w ing a ddresso n the University site o f the w o r ld w ide w eb ,the a ddresso f w hic h is:-
http ://w w w . o x .a c .uk/it/rules/
G) VIRUS PROTEC TIO N PRO C EDURES
In o rder to p r event the intr o duc tio n o f virus c o nta m ina tio n into the so ftw a re system the fo llo w ingm ustb e o b served:-
a . Una utho rised so ftw a re inc luding p ub lic do m a in so ftw a r e, m a ga z ine c o ver disks/C Ds o rInternet/W o r ld W ide W eb do w nlo a dsm ustno tb e used.
b . All so ftw a re to b e a utho rised b y the C o llege IT O ffic e BEFORE insta lla tio n.
H) IN TERN ET/E-M AIL
The use o f the Internet/E-M a il isfo r C o llege p ur p o seso nly. Fa ilure to c o m p ly w ith thisrequirem entw ill resultin disc ip lina ry a c tio n b eing ta ken.
a . yo u m a y o nly do w nlo a d m a teria l o r visitw eb sitestha ta re a p p r o p r ia te f o r yo ur da ily w o r k.
b . yo u m ust no t visit p o rno gr a p hic ,ga m b ling,ter r o r ist a c tivity,illega l m usic do w nlo a d,illega lm o vie do w nlo a d w eb sites.
c . yo u m ustno tdo w nlo a d,c o p y o r distrib ute m a teria l tha tm a y c o ntr a vene c o p yrightla w .
d. yo u m ustno ta ttem p tto c ir c um ventc o m p uter o r netw o rk sec urity m ea sureso r p er f o r m a nya c tivity tha tw o uld p utthe C o llege netw o rk a tthrea t– e.g. p o r tsc a nning,p a c ketsniffing f o rp a ssw o rdso r o ther sensitive da ta .
e. yo u m ustno tc o nnec ta ny p erso na lly o w ned devic e to a ny C o llege equip m ento r netw o rkw itho utw ritten p erm issio n f r o m the IT O ffic e AN D the Do m estic Bursa r ’sO ffic e.
f. yo u m ustno tuse C o llege c o m p uter equip m ent,netw o rk,so ftw a re o r o ther IT servic estorun yo ur o w n b usiness.
Issue 316
I) E-M AIL
There a re a num b er o f lega l p o intsw hic h a rise fr o m the use o f E- M a il,b o th interna lly w ithin theC o llege a nd ex terna lly o ver the Internet. To p r o tec t yo ur o w n a nd the C o llege’sinterest,p lea sem a ke sure yo u a p p ly the fo llo w ing :-
YOU M UST N O T
1. Resp o nd to "Junk M a il" o r give w a rningsto new E-M a il viruses.
2. Fo rw a rd o r r esp o nd to c ha in letter -typ e E-M a il.
3. M a ke c o m m ent, o r sta tem ents w hic h c o uld in a ny w a y b e c o ntrived to b e defa m a to r y ho w everinno c entyo u c o nsider them to b e.
4. Inc lude a ny info rm a tio n in yo ur E- M a il w hic h isp r o tec ted b y c o p yrighti.e. itisc o p ied o r p ub lishedw itho utthe c o nsento f the a utho r .
5. Initia te o r f o rw a rd a n E-M a il w hic h c o nta inso b sc ene o r p o r no gr a p hic m a teria l.
6. Initia te o r f o r w a rd E-M a il w hic h c o uld b e c o nsidered to c o nstitute a n a c t o f Ha r a ssm ent o r b edisc rim ina to r y. There a re a num b er o f la w sw hic h p r o hib itdisc rim ina tio n o n the gr o und o f sex ,r a c ea nd disa b ility.
7. Disc lo se info rm a tio n w hic h isp r o tec ted b y em b a rgo o r c o uld in a ny w a y b e c o nsidered c o nfidentia lto the C o llege a nd/o r the em p lo yees.
8. M a ke a ny sta tem entsvia E-M a il w hic h intentio na lly o r unintentio na lly c rea te a b inding c o ntr a c t o rm a ke negligentsta tem ents.
The C o llege ha sthe rightto o p en a ny E-M a il file.
Fa ilure to c o m p ly w ith the a b o ve p o lic y m a y resultin disc ip lina ry a c tio n tha tm a y lea d to dism issa l.
Issue 317
J) DATA PROTEC TION
The Da ta Pr o tec tio n Ac tisp rim a rily intended to p r o tec tindividua lsa ga instp o ssib le m isuse o f info rm a tio na b o ut them p r o c essed b y c o m p uter a nd to reduc e the threa t to individua l p riva c y p resented b y thew idesp rea d use o f a uto m a tic da ta p r o c essing equip m ent. Itisthe p o lic y o f the C o llege to ensure tha ta llm em b erso f the C o llege a nd itssta ff a re a w a re o f da ta p r o tec tio n requirem entsa nd their o w n individua lresp o nsib ilities. The p r o c essing o f p erso na l da ta isgo verned b y eight p rinc ip lesw hic h require tha t a llp erso na l da ta m ust: -
a . b e p r o c essed fa ir ly a nd la w fullyb . b e o b ta ined o nly fo r sp ec ified a nd la w ful p ur p o ses,a nd w ill no tb e p r o c essed in a ny m a nner
inc o m p a tib le w ith tho se p ur p o sesc . b e a dequa te,releva nta nd no tex c essive in rela tio n to the p ur p o se fo r w hic h itisp r o c essedd. b e a c c ur a te a nd,w here nec essa ry,kep tup to da tee. b e kep tfo r no lo nger tha n isnec essa ry fo r the p ur p o se fo r whic h itisp r o c essedf . b e p r o c essed in a c c o rda nc e w ith the lega l rightso f da ta sub jec tsg. b e sub jec t to a p p r o p ria te tec hnic a l a nd o rga nisa tio na l m ea sures to p r o tec t a ga inst
una utho rised o r unla w ful p r o c essing,a c c identa l lo ss,destruc tio n o r da m a geh. no tb e tr a nsfer red to a c o untry o r ter rito ry o utside the Eur o p ea n Ec o no m ic a rea (EEA) unless
the c o untry o r ter rito ry ensuresa n a dequa te level o f da ta p r o tec tio n.
Yo u w ill b e ex p ec ted to a ssistthe C o llege to c o m p ly w ith itso b liga tio nsunder the Da ta P r o tec tio nAc tw hen dea ling w ith a ll da ta ,inc luding m a nua l da ta a nd c o m p uterised da ta .
Yo u m usto nly a c c ess,va ry,er a se,c o p y,o r m a ke use o f a ny info rm a tio n in the C o llege’srec o rdsfo rthe p r o p er disc ha rge o f yo ur dutieso f em p lo ym enta nd to the ex tenttha tyo u a re a utho rised to doso . Yo u m ustno ta c c ess,va ry,er a se,c o p y,o r use a ny info rm a tio n in the C o llege’srec o rdsin suc ha w a y a sto p la c e the C o llege in b rea c h o f itslega l o b liga tio nsunder the Ac t. Any f a ilur e to a b ide b ythisp r o visio n m a y resultin disc ip lina ry a c tio n.
Issue 318
K) PERSO N ALIN FORM ATION
Yo u a re a sked to a gree tha tp erso na l da ta (o ther tha n sensitive p erso na l da ta ) rela ting to yo u a nd toyo ur em p lo ym entw ith the C o llege m a y,to the ex tenttha titisrea so na b ly nec essa ry in c o nnec tio nw ith yo ur em p lo ym ento r the a c tivitieso f the C o llege
a . b e c o llec ted a nd held (in ha rd c o p y a nd c o m p uter - rea da b le f o rm ) a nd p r o c essed b y theC o llege; a nd
b . b e disc lo sed o r tr a nsfer red to :
o ther m em b erso f sta f f o f the C o llege;
a ny o ther p erso nsa sm a y b e rea so na b ly nec essa ry a tthe disc retio n o f theDo m estic Bursa r ;
a so therw ise required o r p er m itted b y la w .
Yo u a gree tha tthe C o llege m a y p r o c esssensitive p erso na l da ta rela ting to yo u,inc luding m edic a ldeta ilsa nd deta ilso f gender,r a c e a nd ethnic o rigin. Perso na l da ta r ela ting to gender,r a c e a ndethnic o rigin w ill b e p r o c essed b y the C o llege o nly f o r the p ur p o se o f m o nito ring the C o llege'sequa lo p p o r tunity p o lic y w ith a view to ena b ling equa l o p p o r tunity to b e p r o m o ted a nd m a inta ined. Yo ua gree tha tthe C o llege m a y disc lo se o r tr a nsfer suc h sensitive p erso na l da ta to o ther p erso nsif itisrequired o r p erm itted b y la w to do so o r,in the c a se o f p erso na l da ta rela ting to gender,r a c e o rethnic o rigin, fo r the p ur p o se o f m o nito ring, o r ena b ling the m o nito ring o f, the C o llege's equa lo p p o r tunity p o lic y.
Yo ur c o nsentto the tr a nsfer a nd disc lo sure o f p erso na l da ta a sseto uta b o ve sha ll a p p ly rega rdlesso f the c o untry o r r esidenc e o f the p erso n to w ho m the da ta is to b e tr a nsfer red. W here thedisc lo sure o r tr a nsfer isto a p erso n residento utside the Eur o p ea n Ec o no m ic Area ,the C o llege sha llta ke rea so na b le step sto ensure tha tyo ur rightsa nd freedo m sin rela tio n to the p r o c essing o f thereleva ntp erso na l da ta a r e a dequa tely p r o tec ted.
Ex c ep tin rela tio n to the c o nduc to f a c tivitiesto w hic h yo u a re giving yo ur c o nsentto the ex tentseto ut a b o ve, this do es no t a f fec t a ny rights w hic h yo u ha ve in la w in rela tio n to the c o llec tio n,p r o c essing o r tr a nsfer o f p erso na l da ta r ela ting to yo u.
L) AC C ESS TO PERSON ALFILES
All m em b erso f sta f f a r e entitled to ha ve a c c essto c er ta in info rm a tio n tha tisheld a b o utthem b y theC o llege a nd a ny requestsfo r suc h a c c essw ill b e dea lt w ith p r o m p tly a nd in a ny event w ithin 40da yso f r ec eip t o f the request. M em b erso f sta f f w ishing to see suc h info rm a tio n sho uld m a ke aw ritten requestto the Do m estic Bursa r .
M ) BEHAVIOUR AT W O RK
1. Yo u sho uld b eha ve w ith c ivility to w a rdsfello w m em b erso f sta f f,a nd no rudenessw ill b e p erm ittedto w a rdsvisito rso r m em b erso f the p ub lic . O b jec tio na b le o r insulting b eha vio ur,o r b a d la ngua ge,w ill render yo u lia b le to disc ip lina ry a c tio n.
2. Yo u sho uld use yo ur b estendea vo ursto p r o m o te the interestso f the C o llege a nd yo u sha ll,duringno rm a l w o rking ho urs,devo te the w ho le o f yo ur tim e,a ttentio n a nd a b ilitiesto the C o llege a nd itsa f f a irs.
3. Any invo lvem entin a c tivitiesw hic h c o uld b e c o nstrued a sb eing in c o m p etitio n w ith the C o llege isno ta llo w ed.
4. All rea so na b le instruc tio nsfr o m yo ur Hea d o f Dep a r tm ent / Line M a na ger / Sup erviso r a r e to b ec a r r ied.
4. Yo u m ustc o m p lete yo ur w o r k to the b esto f yo ur a b ility a nd in the m a nner w hic h isc o nsistentw ith
Issue 319
the no rm a l sta nda rdso f skill r equired b y the p o sitio n yo u ho ld.
N ) SOC IALM EDIA PO LIC Y
Intr o duc tio n:
Queen’sC o llege ha sintr o duc ed guidelinesfo r itsem p lo yeesrega rding the sa fe usa ge o f so c ia l m edia . Allem p lo yees sho uld b e a w a re tha t c o m m unic a tio ns issued b y them via so c ia l m edia a re a s signific a nt a sver b a l a nd w ritten c o m m unic a tio ns. Assuc h itisim p er a tive tha tem p lo yeesta ke the a p p r o p r ia te c a r e w henusing so c ia l m edia a sno tto b ring the C o llege,itsem p lo yees,students,a c a dem ic so r a nyo ne a sso c ia tedw ith the C o llege into disrep ute.
Definitio n:
So c ia l m edia a re m edia tha tuse o nline tec hno lo giesto f a c ilita te so c ia l inter a c tio n. Atthe tim e o f w riting theyinc lude,b uta re no tc o nfined to ,Fa c eb o o k,Tw itter,b lo gs,Yo uTub e,Flic kr,LinkedIn,W ikip edia ,Insta gr a m ,etc .
Guidelines:
The o b jec tive o f these guidelinesisto help Queen’sC o llege em p lo yeesget the m o st o ut o f so c ia l m ediaw hile a vo iding the p itfa llstha tc a n resultin a lesstha n enjo ya b le so c ia l m edia ex p erienc e.
Gener a lly sp ea king,w ha tyo u do o utside w o rk isyo ur o w n b usiness. Ho w ever,yo u do no tsto pb eing a n em p lo yee o f Queen’s C o llege just b ec a use yo u a re no t a t w o rk. M o st so c ia l m edia’inc idents’ a re the resulto f a f a ilure to a p p r ec ia te tha tyo ur a c tio ns,w o rdsa nd b eha vio ursha ve a nim p a c t(a nd p o tentia lly reflec tnega tively o n) the C o llege’srep uta tio n.
Plea se rem em b er tha t p o lic ies tha t c o ver diversity,ha r a ssm ent,dignity a t w o r k etc . go vern yo urb eha vio ur w hen p o sting a b o ut w o rk o n so c ia l m edia . Tha t is,if yo u p o st so m ething a b usive o rdisresp ec tful a b o ut a c o llea gue o n Fa c eb o o k,yo u c o uld still f a c e a diffic ultc o nversa tio n w ith yo urHea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r w hether yo u p o stitduring w o rking ho urso r no t.In a n elec tr o nic a ge,w e a ll still reta in the rightto resp ec tin the w o rkp la c e.
Plea se rem em b er,to o ,tha tyo u c o m e to w o rk to p er f o r m a r o le. If yo ur use o f so c ia l m edia im p a c tsup o n yo ur p er f o r m a nc e,then tha tc o uld b ec o m e a disc ip lina ry o r p er f o r m a nc e m a na gem entissue.
If yo u c o nduc tyo urself o n so c ia l m edia in the sa m e w a y tha tyo u w o uld c o nduc tyo urself in a fa c eto f a c e so c ia l ga thering,yo u w ill a vo id m a ny p itf a lls. Go o d m a nnersstill a p p ly elec tr o nic a lly,b uta sa m inim um yo u sho uld try to ensure tha tyo ur a c tio nsa nd b eha vio ur a r e c o nsistentw ith the im a geyo u w a ntto p o r tr a y a tw o rk. Bea r in m ind tha tyo u m a y b e sha ring so c ia l sp a c e w ith yo ur Hea d o fDep a r tm ent/ Line M a na ger / Sup erviso r,yo ur c o llea gues,Fello w sa nd students.
Rem em b er tha tGo o gle never f o r gets. Everything yo u p o sto nline sta yso nline fo r a very lo ng tim e.
In c a se o f do ub t,a sk yo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r w hether itis’sa fe’ top o st sp ec ific info rm a tio n/o p inio nso nline. If yo u ha ve a so c ia l m edia questio n tha t isno t c o ntentrela ted,p lea se c o nta c tThe P rinc ip a l.
P o intsto no te rega rding So c ia l M edia
Be yo urself,sa y w ho yo u a re a nd if yo u a re disc ussing Queen’sC o llege,m a ke itc lea r tha tyo u w o rkf o r us.
Sta te c lea r ly tha tthe view s/o p inio nsyo u ex p r essa re yo ur o w n. Sp ea k in the firstp erso n.
Getyo ur f a c tsright,b e truthful. Sup p o r tyo ur o p inio n w ith fa c ts. C ite the so ur c eso f yo ur c o ntent.
Issue 320
Think b ef o r e p o sting. Onc e a c o m m ent is p o sted,w hilst it c a n b e rem o ved in so m e insta nc es,p o stings c a n b e c o p ied o r f o rw a rded. Theref o r e deletio n c a nno t a lw a ys c o r r ec t ir resp o nsib lep o sting.
Use c o m m o n sense a nd c o urtesy. Adm itm ista kesif yo u m a ke them ,a p o lo gise if nec essa ry.
Be resp ec tful o f o ther c ultures,religio ns,va luesetc . Do no t p o st a nything w hic h c o ntr a venestheC o llege Equa l O p p o r tunitiesPo lic y.
Resp ec tc o p yright. Do no tuse lo go s,tr a dem a r ks,m usic ,im a gesetc . w itho utp rio r a utho risa tio n
M o nito r the rea c tio nsto yo ur p o stsa nd m a ke sure they a re a strue,resp ec tful a nd lega l a syo uro w n.
Do no t:
Po st a nything yo u w o uld no t w ish yo ur c o llea gues, Hea d o f Dep a r tm ent / Line M a na ger /Sup erviso r o r a nyo ne a sso c ia ted w ith the c o llege to see.
Sp a m .
Sp ea k a sif o n b eha lf o f Queen’sC o llege.
Be disho nest
Be a nta go nistic o r a ggressive. Do no t p o st a ny defa m a to r y, vulga r, disc rim ina to r y, o b sc ene o rthrea tening m a teria l.
Sha re interna l inf o rm a tio n. Refr a in f r o m c o m m enting o n Queen’sC o llege b usinessp er f o r m a nc e.
Quo te c o llea gues,studentso r sta keho lders,o r p o sttheir m a teria l w itho uttheir a p p r o va l.
Do no tc enso r o thers’ o p inio n.
Issue 321
STAN DARDS
A) W ASTAGE
1. The C o llege m a inta ins a p o lic y o f "m inim um w a ste" w hic h is essentia l to the c o st-ef fec tive a ndeffic ientrunning o f a ll C o llege a c tivities.
2. Asa n em p lo yee o f the c o llege w e w o uld like yo u to p r o m o te thisp o lic y b y ta king ex tr a c a r e duringyo ur no rm a l dutiesb y a vo iding unnec essa ry o r ex tr a va ga ntuse o f servic es,tim e,energy,etc .,a ndthe fo llo w ing p o intsa re illustr a tio nso f this:-
a . Ha ndle m a c hines,equip m enta nd sto c k w ith c a re.
b . Turn o f f a ny unnec essa ry lighting a nd hea ting. Keep do o rsc lo sed w henever p o ssib le.
c . Ask fo r o ther w o r k if yo ur jo b ha sc o m e to a sta ndstill.
d. Sta r tw ith the m inim um o f dela y a fter a r r iving fo r w o rk a nd a fter b r ea ks.
3. The fo llo w ing p r o visio n isa n ex p r essw ritten term o f yo ur c o ntr a c to f em p lo ym ent:-
a . a ny da m a ge to vehic les,sto c k o r p r o p erty (inc luding no n-sta tuto ry sa fety equip m ent) tha tisthe resulto f yo ur c a r elessness,negligenc e o r delib er a te va nda lism w ill render yo u lia b le top a y the full o r p a r to f the c o sto f r ep a ir o r r ep la c em ent;
b . Any lo ssto the C o llege tha t isthe result o f yo ur f a ilure to o b serve rules, p r o c edures o rinstruc tio n,o r isa sa resulto f yo ur negligentb eha vio ur o r yo ur unsa tisfa c to r y sta nda rdso fw o rk w ill render yo u lia b le to reim b urse to the C o llege the full o r p a r to f the c o sto f the lo ss;a nd
c . in the evento f a n a tf a ulta c c identw hilstdriving o ne o f o ur vehic lesyo u m a y b e r equired top a y the c o sto f the insur a nc e ex c essup to a m a x im um o f £250.00.
4. In the evento f f a ilure to p a y,the C o llege ha sthe c o ntr a c tua l rightto deduc tsuc h c o stsfr o m yo urp a y.
B) STAN DARDS OF DRESS
Asyo u a re lia b le to c o m e into c o nta c tw ith Fello w s,students,visito rsa nd m em b erso f the p ub lic ,itis im p o rta nt tha t yo u p resent a p r o fessio na l im a ge w ith rega rd to a p p ea r a nc e a nd sta nda rds o fdress. W here unifo rm sa re p r o vided,they m ustb e w o rn a ta ll tim esw hilsta tw o r k a nd la underedo n a regula r b a sis. W here unifo rm sa re no tp r o vided,yo u sho uld w ea r c lo thesa p p r o p r ia te to yo urjo b resp o nsib ilities,a nd they sho uld b e kep tc lea n a nd tidy a ta ll tim es.
C ) HOUSEKEEPIN G
Fr o m the p o into f view o f hygiene,sa fety a nd o f a p p ea r a nc e,a ll w o r k a rea sm ustb e kep tc lea n a ndtidy a ta ll tim es.
Issue 322
HEALTH,SAFETY,W ELFARE AN D HYGIEN E
A) SAFETY
1. Yo u sho uld m a ke yo urself f a m ilia r w ith the C o llege’sHea lth a nd Sa fety Po lic y a nd yo ur o w n hea ltha nd sa fety duties a nd resp o nsib ilities. C o p ies o f these do c um ents c a n b e seen a t the Po rters’Lo dge,the a nd in the o f fic eso f the C lerk o f W o r ks,C hef,Stew a rd a nd Do m estic Bursa r .
2. Yo u m ustno tta ke a ny a c tio n w hic h c o uld threa ten the hea lth o r sa fety o f yo urself,o ther em p lo yees,Fello w s,students,visito rso r m em b erso f the p ub lic .
3. Yo u sho uld ensure tha tyo u a re a w a re o f the C o llege’sfir e a nd eva c ua tio n p r o c eduresa nd o f thea c tio n yo u sho uld ta ke in the evento f suc h a n em ergenc y.
4. P r o tec tive c lo thing a nd o ther equip m ent w hic h m a y b e issued fo r yo ur p r o tec tio n b ec a use o f thena ture o f yo ur jo b m ust b e w o rn a nd used a t a ll a p p r o p r ia te tim es. Fa ilure to do so c o uld b e ac o ntr a ventio n o f yo ur hea lth a nd sa fety resp o nsib ilities. O nc e issued, this p r o tec tivew ea r /equip m entisyo ur resp o nsib ility.
5. Ap p a r a tus a nd equip m ent m ust o nly b e used a fter p r o p er instruc tio n ha s b een rec eived a ndp erm issio n to use the a p p a r a tuso r equip m entha sb een given b y yo ur Hea d o f Dep a rtm ent/ LineM a na ger / Sup erviso r .
6. Yo u sho uld rep o r t a ll a c c idents a nd injuries a t w o rk, no m a tter ho w m ino r, b y c o m p leting a na c c identfo rm AR1 a nd in the firstinsta nc e thissho uld b e sentto The Stew a rd.
7. If yo u ha ve a ny c o nc ernsc o nc erning hea lth a nd sa fety issueso r a r e a w a r e o f a ny p o ssib le sa fetyha z a rds,yo u sho uld im m edia tely info rm yo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r o rthe Sa fety O ffic er .
B) STAFF RO O M /REFRESHM EN T M AKIN G FAC ILITIES
W here the C o llege p r o videsref reshm ent m a king fa c ilitiesfo r yo ur use,w hic h m ust b e kep t c lea na nd tidy a ta ll tim es. These fa c ilitiesm a y o nly b e used during a utho rised b rea ks.
C ) SM OKIN G PO LIC Y
The C o llege’ssm o king p o lic y m ustb e o b served a ta ll tim es. Yo u a re no tp erm itted to sm o ke in thequa dso r a ny o ther designa ted no sm o king a rea s,in studentsliving qua rtersa nd fo o d p rep a r a tio na nd fo o d servic e a rea s.
D) ALC OHOL& DRUGS POLIC Y
Under legisla tio n the C o llege, a s yo ur em p lo yer, ha s a duty to ensure so fa r a s is rea so na b lyp r a c tic a b le,the hea lth a nd sa fety a nd w elf a r e a t w o rk o f a ll C o llege em p lo yeesa nd sim ila r ly yo uha ve a resp o nsib ility to yo urself a nd yo ur c o llea gues. The use o f a lc o ho l a nd drugsm a y im p a ir thesa fe a nd effic ientrunning o f the C o llege a nd/o r the hea lth a nd sa fety o f it’sem p lo yees.
The effec tso f a lc o ho l a nd drugsc a n b e num er o us:-(these a re ex a m p leso nly a nd no ta n ex ha ustive list)
a . a b senteeism (e.g. una utho rised a b senc e,la teness,ex c essive levelso f sic kness,etc .)
b higher a c c identlevels(e.g. a tw o rk,elsew here,driving to a nd fr o m w o rk)
c . w o rk p er f o r m a nc e (e.g. diffic ulty in c o nc entr a ting,ta sksta king m o re tim e,m a king m ista kes,etc .).
If yo ur p er f o r m a nc e o r a ttenda nc e a tw o r k isa f fec ted a sa resulto f a lc o ho l o r drugs,o r the C o llegeb elieves yo u ha ve b een invo lved in a ny drug rela ted a c tio n/o f fenc e, yo u m a y b e sub jec t todisc ip lina ry a c tio n a nd,dep endento n the c ir c um sta nc es,thism a y lea d to yo ur dism issa l.
Issue 323
E) HYGIEN E
1. Yo u a re ex p ec ted to m a inta in a high sta nda rd o f p erso na l hygiene a ta ll tim es.
2. Any ex p o sed c uto r b urn m ustb e c o vered w ith a first-a id dressing.
3. If yo u a re suffering f r o m a n infec tio uso r c o nta gio usdisea se o r illnesssuc h a srub ella o r hep a titisyo u m ustno trep o r tf o r w o rk w itho utc lea r a nc e f r o m yo ur o w n do c to r .
4. C o nta c tw ith a ny p erso n suffering f r o m a n infec tio uso r c o nta gio usdisea se m ustb e rep o r ted b ef o r ec o m m enc ing w o rk.
F) HYGIEN E FO R FOO D HAN DLERS
1. Yo u m ustensure a b so lute p erso na l c lea nliness.
2. Yo u m ustb e c o nsta ntly a w a r e o f the da nger o f f o o d p o iso ning.
3. Yo u m ustw a sh yo ur ha ndsim m edia tely b ef o r e c o m m enc ing w o rk a nd a fter a ny b rea k,a fter usingthe to ileta nd a fter a ny o ther a c tivity w hic h c o uld lea d to f o o d c o nta m ina tio n.
4. Any c uto r b urn o n the ha nd o r a rm sho uld b e rep o r ted to yo ur Hea d o f Dep a rtm ent/ Line M a na ger/ Sup erviso r a nd m ustb e c o vered w ith a n a p p r o ved dressing.
5. Hea d c o veringsa nd o ver a lls/unifo rm s,w here p r o vided,m ustb e w o rn a ta ll tim esw hen c o nsiderednec essa ry b y yo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r .
6. N o jew ellery sho uld b e w o r n,o ther tha n w edding rings,w itho utthe p erm issio n o f the C hef.
7. Yo u sho uld no t w ea r ex c essive a m o untso f m a ke-up o r p er fum e a nd na il va rnish sho uld no t b ew o rn.
8. Yo u m ust rep o r t a ny c hip p ed o r b r o ken item s to yo ur Hea d o f Dep a r tm ent / Line M a na ger /Sup erviso r .
9. C lea n equip m enta nd sup p liesm ustb e used a ta ll tim es.
10. Yo u m ustno tsm o ke in a rea sc o nnec ted w ith the p rep a r a tio n o r servic e o f f o o d o r itssub sequentc lea ning.
11. If yo u a r e suffering f r o m a n infec tio uso r c o nta gio usdisea se o r illness,o r ha ve a b o w el diso rder,b o ils,skin o r m o uth infec tio n,yo u m ustno trep o r tf o r w o rk w itho utc lea r a nc e f r o m yo ur o w n do c to r .
12. C o nta c tw ith a ny p erso n suffering f r o m a n infec tio uso r c o nta gio usdisea se m ustb e rep o r ted a ndyo u m ustha ve c lea r a nc e f r o m yo ur o w n do c to r b ef o r e c o m m enc ing w o rk.
Issue 324
GEN ERALTERM S OF EM PLOYM EN T,IN FORM ATION AN D PRO C EDURES
A) C HAN GES IN PERSO N ALDETAILS
Yo u m ust no tify the C o llege o f a ny c ha nge o f na m e, a ddress, telep ho ne num b er, etc . so tha ta c c ur a te info rm a tio n c a n b e m a inta ined o n the C o llege’srec o rdsa nd c o nta c t c a n b e m a de w ithyo u in a n em ergenc y,if nec essa ry,o utside no rm a l w o rking ho urs.
B) O THER EM PLOYM EN T
If yo u a lr ea dy ha ve a ny o ther em p lo ym ento r a r e c o nsidering a ny a dditio na l em p lo ym entyo u sho uldno tify the C o llege so tha t a ny im p lic a tio nsa rising fr o m the c ur rent w o r king tim e legisla tio n c a n b edisc ussed w ith yo u.
C ) TIM E OFF
C ir c um sta nc esm a y a rise w here yo u need tim e o f f f o r m edic a l/denta l a p p o intm ents,o r f o r o therrea so ns. W here p o ssib le,suc h a p p o intm entssho uld b e m a de o utside no rm a l w o rking ho urs. Ifthisisno t p o ssib le,tim e o f f r equired fo r these p ur p o sesm a y b e gr a nted a tthe disc retio n o f yo urHea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r .
D) PAREN TALLEAVE & FLEXIBLE W ORKIN G
If a n individua l isentitled to ta ke p a r enta l lea ve in resp ec to f the c ur r entsta tuto ry p r o visio ns,theysho uld disc usstheir needsw ith their Hea d o f Dep a rtm ent/ Line M a na ger / Sup erviso r,w ho w illidentify their entitlem entsa nd lo o k a tthe p r o p o sed lea ve p erio dsdep endentup o n the individua l’sp a r tic ula r c ir c um sta nc esa nd the o p er a tio na l a sp ec tso f their dep a r tm ent. An individua l m a y b eentitled to requestflex ib le w o rking in a c c o rda nc e w ith the c ur rentsta tuto ry p r o visio ns. Deta ilsa rea va ila b le f r o m yo ur Dep a rtm entHea d.
E) BEREAVEM EN T LEAVE
Individua ls’ r ea c tio ns to b er ea vem ent va ry grea tly a nd the setting o f fix ed rules fo r tim e o f f istheref o r e ina p p r o p r ia te. Yo u sho uld disc ussyo ur c ir c um sta nc esw ith yo ur Dep a rtm entHea d a ndthe a p p r o p r ia te tim e o f f w ill b e the JOIN T dec isio n o f Hea d o f Dep a r tm ent / Line M a na ger /Sup erviso r AN D the p erso n r esp o nsib le f o r p erso nnel servic es(c ur rently the Do m estic Bursa r ).
F) JURY SERVIC E
If yo u a re required to underta ke jury servic e o r to a ttend c o urt yo u m ust a dvise yo ur Hea d o fDep a r tm ent/ Line M a na ger / Sup erviso r in o rder tha tthe nec essa ry a r r a ngem entsfo r yo ur w o r k c a nb e m a de. Yo u a r e no rm a lly eligib le f o r lo sso f ea rnings,tr a vel a nd sub sistenc e a llo w a nc es. Yo u w illb e p erm itted rea so na b le tim e o f f to c a r r y o utsuc h p ub lic duty,b utyo u sho uld no tvo lunteer f o r juryservic e b eyo nd 14 da ysw itho utrefer r a l a nd p erm issio n f r o m the c o llege.
G) TRAVELEXPEN SES
The C o llege w ill reim b urse yo u f o r a ny rea so na b le ex p ensesinc ur red w hilst tr a velling o n C o llegeb usiness,deta ilso f w hic h w ill b e issued sep a r a tely. Yo u m ustp r o vide rec eip tsfo r a ny ex p enditure.
H) C O M M UN IC ATIO N S
The C o llege w ill try to keep yo u info rm ed a b o utitem so f interestb y m ea nso f a sta f f no tic e b o a rda nd yo u sho uld ensure tha tyo u rea d ito n a regula r b a sis. Yo u m a y disp la y no tic es,if yo u w ish (w ithp erm issio n),to p r o m o te a ny p a r tic ula r item o f interestto o ther em p lo yees.
Issue 325
I) EM PLOYEES' PRO PERTY
The C o llege do esno ta c c ep tlia b ility f o r a ny lo sso f,o r da m a ge to ,p r o p er ty w hic h yo u b ring o ntothe p rem ises. Yo u a re requested no t to b ring p erso na l item so f va lue o nto the p r em isesa nd,inp a r tic ula r,no tto lea ve a ny item so vernight.
J) LO ST PROPERTY
Artic leso f lo stp r o p er ty sho uld b e ha nded to yo ur Hea d o f Dep a rtm ent/ Line M a na ger / Sup erviso rw ho w ill reta in them w hilsta ttem p tsa re m a de to disc o ver the o w ner .
K) PARKIN G
To a vo id c o ngestio n,a ll vehic lesm ustb e p a r ked o nly in the designa ted p a rking a rea s. Pa rking iso nly p erm itted fo r p erm it ho lders o nly. N o lia b ility is a c c ep ted fo r da m a ge to p riva te vehic les,ho w ever itm a y b e c a used.
L) DRIVIN G LIC EN C E
If itisa requirem ento f yo ur jo b dutiestha tyo u p o ssessa c ur rentdriving lic enc e,the lo sso f suc h alic enc e a sa r esulto f a m o to ring c o nvic tio n o r o n hea lth gr o unds,m a y,if w e a re una b le to p r o videsuita b le a lterna tive em p lo ym ent, lea d to the term ina tio n o f yo ur em p lo ym ent. Yo u a re r equired,w herever requested, to p r o duc e yo ur driving lic enc e f o r o ur insp ec tio n a t a ny tim e w hen sorequested.
M ) C AR IN SURAN C E
If yo u a re using yo ur o w n c a r f o r b usiness p ur p o ses, yo u m ust ensure tha t yo ur c a r insur a nc ep r o vides a dequa te c o ver . P r o o f o f a dequa te insur a nc e, Driving Lic enc e, Ta x a nd a n M OTC ertific a te m ustb e p r o duc ed fo r sc rutiny b y the C o llege,up o n renew a l a nd a t a ny tim e w hen sorequested.
N ) FIN ES
W e w ill no t b e held resp o nsib le f o r a ny fines(e.g. p a r king,sp eeding,etc .) inc ur red b y yo u w hilstw o rking fo r us. If w e rec eive the sum m o nso n yo ur b eha lf,w e m a y p a y the fine a nd deduc tthec o stfr o m a ny m o nieso w ing to yo u. Thisisa n ex p r essw ritten term o f yo ur c o ntr a c to f em p lo ym ent.
O ) M AIL
All m a il r ec eived b y the C o llege w ill b e o p ened,inc luding tha t a ddressed to em p lo yees. Priva tem a il,theref o r e, sho uld no t b e sent c a r e o f the C o llege. N o p r iva te m a il m a y b e p o sted a t theC o llege’sex p ense ex c ep tin tho se c a sesw here a f o r m a l r e-c ha rge a r r a ngem entha sb een m a de.
P) TELEPHON E C ALLS/M OBILE PHO N ES
Telep ho nesa re essentia l f o r C o llege b usiness. Perso na l telep ho ne c a lls a re a llo w ed o nly in thec a se o f em ergenc y a nd w ith the p rio r p erm issio n o f yo ur Hea d o f Dep a rtm ent / Line M a na ger /Sup erviso r . Perso na l m o b ile p ho nessho uld b e sw itc hed o f f during w o rking ho urs.
Q) BUYIN G O R SELLIN G OF GO O DS
Yo u a re no ta llo w ed to b uy o r sell go o dso n yo ur o w n b eha lf o n C o llege p r em ises.
R) C O LLEC TIO N S FRO M EM PLO YEES
Unlesssp ec ific a utho risa tio n isgiven b y yo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r,noc o llec tio nso f a ny kind a re a llo w ed o n C o llege p rem ises.
Issue 326
S) FRIEN DS AN D RELATIVES C O N TAC T
Yo u sho uld disc o ur a ge yo ur f r iends a nd rela tives fr o m either c a lling o n yo u in p erso n o r b ytelep ho ne ex c ep tin a n em ergenc y.
Issue 327
AN TI-BRIBERY POLIC Y
A) IN TRODUC TION
Brib ery isa c rim ina l o f fenc e. The c o llege p r o hib itsa ny f o rm o f b rib ery. W e require c o m p lia nc e,f r o meveryo ne c o nnec ted w ith o ur b usiness, w ith the highest ethic a l sta nda rds a nd a nti-b rib ery la w sa p p lic a b le. Integrity a nd tr a nsp a renc y a re o f utm o stim p o rta nc e to usa nd w e ha ve a z er o to ler a nc ea ttitude to w a rdsc o r rup ta c tivitieso f a ny kind,w hether c o m m itted b y QueensC o llege em p lo yeeso rb y third p a r tiesa c ting fo r o r o n b eha lf o f QueensC o llege.
B) PO LIC Y
Itisp r o hib ited,direc tly o r indirec tly,fo r a ny em p lo yee o r p erso n w o rking o n o ur b eha lf to o f fer,give,requesto r a c c ep ta ny b rib e i.e. gift,lo a n,p a ym ent,rew a rd o r a dva nta ge,either in c a sh o r a ny o therf o r m o f induc em ent,to o r f r o m a ny p erso n o r c o m p a ny in o rder to ga in c o m m er c ia l,c o ntr a c tua l o rr egula to r y a dva nta ge f o r the c o llege,o r in o rder to ga in a ny p erso na l a dva nta ge f o r a n individua l o ra nyo ne c o nnec ted w ith the individua l in a w a y tha tisunethic a l.
C ) SUSPIC ION
If w e susp ec ttha tyo u ha ve c o m m itted a n a c to f b rib ery o r a ttem p ted b rib ery,a n investiga tio n w ill b ec a r r ied o ut a nd, in line w ith o ur disc ip lina ry p r o c edure w here a p p r o p r ia te, a c tio n m a y b e ta kena ga instyo u w hic h m a y resultin yo ur dism issa l,o r the c essa tio n o f o ur b usinessa r r a ngem entw ithyo u.
D) REPORTIN G
If yo u,a sa n em p lo yee o r p erso n w o rking o n o ur b eha lf,susp ec ttha ta n a c to f b rib ery o r a ttem p tedb rib ery ha sta ken p la c e,even if yo u a re no t p erso na lly invo lved,yo u a re ex p ec ted to rep o r tthistoyo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r . Yo u m a y b e a sked to give a w ritten a c c o unto f events.
Sta f f a r e rem inded o f the c o llege’s W histleb lo w ing Po lic y w hic h is a va ila b le in this Em p lo yeeHa ndb o o k.
E) GIFTS AN D HO SPITALITY
W e rea lise tha t the giving a nd rec eiving o f gifts a nd ho sp ita lity a s a reflec tio n o f f r iendship o ra p p r ec ia tio n w here no thing is ex p ec ted in return m a y o c c ur, o r even b e c o m m o np la c e, in o urindustry. Thisdo esno tc o nstitute b rib ery w here itisp r o p o r tio na te a nd rec o rded p r o p er ly.
N o giftsho uld b e given no r ho sp ita lity o f fered b y a n em p lo yee o r a nyo ne w o rking o n o ur b eha lf toa ny p a r ty in c o nnec tio n w ith o ur b usinessw itho utrec eiving p rio r w ritten a p p r o va l f r o m to yo ur Hea do f Dep a r tm ent/ Line M a na ger / Sup erviso r .
Sim ila r ly,no gifto r o f fer o f ho sp ita lity sho uld b e a c c ep ted b y a n em p lo yee o r a nyo ne w o rking o n o urb eha lf w itho ut rec eiving p rio r w ritten a p p r o va l f r o m to yo ur Hea d o f Dep a rtm ent / Line M a na ger /Sup erviso r .
F) REC O RD KEEPIN G
A rec o rd w ill b e m a de b y to yo ur Hea d o f Dep a rtm ent/ Line M a na ger / Sup erviso r o f every insta nc ein w hic h giftso r ho sp ita lity a r e given o r r ec eived.
Asthe la w isc o nsta ntly c ha nging,thisp o lic y issub jec tto review a nd the c o llege reservesthe rightto a m end thisp o lic y w itho utp rio r no tic e.
Issue 328
W HISTLE-BLOW ERS
A) IN TRODUC TION
Under c er ta in c ir c um sta nc es,em p lo yeesa re p r o tec ted fr o m suffering a ny detrim ento r term ina tio no f em p lo ym entif they m a ke disc lo suresa b o uto rga nisa tio nsfo r w ho m they w o rk.
B) QUALIFYIN G DISC LO SURES
1) C erta in disc lo sures a re p r esc rib ed b y la w a s “qua lifying disc lo sures”. A “qua lifying disc lo sure”m ea nsa disc lo sure o f inf o r m a tio n tha t the em p lo yee genuinely a nd rea so na b ly b elievesisin thep ub lic interesta nd sho w stha tthe c o llege ha sc o m m itted a “ r eleva ntfa ilure”b y:
a ) c o m m itting a c rim ina l o f fenc e;
b ) f a iling to c o m p ly w ith a lega l o b liga tio n;
c ) a m isc a r ria ge o f justic e;
d) enda ngering the hea lth a nd sa fety o f a n individua l;
e) envir o nm enta l da m a ge; o r
f ) c o nc ea ling a ny info rm a tio n rela ting to the a b o ve.
2) These a c tsc a n b e in the p a st,p r esent o r future,so tha t,fo r ex a m p le,a disc lo sure qua lifiesif itrela tes to envir o nm enta l da m a ge tha t ha s ha p p ened, is ha p p ening, o r is likely to ha p p en. Thec o llege w ill ta ke a ny c o nc ernstha tyo u m a y r a ise rela ting to the a b o ve m a ttersvery serio usly.
3) W e enc o ur a ge yo u to use the p r o c edure if yo u a re c o nc erned a b o ut a ny w r o ng do ing a t w o r k.Ho w ever, if the p r o c edure ha s b een invo ked fo r m a lic io us rea so ns o r in p ursuit o f a p erso na lgrudge,then yo u w ill b e lia b le to im m edia te term ina tio n o f em p lo ym ent o r suc h lesser disc ip lina rysa nc tio n a sm a y b e a p p r o p r ia te in the c ir c um sta nc es.
C ) THE PRO C EDURE
1) In the firstinsta nc e yo u sho uld rep o r ta ny c o nc ernsyo u m a y ha ve to yo ur Hea d o f Dep a rtm ent/Line M a na ger / Sup erviso r w ho w ill tr ea tthe m a tter w ith c o m p lete c o nfidenc e. If yo u a r e no tsa tisfied w ith the ex p la na tio n o r r ea so n given to yo u, yo u sho uld r a ise the m a tter w ith thea p p r o p r ia te o f fic ia l o r ga nisa tio n o r r egula to r y b o dy.
2) If yo u do no t rep o r tyo ur c o nc ernsto yo ur Hea d o f Dep a rtm ent/ Line M a na ger / Sup erviso r,yo u sho uld ta ke them direc tto the a p p r o p r ia te o rga nisa tio n o r b o dy.
D) TREATM EN T BY OTHERS
Bullying,ha r a ssm ent o r a ny o ther detrim enta l tr ea tm ent a f f o rded to a c o llea gue w ho ha sm a de aqua lifying disc lo sure isuna c c ep ta b le. Anyo ne f o und to ha ve a c ted in suc h a m a nner w ill b e sub jec tto disc ip lina ry a c tio n.
Issue 329
C APABILITY PROC EDURES
A) IN TRODUC TION
W e rec o gnise tha t during yo ur em p lo ym ent w ith us yo ur c a p a b ility to c a r r y o ut yo ur duties m a ydeterio r a te. Thisc a n b e f o r a num b er o f r ea so ns,the m o stc o m m o n o nesb eing tha teither the jo bc ha ngeso ver a p erio d o f tim e a nd yo u fa il to keep p a c e w ith the c ha nges,o r yo u c ha nge (m o stc o m m o nly b ec a use o f hea lth rea so ns) a nd yo u c a n no lo nger c o p e w ith the w o rk.
B) JO B C HAN GES/GEN ERALC APABILITY ISSUES
1. If the na ture o f yo ur jo b c ha ngeso r if w e ha ve gener a l c o nc ernsa b o utyo ur a b ility to p er f o r m yo urjo b w e w ill try to ensure tha tyo u understa nd the level o f p er f o r m a nc e ex p ec ted o f yo u a nd tha tyo urec eive a dequa te tr a ining a nd sup ervisio n. C o nc ernsrega rding yo ur c a p a b ility w ill no rm a lly firstb edisc ussed in a n info rm a l m a nner a nd yo u w ill b e given tim e to im p r o ve.
2. If yo ur sta nda rd o f p er f o r m a nc e isstill no t a dequa te yo u w ill b e w a r ned in w riting tha t a fa ilure toim p r o ve a nd to m a inta in the p er f o r m a nc e required c o uld lea d to yo ur dism issa l. W e w ill a lsoc o nsider the p o ssib ility o f a tr a nsfer to m o re suita b le w o rk if p o ssib le.
3. If there isstill no im p r o vem enta fter a r ea so na b le tim e a nd w e c a nno ttr a nsfer yo u to m o re suita b lew o rk, o r if yo ur level o f p er f o r m a nc e ha s a serio us o r sub sta ntia l ef fec t o n o ur o r ga nisa tio n o rr ep uta tio n,yo u w ill b e issued w ith a fina l w a rning tha t yo u w ill b e dism issed unlessthe requiredsta nda rd o f p er f o r m a nc e isa c hieved a nd m a inta ined.
4. If suc h im p r o vem entisno tf o r thc o m ing a fter a r ea so na b le p erio d o f tim e,yo u w ill b e dism issed w iththe a p p r o p r ia te no tic e.
C ) PERSO N ALC IRC UM STAN C ES/HEALTH ISSUES
1. Perso na l c ir c um sta nc es m a y a rise w hic h do no t p revent yo u f r o m a ttending fo r w o rk b ut w hic hp reventyo u f r o m c a r r ying o utyo ur no rm a l duties(e.g. a la c k o f dex terity o r gener a l ill hea lth). If suc ha situa tio n a rises,w e w ill no r m a lly need to ha ve deta ilso f yo ur m edic a l dia gno sisa nd p r o gno sissotha t w e ha ve the b enefit o f ex p er t a dvic e. Under no rm a l c ir c um sta nc esthisc a n b e m o st ea silyo b ta ined b y a sking yo ur o w n do c to r f o r a m edic a l r ep o r t. Yo ur p erm issio n isneeded b ef o r e w e c a no b ta in suc h a rep o r t a nd w e w ill ex p ec t yo u to c o - o p er a te in thism a tter sho uld the need a rise.W hen w e ha ve o b ta ined a s m uc h info rm a tio n a s p o ssib le rega rding yo ur c o nditio n a nd a fterc o nsulta tio n w ith yo u,a dec isio n w ill b e m a de a b o utyo ur future em p lo ym entw ith usin yo ur c ur rentr o le o r,w here c ir c um sta nc esp erm it,in a m o re suita b le r o le.
2. There m a y a lso b e p erso na l c ir c um sta nc es w hic h p revent yo u f r o m a ttending w o r k, either f o r ap r o lo nged p erio d(s) o r f o r f r equent sho rt a b senc es. Under these c ir c um sta nc esw e w ill need tokno w w hen w e c a n ex p ec tyo ur a ttenda nc e rec o rd to rea c h a n a c c ep ta b le level. Thism a y a ga inm ea n a sking yo ur o w n do c to r f o r a m edic a l r ep o r t o r b y m a king w ha tever investiga tio ns a r ea p p r o p r ia te in the c ir c um sta nc es. W hen w e ha ve o b ta ined a s m uc h info rm a tio n a s p o ssib lerega rding yo ur c o nditio n,a nd a fter c o nsulta tio n w ith yo u,a dec isio n w ill b e m a de a b o utyo ur futureem p lo ym entw ith usin yo ur c ur rentr o le o r,w here c ir c um sta nc esp erm it,in a m o re suita b le r o le.
D) SHO RT SERVIC E STAFF
W e reta in disc retio n in resp ec to f the c a p a b ility p r o c eduresto ta ke a c c o unto f yo ur length o f servic ea nd to va ry the p r o c eduresa c c o rdingly. If yo u ha ve a sho rta m o unto f servic e,(i.e.,few er tha n tw oyea rs’ servic e) yo u m a y no tb e in rec eip to f a ny w a rningsb efo r e dism issa l b utyo u w ill reta in the rightto a hea ring a nd yo u w ill ha ve the rightto a p p ea l.
Issue 330
DISC IPLIN ARY PRO C EDURES
A) IN TRODUC TION
1. Itisnec essa ry to ha ve a m inim um num b er o f r ulesin the interestso f the w ho le o r ga nisa tio n.
2. The rulessetsta nda rdso f p er f o r m a nc e a nd b eha vio ur w hilstthe p r o c eduresa re designed to helpp r o m o te fa irness a nd o rder in the trea tm ent o f individua ls. It is o ur a im tha t the rules a ndp r o c eduressho uld em p ha sise a nd enc o ur a ge im p r o vem ent in the c o nduc t o f individua ls,w herethey a re f a iling to m eetthe required sta nda rds,a nd no tb e seen m erely a sa m ea nso f p unishm ent.W e reserve the rightto a m end these rulesa nd p r o c eduresw here a p p r o p r ia te.
3. Every ef f o r tw ill b e m a de to ensure tha ta ny a c tio n ta ken under thisp r o c edure isfa ir,w ith yo u b einggiven the o p p o r tunity to sta te yo ur c a se a nd a p p ea l a ga insta ny dec isio n tha tyo u c o nsider to b eunjust.
4. The fo llo w ing rulesa nd p r o c eduressho uld ensure tha t:-
a . the c o r r ec tp r o c edure isused w hen requiring yo u to a ttend a disc ip lina ry hea ring;
b . yo u a re fully a w a re o f the sta nda rdso f p er f o r m a nc e,a c tio n a nd b eha vio ur required o f yo u
c . disc ip lina ry a c tio n,w here nec essa ry,ista ken sp eedily a nd in a f a ir,unifo rm a nd c o nsistentm a nner
d. yo u w ill o nly b e disc ip lined a fter c a r eful investiga tio n o f the fa c ts a nd the o p p o r tunity top r esentyo ur side o f the c a se. On so m e o c c a sio nstem p o r a r y susp ensio n o n c o ntr a c tua lp a y m a y b e nec essa ry in o rder tha t a n uninter rup ted investiga tio n c a n ta ke p la c e. Thism ustno tb e rega rded a sdisc ip lina ry a c tio n o r a p ena lty o f a ny kind
e. o ther tha n f o r a n "o f f the rec o rd" info rm a l r ep rim a nd,yo u ha ve the rightto b e a c c o m p a niedb y a fello w em p lo yee o r tr a de unio n o f fic ia l a ta ll sta geso f the fo rm a l disc ip lina ry p r o c ess. Atr a de unio n o f fic ia l iseither a n em p lo yee o f the unio n o r a n o f fic ia l o f the unio n c ertified b ythem to a c ta sa c o m p a nio n. The c redentia lso f a unio n o f fic ia l m a y b e verified b y a sking fo revidenc e o f identify a nd r o le w ith the unio n a nd c a n b e c o nfirm ed the unio n them selves.Plea se no te tha ta w o r ker w ho isa sked to a c ta sa n a c c o m p a nying p erso n isno to b ligedto a gr ee. The c o llege isentitled to refuse a w o r ker ’sc ho ic e o f a c c o m p a nying p erso n if itisunrea so na b le (e.g. w here itw o uld c rea te a c o nflic to f interest).
f. yo u w ill no t no rm a lly b e dism issed fo r a first b rea c h o f disc ip line,ex c ep t in the c a se o fgr o ssm isc o nduc t
g. if yo u a re disc ip lined,yo u w ill rec eive a n ex p la na tio n o f the p ena lty im p o sed a nd yo u w illha ve the rightto a p p ea l a ga instthe finding a nd the p ena lty.
B) DISC IPLIN ARY RULES
Itisno t p r a c tic a b le to sp ec ify a ll disc ip lina ry r uleso r o f fenc estha tm a y resultin disc ip lina ry a c tio n,a sthey m a y va ry dep ending o n the na ture o f the w o r k. In a dditio n to the sp ec ific ex a m p les o funsa tisfa c to r y c o nduc t,m isc o nduc t a nd gr o ssm isc o nduc t sho w n in thisha ndb o o k, a b rea c h o fo ther sp ec ific c o nditio ns,p r o c edures,rulesetc . tha ta re c o nta ined w ithin thisha ndb o o k o r tha tha veo therw ise b een m a de kno w n to yo u,w ill a lso resultin thisp r o c edure b eing used to dea l w ith suc hm a tters.
Issue 331
C ) RULES C OVERIN G UN SATISFAC TO RY C ON DUC T AN D M ISC O N DUC T(these a re ex a m p leso nly a nd no ta n ex ha ustive list)
Yo u w ill b e lia b le to disc ip lina r y a c tio n if yo u a re f o und to ha ve a c ted in a ny o f the fo llo w ing w a ys:-
a . f a ilure to a b ide b y the gener a l hygiene a nd hea lth a nd sa fety rulesa nd p r o c edures
b . sm o king in the qua dso r a ny o ther designa ted no sm o king a rea s,in studentsliving qua r tersa nd fo o d p rep a r a tio n a nd fo o d servic e a rea s
c . c o nsum p tio n o f a lc o ho l o n the p rem isesduring w o rking ho urs
d. p ersistenta b senteeism a nd/o r la teness
e. unsa tisfa c to r y sta nda rdso r o utp uto f w o rk
f. rudenessto w a rdsFello w s,students,visito rs,m em b erso f the p ub lic o r o ther em p lo yees,o b jec tio na b le o r insulting b eha vio ur,ha r a ssm ent,b ullying o r b a d la ngua ge
g. fa ilure to devo te the w ho le o f yo ur tim e,a ttentio n a nd a b ilitiesto C o llege b usinessa nd itsa f f a irsduring yo ur no rm a l w o r king ho urs
h. una utho rised use o f E- M a il a nd Internet
i. fa ilure to c a r r y o uta ll r ea so na b le instruc tio nso r f o llo w the C o llege’srulesa nd p r o c edures
j. una utho rised use o r negligentda m a ge o r lo sso f C o llege p r o p er ty
k. fa ilure to r ep o r tim m edia tely a ny da m a ge to p r o p er ty o r p r em isesc a used b y yo u
l) use o f o ur vehic lesw itho uta p p r o va l o r the p riva te use o f o ur c o m m er c ia l vehic lesw itho uta utho risa tio n;
m ) fa ilure to rep o r t a ny inc ident w hilst driving o ur vehic les,w hether o r no t p erso na l injury o rvehic le da m a ge o c c urs;
n) if yo ur w o r k invo lvesdriving,fa ilure to rep o r tim m edia tely a ny typ e o f driving c o nvic tio n,o ra ny sum m o nsw hic h m a y lea d to yo ur c o nvic tio n;
o ) c a r r ying una utho rised go o dso r p a ssengersin o ur c o m m er c ia l vehic leso r the use o f o urvehic lesfo r p erso na l ga in; a nd
p ) lo sso f driving lic enc e w here driving o n p ub lic r o a dsfo rm sa n essentia l p a r to f the dutieso fthe p o st.
D) SERIOUS M ISC ON DUC T
1. W here o ne o f the unsa tisfa c to r y c o nduc t o r m isc o nduc t rules ha s b een b r o ken a nd if, up o ninvestiga tio n,it issho w n to b e due to yo ur ex trem e c a r elessnesso r ha sa serio uso r sub sta ntia lef fec tup o n the rep uta tio n o r a f f a irso f the C o llege,yo u m a y b e issued w ith a fina l w ritten w a r ning inthe firstinsta nc e.
2. Yo u m a y rec eive a fina l w ritten w a rning a sthe firstc o urse o f a c tio n if in a n a lleged gr o ssm isc o nduc tdisc ip lina ry m a tter,up o n investiga tio n,itissho w n to ha ve so m e level o f m itiga tio n a nd istrea ted a sa n o f fenc e justsho rto f dism issa l.
Issue 332
E) RULES C OVERIN G GROSS M ISC O N DUC T
(these a re ex a m p leso nly a nd no ta n ex ha ustive list)
Yo u w ill b e lia b le to sum m a ry dism issa l if yo u a re f o und to ha ve a c ted in a ny o f the fo llo w ing w a ys:-
a . gr o ssly indec ento r im m o r a l b eha vio ur,delib er a te a c tso f unla w ful disc rim ina tio n o r serio usa c tso f ha r a ssm ent
b . da nger o usb eha vio ur,fighting o r p hysic a l a ssa ult
c . inc a p a c ity a tw o r k o r p o o r p er f o r m a nc e c a used b y into x ic a ntso r drugs
d. p o ssessio n,sup p ly o r use o f illic itdrugs
e. delib er a te f a lsific a tio n o f a ny r ec o rds(inc luding tim e sheets,a b senc e r ec o rdsa nd so o n,inresp ec to f yo urself o r a ny fello w em p lo yee)
f. underta king p riva te w o r k o n the p rem ises a nd/o r in w o rking ho urs w itho ut ex p r essp erm issio n
g. w o rking in c o m p etitio n w ith the C o llege
h. ta king p a rtin a c tivitiesw hic h resultin a dverse p ub lic ity to the C o llege,o r w hic h c a usestheC o llege to lo se fa ith in yo ur integrity
i. thefto r una utho rised p o ssessio n o f m o ney o r p r o p erty,w hether b elo nging to the C o llege,a no ther em p lo yee,o r a third p a r ty
j. destruc tio n/sa b o ta ge o f the C o llege’sp r o p er ty,o r a ny p r o p erty o n the p rem ises
k. serio usb rea c hes o f hea lth a nd sa fety rules,inc luding tho se w ithin the Em p lo yee Sa fetyHa ndb o o k,tha t enda nger the lives o f o r m a y c a use serio us injury to em p lo yees o r a nyo ther p erso n
l. inter ferenc e w ith,o r m isuse,o f a ny equip m entfo r use a tw o rk tha tm a y c a use ha rm
m . gr o ssinsub o rdina tio n a nd/o r c o ntinuing refusa l to c a r r y o utlegitim a te instruc tio ns
n. a b use o f the p erso na l ha r a ssm entp o lic y.
Issue 333
F) DISC IPLIN ARY PRO C EDURE
1. Disc ip lina ry a c tio n ta ken a ga instyo u w ill b e b a sed o n the f o llo w ing p r o c edure:-
O FFEN C E FIRST SEC O N D THIRD FOURTHO C C ASION O C C ASION O C C ASION O C C ASION
UN SATIS- Fo rm a l W ritten Fina l Dism issa lFAC TO RY ver b a l w a rning w rittenC O N DUC T w a rning w a rning
**************************************************************************************************M ISC O N DUC T W ritten Fina l Dism issa l
w a rning w rittenw a rning
**************************************************************************************************SERIOUS Fina l Dism issa lM ISC O N DUC T w ritten
w a rning
**************************************************************************************************
GRO SS Dism issa lM ISC O N DUC T
**************************************************************************************************
2. The C o llege reta ins disc retio n in resp ec t o f the disc ip lina ry p r o c edures to ta ke a c c o unt o f yo urlength o f servic e a nd to va ry the p r o c eduresa c c o rdingly. If yo u ha ve a sho r ta m o unto f servic e yo um a y no tb e in rec eip to f a ny w a rningsb efo r e dism issa l b utyo u w ill reta in the rightto a disc ip lina ryhea ring a nd yo u w ill ha ve the righto f a p p ea l.
3. If a disc ip lina ry p ena lty isim p o sed it w ill b e in line w ith the p r o c edure o utlined a b o ve,w hic h m a yenc o m p a ss a f o rm a l ver b a l w a rning, w ritten w a rning, fina l w ritten w a r ning, o r dism issa l, a nd fulldeta ilsw ill b e given to yo u.
4. In a ll c a sesw a rningsw ill b e issued fo r m isc o nduc t,ir resp ec tive o f the p r ec ise m a ttersc o nc erned,a nd a ny further b rea c h o f the rules in rela tio n to sim ila r o r entirely indep endent m a tters o fm isc o nduc t w ill b e trea ted a s further disc ip lina ry m a tters a nd a llo w the c o ntinua tio n o f thedisc ip lina ry p r o c essthr o ugh to dism issa l if the w a rningsa r e no theeded.
G) DISC IPLIN ARY AUTHO RITY
The o p er a tio n o f the disc ip lina ry p r o c edure c o nta ined in the p r evio us sec tio n is b a sed o n thefo llo w ing a utho rity a tthe va rio uslevelso f disc ip lina ry a c tio n. Ho w ever,the listdo esno t p reventahigher level o f senio rity p r o gr essing a ny a c tio n a tw ha tever sta ge o f the disc ip lina ry p r o c ess.
Fo rm a l ver b a l w a rning Do m estic Bursa r
W ritten w a rning Do m estic Bursa r
Fina l w ritten w a rning Do m estic Bursa r
Dism issa l Do m estic Bursa r
Issue 334
H) PERIOD OF W ARN IN GS
1. Fo rm a l ver b a l w a rning
A fo rm a l ver b a l w a r ning w ill no rm a lly b e disrega rded fo r disc ip lina ry p ur p o ses a fter a six m o nthp erio d.
2. W ritten w a rning
A w ritten w a rning w ill no rm a lly b e disrega rded fo r disc ip lina r y p ur p o sesa fter a tw elve m o nth p erio d.
3. Fina l w ritten w a rning
A fina l w ritten w a rning w ill no rm a lly b e disrega rded fo r disc ip lina ry p ur p o sesa fter a tw elve m o nthp erio d.
I) GEN ERALN O TES
1. If yo u a re in a sup erviso ry o r m a na geria l p o sitio n then dem o tio n to a lo w er sta tusa tthe a p p r o p r ia ter a te m a y b e c o nsidered a sa n a lterna tive to dism issa l ex c ep tin c a seso f gr o ssm isc o nduc t.
2. In ex c ep tio na l c ir c um sta nc es,susp ensio n f r o m w o rk w itho utp a y f o r up to five da ysa sa n a lterna tiveto dism issa l (ex c ep tdism issa l f o r gr o ssm isc o nduc t) m a y b e c o nsidered b y the p erso n a utho risedto dism iss.
3. Gr o ssm isc o nduc to f fenc esw ill resultin dism issa l w itho utno tic e.
4. Yo u ha ve the rightto a p p ea l a ga insta ny disc ip lina ry a c tio n.
Issue 335
C APABILITY/DISC IPLIN ARY APPEALPROC EDURE
1. Yo u ha ve the rightto lo dge a n a p p ea l in resp ec t o f a ny c a p a b ility/disc ip lina ry a c tio n ta ken a ga instyo u.
2. If yo u w ish to ex er c ise thisrightyo u sho uld a p p ly either ver b a lly o r in w riting to the p erso n indic a tedin yo ur individua l Sta tem ento f M a in Term so f Em p lo ym ent.
3. An a p p ea l a ga insta f o rm a l w a rning o r dism issa l sho uld give deta ilso f w hy the p ena lty im p o sed isto o severe,ina p p r o p r ia te o r unfa ir in the c ir c um sta nc es.
4. The a p p ea l p r o c edure w ill no rm a lly b e c o nduc ted b y a m em b er o f sta f f no t p r evio usly c o nnec tedw ith the p r o c essso tha ta n indep endentdec isio n into the severity a nd a p p r o p r ia tenesso f the a c tio nta ken c a n b e m a de.
5. If yo u a re a p p ea ling o n the gr o undstha tyo u ha ve no tc o m m itted the o f fenc e then yo ur a p p ea l m a yta ke the fo rm o f a c o m p lete re-hea ring a nd rea p p r a isa l o f a ll m a tters so tha t the p erso n w hoc o nduc ts the a p p ea l c a n m a ke a n indep endent dec isio n b ef o r e dec iding to gr a nt o r r efuse thea p p ea l.
6. Yo u m a y b e a c c o m p a nied a ta ny sta ge o f the a p p ea l hea ring b y a fello w em p lo yee o f yo ur c ho ic eo r a tr a de unio n o f fic ia l. The result o f the a p p ea l w ill b e m a de kno w n to yo u in w riting,no rm a llyw ithin five w o r king da ysa fter the hea ring.
Issue 336
GRIEVAN C E PROC EDURE
1. It isim p o rta nt tha t if yo u feel dissa tisfied w ith a ny m a tter rela ting to yo ur em p lo ym ent yo u sho uldha ve a n ef fec tive m ea nsb y w hic h suc h a grieva nc e c a n b e a ired a nd,w here a p p r o p r ia te,reso lved.
2. N o thing in thisp r o c edure isintended to p r eventyo u f r o m info rm a lly r a ising a ny m a tter yo u m a y w ishto m entio n. Info rm a l disc ussio n c a n f requently so lve p r o b lem sw itho utthe need fo r a w ritten rec o rd.Ho w ever, if yo u w ish to r a ise a f o rm a l grieva nc e yo u sho uld no rm a lly do so in w riting fr o m theo utset.
3. Yo u ha ve the rightto b e a c c o m p a nied a ta ny sta ge o f the p r o c edure b y a fello w em p lo yee o r tr a deunio n o f fic ia l w ho m a y a c ta sa w itnesso r sp ea k o n yo ur b eha lf to ex p la in the situa tio n m o re c lea r ly.
4. If yo u feel a ggrieved a ta ny m a tter rela ting to yo ur w o rk (ex c ep tp erso na l ha r a ssm ent,fo r w hic h thereisa sep a r a te p r o c edure f o llo w ing thissec tio n),yo u sho uld first r a ise the m a tter w ith the p erso nsp ec ified in yo ur Sta tem ento f M a in Term so f Em p lo ym ent,ex p la ining fully the na ture a nd ex tento fyo ur grieva nc e. Yo u w ill then b e invited to a m eeting a t a rea so na b le tim e a nd lo c a tio n a t w hic hyo ur grieva nc e w ill b e investiga ted fully. Yo u m ustta ke a ll r ea so na b le step sto a ttend thism eeting.Yo u w ill b e no tified o f the dec isio n, in w riting, no rm a lly w ithin ten w o rking da ys o f the m eeting,inc luding yo ur righto f a p p ea l.
5. If yo u w ish to a p p ea l yo u m ustinfo rm yo ur Hea d o f Dep a r tm ent/ Line M a na ger / Sup erviso r w ithinfive w o r king da ys. Yo u w ill then b e invited to a further m eeting,w hic h yo u m ustta ke a ll r ea so na b lestep sto a ttend. Asfa r a srea so na b ly p r a c tic a b le,the c o llege w ill b e rep r esented b y a m o re senio rHea d o f Dep a rtm ent/ Line M a na ger / Sup erviso r tha n a ttended the firstm eeting (unlessthe m o stsenio r m a na ger a ttended tha tm eeting).
6. Fo llo w ing the a p p ea l m eeting yo u w ill b e info rm ed o f the fina l dec isio n,no rm a lly w ithin ten w o rkingda ys,w hic h w ill b e c o nfirm ed in w riting.
7. If the p r o b lem ha sno t b een reso lved w ithin ten w o r king da ysyo u sho uld b ring the m a tter to thea ttentio n o f the Do m estic C o m m ittee. Thisisthe fina l sta ge o f the grieva nc e p r o c edure.
Issue 337
PERSON ALHARASSM EN T POLIC Y AN D PRO C EDURE
A) IN TRODUC TION
1. Ha r a ssm ent o r vic tim isa tio n o n the gr o undso f a ge,disa b ility,gender rea ssignm ent,m a r ria ge a ndc ivil p a rtnership , p regna nc y o r m a ternity, r a c e, religio n o r b elief, sex o r sex ua l o r ienta tio n isuna c c ep ta b le.
2. Perso na l ha r a ssm ent ta kes m a ny f o rm s r a nging fr o m ta steless jo kes a nd a b usive rem a rks top estering fo r sex ua l f a vo urs,threa tening b eha vio ur a nd a c tua l p hysic a l a b use. W ha tever f o r m itta kes,p erso na l ha r a ssm entisa lw a ysserio usa nd isto ta lly una c c ep ta b le.
3. The C o llege rec o gnisestha tp erso na l ha r a ssm entc a n ex istin the w o r kp la c e a sw ell a so utside a ndtha tthisc a n serio usly a f fec tem p lo yees' w o rking livesb y inter fering w ith their jo b p er f o r m a nc e o r b yc rea ting a stressful,intim ida ting a nd unp lea sa ntw o rking envir o nm ent.
B) PO LIC Y
1. The C o llege dep lo r es a ll f o r m s o f p erso na l ha r a ssm ent a nd seeks to ensure tha t the w o r kingenvir o nm entissym p a thetic to a ll C o llege em p lo yees.
2. The C o llege ha sp ub lished these p r o c eduresto info rm em p lo yeeso f the typ e o f b eha vio ur tha tisuna c c ep ta b le a nd p r o vide em p lo yeesw ho a re the vic tim so f p erso na l ha r a ssm entw ith a m ea nso fr edress.
3. The C o llege rec o gnisestha titha sa duty to im p lem entthisp o lic y a nd a ll em p lo yeesa re ex p ec tedto c o m p ly w ith it.
C ) EXAM PLES OF PERSO N ALHARASSM EN T
Perso na l ha r a ssm entta kesm a ny f o rm sa nd em p lo yeesm a y no ta lw a ysrea lise tha ttheir b eha vio urc o nstitutesha r a ssm ent. Perso na l ha r a ssm ent isunw a nted b eha vio ur b y o ne em p lo yee to w a rdsa no ther a nd ex a m p leso f ha r a ssm entinc lude:
a . insensitive jo kesa nd p r a nks
b . lew d o r a b usive c o m m entsa b o uta p p ea r a nc e
c . delib er a te ex c lusio n f r o m c o nversa tio ns
d. disp la ying a b usive o r o f fensive w riting o r m a teria l
e. unw elc o m e to uc hing
f. a b usive,threa tening o r insulting w o rdso r b eha vio ur .
These ex a m p les a re no t ex ha ustive a nd disc ip lina ry a c tio n a t the a p p r o p r ia te level w ill b e ta kena ga instem p lo yeesc o m m itting a ny f o rm o f p erso na l ha r a ssm ent.
Issue 338
D) C O M PLAIN IN G ABOUT PERSO N ALHARASSM EN T
1. Info rm a l c o m p la int
The C o llege rec o gnises tha t c o m p la ints o f p erso na l ha r a ssm ent a nd p a rtic ula r ly o f sex ua lha r a ssm entc a n so m etim esb e o f a sensitive o r intim a te na ture a nd tha titm a y no tb e a p p r o p r ia tef o r yo u to r a ise the issue thr o ugh the C o llege’s no rm a l grieva nc e p r o c edure. In thesec ir c um sta nc es yo u a re enc o ur a ged to r a ise suc h issues w ith a senio r c o llea gue o f yo ur c ho ic e(w hether o r no ttha tp erso n ha sa direc tHea d o f Dep a rtm ent/ Line M a na ger / Sup erviso r
y resp o nsib ility f o r yo u) a sa c o nfidentia l help er . Thisp erso n c a nno t b e the Do m estic Bursa r,w ho w ill b eresp o nsib le f o r investiga ting the m a tter if itb ec o m esa f o r m a l c o m p la int.
If yo u a re the vic tim o f m ino r ha r a ssm entyo u sho uld m a ke it c lea r to the ha r a sser o n a n info rm a lb a sistha ttheir b eha vio ur isunw elc o m e a nd a sk the ha r a sser to sto p . If yo u feel una b le to do thisver b a lly then yo u sho uld ha nd a w ritten request to the ha r a sser,a nd yo ur c o nfidentia l help er c a na ssistyo u in this.
2. Fo rm a l c o m p la int
W here the info rm a l a p p r o a c h fa ilso r if the ha r a ssm entism o re serio us,yo u sho uld b ring the m a tterto the a ttentio n o f the Do m estic Bursa r a sa f o rm a l w ritten c o m p la int a nd a ga in yo ur c o nfidentia lhelp er c a n a ssist yo u in this. If p o ssib le,yo u sho uld keep no teso f the ha r a ssm ent so tha t thew ritten c o m p la intc a n inc lude:-
a . the na m e o f the a lleged ha r a sser
b . the na ture o f the a lleged ha r a ssm ent
c . the da tesa nd tim esw hen the a lleged ha r a ssm ento c c ur r ed
d. the na m eso f a ny w itnesses
e. a ny a c tio n a lr ea dy ta ken b y yo u to sto p the a lleged ha r a ssm ent.
On rec eip t o f a f o r m a l c o m p la int the C o llege w ill ta ke a c tio n to sep a r a te yo u f r o m the a llegedha r a sser to ena b le a n uninter rup ted investiga tio n to ta ke p la c e. This m a y invo lve a tem p o r a r ytr a nsfer o f the a lleged ha r a sser to a no ther w o rk a rea o r susp ensio n w ith c o ntr a c tua l p a y until them a tter ha sb een reso lved.
The p erso n dea ling w ith the c o m p la intw ill invite yo u to a ttend a m eeting,a ta rea so na b le tim e a ndlo c a tio n, to disc uss the m a tter a nd c a r r y o ut a tho r o ugh investiga tio n. Yo u ha ve the right to b ea c c o m p a nied a t suc h a m eeting b y yo ur c o nfidentia l help er o r a no ther w o rk c o llea gue o f yo urc ho ic e a nd yo u m ustta ke a ll r ea so na b le step sto a ttend. Tho se invo lved in the investiga tio n w ill b eex p ec ted to a c tin c o nfidenc e a nd a ny b r ea c h o f c o nfidenc e w ill b e a disc ip lina ry m a tter .
On c o nc lusio n o f the investiga tio n w hic h w ill no rm a lly b e w ithin ten w o r king da yso f the m eeting w ithyo u,a dr a ftrep o r to f the findingsa nd o f the investiga to r 'sp r o p o sed dec isio n w ill b e sent,in w riting,to yo u a nd to the a lleged ha r a sser .
If yo u o r the a lleged ha r a sser a re dissa tisfied w ith the dr a ftrep o r to r w ith the p r o p o sed dec isio n thissho uld b e r a ised w ith the investiga to r w ithin five w o r king da yso f r ec eiving the dr a ft. Any p o intso fc o nc ern w ill b e c o nsidered b y the investiga to r b ef o r e a fina l rep o r tissent,in w riting,to yo u a nd tothe a lleged ha r a sser . Yo u ha ve the right to a p p ea l a ga inst the findings o f the investiga to r ina c c o rda nc e w ith the a p p ea l p r o visio nso f the grieva nc e p r o c edure.
Issue 339
E) GEN ERALN O TES
1. If the rep o r t c o nc ludestha tthe a llega tio n isw ell f o unded,the ha r a sser w ill b e lia b le to disc ip lina rya c tio n in a c c o r da nc e w ith o ur disc ip lina ry a nd disc ip lina ry dism issa l p r o c edure. An em p lo yee w horec eives a f o rm a l w a r ning o r w ho is dism issed fo r ha r a ssm ent m a y a p p ea l b y using o urc a p a b ility/disc ip lina ry a p p ea l p r o c edure.
2. If yo u b ring a c o m p la into f ha r a ssm entyo u w ill no tb e vic tim ised fo r ha ving b r o ughtthe c o m p la int.Ho w ever if the rep o r t c o nc ludes tha t the c o m p la int is b o th untrue a nd ha s b een b r o ught w ithm a lic io usintent,disc ip lina ry a c tio n w ill b e ta ken a ga instyo u.
Issue 340
EQUALOPPORTUN ITIES PO LIC Y
A) STATEM EN T OF PO LIC Y
1. W e rec o gnise tha t disc rim ina tio n isuna c c ep ta b le a nd a ltho ugh equa lity o f o p p o r tunity ha sb een alo ng sta nding fea ture o f o ur em p lo ym ent p r a c tic esa nd p r o c edure,w e ha ve m a de the dec isio n toa do p ta f o r m a l equa l o p p o r tunitiesp o lic y. Brea c heso f the p o lic y w ill lea d to disc ip lina ry p r o c eedingsa nd,if a p p r o p r ia te,disc ip lina r y a c tio n.
2. The a im o f the p o lic y isto ensure no jo b a p p lic a nt,em p lo yee o r w o r ker isdisc rim ina ted a ga insteitherdirec tly o r indirec tly o n the gr o unds o f a ge, disa b ility, gender rea ssignm ent, m a r ria ge a nd c ivilp a r tnership ,p regna nc y o r m a ternity,r a c e,religio n o r b elief,sex o r sex ua l o r ienta tio n.
3. W e w ill ensure tha tthe p o lic y isc ir c ula ted to a ny a genc iesresp o nsib le f o r o ur r ec ruitm enta nd a c o p yo f the p o lic y w ill b e m a de a va ila b le f o r a ll em p lo yees a nd m a de kno w n to a ll a p p lic a nts fo rem p lo ym ent.
4. The p o lic y w ill b e c o m m unic a ted to a ll p r iva te c o ntr a c to rs rem inding them o f their resp o nsib ilitiesto w a rdsthe equa lity o f o p p o r tunity.
5. The p o lic y w ill b e im p lem ented in a c c o rda nc e w ith the a p p r o p r ia te sta tuto ry requirem ents a nd fulla c c o untw ill b e ta ken o f a ll a va ila b le guida nc e a nd in p a r tic ula r a ny releva ntC o deso f P r a c tic e.
6. W e w ill m a inta in a neutr a l w o rking envir o nm entin w hic h no em p lo yee o r w o rker feelsunder threa to rintim ida ted.
B) REC RUITM EN T AN D SELEC TIO N
1. The rec r uitm enta nd selec tio n p r o c essisc ruc ia lly im p o rta ntto a ny equa l o p p o r tunitiesp o lic y. W e w illendea vo ur thr o ugh a p p r o p r ia te tr a ining to ensure tha t em p lo yeesm a king selec tio n a nd rec ruitm entdec isio nsw ill no tdisc rim ina te,w hether c o nsc io usly o r unc o nsc io usly,in m a king these dec isio ns.
2. Pr o m o tio n a nd a dva nc em ent w ill b e m a de o n m erit a nd a ll dec isio ns rela ting to this w ill b e m a dew ithin the o ver a ll f r a m ew o r k a nd p rinc ip leso f thisp o lic y.
3. Jo b desc rip tio ns, w here used, w ill b e revised to ensure tha t they a r e in line w ith o ur equa lo p p o r tunitiesp o lic y. Jo b requirem entsw ill b e reflec ted a c c ur a tely in a ny p erso nnel sp ec ific a tio ns.
4. W e w ill a do p ta c o nsistent,no n-disc rim ina to r y a p p r o a c h to the a dvertising o f va c a nc ies.
5. W e w ill no t c o nfine o ur r ec ruitm ent to a rea s o r m edia so ur c es w hic h p r o vide o nly, o r m a inly,a p p lic a ntso f a p a r tic ula r gr o up .
6. All a p p lic a ntsw ho a p p ly f o r jo b sw ith usw ill r ec eive fa ir trea tm ent a nd w ill b e c o nsidered so lely o ntheir a b ility to do the jo b .
7. All em p lo yees invo lved in the rec ruitm ent p r o c ess w ill p erio dic a lly review their selec tio n c riteria toensure tha tthey a re r ela ted to the jo b requirem entsa nd do no tunla w fully disc rim ina te.
8. Sho rtlisting a nd interview ing w ill b e c a r r ied o utb y m o re tha n o ne p erso n w here p o ssib le.
9. Interview questio nsw ill b e r ela ted to the requirem entso f the jo b a nd w ill no t b e o f a disc rim ina to r yna ture.
10. W e w ill no t disqua lify a ny a p p lic a nt b ec a use he/she is una b le to c o m p lete a n a p p lic a tio n f o rmuna ssisted unlessp erso na l c o m p letio n o f the fo rm isa va lid testo f the sta nda rd o f English requiredfo r the sa fe a nd ef fec tive p er f o r m a nc e o f the jo b .
11. Selec tio n dec isio nsw ill no tb e influenc ed b y a ny p er c eived p rejudic eso f o ther sta f f.
Issue 341
C ) TRAIN IN G AN D PRO M O TION
1. Senio r sta f f w ill rec eive tr a ining in the a p p lic a tio n o f thisp o lic y to ensure tha t they a r e a w a r e o f itsc o ntentsa nd p r o visio ns.
2. All p r o m o tio n w ill b e in line w ith thisp o lic y.
D) M O N ITO RIN G
1. W e w ill m a inta in a nd review the em p lo ym entrec o rdso f a ll em p lo yeesin o rder to m o nito r the p r o gresso f thisp o lic y.
2. M o nito ring m a y invo lve:-
a . the c o llec tio n a nd c la ssific a tio n o f inf o rm a tio n rega rding the r a c e in term so f ethnic /na tio na lo r igin a nd sex o f a ll a p p lic a ntsa nd c ur rentem p lo yees;
b . the ex a m ina tio n b y ethnic /na tio na l o r igin a nd sex o f the distrib utio n o f em p lo yees a nd thesuc c essr a te o f the a p p lic a nts; a nd
c . rec o rding rec ruitm ent, tr a ining a nd p r o m o tio na l r ec o r ds o f a ll em p lo yees, the dec isio nsrea c hed a nd the rea so n f o r tho se dec isio ns.
3. The results o f a ny m o nito ring p r o c edure w ill b e review ed a t regula r interva ls to a ssess theeffec tiveness o f the im p lem enta tio n o f this p o lic y. C o nsider a tio n w ill b e given, if nec essa ry, toa djusting thisp o lic y to a f f o rd grea ter equa lity o f o p p o r tunitiesto a ll a p p lic a ntsa nd sta f f.
Issue 342
TERM IN ATION O F EM PLOYM EN T
A) RESIGN ATION S
All resigna tio nsb y em p lo yeesm ustb e sup p lied in w riting,sta ting yo ur rea so n f o r r esigna tio n.
B) TERM IN ATIN G EM PLOYM EN T W ITHOUT GIVIN G N OTIC E
If yo u term ina te yo ur em p lo ym ent w itho ut giving o r w o rking the required p erio d o f no tic e, a sindic a ted in yo ur individua l sta tem ento f m a in term so f em p lo ym ent,yo u w ill ha ve a n a m o untequa lto a ny a dditio na l c o st o f c o vering yo ur dutiesduring the no tic e p erio d no t w o rked deduc ted fr o ma ny term ina tio n p a y due to yo u. Thisisa n ex p r essw ritten term o f yo ur c o ntr a c to f em p lo ym ent.
C ) RETURN OF C O LLEGE PROPERTY
On the term ina tio n o f yo ur em p lo ym entyo u m ustreturn a ll p r o p erty b elo nging to the C o llege w hic hisin yo ur p o ssessio n o r f o r w hic h yo u ha ve resp o nsib ility. Fa ilur e to r eturn suc h item sw ill resultinthe c o st o f the item s b eing deduc ted fr o m a ny m o nieso utsta nding to yo u. Thisisa n ex p r essw ritten term o f yo ur c o ntr a c to f em p lo ym ent.
D) RETURN OF VEHIC LES
On term ina tio n o f yo ur em p lo ym entyo u m ustreturn a ny c o llege vehic le in yo ur p o ssessio n to o urp r em ises. Fa ilure to return the vehic le w ill r esultin the c o sto f itsrec o very b eing deduc ted fr o m a nym o nieso utsta nding to yo u. Thisisa n ex p r essw ritten term o f yo ur c o ntr a c to f em p lo ym ent.
E) GARDEN LEAVE
Onc e either side ha sgiven no tic e o f term ina tio n o f em p lo ym ent,the C o llege m a y,a ta ny tim e a ndfo r a ny p erio d, require yo u to c ea se p er f o r m ing yo ur jo b a nd/o r ex c lude yo u f r o m entering a nyC o llege p rem ises. During suc h p erio d o f ga rden lea ve,the C o llege w ill c o ntinue to p a y yo ur sa la r ya nd p r o vide a ll b enefitstha tf o rm p a rto f yo ur c o ntr a c to f em p lo ym ent.
Issue 343
C OLLEGE VEHIC LE RULES
A) DRIVIN G LIC EN C E AN D AUTHORITY TO DRIVE C O LLEGE VEHIC LES
1) Yo u m ustb e in p o ssessio n o f a c ur r entdriving lic enc e a nd ha ve yo ur Hea d o f Dep a r tm ent/Line M a na ger / Sup erviso r ’sa utho rity to drive o ne o f o ur vehic les.
2) Yo ur driving lic enc e m ust b e p r o duc ed fo r sc rutiny b y yo ur Hea d o f Dep a r tm ent / LineM a na ger / Sup erviso r p r io r to driving a ny o f o ur vehic lesa nd a ta ny o ther tim e a srequested.
3) If a t a ny tim e yo ur lic enc e is endo rsed, o r yo u a re disqua lified fr o m driving, w e m ust b einfo rm ed im m edia tely.
4) It isyo ur resp o nsib ility to see tha t the vehic le isno t used b y a nyo ne o ther tha n a utho risedem p lo yees.
B) FIXTURES,FITTIN GS AN D M O DIFIC ATION S
1) N o fix turessuc h a sa eria ls,r o o f r a c ks,to w ing a p p a r a tus,stic kers,m a y b e a tta c hed to a ny o fo ur vehic lesw itho utp rio r w ritten p erm issio n.
2) N o c ha nge o r a lterna tio ns m a y b e m a de to the m a nufa c turer ’s m ec ha nic a l o r struc tur a lsp ec ific a tio n o f the vehic le.
C ) W ARRAN TY
All w a r r a nty w o rk m ustb e rep o r ted to usp rio r to itb eing c a r r ied o ut.
D) C LEAN IN G AN D M AIN TEN AN C E
1) W hen yo u drive o ne o f o ur vehic lesitisyo ur resp o nsib ility to ensure tha titiskep t c lea n a ndtidy a nd tha titisreturned to usin tha tc o nditio n a fter use.
2) Any m a intena nc e o r r ep a ir w o rk,o r r ep la c em ento f p a r ts,inc luding tyres,m ustb e rep o r ted tousso tha tw e c a n o rga nise f o r itto b e c a r r ied o ut/ m ustb e a p p r o ved in a dva nc e b y us,a ndreim b ursem ent w ill o nly b e m a de a ga inst p r o duc tio n o f a n a utho risa tio n. Full deta ils o f thew o rk required a nd the c o stinvo lved m ustb e given.
3) Fa ilure to a dequa tely c lea n the vehic le m a y m ea n yo u a re sub jec tto the c o sto f the va letb eingdeduc ted fr o m yo ur p a y.
E) FUELETC .
1) Befo r e yo u use o ne o f o ur vehic les,a nd o n itsreturn,yo u a re resp o nsib le f o r ensuring tha ttheo il a nd w a ter levels,b a ttery a nd b r a ke fluid a nd tyre p ressuresa r e m a inta ined a nd tha t thetrea d o f a ll tyresc o nf o rm sto the m inim um lega l requirem ents.
2) Unlessc o ntr a r y a r r a ngem entsex istin w riting b etw een us,w e w ill o nly reim b urse yo u f o r fuela nd o il used o n o ur b usiness. C la im sm ustb e sub m itted o n a w eekly rep o r tsheet,signed b yyo urself a nd a c c o m p a nied b y rec eip ted b illsw here the vehic le c a nno tb e filled up o n o ur fuela c c o unt. All b illssho uld b e listed,a nd a deduc tio n sho w n fo r tha tp a r to f the fuel a ttrib uta b le top r iva te m ilea ge.
Issue 344
F) FIN ES
W e w ill no t b e held resp o nsib le f o r a ny fines(e.g. p a r king,sp eeding etc .) inc ur red b y yo u w hilstw o rking fo r us. If w e rec eive the sum m o nso n yo ur b eha lf,w e m a y p a y the fine a nd deduc tthec o stfr o m a ny m o nieso w ing to yo u. Thisisa n ex p r essw ritten term o f yo ur c o ntr a c to f em p lo ym ent.
G) DAM AGE OR IN JURY
1) If yo u a re the driver o f a ny o f o ur vehic les a nd it is invo lved in a n a c c ident w hic h c a usesda m a ge to p r o p er ty o r a no ther vehic le,o r injury to a ny p erso n o r a nim a l,yo u a r e required togive yo ur na m e a nd a ddress,the na m e a nd a ddresso f the O w ner,the registr a tio n num b er o fthe vehic le a nd the na m e o f the insur a nc e c o m p a ny to a ny p erso n ha ving rea so na b le gr o undsfo r r equiring suc h info rm a tio n. Itisim p o rta nt tha tyo u give no further info rm a tio n. If f o r so m erea so n itisno tp o ssib le to give thisinfo rm a tio n a tthe tim e o f the a c c ident,the m a tter m ustb erep o r ted to the p o lic e a sso o n a sp o ssib le,b utw ithin tw enty-f o ur ho urso f the o c c ur r enc e.
2) In a dditio n in the c a se o f a n inc identinvo lving injury to a no ther p erso n o r to no tifia b le a nim a ls,yo u a re resp o nsib le f o r no tifying the p o lic e o f the o c c ur r enc e, a nd m ust p r o duc e yo urinsur a nc e c ertific a te to a P o lic e O ffic er a ttending the a c c ident, o r a ny o ther p erso n ha vingrea so na b le gr o undsfo r seeing it. The a c c identm ust b e rep o r ted to a p o lic e sta tio n o r to aP o lic e O ffic er w ithin tw enty-f o ur ho urs. If yo u a re no tthen a b le to p r o duc e the c ertific a te,yo um ust,in a ny event, p r o duc e it in p erso n w ithin five da ys a fter the a c c ident, to suc h p o lic esta tio n a syo u m a y sp ec ify a tthe tim e o f firstrep o r ting the a c c ident.
3) Fo r sec urity rea so ns,insur a nc e c ertific a tesa r e kep tb y us. Ho w ever,a c o p y o f the c ertific a te o finsur a nc e isp r o vided w ith ea c h vehic le a nd thisw ill b e r enew ed a nnua lly. Yo u sho uld m a kesure tha t it isw ith the vehic le a t a ll tim es. Rep la c em ent c o p iesc a n b e o b ta ined f r o m usifnec essa ry.
H) LO SS
1) In the c a se o f theft o f o ne o f o ur vehic les, the p o lic e a nd o urselves m ust b e info rm edim m edia tely. Full deta ilso f the c o ntentso f the vehic le m usta lso b e given. If a ny c o ntentsa r esto len f r o m the vehic le the p o lic e a nd o urselvessho uld b e no tified im m edia tely.
2) Plea se no te tha t o nly o ur p r o p erty is insured b y us a nd yo u sho uld m a ke yo ur o w na r r a ngem entsto c o ver p erso na l ef fec ts.
3) The vehic le sho uld b e kep tlo c ked w hen no tin use a nd the c o ntentssho uld b e sto red o uto fsight, p refer a b ly in the b o o t o r r ea r . If a vehic le is sto len w e a re required to p r o ve to theinsur a nc e c o m p a ny tha t there ha s b een no negligenc e a nd, theref o r e, w e m ust ho ld yo uresp o nsib le in the evento f suc h negligenc e.
Issue 345
I) AC C IDEN T PROC EDURE
1) It isa c o nditio n o f the insur a nc e p o lic y tha t the insurersa re no tified o f a ll a c c idents,even ifa p p a r ently o f no c o nsequenc e. Yo u m ust,theref o r e,a sso o n a sp o ssib le a fter the a c c ident,o b ta in a n a c c ident rep o r t f o r m f r o m usw hic h m ust b e c o m p leted a nd returned to usw ithintw enty-f o ur ho urs. All the inf o rm a tio n required o n the fo r m m ustb e c o m p leted. Yo u sho uldno te,tha tw henever p o ssib le the fo llo w ing p a rtic ula rssho uld a p p ea r in the fo rm :-
a ) The na m e a nd a ddresso f the o ther driver a nd the na m e a nd a ddresso f his/her insurers.
b ) The na m esa nd a ddresseso f a ll p a ssengersin b o th o ur vehic le a nd the third p a rty’svehic le.
c ) N a m esa nd a ddresseso f a ll w itnesses. Itw ill b e o f c o nsider a b le a ssista nc e if sta tem entsc a nb e o b ta ined fr o m a ll w itnessesa tthe tim e o f the a c c ident.
d) P a rtic ula rso f the p o lic e a ttending i.e. na m e,num b er a nd divisio n.
2) A deta iled sketc h m ustb e p r o vided sho w ing the rela tive p o sitio n o f the vehic le b ef o r e a nd a fterthe a c c ident,to gether w ith deta ilso f the r o a dsin the vic inity,e.g. w hether they a re m a jo r o rm ino r r o a ds a nd a s m a ny releva nt m ea surem ents a s p o ssib le.
3) If o ur vehic le is undrivea b le yo u a re resp o nsib le f o r m a king a dequa te a r r a ngem ents fo r thevehic le to b e to w ed to a ga r a ge,a nd the na m e a nd a ddresso f the ga r a ge w here the vehic lem a y b e insp ec ted m ustb e sta ted o n the c la im f o rm .
4) W e w ill o r ga nise fo r r ep a irsto b e c a r r ied o ut.
5) Under no c ir c um sta nc esm a y rep a irsb e p utin ha nd until the insur a nc e c o m p a ny ha sgiven itsa greem ent. W e w ill no tify yo u w hen thisha sb een do ne.
6) Yo u sho uld no t under a ny c ir c um sta nc esex p ressa ny o p inio n o ne w a y o r the o ther o n thedegree o f r esp o nsib ility f o r the a c c ident. Only ex c ha nge p a r tic ula rsm entio ned in 1) a b o ve a ndno thing m o re.
J) RO AD FUN D LIC EN C E
The r o a d fund lic enc e f o r ea c h vehic le w ill b e r enew ed a uto m a tic a lly w hen due,b utin the eventtha tyo u do no tr ec eive the new lic enc e b y the ex p iry da te,w e sho uld b e no tified im m edia tely.
K) PERM ITTED USE
Sub jec t to the restric tio ns a lrea dy stip ula ted, o ur vehic les m a y o nly b e used fo r o ur a utho risedb usinessunlessp revio usa r r a ngem entsfo r p r iva te do m estic o r so c ia l use ha ve b een a greed w ith usin a dva nc e. They m a y no tb e used fo r the c a r r ia ge o f p a ssengersfo r hire o r r ew a rd,no r m a y theyb e used fo r a ny typ e o f m o to ring sp o rt,inc luding r a c ing,r a llying o r p a c e m a king,w hether o n thep ub lic highw a y o r o n p riva te la nd.
L) PERSO N ALLIABILITY FOR DAM AGE TO VEHIC LES
1) W here a ny da m a ge to o ne o f o ur vehic lesisdue to yo ur negligenc e o r la c k o f c a r e,w e reservethe rightto insisto n yo ur rec tifying the da m a ge a tyo ur o w n ex p ense o r p a ying the ex c essp a rto f a ny c la im .
2) Rep ea ted insta nc esm a y resultin disc ip lina ry a c tio n/a nd o r the use o f c o llege vehic lesb eingw ithdr a w n.