the city of cork vocational education committee

THE CITY OF CORK VOCATIONAL EDUCATION COMMITTEE

EMPLOYEE

HANDBOOK

2008 While information contained in this handbook is accurate at the time of print, it is likely that information will alter during the course of its publication. The City of Cork VEC cannot, therefore, accept responsibility for items contained in the Handbook. You are advised to consult the web http://www.corkvec.ie/publications/ or the Human Resources Office for the most up-to-date information on policies and procedures.

© City of Cork Vocational Education Committee 2008

Version 1.0

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CONTENTS

Introduction .................................................................................................................................... 11

Profile of the City of Cork Vocational Education Committee............................................................ 12

SCHOOLS AND COLLEGES: ................................................................................................................. 12

ADULT EDUCATION: .......................................................................................................................... 13

ADULT BASIC EDUCATION/COMMUNITY EDUCATION: ..................................................................... 13

VTOS: ................................................................................................................................................. 13

YOUTHREACH: ................................................................................................................................... 14

OTHER SERVICES:............................................................................................................................... 14

CCVEC Education Plan; 2005 ‐ 2010 ................................................................................................. 15

Guiding Principles ............................................................................................................................ 15

THE STRATEGIC OBJECTIVES OF THE EDUCATION PLAN ................................................................... 16

Head Office Management Team ...................................................................................................... 18

Committee & Sub‐Committee Structures ........................................................................................ 19

A‐Z Things you should know ............................................................................................................ 21

Bullying and Harassment .................................................................................................................. 23

Communications Policy ..................................................................................................................... 23

Conditions / Contracts of Employment.............................................................................................. 23

Contract of Indefinite Duration (CID) ................................................................................................ 25

Data Protection Act ........................................................................................................................... 25

Disciplinary Procedure ....................................................................................................................... 26

Equal Opportunities Policy ................................................................................................................ 27

External / Other Work ....................................................................................................................... 27

Eye Tests ............................................................................................................................................ 27

Flexi‐time ........................................................................................................................................... 28

Garda Vetting .................................................................................................................................... 28

Grievance Procedure ......................................................................................................................... 28

Internal Work .................................................................................................................................... 29

Jury Service ........................................................................................................................................ 29


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Managing Attendance at Work ......................................................................................................... 30

Partnership ........................................................................................................................................ 30

PC Purchase Scheme .......................................................................................................................... 30

Pension Provision .............................................................................................................................. 31

Performance Management and Development System (PMDS) ........................................................ 32

Personnel Records ............................................................................................................................. 32

Posts of Responsibility (Teachers) ..................................................................................................... 32

Probationary Period .......................................................................................................................... 32

Public Holidays .................................................................................................................................. 33

Quality Customer Service Charter ..................................................................................................... 33

Rest Room Facilities .......................................................................................................................... 33

Retirement – Pre retirement Courses ................................................................................................ 33

Selection Boards ................................................................................................................................ 33

Sexual Harassment ............................................................................................................................ 34

Staff Transfer ..................................................................................................................................... 34

Staff Welfare ..................................................................................................................................... 35

Termination of Service ....................................................................................................................... 35

Time and Attendance System ............................................................................................................ 35

Uniforms / Dress Code ....................................................................................................................... 35

Academic Staff ................................................................................................................................ 37

Appointment of Teachers .................................................................................................................. 38

Registration with the Teaching Council ............................................................................................. 38

Teaching Contracts ............................................................................................................................ 38

Qualifications .................................................................................................................................... 41

Placement on the Common Basic Scale (CBS) ................................................................................... 41

Award of Incremental Credit (CL 0029/2007) ................................................................................... 41

Non Academic Staff ......................................................................................................................... 43

Appointment of Staff ......................................................................................................................... 44

Non Academic Contracts ................................................................................................................... 44

Award of Incremental Credit (CL 0029/2007) ................................................................................... 45


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Code of Practice for CCVEC staff in their relationships with the Scheme’s Learners ........................ 46

A Code of Practice for CCVEC Staff in their relationships with the Scheme’s Learners ...................... 47

Professionalism ................................................................................................................................. 47

Boundaries ........................................................................................................................................ 49 Professional Distance ................................................................................................................... 49 Referral ......................................................................................................................................... 49 Confidentiality .............................................................................................................................. 49

Prudent Behaviour ............................................................................................................................. 50 One‐to‐One Meetings................................................................................................................... 50 Physical Contact ........................................................................................................................... 50 Sexual Harassment ....................................................................................................................... 51 Out of School / Centre / College Activities ................................................................................... 51

Disciplinary Investigation & Sanctions .............................................................................................. 51

Personal Conduct ............................................................................................................................ 53

Code of Ethics .................................................................................................................................... 54

Code of Conduct for Staff .................................................................................................................. 54

Confidentiality ................................................................................................................................... 55

Conflict of Interest ............................................................................................................................. 55

Personal Property .............................................................................................................................. 55

Receipt of Gifts / Hospitality ............................................................................................................. 56

Relations with the Public ................................................................................................................... 56

Media Contact ................................................................................................................................... 56

Personal Professional Development ................................................................................................ 57

General .............................................................................................................................................. 58

Continuous Professional Development – Academic Staff .................................................................. 58

Continuous Professional Development – Non Academic Staff .......................................................... 58

Leave Arrangements ....................................................................................................................... 59

Annual Leave ..................................................................................................................................... 60 Clerical & Administrative Staff (refer to circular letters F44/82, F17/93, F53/99) ....................... 60

Caretaking Staff ................................................................................................................................ 61

CRÈCHE Assistant .............................................................................................................................. 62

Canteen Staff ..................................................................................................................................... 62

Cleaning Staff .................................................................................................................................... 62


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Teachers ............................................................................................................................................ 63

Leave Year ......................................................................................................................................... 63

Carry Over ......................................................................................................................................... 63

Sick Leave .......................................................................................................................................... 64 Notification ................................................................................................................................... 64 Personal Absence Sheets .............................................................................................................. 64

Entitlements ...................................................................................................................................... 64 Permanent Staff (Officers) (Permanent Teachers/Administrative) .............................................. 64 Fixed Term Staff (Officers) (Fixed Term Teachers/Administrative) .............................................. 64 Non Officer Staff (Cleaners/Caretakers/Attendants/Canteen) ................................................... 64 Crèche Staff .................................................................................................................................. 65

Duration of Absence .......................................................................................................................... 65

Social Welfare ................................................................................................................................... 65

Social Welfare Claim ......................................................................................................................... 65

Payment of Salary ............................................................................................................................. 66

Compassionate Leave (ref Circular Letter 19/00) .............................................................................. 66 Bereavement ................................................................................................................................ 66 Illness of a Family Member (Officer of the VEC) .......................................................................... 66

Marriage Leave ................................................................................................................................. 67

Maternity Leave (CL 22/97 & CL 03/01 ............................................................................................. 67 Entitlement ................................................................................................................................... 67 Public Holiday Entitlements ......................................................................................................... 67 Added Leave (Teachers only) ....................................................................................................... 68 Leave taken as follows .................................................................................................................. 68 Application Procedure ‐ 22 weeks paid maternity leave .......................................................... 68 12 weeks unpaid maternity leave ................................................................................................ 68 Employee Notification .................................................................................................................. 69 Payment on Leave ........................................................................................................................ 69 Social Welfare Claim ..................................................................................................................... 69 Return from Maternity ................................................................................................................. 69

Parental Leave (CL 17/99) ................................................................................................................. 70 Notification ................................................................................................................................... 71

Adoptive Leave (CL 20/97) ................................................................................................................ 71 Entitlement ................................................................................................................................... 71 Public Holiday Entitlements ......................................................................................................... 72 Added Leave (Teachers only) ....................................................................................................... 72 16 weeks unpaid adoptive leave .................................................................................................. 73 Employee Notification .................................................................................................................. 73 Payment on Leave ........................................................................................................................ 73


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Social Welfare Claim ..................................................................................................................... 74 Return from Adoptive Leave ........................................................................................................ 74

Secondment (CL 06/107) ................................................................................................................... 74

Career Break (CL22/99) ..................................................................................................................... 76 Superannuation & Career Breaks ................................................................................................. 76 Social Welfare Contributions ........................................................................................................ 77

Carers Leave (CL 17/03)..................................................................................................................... 77

Job Share – Academic Grades (CL 18/98) .......................................................................................... 78

Work Share Scheme – Non Academic Grades (CL 37/06) .................................................................. 78

Study Leave ....................................................................................................................................... 79

Flexi Leave ......................................................................................................................................... 79

Retirement Options ......................................................................................................................... 80

Compulsory Retirement ..................................................................................................................... 81

Retirement after Age 60 .................................................................................................................... 81

Retirement over the Age of 55 with 35 years service (teachers only): .............................................. 81

Ill‐Health Retirement (All Staff): ........................................................................................................ 82

Retirement under the Early Retirement Package (Permanent teachers only)................................... 82

Cost Neutral Retirement (All Staff) .................................................................................................... 83

Personal Retirement Savings Account (PRSA) ................................................................................... 83

Travel and Subsistence .................................................................................................................... 84

Claims by Members of Staff .............................................................................................................. 85

Use of Personal Transport on CCVEC Business .................................................................................. 85

Pay .................................................................................................................................................. 86

Payment of Salaries & Wages ........................................................................................................... 87

Pay Scales .......................................................................................................................................... 87

Deductions at Source (optional) ........................................................................................................ 87

Annual Increments ............................................................................................................................ 88

Part‐time Pay Claim Form ................................................................................................................. 88

Queries .............................................................................................................................................. 88

Hours of Work ................................................................................................................................. 89

Hours of Work ................................................................................................................................... 90


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Flexible Working Hours ..................................................................................................................... 90

Medical Appointments ...................................................................................................................... 90

Overtime ............................................................................................................................................ 90

Working Week ................................................................................................................................... 90

Health & Safety ............................................................................................................................... 91

Health and Safety Policy .................................................................................................................... 92

Accidents – Reporting ........................................................................................................................ 92

Alcohol / Drugs Abuse ....................................................................................................................... 92

Evacuation Procedure ....................................................................................................................... 92

Smoking in the Workplace ................................................................................................................. 92

Protective Clothing ............................................................................................................................ 92

Industrial Relations ......................................................................................................................... 93

Trade Union Membership .................................................................................................................. 94

Branch Officers / Shop Stewards ....................................................................................................... 94


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Section 1

INTRODUCTION

Profile of City of Cork Vocational Education Committee 12

CCVEC Education Plan 15

Guiding Principals 15

CCVEC Head Office Management Team 18

CCVEC Sub–Committees 19


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PROFILE OF THE CITY OF CORK VOCATIONAL EDUCATION COMMITTEE

The City of Cork Vocational Education Committee (CCVEC) is the 4th largest of the 33 Vocational Education Committees in the country. Although its administrative area is confined to the city boundary, the CCVEC provides an educational service to learners from all parts of the surrounding counties.

SCHOOLS AND COLLEGES:

The CCVEC’s management responsibility extends to 3 second level Schools1, and 3 further education Colleges2. Two centres for further education are attached to Terrence MacSwiney Community College and Nagle Community College.

The CCVEC provides a wide range of courses at second-level for the younger generation leaving the primary schools. It makes available full-time day courses leading to Junior Certificate, Junior Certificate Schools Programme, Leaving Certificate and Leaving Certificate Vocational Programmes. Colaiste Daibheid provides a full second-level education opportunity for pupils through the medium of Irish.

In order to provide additional opportunities for young people completing junior certificate and leaving certificate courses, a new vocationally orientated Vocational Preparation and Training Programme (VPTP) was introduced into a number of second-level schools/colleges in 1989. Recent years have seen a huge expansion of VPTP or Post Leaving Certificate (PLC) courses. These

1 Terrence MacSwiney Community College Knocknaheeny, Nagle Community College, Mahon and Coláiste Daibheid, South Terrace

2 Cork College of Commerce, St John’s Central College and Coláiste Stiofáin Naofa


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courses are specially designed to prepare learners for the world of work or further education. In recent years, PLC courses have witnessed a significant increase in the number of adult learners returning to education to avail of second chance or up-skilling opportunities though this programme.

ADULT EDUCATION:

Many people have taken an educational course or engaged in some structured learning since leaving school or college. Each year over 8,000 part time courses are run in Ireland by over 1,000 schools, colleges and groups and it is estimated that up to 200,000 adults attend these courses. The CCVEC offers an extensive range of adult education courses to people of all ages for leisure, career improvement, and self development.

ADULT BASIC EDUCATION/COMMUNITY EDUCATION:

The CCVEC also provides an Adult Basic Education (literacy) and Community Education service throughout the city. Tuition is given for the most part by voluntary tutors and takes place on a one-to-one basis or in small groups. Voluntary tutors receive initial tutor training and in-service courses are provided on a regular basis. The Committee also provides funding for community groups for courses in basic education such as home management, personal development and basic English.

VTOS:

The Vocational Training Opportunities Scheme (VTOS), which was introduced in 1989, offers long-term unemployed adults the opportunity to return to full-time education and gives them a “second chance”. Adults must be over 21 years of age and unemployed for at least 6 months. VTOS provision in the CCVEC is through “dispersed mode” participation, i.e. VTOS learners are integrated into the general PLC programmes, thereby providing a wider range of choices than would be possible in a discrete or stand alone VTOS programme.


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YOUTHREACH:

The Youthreach Programme caters for early school leavers (15 to 21 year olds) and provides education, training and work experience over a period of two years. The programme is operated on a nation-wide basis comprising two phases, foundation and progression. The CCVEC operates 4 Youthreach centers. The centers are located in Dean St., Fr. Matthew St., Knocknaheeny and the Glen. Overall, approximately 150 young people are catered for.

OTHER SERVICES:

The City of Cork VEC also provides a wide range of support services which cover many different areas. These include the provision of an education service to Cork Prison, the provision of education programmes in co-operation with institutions such as Community Training Workshops and the provision of programmes and services to young people in the City through its Youth Services Board.


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CCVEC EDUCATION PLAN; 2005 - 2010

The Vocational Education Amendment Act places a responsibility on the Chief Executive Officer to prepare and submit an Educational plan to the Vocational Education Committee for adoption. This plan is the outcome of a long and comprehensive consultative process, both within the Committee and with the many other bodies, statutory and voluntary, that participate with us in the delivery of Education services to the public.

In developing the Plan, the Committee formally laid down its Guiding Principles. These Principles are centred on the provision of quality and innovative Education services which are designed to enable each individual learner the opportunity to reach their potential and participate fully in their community and in society. The mission, guiding principles, strategic and operational objectives of the Committee over the next five years are all laid out in the Plan. In the development of the Plan values, long held, were clarified and articulated and placed within the ongoing development of the Committee’s service

GUIDING PRINCIPLES

• The Committee will treat all learners with dignity and as partners in learning, be responsive to their needs and open opportunities for them to achieve their potential.

• The Committee will provide services which enable learners to develop in their personal and academic lives, to participate more fully in their community and in society and to be active in the labour market, recognizing within them the particular needs of those returning to learning and of those with learning deficits.

• The Committee will ensure that the quality of and innovation in its services are developed and maintained, their diversity in purpose and level is continued and that they are provided in coherent patterns to facilitate access and progression.

• The Committee will maintain and develop structures and methods of governance and management of services which facilitate


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accountability, which permit fair and open participation by stakeholders. It will encourage the formation of partnerships to enhance services and will be the leader in those services which lie within its remit.

• The Committee will provide, maintain and develop a cohort of staff qualified and dedicated to provide and support its services. It will ensure that each member of staff is treated with dignity, has open channels of communication within and around their role and is aware of the significance of their role within the diversity of services.

THE STRATEGIC OBJECTIVES OF THE EDUCATION PLAN

There is a diversity of service in terms of learners, locations, levels and outcomes. Within its Mission and Guiding Principles it is necessary to identify a number of Strategic Objectives to provide overall guidance as the services progress and develop within the Plan and against which progress towards the implementation of the Plan can be assessed.

• OUR SERVICES

Provide a range of services which:

Are integrated and quality assured

Are accessible to a wide variety of learners and responsive to their needs

Provide progression routes within the services and to other learning services and to employment

Are innovative in their response to changes in society and the labour market

• OUR PEOPLE

Foster an environment within the organisation which:

Promotes inclusion


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Seeks excellence

Promotes open communication

Develops partnership

• OUR MANAGEMENT

Provide governance and management which:

Is true to the Committee’s Mission and Guiding Principles

Is fair and open

Internalizes change

Maintains and develops structures and systems which are accountable


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HEAD OFFICE MANAGEMENT TEAM

Structure & Functions

City of CorkVocational Education Committee

Chief Executive OfficerTimothy Owens

Principal OfficerJohn O’Regan

Finance Ursula Fitzgerald

Human ResourcesSuzanne Mullins

Corporate AffairsUna Carroll

I.C.T. Adrian Deasy

Education OfficersJohn Fitzgibbons

Tom Daly

Principals

Centre Directors

Adult Education Officers


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COMMITTEE & SUB-COMMITTEE STRUCTURES

Membership of the Committee

Chair Person:

Councillor Jim A. Corr

Members Nominated by the Local Authority

Councillor Tim Brosnan, Vice Chairman

Councillor Patricia Gosch

Councillor Terry Shannon

Councillor Mairin Quill

Councillor Dave McCarthy

Councillor Chris O’Leary

Councillor Denis O’Flynn

Councillor Michael Ahern

Sr. Sheila Kelleher

Ms. Maire Roycroft

Mr. Ernie Nelson

Mr. Denis Kirby

Members Nominated by the Staff of CCVEC

Mr. Michael O Connor

Ms. Anna McCarthy


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Sub Committee Structures

City of CorkVocational Education Committee

Boards of Management

St. John’s Central College

Coláiste Stiofáin Naofa

MacSwiney Community College

College of Commerce

Other Sub-Committees

Finance Sub-Committee

Education & TrainingSub-Committee

Audit Committee

Nagle Community College

Coláiste Daibhéid

Adult EducationBoard

Youth ServicesSub-Committee


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SECTION 2

A-Z THINGS YOU SHOULD KNOW

Bullying and Harassment 23

Communications Policy 23

Conditions / Contracts of Employment 23

Contract of Indefinite Duration (CID) 25

Data Protection Act 25

Disciplinary Procedure 26

Equal Opportunities Policy 27

External / Other Work 27

Eye Tests 27

Flexi-time 28

Garda Vetting 28

Grievance Procedure 28

Internal Work 29

Jury Service 29

Managing Attendance at Work 30

Partnership 30

PC Purchase Scheme 30

Pension Provision 31

Performance Management and

Development System (PMDS) 32

Personnel Records 32


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Posts of Responsibility (Teachers) 32

Probationary Period 32

Public Holidays 33

Quality Customer Service Charter 33

Rest Room Facilities 33

Retirement – Pre retirement Courses 33

Selection Boards 33

Sexual Harassment 34

Staff Transfer 34

Staff Welfare 35

Termination of Service 35

Time and Attendance System 35

Uniforms / Dress Code 35


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BULLYING AND HARASSMENT

There is a code of practice for dealing with complaints of bullying and harassment in CCVEC workplaces. Copies of this code are available in the School/College office or in the Human Resources Department.

COMMUNICATIONS POLICY

It is the policy of CCVEC to have effective communications with all our stakeholders. In accordance with the Education Plan CCVEC is committed to ensuring that learners, staff, members of the Committee and its Boards have dialogue paths open to them in relation to their roles within the organization, their work and the work of the organization.

We believe that for any method of communication to be effective it must be supported by a system that are seen to be receptive, sympathetic and responsive to issues, irrespective of whether those issues are internal to the organization and its staff or external complaints from customers.

To ensure open dialogue a number of committees are in place for the different stakeholders and all management grades are accessible to both staff and learners.

CONDITIONS / CONTRACTS OF EMPLOYMENT

For the vast majority of staff your terms and conditions of employment, including certain provisions relating to your working conditions, are covered by collective agreements negotiated and agreed between Trade Unions, Staff Associations, managerial authorities (IVEA) and the Department of Education and Science (DES) in respect of the employment group to which you belong. These terms and conditions are usually contained within circular letters issued by the Department of Education and Science.

For staff members whose terms and conditions of service are not covered by any specific DES circular letter, CCVEC will set the terms and conditions of employment by benchmarking against appropriate grades taking cognisance of national standards.


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Every staff member will be issued with a Contract of Employment. This contract details the main terms and conditions relating to the post to which you are appointed. A member of staff will receive an amendment to contract should any of the main terms or conditions of the original contract change.

As required under the Terms of Employment (Information) Acts 1994 – 2001, each contract will include:

• Full name of employer and staff member

• Address of the employer

• Place of Work

• Nature of Work

• Date of Commencement

• Date of Termination

• Working Time

• Rate, method of payment and payment intervals3

• Holidays and other paid leave4

• Sick leave and superannuation arrangements3

• Notice requirements

• Collective Agreements

• Details of relevant disciplinary procedures

• Probationary period

3 Per the relevant established grade and DES circulars

4 Pro rata for part time work subject to compliance with relevant employment legislation


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CONTRACT OF INDEFINITE DURATION (CID)

Under DES circular letters this type of contract currently applies to teaching staff and administration staff Grade III – Grade VI only.

To receive a contract of indefinite duration:

1. You must have four years successive service (fixed term contracts) with the CCVEC

2. The hours of your CID are those in the immediate previous year’s contract, less any hours which are for temporary cover

You will not receive a CID:

1. Where it has been indicated to you by the CCVEC in your fixed term contract that the post is not viable over a reasonable period of time and the specific reason (fixed purpose) or duration (fixed time) for this is stated

2. If you are covering for persons on career breaks, or other approved absences from which the person can return

You should note that this is general principles; the full details governing the awarding of such CID contracts are available from the Human Resources Department.

DATA PROTECTION ACT

The Data Protection Act states that all personal data must only be recorded with the knowledge and approval of the person concerned. The individual must be clearly informed of any data being recorded and for what purposes that data is used.

All information held will be strictly confidential and will not be used for any purpose other than that declared.

Any staff member may have access to any data being recorded about themselves through a request to the Head of the Human Resources Department.


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DISCIPLINARY PROCEDURE

A disciplinary procedure for non Academic staff was agreed between CCVEC, SIPTU and IMPACT 2005. This procedure will continue to operate until such time as it is replaced by an agreed national procedure for all staff. A copy of this procedure is available from the HR Department.

National discussions on a common disciplinary procedure for all VEC staff are currently taking place between IVEA and staff representatives. In the interim, the procedures used to address disciplinary issues will comply with the principles of natural justice and fair procedure as set out in the Code of Practice on Grievance and Disciplinary Procedures (Declaration) Order 2000 i.e.;

That details of any allegations for complaints are put to the employee concerned

That the employee concerned is given the opportunity to avail of the right to be represented during the procedure

That the employee concerned has a right to a fair and impartial determination of the issues concerned, taking into account any representations made by , or on behalf of the employee and any other relevant or appropriate evidence, factors, circumstances

These principles may require that the allegations or complaints be set out in writing, that the source of the allegations or complaint be given or that he employee concerned be allowed to confront or question witnesses

As a general rule, an attempt should be made to resolve grievance and disciplinary issues between the employee concerned and his or her immediate manager or supervisor. This could be done on an informal basis

Generally, the steps in a disciplinary procedure will be progressive, for example, an oral warning, a written warning, a final written warning and dismissal. However, there may be instances where more serious action, up and including dismissal, is warranted at an earlier stage. In such instances the principles set out above will be complied with.


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Disciplinary procedures affecting the holder of an office under a Vocational Educational Committee will also comply with the terms of section 7 & 8 of the Vocational Education (Amendment) Act, 1944.

EQUAL OPPORTUNITIES POLICY

CCVEC is committed to securing fair and equal consideration of applications by person seeking to be employed by the CCVEC, and fair and equal treatment of persons who are so employed.

It is the policy of the CCVEC that all eligible persons will have equal opportunity for employment and advancement in the CCVEC, irrespective of religious belief, age, family status, marital status, gender, disability, race, sexual orientation or membership of the Traveller Community.

Selection for employment and advancement will be on the basis of ability, qualifications and aptitude to carry out the duties of the post. There will be no unlawful discrimination, direct or indirect, against any person in recruitment, training or promotion.

EXTERNAL / OTHER WORK

It is not permitted for a member of staff to engage in external work without the consent of the Chief Executive Officer (CEO) of CCVEC, which must normally be obtained beforehand, and that consent will only be given where it is clear that such extern work will not adversely affect the staff member’s work under the CCVEC or be in competition with it.

All applications must be made to the CEO through the HR Department.

EYE TESTS

CCVEC has arrangements in place for the provision of subsidised eye tests, every two years, for its Administration staff. Please contact the HR Department for further details.


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FLEXI-TIME

In accordance with National Agreements and commitments contained within the Benchmarking process, CCVEC is committed to implementing family friendly initiatives for its staff. The introduction of a computerised time and attendance system allows for the operation of a flexi-time system where appropriate and operationally allowable for its non academic staff.

This system is designed to allow staff greater flexibility in their working hours, by recognizing all time worked which may be taken at a time which is more suitable to the staff with the agreement of their immediate supervisor/manager.

Full details of the scheme are available from the school/college office or from the HR Department.

GARDA VETTING

Garda Vetting has been introduced to the VEC sector for all new staff. Over time this requirement may extend to all staff. All staff who become subject to Garda Vetting and must complete a Garda Vetting application form. Once a staff member’s application form is validated by the Garda Vetting Unit and accepted by the CCVEC it will last up to 5 years. CCVEC reserve the right to re-vet employees after 5 years. The Garda Vetting check undertaken by the CCVEC is the property of the employer.

CCVEC has a Garda Vetting Policy in place which may be requested from the School/College office or the HR Department.

GRIEVANCE PROCEDURE

National discussions on a common grievance procedure for all VEC staff are currently taking place between IVEA and staff representatives. Until such time as a common procedure for all staff is agreed the following procedure will continue to apply:

The national four stage grievance procedures for teachers represented by TUI


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The grievance procedure for non Academic staff as agreed between CCVEC, SIPTU and IMPACT in 2005, will continue to operate until such time as it is replaced by an agreed national procedure for all staff.

Copies of these procedures are available from the HR Department.

In general a staff member with a grievance, which s/he considers to be genuine in respect of any aspect of his/her employment, has a right to a hearing by his/her immediate supervisor/manager and every effort should be made to resolve grievances at this level. Where this is not possible the matter should be progressed in an orderly fashion through the agreed management and staff representative structures. Where the matter cannot be resolved internally it can be jointly or independently referred to an appropriate third party.

INTERNAL WORK

It is not permissible for staff to engage in work that is in a different capacity to their primary contract if both roles are in the same location. Members of staff who wish to take up a secondary appointment, i.e. work that is in addition to their primary contract of employment, must apply for permission to do so from the CCVEC. Any such application will be treated in the same manner as an application for external work.

All applications must be made to the CEO through the HR Department.

JURY SERVICE

Jury service is a compulsory service to the state. In light of this, if you are called for jury service you must notify your immediate supervisor / manager, as this will have implications for timetable and/or work schedules. A copy of your summons must be submitted at this time which will be forwarded to the HR Department.


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MANAGING ATTENDANCE AT WORK

CCVEC operate procedures for managing staff attendance which is based on good practice and sound professional Human Resources advice.

PARTNERSHIP

CCVEC has in place a Partnership Charter which recognises that change in our sector is continuous and that major change requires the active participation and support of all staff. It is believed that this can be achieved through partnership within the VEC and we recognise this is the preferred way to promote and achieve change in our Organisation. In CCVEC, Partnership is an active relationship between management and employees based on recognition of a common interest to secure the competitiveness, viability and prosperity of the VEC.

The Organization acknowledges its obligations to inform and consult employees on matters of importance to them and undertakes to do this through the established partnership structures

Partnership involves a continuous commitment by employees to improvement in quality and efficiency; and the acceptance, by the Organisation that our employees are stakeholders with rights and interests to be considered in the context of major decisions affecting their employment.

Partnership involves common ownership of the resolution of challenges, involving the direct participation of employees / representatives and an investment in their training, development and working environment.

This Organization commits to actively promoting partnership through our Local Working Group which will be made up of an equal number of management and employee representatives.

PC PURCHASE SCHEME

Through this scheme staff have an opportunity to purchase computer equipment at lower than normal retail cost from a specific supplier. For further details contact the Information Technology Department.


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PENSION PROVISION

The pension schemes currently in operation are as follows:

Vocational Teachers Superannuation Scheme

This scheme is compulsory for all qualified teachers and related grades. The contributions payable are dependent on our PRSI Class (i.e. Class A or D)

Education Sector Superannuation Scheme

This scheme is compulsory for all administrative staff and general operatives. The contributions payable are dependent on your PRSI Class (i.e. Class A or D)

For Class A PRSI (all staff employed after 5/4/95): 1 ½ %of gross earnings together with 3 ½ % of you gross earnings less co-ordinated old age pension rate. This takes into account that you may have an entitlement to a social welfare state pension at age 65/66.

For Class D PRSI (staff employed on a continuous basis since a date prior to 5/4/95): 5% of gross earnings.

Widows & Orphans Scheme and the Spouses & Children Scheme.

It is compulsory for all pensionable staff employed after 1/1/86 to join the Spouses and Children Scheme. The contributions are as follows:

For Class A and D PRSI: an additional 1 ½ % of gross earnings

For General Operatives and related grades: an additional 1 ½ % of gross earnings less co-ordinated old age pension rate

For all other staff who are not eligible for inclusion in the Department of Education Superannuation schemes, CCVEC provides access to a PRSA (Personal Retirement Savings Account) provider of your choice.

Tax relief is provided at source on pension contributions. It should be noted that your contract of employment will specify whether you are in a superannuation scheme as per DES guidelines or if you are not eligible for inclusion.


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Further details on superannuation can be obtained from the Pensions Section, HR Department.

PERFORMANCE MANAGEMENT AND DEVELOPMENT SYSTEM (PMDS)

Under the terms of the Social Partnership Agreements, Sustaining Progress 2003 – 2005 and Towards 2016, there is an agreement that CCVEC has a commitment to introduce and perform PMDS for all non academic staff.

PERSONNEL RECORDS

A personnel file is retained in respect of the majority of staff members. This file contains information confidential to the individual and pertinent to their employment. CCVEC will ensure that these files are retained in a secure and safe location and may only be accessed by authorised personnel.

POSTS OF RESPONSIBILITY (TEACHERS)

These are promotional posts which are confined to teaching staff working in a particular school/college and are advertised in that school/college only.

PROBATIONARY PERIOD

Confirmation of your appointment to the CCVEC will be subject to satisfactory completion of a probationary period. During this period you will be expected to establish your suitability for the post. If you encounter difficulties you will be given every opportunity to improve, including training and extension of your probationary period if necessary.


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PUBLIC HOLIDAYS

There are currently 9 statutory public holidays. These are New Years Day, St. Patricks Day, Easter Monday, May Bank Holiday, June Bank Holiday, August Bank Holiday, October Bank Holiday, Christmas Day and St. Stephens Day.

QUALITY CUSTOMER SERVICE CHARTER

Every member of the staff of CCVEC must commit to the principles of quality customer service as outlined in the CCVEC Quality Customer Service Charter.

Copies of this Charter are available in the centre in which you work.

REST ROOM FACILITIES

In certain locations, where practical, rest rooms facilities are provided. Staff should check with their supervisor/manager for information.

RETIREMENT – PRE RETIREMENT COURSES

As your date of retirement approaches, CCVEC will make contact with you to inform you of a course which will be run to help you prepare for retirement. A member of the HR Department will be in contact with you at the appropriate time.

SELECTION BOARDS

Generally the composition of selection boards for particular categories of employee is specified by the Department of Education and Science in a Circular Letter.

Examples:

• Circular letter 43/00 Section 2 sets out the composition of selection boards for the recruitment and promotion of teachers.


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• Circular letter 45/02 concerns pay and conditions for Community Education Facilitators

• Circular letter 42/79 relates to the appointment of Adult Education Organisers

• The Rochford Agreement (Circular letter F27/03) sets out Selection Board Procedures / Composition of Interview Boards for administrative staff.

SEXUAL HARASSMENT

There is a Code of Practice for dealing with complaints of sexual harassment in CCVEC workplaces. Copies of this Code are available in the school/college or from the HR Department.

STAFF TRANSFER

All staff are appointed to the CCVEC scheme and may be requested to transfer from one location to another depending on the needs of the scheme.

The following definitions apply to transfer:

Compulsory transfer takes place when a staff member is transferred, without requesting it, to another location within the scheme. Where such an event takes place it will be on the basis of the needs of the scheme and as much notice as possible will be given.

Voluntary transfer takes place when a staff member requests a transfer, where such a request is made any agreement will be made on the needs of the scheme and vacancies that may exist at the time that the request is made. All such requests must be made in writing to the HR Manager.


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STAFF WELFARE

It is CCVEC policy to develop an Employee Assistance Programme for all staff.

By arrangement with the Department of Education and Science VHI Corporate Solutions already provide this service to teachers. VHI Corporate Solutions can be contacted 24 hours a day / 365 days of the year at: Freephone R.O.I. 1800 411 057 or email [email protected]

Non Academic staff who may feel the need for support to enable them to deal with personal difficulties should speak to their Manager, HR Manager or an Education Officer, whichever they feel is appropriate to their case. Alternatively they may as a friend, colleague or family member to do so on their behalf. They will then be directed to the most appropriate service to address their specific needs. All matters discussed in this context will be treated as strictly confidential.

TERMINATION OF SERVICE

The period of notice required, in writing, of either side to terminate your employment is as stated in your contract of employment with CCVEC.

TIME AND ATTENDANCE SYSTEM

Under the terms of the Social Partnership Agreements, Sustaining Progress 2003 – 2005 and Towards 2016, there is an agreement that CCVEC has a commitment to introduce a time and attendance system for its non academic staff. CCVEC operates a computerised time and attendance system for non academic staff on the basis that it is the most appropriate system to allow the operation of a flexi time system.

UNIFORMS / DRESS CODE

CCVEC provides uniforms to certain categories of employees based on local agreements with the relevant Trade Unions. Where a uniform has been


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provided there is an expectation that it will be worn in full, at all times, with no deviation to the agreed standard unless prior permission has been granted.

Where uniforms are not provided, staff should ensure that they adhere to the highest standards of personal appearance and grooming at all times and dress in clothes that are appropriate for the work situation. Appropriate clothing will be decided by local management taking into account the clientele and professional image to be portrayed.

All staff are expected to maintain a high standard of personal hygiene, both in appearance and in work areas, especially common rest areas e.g. canteen, locker rooms etc.


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SECTION 3

ACADEMIC STAFF

Appointment of Teachers 38

Registration with the Teaching Council 38

Teaching Contracts 38

Qualifications 41

Placement on the Common Basic Scale (CBS) 41

Award of Incremental Credit (CL 0029/2007) 41


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APPOINTMENT OF TEACHERS

All CCVEC teaching positions, other than casual, short notice positions are filled following advertisement in the national press and competitive interview.

All teaching appointments are to the City of Cork Vocational Education Scheme. In this regard a teacher may be assigned to any location within the scheme and may, in subsequent years and subject to certain agreed protocols, be transferred within the scheme.

All teaching staff, regardless of contract type, appointed by CCVEC must be fully qualified for the post to which they are appointed.

REGISTRATION WITH THE TEACHING COUNCIL

It is expected that Section 30 of the Teaching Council Act, 2001 will be commenced in 2008 and it will be a requirement that teachers are registered with the Council if they wish to teach in a recognised school and be remunerated out of monies provided by the Oireachtas.

It is the responsibility of the teacher to ensure that they are registered, application forms may be obtained from the Teaching Council website: www.teachingcouncil.ie.

All candidates proposed for appointment must be registered in accordance with Section 31 of Teaching Council Act, 2001.

TEACHING CONTRACTS

a. Permanent Whole-time Teacher

To receive a permanent whole-time teaching contract:

• You must be fully qualified for the advertised post.

• You must also have been appointed following a formal selection process that involves advertisement in the national press and competitive interview by a properly constituted interview board.


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b. Pro-rata (fixed term) Part-time Teacher

To receive a pro-rata teaching contract:

• You must be fully qualified for the advertised post

• Be engaged to teach for a specified number of hours per week over the course of the full academic year (with a start date not later than 1st November)


c. Non-casual Part-time (fixed term/purpose) Teacher

To receive a non-casual part-time (fixed term/purpose) teaching contract:

• You must be fully qualified for the post

• This type of contract applies in cases where the work arises after 1st November where it is expected that hours worked over the duration of the contract exceeds 150 hours.

• If you are employed on a non casual part-time (fixed term/purpose) teaching contract you will receive payment at your personal rate.

d. Casual Part-time (fixed purpose) Teacher

To receive a casual part-time (fixed purpose) teaching contract:

• You must be fully qualified for the post

• This type of contract applies in cases where the work arises on an intermittent basis or where an unforeseen vacancy arises either after November 1st, where the vacancy will not arise for the full duration of the academic year and it is expected that hours worked over the duration of the contract will not exceed 150 hours.

• If you are employed on a casual part-time (fixed purpose) teaching contract you will be reclassified as Non-casual for the purposes of


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payment, once your hours of work for the specific contract exceeds 150 hours. Once this reclassification occurs, you will receive payment at your personal rate.

e. Contract of Indefinite Duration

To receive a contract of indefinite duration;

• You must have 4 years successive teaching contracts (fixed term)with CCVEC

• The hours of your CID are those in the immediate previous year’s contract less any hours for temporary cover.


• Where it has been indicated to you by the CCVEC in your fixed term contract that the post is not viable over a reasonable period of time and the specific reason (fixed purpose) or duration (fixed time) for this is stated

• If you are covering for persons on career breaks, or other approved absences from which the person can return

f. Appeals

There is an appeal mechanism in place for those who do not receive a CID but who feel they are entitled to one. Information on this mechanism can be obtained from the HR Department or from your union.


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QUALIFICATIONS

At second level in CCVEC this means that:

• You must hold a recognised degree (or equivalent) in at least one of the subjects on the Leaving Certificate Programme. The specific requirements are detailed in Memo V7

At Further Education level (Post-leaving Certificate, Traveller Training Centres, Education Service to the Prisons) this means that:

• You must hold a qualification that satisfies either the terms of Memo V7 or the terms of the Department of Education and Science Circular Letter 32/92

The Teaching Council of Ireland has the statutory responsibility for regulation of the Teaching profession. Details of recognized qualifications and requirements can be obtained at www.teachingcouncil.ie

PLACEMENT ON THE COMMON BASIC SCALE (CBS)

If you are being appointed as a recognised teacher to a teaching position in CCVEC for the first time and you have no other relevant teaching experience, then you will receive:

Two increments in respect of four or more years full time training (this will put you on point 3 of the CBS)

One increment in respect of three years full time training (this will put you on point 2 of the CBS)

No credit in respect of training of less than three years (this will put you on point 1 of the CBS)

AWARD OF INCREMENTAL CREDIT (CL 0029/2007)

The DES has developed a scheme for the award of incremental credit to teachers at second level (CL 0029/2007). Under criteria outlined in the


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Circular Letter, you may be entitled to additional incremental credit under the following headings:

• Previous approved teaching service in the Republic of Ireland

• Length of professional training

• Teaching service in a member state of the European Union

• Service in a Third Level Institution in an EU member state

• Teaching service with a Private Primary School within the EU

• Other reckonable service

Teaching service in Non EU countries

Service in a Third Level Institution in a Non EU state

Relevant non teaching experience

If you think you are entitled to incremental credit under any of the above headings you should contact the HR Department and request the relevant application form which will be forwarded to you.


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SECTION 4

NON ACADEMIC STAFF

Appointment of Staff 44

Non Academic Contracts 44

Award of Incremental Credit (CL 0029/2007) 45


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APPOINTMENT OF STAFF

All CCVEC positions, other than casual short notice positions are filled following advertisement in the national press and competitive interview.

All appointments are to the City of Cork Vocational Education Scheme. In this regard a staff member may be assigned to any Vocational location within the scheme and may, in subsequent years and subject to certain agreed protocols, be transferred within the scheme.

All staff, regardless of contract type, appointed by CCVEC must be fully qualified for the post to which they are appointed, where qualification standards are set out.

NON ACADEMIC CONTRACTS

a. Permanent Whole-time

To receive a permanent whole-time contract:

• You must be fully qualified for the advertised post (where qualification standards are set).


b. Temporary (fixed term/purpose)

To receive a temporary contract:

• You must be fully qualified for the advertised post (where qualification standards are set).

• You must also have been appointed following a formal selection process that may involve advertisement in the national/local press and competitive interview by a properly constituted interview board.


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c. Contract of Indefinite Duration (Administration Grades)

To receive a contract of indefinite duration;

• You must have 4 years successive contracts (fixed term)with CCVEC

• The hours of your CID are those in the immediate previous year’s contract less any hours for temporary cover.


• Where it has been indicated to you by the CCVEC in your fixed term/purpose contract that the post is for a specific reason (fixed purpose) or duration (fixed time).

• If you are covering for persons on career breaks, or other approved absences from which the person can return

d. Contract of Indefinite Duration (Other Grades)

At present there is no Circular Letter other grades within CCVEC, however local agreements are in place with the relevant unions in respect of the implementation of the Fixed Term Work Act 2001. These agreements reflect what is outlined above.

AWARD OF INCREMENTAL CREDIT (CL 0029/2007)

The DES has developed a scheme for the award of incremental credit to Clerical Officers (Grade III) employed in a permanent and temporary position (CL F33/02). Under criteria outlined in the Circular Letter, you may be entitled to additional incremental credit in respect of previous relevant experience, subject to satisfactory certification, whether in Ireland or abroad.

Previous relevant experience refers to service in a similar grade in:

• Civil Service

• Local Authority Service

• Health Service

• Other public bodies

If you think you are entitled to incremental credit you should contact the HR Department for further information.


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SECTION 5

CODE OF PRACTICE FOR CCVEC STAFF IN THEIR RELATIONSHIPS WITH THE SCHEME’S LEARNERS

A Code of Practice for CCVEC Staff in their relationships with the Scheme’s Learners 47 Professionalism 47

Boundaries 49

Professional Distance 49

Referral 49

Confidentiality 49

Prudent Behaviour 50

One-to-One Meetings 50

Physical Contact 50

Sexual Harassment 51

Out of School / Centre / College Activities 51


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A CODE OF PRACTICE FOR CCVEC STAFF IN THEIR RELATIONSHIPS WITH THE SCHEME’S LEARNERS

City of Cork VEC (CCVEC) is committed to providing a quality educational service to all its learners within a safe and secure environment. CCVEC has already developed policy documents on Equal Opportunities and Sexual Harassment in order to support and promote an environment in which the human integrity and dignity for all staff and learners, men and women, are respected.

This Code of Practice for staff concerning relationships with the scheme’s learners exists to create a further awareness among staff as to their responsibilities within staff/learner relationships. This Code of Practice also seeks to remind staff to be prudent in their contacts with learners so as to avoid allegations of improper behaviour. In this context staff should adhere to the protective measures contained within this Code of Practice so as to avoid situations which could lead to allegations of unprofessional/inappropriate behaviour. Such allegations or breaches of this Code of Practice may constitute grounds for an investigation in accordance with existing procedures which could result in disciplinary sanctions up to and including dismissal.

Each CCVEC staff member has a duty of care to all learners in the Scheme. This duty of care requires a certain standard of conduct for the protection of learners against unreasonable risks. Each staff member has a duty to act as an ordinary, prudent and reasonable person in his or her relationships with learners. This Code of Practice is intended to promote a healthy and safe working and study environment and is not intended to stifle normal, healthy professional relationships among staff and learners of the organization.

For academic/teaching staff, this Code should be read in conjunction with the Code of Professional Conduction for teachers available at www.teachingcouncil.ie.

PROFESSIONALISM

Professionalism is characterized by behaviour that shows respect for the interests and welfare of learners, subject to the requirements of the law. It implies competence, responsibility, integrity and impartiality. Consequently, members of staff should not publicly engage in demeaning descriptions of


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either learners or colleagues, including remarks based on, for example race, religion, gender, sexual orientation, age, disability, economic status, marital status, family status or other remarks which reflect adversely on the dignity of others.

CCVEC aims to promote self respect and a positive self image in its learners. Specifically, it seeks to:

Acknowledge and support the right, capacities and worth of all individuals

And

Encourage self discipline and a sense of responsibility in learners

Staff by example should promote positive attitudes to the worth of all persons, to social justice and to equal opportunity. This is best realised through a ‘professional approach’ that ensures a quality educational experience conducted in a friendly, co-operative climate of respect and a team approach to problem solving. This principle of justice should pervade all relationships. In this context, the learner has the following expectations:

• To express himself/herself to share ideas and to ask questions

• To receive respect from others and to be treated fairly and equally. Ridicule, sarcasm and remarks likely to undermine the dignity of the learner should never be used. Corporal punishment is forbidden.

• To be free from intimidation and bullying. Staff should refrain from any misuse of power that diminishes the integrity of the person.

• To a rational settlement of problems and to an opportunity to tell his/her own side in a dispute.

• To learn without interference, at his/her own pace, in a reasonable working environment.


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BOUNDARIES

PROFESSIONAL DISTANCE

While encouraging and fostering a positive relationship with learners, all CCVEC staff must retain a sense of themselves as ‘professionals’ and, thus, maintain a professional distance with learners in both the workplace and in social situations. Staff members should ensure that they do not place themselves in situations where learners have undue expectations of a staff member’s ability to resolve conflicts or personal issues. Learners themselves have a responsibility to recognise the ‘professional’ nature of their relationship with a staff member and hence not hold undue expectations of how staff should relate to them in the workplace or in social situations.

REFERRAL

Each CCVEC staff member should cultivate awareness of the limits of his/her competence to deal effectively with a student’s personal issues. He/she should take immediate steps to obtain consultation or to refer a student to the tutor / guidance counsellor / psychologist / management person, within the school/centre or college, if it becomes apparent that the student’s problems are beyond his/her competence. Competence also implies acceding to a student’s request for referral even where the staff member perceives the student’s problems to be less severe than the student him/herself.

CONFIDENTIALITY

Serious concerns about the health and well-being of a learner or such information about a learner as might affect the health and well-being of other learners in the school / centre or college, should normally be discussed with the Principal / Head of Centre. Staff should always respect the confidential nature of personal information shared with them by learners. They should disclose such information, where appropriate, only in the context of referral to a professional or management person, and usually with the consent of the learner, or where obliged by law, to the


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designated authority only. Disclosure of information to the appropriate third party should be made where it is deemed necessary to:

a) Protect the interests of the student

b) Protect the interests of society

c) Safeguard the welfare of learner or another individual

Consent of the learner should be obtained, where possible. Staff should always show respect for the interests and welfare of learners and, therefore, a learners personal circumstances should never become the subject of gossip.

PRUDENT BEHAVIOUR

ONE-TO-ONE MEETINGS

In one-to one contact with learners, staff must be aware of their vulnerability to all sorts of allegations that can arise in such situations. Where possible, doors should be left open while the staff member is engaged in discussion with the student. For those staff whose job it is to see learners in one-to-one situations (counsellors, psychologists, management personnel, teachers, tutors etc) reasonable and sensible precautions should be taken to avoid the possibility of misinterpretation or allegation. A record should be kept of dates, times and the content of meetings and interviews with learners. Such meetings / interviews should take place within the school / centre / college premises.

PHYSICAL CONTACT

Staff should avoid physical contact with learners of a nature that could be misconstrued. Casual, well intentioned gestures, if repeated frequently with a student, could be misinterpreted.


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SEXUAL HARASSMENT

The attention of staff is drawn to the Irish Vocational Education Association and the unions representing VEC staff Policy Statement on Sexual Harassment, which is fully endorsed by CCVEC. Sexual harassment is unlawful. It is defined in legislation as: ‘any form of unwanted verbal, non verbal or physical conduct of a sexual nature being conducted for the purpose or effect of violating a person’s dignity and creating an intimidating, hostile, degrading, humiliating or offensive environment for the person. It can consist of acts, requests, spoken words, gestures or the production, display or circulation of written words, pictures or other materials’. The Policy statement adds: ‘the impact of sexual harassment can be devastating: it can affect a person’s work performance, health and personal life outside of work. The intent of the alleged perpetrator(s) shall not be relevant in determining whether the behaviour is acceptable’. Staff are reminded that they have obligations both in law and to the CCVEC to refrain from behaviour likely to contravene the CCVEC’s policy on Sexual Harassment as well as the terms of the Employment Equality Acts 1998 and 2004, the Equal Status Acts 200 to 2004 and any subsequent legislative changes that may be introduced.

OUT OF SCHOOL / CENTRE / COLLEGE ACTIVITIES

This Code of Practice extends to trips and outings of any nature organised by the school / centre / college. Staff should maintain a professional distance with learners in all such organised activities. The conditions under which learners go on school / centre / college organised trips and outings should be clearly set down and agreed in advance. Staff, in consultation with management, should have contingency plans in anticipation of problems arising.

DISCIPLINARY INVESTIGATION & SANCTIONS

As outlined in the introduction to these guidelines, unacceptable and inappropriate behaviour by learners is a matter to be dealt with under the school / centre / college’s Code of Behaviour and disciplinary procedures.


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Staff members are expected to adhere at all times to a professional approach in their dealings with learners. The CCVEC expects that staff would comply with the enclosed code of practice and CCVEC policy documents on sexual harassment and equal opportunities. It is primarily the responsibility of individual staff members to ensure that their behaviour is appropriate, professional and not open to the possibility of misinterpretation or allegations.

Receipt of a formal complaint or alleged breaches of these Guidelines by staff, regardless of grade, may constitute grounds for a disciplinary investigation in accordance with existing procedures. Retaliation against an employee or learner for making a complaint is a disciplinary offence. Equally a malicious complaint will be treated as misconduct under the disciplinary procedures.

Where disciplinary action is taken following a complaint and subsequent investigation, the staff member who has been disciplined may appeal the action under existing procedures.


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SECTION 6

PERSONAL CONDUCT

Code of Ethics 54

Code of Conduct for Staff 54

Confidentiality 55

Conflict of Interest 55

Personal Property 55

Receipt of Gifts / Hospitality 56

Relations with the Public 56

Media Contact 56


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CODE OF ETHICS

It is the policy of CCVEC to maintain its high reputation for ethical behaviour and fair dealing in the conduct of its business. To give guidance in this regard, CCVEC has adopted a Code of Ethics to promote and maintain confidence and trust in the Committee and its staff. All members of the Committee and staff are required to observe the following fundamental principles, as set out under the following headings;

• Integrity

• Confidentiality

• Obligations

• Disclosure of Interest

• Loyalty

• Fairness

• Consideration for work/external environment

All staff members are requested to sign this Code on appointment. Copies of the Code of Ethics are available from the HR Department.

CODE OF CONDUCT FOR STAFF

All Staff, regardless of role or grade within the organization, have an important role to play in creating a healthy working environment and to ensure that proper standards of behaviour are maintained. It is a fundamental principle of CCVEC that each individual staff member has a responsibility to ensure that their behaviour is courteous and respectful to other staff members and members o the public, at all times.

In general the following points should be observed:

• In providing a professional service, staff should ensure that they arrive on time for work


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• Staff should refrain from using inappropriate language or shouting in CCVEC premises

• Staff should be fully prepared for their work

• Staff should ensure that personal mobile phones / pagers should not disturb, disrupt or otherwise interfere with the business of CCVEC

• Personal telephone calls may not be made on centre telephones, except in cases of an emergency

• Access to the internet, as provided in CCVEC networks is governed by the Computer and Network Usage Policy

• Photocopying is for work purposes only

• Staff may not leave any centre with learners without informing and receiving the permission of the Principal / Head of Centre

CONFIDENTIALITY

All Staff are obliged to maintain confidentiality in certain aspects of their work. All personal and commercially sensitive information and knowledge acquired in the course of duties must be treated as confidential and must not be divulged to unauthorized persons or used for the purpose of gain or profit.

CONFLICT OF INTEREST

The conduct of all staff should be such that there should not exist any suspicion of a conflict of interest in the performance of their duties. Staff should ensure that any possible conflict of interest is identified and appropriate action is taken.

PERSONAL PROPERTY

Responsibility for personal property rests solely with the individual staff members. Staff should avail of any lockable desk drawers, cupboards or


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lockers as appropriate and where available. Valuable personal belongings should not be left unattended at any time.

RECEIPT OF GIFTS / HOSPITALITY

CCVEC staff should not use their official position (directly or indirectly) to seek to receive, agree to accept or attempt to obtain any payment, discount, rebate, commission or other inducement in connection with their work for CCVEC. They should not place themselves under any financial or other obligation to outside individuals or organisations that might influence them in the performance of their official duties.

Where a member of staff has any doubts about the propriety of accepting any gift, reward or benefit for themselves or a member of their family, or is there are special circumstances the staff member should consult with their senior line manger as soon as possible.

RELATIONS WITH THE PUBLIC

All Staff who deal with the public should do so sympathetically, efficiently, promptly and without bias for maladministration. Staff should offer the public the highest standard of conduct and service in accordance with the CCVEC Customer Charter.

MEDIA CONTACT

Good relations with the media, the general public and other organisations are of the utmost importance to CCVEC. Head Office will be responsible for all media contact through official releases. Such releases will be subject to advance approval by the Chief Executive Officer.

Should a member of staff be contacted by a member of the press or media representative, the enquiry should be referred to your line manager. It is not appropriate for an employee to make any comment that may be construed as reflecting the position or opinion of the CCVEC.


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SECTION 7

PERSONAL PROFESSIONAL DEVELOPMENT

General 58

Continuous Professional Development – Academic Staff 58

Continuous Professional Development – Non Academic Staff 58


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GENERAL

Different sections of the scheme may receive in-service training and /or funding towards continuous professional development, under various DES programmes / initiatives. Other members may be required to undertake continuous professional development as part of the registration requirements of their professional organisation e.g. teachers, psychologists etc.

In some circumstances CCVEC will provide seminars, training and / or information sessions where particular needs are identified, particularly through the Performance Management Development System (PMDS).

CONTINUOUS PROFESSIONAL DEVELOPMENT – ACADEMIC STAFF

There are a number of professional development courses and in service training is provided each year under various DES programmes / initiatives.

CONTINUOUS PROFESSIONAL DEVELOPMENT – NON ACADEMIC STAFF

It is the policy of CCVEC to encourage and assist non academic staff to obtain suitable qualifications which will increase their contribution to CCVEC and assist in their personal development. A Personal and Professional Development Policy is in place which is available from the HR Department.


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SECTION 8

LEAVE ARRANGEMENTS

Annual Leave 60

Sick Leave 64

Compassionate Leave 66

Marriage Leave 67

Maternity Leave 67

Parental Leave 70

Adoptive Leave 71

Secondment 74

Career Break 76

Carers Leave 77

Job Share – Academic Grades 78

Work Share Scheme – Non Academic Grades 78

Study Leave 79

Flexi Leave 79


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ANNUAL LEAVE

CLERICAL & ADMINISTRATIVE STAFF (REFER TO CIRCULAR LETTERS F44/82, F17/93, F53/99)

Staff Appointed Post 01.05.1997

Grade III 20 days

Grade IV 20 days + 2 after 5 years service during which he/she was in receipt of an annual leave of not less than 20 days.

Grade V 21 days + 3 after 5 years service during which he/she was in receipt of an annual leave of not less than 21 days.

Grade VI 23 days + 3 after 5 years service during which he/she was in receipt of an annual leave of not less than 23 days.

Grade VII 24 days + 3 after 5 years service during which he/she was in receipt of an annual leave of not less than 24 days.

APO 29 days


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Staff Appointed Pre 01.05.1997

Grade III (Pre 1.5.97) 25 days (20 + 5)

Grade IV 25 days (20 + 5) + 2 after 5 years service during which he/she was in receipt of an annual leave of not less than 20 days.

Grade V 26 days (21 + 5) + 3 after 5 years service during which he/she was in receipt of an annual leave of not less than 21 days.

Grade VI 28 days (23 + 5) + 3 after 5 years service during which he/she was in receipt of an annual leave of not less than 23 days.

Grade VII 29 days (24 + 5) + 3 after 5 years service during which he/she was in receipt of an annual leave of not less than 24 days.

APO 34 days (29 + 5)

Note: Any officer at any grade appointed after 1.5.97 for the first time is not entitled to the extra five days in lieu of church holidays.

CARETAKING STAFF

Caretaker (Existing staff in permanent employment on 1.1.1996) 25 days (20 + 5) days (Church Holidays)


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Caretaker (permanent and temporary caretakers appointed after 1.1.1996) 20 days

CRÈCHE ASSISTANT

Crèche Assistant (permanent and temporary Crèche Assistants appointed after 1.1.1996) 20 days

CANTEEN STAFF

8% of hours worked in accordance with the Organisation of Working Time Act ’97.

or

In the case of Canteen Staff employed on Fixed Term contracts leave is calculated on a pro-rata basis subject to maximum of 20 days.

CLEANING STAFF

8% of hours worked in accordance with the Organisation of Working Time Act ‘97.

or

In the case of cleaners employed on Fixed Term contracts leave is calculated on a pro-rata basis subject to maximum of 20 days.

Cleaners in employment ON 1st January 1996 are entitled to an additional day’s annual leave for each Church Holiday on which they work as follows:

• 6th January (except where it falls on a Saturday or Sunday)

• Thursday which was formerly Ascension Thursday


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• Thursday which was formerly the Feast of Corpus Christi

15th August (except where it falls on a Saturday or Sunday)

• 1st November (except where it falls on a Saturday or Sunday)

• 8th December (except where it falls on a Saturday or Sunday)

Note: Cleaners appointed after 1st January 1996 DO NOT receive this benefit.

TEACHERS

As per dates laid down from time to time by the Department of Education and Science (Ref: Circulars pertaining to the Standardization of School Year). The standard school year is 167 operational days.

LEAVE YEAR

All permanent administrative and caretaking staff:

1st May – 30th April

All other temporary contract staff:

As per contract year

(Calculated pro-rata to complete weeks/months worked if not a full twelve month contract.)

Crèche/Cleaning Staff/Canteen:

Week of commencement in August to date of lay off

CARRY OVER

The maximum carryover of annual leave is 5 days at the end of the leave year (2 ½ days Job-sharer) subject to the agreement of the Principal/Head of Department/Centre. This does not apply to Teaching/Tutor & Part-time Temporary Staff.


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SICK LEAVE

NOTIFICATION

Principal/Head of Department to be notified by 10.30 am, or as soon as possible on first day of absence and if possible indicate likely duration of absence.

PERSONAL ABSENCE SHEETS

Personal absence records are updated by HR Department on receipt of absence reports from the colleges/centres.

ENTITLEMENTS

PERMANENT STAFF (OFFICERS) (PERMANENT TEACHERS/ADMINISTRATIVE)

7 days uncertified leave in a twelve month period. Maximum of one year in four years including certified and uncertified leave.

FIXED TERM STAFF (OFFICERS) (FIXED TERM TEACHERS/ADMINISTRATIVE)

7 days uncertified leave in the contract year. Maximum of 91 days in the contract year including certified and uncertified leave.

NON OFFICER STAFF (CLEANERS/CARETAKERS/ATTENDANTS/CANTEEN)

7 days uncertified in a twelve month period. Maximum of 20 weeks at half pay in any twelve month period not to exceed 60 weeks in any 48 month period. The 20 weeks may be extended on an individual basis at the discretion of the Committee for a period not exceeding 26 weeks in total. Part-time Staff


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receive entitlements on a Pro Rata basis based on the number of weeks worked in the year.

Non Officer staff receive half pay as they are not required to forward to the VEC their social welfare cheques as per the agreement with the Union governing their sick pay scheme.

CRÈCHE STAFF

3 ½ days uncertified in a twelve month period.

9 certified in a twelve month period.

DURATION OF ABSENCE

Any absence of longer than 3 days duration must be certified by a doctor. Only medical certificates on the doctor’s headed paper and stamped with the official surgery stamp will be accepted. Under Health & Safety regulations the exact nature of the illness must be specified, i.e. “medical illness” will not be acceptable. All medical certificates must be submitted to the Principal/Head of Department in the first instance and then forwarded to the HR Department as part of the weekly absence returns.

SOCIAL WELFARE

All employee who pay Class A PRSI contributions may be entitled to benefit depending on number of contributions from the Dept. of Social Community & Family Affairs while absent on sick leave of longer than 3 days duration.

SOCIAL WELFARE CLAIM

A disability benefit claim form (completed by Doctor) together with a copy of the form of authorisation must be forwarded to the Department of Social Community & Family Affairs not later than 7 days from the first day of absence.


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PAYMENT OF SALARY

Payment of salary will continue to be made to the employee while absent on sick leave provided that the employee authorises the Dept. of Social Welfare to pay any benefit due directly to The City of Cork VEC.

Failure to make a claim for Social Welfare benefit will result in a recoupment of any payments made by the City of Cork VEC to the employee while on sick leave.

COMPASSIONATE LEAVE (REF CIRCULAR LETTER 19/00)

BEREAVEMENT

Employees are entitled to special leave with pay arising from the bereavement of a family member as follows:

• 5 days in the case of spouse, child or parent

• 3 days in the case of brother, sister, grandparent, aunt, uncle or parent-in-law.

This leave can only be taken consecutively and applies to Officers and Non Officer Grades.

ILLNESS OF A FAMILY MEMBER (OFFICER OF THE VEC)

Employees are entitled to special leave with pay for absences arising from the illness of a family member certified by a medical practitioner as requiring constant care and attention for the period of recuperation from illness as follows:

• 5 days in the case of spouse, child or parent

• 3 days in the case of brother, sister, grandparent, aunt, uncle or parent-in-law.


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MARRIAGE LEAVE

Special leave of 7 consecutive days paid leave, including the day of marriage and on the officers request a further 7 consecutive days without pay following immediately on from the first seven.

Applications must be made in writing to the Human Resources Department not later than four weeks before the leave is to commence. Leave is granted subject to an original marriage certificate being submitted on the employees return to work.

This applies to Officers of the VEC.

MATERNITY LEAVE (CL 22/97 & CL 03/01

Permanent and Fixed Term Staff

ENTITLEMENT

With effect 1 March 2006

Statutory Entitlement:-

22 weeks paid maternity plus up to 12 weeks unpaid leave.

Non Statutory Entitlement (teachers only):-

Unpaid leave to the end of the school year (31 August) at the discretion of the Principal/VEC.

Also entitled to additional days at end of paid maternity leave in lieu of public holiday entitlement

PUBLIC HOLIDAY ENTITLEMENTS

At the end of paid maternity leave additional days are granted for public holidays which fall within the 22 week paid maternity leave period. This is paid leave taken before unpaid maternity leave commences.


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ADDED LEAVE (TEACHERS ONLY)

Leave for School Vacation - Extra days to be added on to paid leave for all school vacation Days overlapped by Maternity - Days which fall within the 22 weeks paid maternity leave will be added on Subject to a maximum of 30 days. This includes days in lieu of public holiday entitlement.

LEAVE TAKEN AS FOLLOWS

Minimum of 2 weeks to be taken before the expected date of delivery of child and a minimum of 4 weeks after the expected date of delivery. 10 weeks is the maximum permissible before and after the expected date of delivery of child.

APPLICATION PROCEDURE - 22 WEEKS PAID MATERNITY LEAVE

Employees intending to take maternity leave must apply in writing to The Human Resources Dept. not later than 4 weeks before the date of commencement of maternity leave giving the following information:

(i) Written notification of intention to avail of maternity leave indicating date on which employee wishes to commence maternity leave (leave commences on a Monday)

(ii) A medical certificate confirming the expected date of confinement

12 WEEKS UNPAID MATERNITY LEAVE

Employees, under the Maternity Act provisions, before the end of 22 weeks paid maternity leave, are required to give the employer a minimum of four weeks’ notice of their intention to take unpaid leave. This notification is to contain their expected date of return.

The above are the statutory procedures which must be complied with to ensure that maternity leave, both paid and unpaid, is granted.


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EMPLOYEE NOTIFICATION

On receipt of letter requesting maternity leave the employee is written to confirming dates of leave and extra days for bank holidays or school vacation days which fall within the leave. An employee on Category A1 PRSI is informed to make a claim to social welfare for maternity benefits

PAYMENT ON LEAVE

All employees (with the exception of Part-time employees) are entitled to payment of full salary while absent on paid maternity leave depending on the class of PRSI contribution paid. Employees who pay Class A PRSI must claim (see Social Welfare claim procedure below)


All employees who pay Class A PRSI contributions may be entitled to benefit depending on number of contributions from the Dept. of Social Community & Family Affairs while absent on paid maternity leave.

Payment of full salary by the VEC is conditional on

1. The employee signing a mandate authorising the Department of Social

2. Welfare to pay any benefits due directly to the VEC

3. the employee making the necessary claims for maternity benefit within the required time limits (minimum of 6 weeks before maternity leave is due to commence)

RETURN FROM MATERNITY

Employees, under the Maternity Act provisions, before the end of maternity leave, are required to give the employer a minimum of FOUR weeks’ notice of their intention to return to work.


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Note: When the employee commences maternity leave social welfare payments are tracked and recorded. City of Cork VEC reserves the right to recoup the amount of any benefit not claimed by the employee from the Department of Social, Community & Family affairs.

PARENTAL LEAVE (CL 17/99)

Parental Leave is granted in accordance with the Parental Leave Act 1998, the Parental Leave (Amendment) Act 2006 and Circular Letter 17/99.

For each child under the age of 8 an employee may apply for 14 weeks unpaid parental leave. The maximum age of an eligible child in the case of children with disabilities is 16 years.

Parental Leave can be taken on the following basis:

Teaching Staff:

14 weeks

2 x 7 weeks

2 weeks, 4 weeks, 8 weeks



Non-Teaching Staff:

The block of 14 weeks may be taken in another format with the agreement of the employer.

Parental leave entitlements may be extended to persons acting loco parentis in respect of an eligible child.

Parental leave may also be transferred from one parent to another if both parents are employed by the same employer, subject to the employers agreement.


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NOTIFICATION

The granting of Parental Leave is conditional on written notification being received not later than six weeks prior to the proposed commencement date of parental leave.

All applications are to be made in writing to the Human Resources Department for consideration by the relevant Head of Department/Centre. The original birth certificate of the child in respect of whom the application is being made must also accompany the written application.

ADOPTIVE LEAVE (CL 20/97)

Permanent and Fixed Term Staff:

All Female employees and Male employees who are sole adopters, are entitled to 20/24 consecutive weeks adoptive leave as covered by CL 17/97, PPT 3/01, PPT 8/01 and Adoptive Leave Amendment Act 2006

ENTITLEMENT

With effect from 1 March 2007

Statutory Entitlement:-

24 weeks paid adoptive leave plus up to 16 weeks unpaid leave if starting leave on or after 1/3/07

Non Statutory Entitlement (teachers only):-

Unpaid leave to the end of the school year (31 August) at the discretion of the Principal/VEC.

Also entitled to additional days at end of paid adoptive leave in lieu of public holiday entitlement


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PUBLIC HOLIDAY ENTITLEMENTS

At the end of paid adoptive leave additional days are granted for public holidays which fall within the 24 week paid adoptive leave period. This is paid leave taken before unpaid adoptive leave commences.

ADDED LEAVE (TEACHERS ONLY)

Leave for School Vacation - Extra days to be added on to paid leave for all school vacation days

Days overlapped by Adoption - Days which fall within the 24 weeks paid adoptive leave will be added on Subject to a maximum of 22 days. This includes days in lieu of public holiday entitlement.

Leave taken as follows:

Adoptive Leave will consist of 24 consecutive weeks from the day of placement of the child with the adopting parent.

Application Procedure - 24 weeks paid adoptive leave

Employees intending to take adoptive leave must

1. As soon as is reasonably practicable, but not later than four weeks before the expected date of placement, notify the HR Department of the VEC, in writing, of the intention to take adoptive leave and

2. As soon as is reasonably practicable, notify the HR Dept. of the VEC, in writing, of the expected date of placement and

3. As soon as is reasonably practicable, but not later than four weeks after the day of placement, supply the HR Dept. of the VEC with the certificate of placement.

If the day of placement is postponed, commencement of the period of adoptive leave shall be postponed subject to the adopting parent informing the VEC of the expected new day of placement as soon as it is reasonably practicable.


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Where the placement of the child is for a period of less than fourteen weeks (other than as a result of the death of the child), the adopting parent shall inform the VEC in writing of the date of termination of placement as soon as is reasonably practicable but not later than seven days after the date of termination of placement. The employee shall then be required to return to work on a date specified by the VEC, but no later than the date on which the adoptive leave or additional adoptive leave would have expired.

16 WEEKS UNPAID ADOPTIVE LEAVE

Employees, under the Adoptive Leave Act, before the end of 24 weeks paid adoptive leave, are required to give the employer a minimum of four weeks notice of their intention to take unpaid leave. This notification is to contain their expected date of return.

The above are the statutory procedures which must be complied with to ensure that Adoptive leave both paid and unpaid is granted.

EMPLOYEE NOTIFICATION

On receipt of letter requesting adoptive leave the employee is written to confirming dates of leave and extra days for bank holidays or school vacation days which fall within the leave. An employee on Category A1 PRSI is informed to make a claim to social welfare for adoptive leave benefits

PAYMENT ON LEAVE

All employees (with the exception of Part-time employees) are entitled to payment of full salary while absent on paid adoptive leave depending on the class of PRSI contribution paid. Employees who pay Class A PRSI must claim (see Social Welfare claim procedure below)


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All employees who pay Class A PRSI contributions may be entitled to benefit depending on number of contributions from the Dept. of Social Community & Family Affairs while absent on paid maternity leave.

Payment of full salary by the VEC is conditional on

1. The employee signing a mandate authorising the Department of Social Welfare to pay any benefits due directly to the VEC

2. the employee making the necessary claims for adoptive benefit within the required time limits (minimum of 6 weeks before adoptive leave is due to commence)

RETURN FROM ADOPTIVE LEAVE

Employees, under the Adoptive Leave Act, before the end of adoptive leave, are required to give the employer a minimum of FOUR weeks’ notice of their intention to return to work.

Note: When the employee commences adoptive leave social welfare payments are tracked and recorded. City of Cork VEC reserves the right to recoup the amount of any benefit not claimed by the employee from the Department of Social, Community & Family affairs.

SECONDMENT (CL 06/107)

Permanent whole-time teachers or teachers with Contracts of Indefinite Duration may apply for secondment. A secondment must be based on mutual agreement between the teacher, CCVEC and the host organisation.

A secondment arrangement must

• Be demonstrated to be of clear benefit to the educational system and/or is in the public interest

• Specify the duration of the secondment


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• Specify that the seconded staff member will return to the CCVEC at the end of the fixed term

A teacher member must apply in writing to his or her Principal enclosing documentation of the organisation and post that he or she wishes to be seconded to. This should be done at least three months in advance of the proposed secondment.

The application must include the letter of offer form the relevant organisation, duration of secondment, recoupment arrangements, salary details and any allowances that are to be paid in addition to salary and contact name in the host organisation.

The Principal/Head of Centre must then forward all relevant documentation the Human Resources Department with his/her recommendation.

When the above has been received, the Education Officer will be asked to assess his or her application for approval. A decision by the CCVEC to refuse a secondment request shall be final.

CCVEC sends a list to the DES of all Staff on secondment. The individual on secondment must give at least three months notice of his or her intention to either resume duty with CCVEC or to extend his or her secondment.

Where the services of the secondee are required for a period longer than one school year the period may be extended in increment of one school year. In such cases approval shall be subject to the following maxima being adhered to:

• A maximum period of ten school years for secondments to Department approved national programmes

• A maximum period of nine school years for secondments to European Schools subject to terms and conditions of appointment to those schools

• A maximum period of five school years for all secondments in other cases.

CCVEC having given reasonable notice to the host organisation and the secondee has the right to terminate a secondment to ensure that the educational needs of the CCVEC school are given priority.


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Should a person continue in the employment of a host organisation beyond the limits set out in the DES Circular Letter, s/he shall be regarded as having resigned from his/her teaching post.

CAREER BREAK (CL22/99)

The Career Break Scheme is available to Permanent Whole-time Teachers (excluding Principals and Deputy Principals) or teachers with Contracts of Indefinite Duration and to Permanent Administration Staff. According to the Circular, staff who reach the age of 60 are not eligible to avail of the scheme.

For Teaching Staff the closing date for receipt of applications is usually 31st March, for the academic session commencing in September of that year (i.e. applications for career breaks for the 2008/2009 academic year must be received by 31st March 2008).

Administration staff must make their applications at least two months prior to the proposed commencement of Career Break

Applications must be made, in writing to the Principal/Head of Centre, who will forward the application form to the HR Department with their observations, for the consideration of the Chief Executive Officer

A staff member may take a career break for a maximum of 5 years only.

Full details and copies of the Circular are available from the HR Department.

SUPERANNUATION & CAREER BREAKS

Individuals on career break can opt to continue to make the appropriate Superannuation contributions while on career break or they can make the necessary repayment six months of resuming duty.


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SOCIAL WELFARE CONTRIBUTIONS

It is the responsibility of the individual to contact the Department of Social & Family Affairs regarding the maintenance of social welfare contributions when availing of any type of unpaid leave from the VEC.

CARERS LEAVE (CL 17/03)

An employee has an entitlement to 65 weeks unpaid Carer’s Leave.

An employee must give written notice to his or her Principal / Head of Centre and the Human Resources Department of their intention to take / avail of Carer’s Leave not less than six weeks before the date of commencement of the leave.

Carer’s Leave may be taken as:

• One continuous period of 65 weeks

• One or more periods, the total duration of which amounts to not more than 65 weeks (a minimum period of 13 weeks must be taken)

The applicant must complete the required forms ‘Notice of Intention to take Carer’s Leave’, and the ‘Confirmation Document’ and forward them to the HR Department.

An employee may have an entitlement to payment of a Carer’s Allowance from the Department of Social & Family Affairs. It is the responsibility of the individual to ascertain whether or not they have an entitlement. The appropriate application form should be forwarded to the HR Department for completion.

Where the leave is not taken in one continuous period, there must be at least a gap of 6 weeks between the periods of leave in respect of the same person.

If an employee wishes to avail of Carer’s Leave in respect of another person a period of 6 months must elapse form the date of termination of the leave in respect of the previous carer’s leave.

Carer’s Leave will terminate on the date specified on the confirmation document, or where the person being cared for dies during a period of carer’s


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leave. In the latter instance the teacher may return on the date specified in the confirmation document or a date which occurs 6 weeks after the date of death whichever is the earlier.

JOB SHARE – ACADEMIC GRADES (CL 18/98)

The job sharing scheme is only available to Permanent Whole-time Teachers (excluding Principals, Deputy Principals and Home School Liaison teachers) or teacher with Contracts of Indefinite Duration for 22 hours per week. According to the circular teachers cannot job share during their year on probation.

The closing date for receipt of job sharing applications is usually 31st March, or the Academic session commencing in September of that year (i.e. applications for career breaks for the 2009/09 academic year must be received by 31st March 2008)

Teachers must apply in writing to their Principal / Head of Centre. Please refer to the DES Circular Letter 18/98 or contact the HR Department for further information.

WORK SHARE SCHEME – NON ACADEMIC GRADES (CL 37/06)

A Work Sharing Scheme was introduced by the DES to replace the pilot job sharing scheme for all non academic staff with at least one year’s continuous service with the VEC.

Applications to participate in the scheme will be considered in the context of the overall organisational needs of CCVEC, but all reasonable efforts will be made to accommodate staff who request work sharing. It is important to note that existing arrangements under the pilot job sharing scheme do not create an automatic precedence for dealing with applications under this scheme. Existing arrangements under the pilot job sharing scheme are red circled to staff on those arrangements, should someone from this scheme wish to change their existing arrangements they can only do so by applying under the Work Sharing Scheme.


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Work sharing is a particular form of part-time work where 2 people agree to divide the duties of a full-time post between them. The Circular allows for a number of work patterns to be considered as well as the conditions under which work sharing may be granted.

Please refer to the DES Circular Letter 18/98 or contact the HR Department for further information.

STUDY LEAVE

There is currently no entitlement to either exam or study leave (by Collective Agreement, Circular Letter or directive from the DES) for any staff member outside of Administrative Staff.

Administrative staff are covered by DES Circular Letter F45/89, which allows 5 days study leave per annum for specific courses outlined in the Circular Letter. Exam leave during work hours is also permitted. For further information contact the HR Department.

FLEXI LEAVE

Staff who are on the electronic time and attendance system have a facility to work time which will be banked towards a flexi time balance. Staff may take time off during the flexi time period (4 or 13 weeks) in accordance with the operational document governing the scheme.

Copies of this document are available in the school/college office or on request from the HR Department.


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SECTION 9

RETIREMENT OPTIONS

Compulsory Retirement 81

Retirement after Age 60 81

Retirement over the Age of 55 with 35 years service (teachers only) 81

Ill-Health Retirement 82

Retirement under the Early Retirement Scheme (Permanent teachers only) 82

Cost Neutral Retirement (All Staff) 83

Personal Retirement Savings Account (PRSA) 83


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COMPULSORY RETIREMENT

Staff employed prior to 1st April 2004:

For all staff the compulsory retirement date is the 31st August following 65th birthday.

Staff employed after 1st April 2004:

For all staff employed after this date the minimum retirement age is 65.

The award at retirement for all staff is dependent on the scheme to which you are a member, contributory or non-contributory member, service and salary at retirement. If job sharing or work sharing at retirement, the award is based on full salary. Service however, is reduced to reflect the fact that an employee is only working half time.

RETIREMENT AFTER AGE 60

Staff employed prior to 1st April 2004:

All staff employed prior to 1/4/04 can retire at anytime after the age of 60 provided they have at least five years pensionable service.

Staff employed after 1st April 2004:

All staff employed after 1st April 2004 have a minimum retirement age of 65 and there is no superannuation award paid out prior to age 65.

RETIREMENT OVER THE AGE OF 55 WITH 35 YEARS SERVICE (TEACHERS ONLY):

Teachers can retire from age 55 onwards subject to the following:

• 35 years actual service

• 33 years service and 4 years training qualifications

• 34 years service and 3 years training qualifications

Award however, will only be based on actual service.


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ILL-HEALTH RETIREMENT (ALL STAFF):

All staff can retire on medical grounds at any age. The requirement is five years actual service.

A medical form must be completed by a doctor confirming a permanent medical condition and you may be referred to the CCVEC medical referee. Should you find yourself in a situation where you may have to consider retirement on medical grounds, you should contact the HR Manager for further details.

RETIREMENT UNDER THE EARLY RETIREMENT PACKAGE (PERMANENT TEACHERS ONLY)

The early retirement scheme is a pilot scheme that has been in operation since 1996/97. A decision is taken each year in relation to its continuation and a letter is issued from the DES which is circulated to all schools / colleges, usually in December for circulation. The scheme consists of 3 strands:

Strand 1 – applies to teachers with not less than 15 years service and who are consistently experiencing professional difficulties in their teaching duties.

Strand 2 – applies to teachers whose retirement will provide their VEC’s with an opportunity to enhance the education service provided through facilitating the change. The teachers must be aged 55 years or more and have a minimum of 20 years service.

Strand 3 – applies to teachers who are in posts which are surplus to requirements

On the publication of the letter for the Strands all applications must be made on official forms and forwarded to the HR Department to be forwarded to the DES with the Chief Executive Officer’s recommendation.


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COST NEUTRAL RETIREMENT (ALL STAFF)

This is a scheme which allows public servants under the Revision Scheme to retire early with immediate payment of superannuation benefits, subject to actuarial reduction to take account of the early payment of the lump sum and the longer period over which pension would be paid.

For staff employed prior to 1st April 2004 the scheme will permit retirement between the ages of 50 and 60, for staff employed after 1st April 2004 age 55 to 65 applies. Actuarial reductions are available from the Pensions Section of the HR Department.

PERSONAL RETIREMENT SAVINGS ACCOUNT (PRSA)

CCVEC will accommodate deductions to a PRSA provider of the staff member’s choice once details have been forwarded to the Finance Department


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SECTION 10

TRAVEL AND SUBSISTENCE

Claims by Members of Staff 85

Use of Personal Transport on CCVEC Business 85


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CLAIMS BY MEMBERS OF STAFF

If you are engaged on CCVEC business you may be entitled to claim for travel and subsistence.

Prior to committing to work/projects that may require travel and/or subsistence you must obtain prior approval for attendance. It is CCVEC policy to pay public transport rates, where public transport is available. Mileage will only be paid where approval has been granted in advance.

Copies of the Travel and Subsistence rates are available form the Finance Department.

USE OF PERSONAL TRANSPORT ON CCVEC BUSINESS

Employees must ensure that they have current insurance cover indemnifying the CCVEC against third party claims arising out of the use of personal transport on official CCVEC business.


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Section 11

PAY

Payment of Salaries & Wages 87

Pay Scales 87

Deductions at Source (optional) 87

Annual Increments 88

Part-time Pay Claim Form 88

Queries 88


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PAYMENT OF SALARIES & WAGES

• Salaries are paid on a monthly basis with a mid month advance (staff paid on timesheet returns are paid monthly).

• Wages are paid on a weekly basis and in accordance with Towards 2016 will be moving to a fortnightly basis.

All salaries and wages are paid by electronic transfer. Deductions are made from your gross pay in respect of Income Tax, Revenue and Social Insurance (PRSI) and Superannuation. CCVEC reserve the right to deduct any overpayments that may occur during the course of your employment and in accordance with current legislation.

PAY SCALES

A copy of the current pay scales appropriate to your grade is available from the HR Department.

DEDUCTIONS AT SOURCE (OPTIONAL)

CCVEC will facilitate deductions at source, on receipt of written confirmation, for a number of organisations.

The following is an example of some of the items that can be deducted from your salary / wages

• Health insurance

• Trade Union Subscriptions

• Personal Retirement Savings Account contributions (PRSA)

For further details you should contact the Finance Department.


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ANNUAL INCREMENTS

Where an incremental scale applies to a post, annual increments are granted on the month of your appointment, on confirmation of satisfactory service.

PART-TIME PAY CLAIM FORM

Part-time teachers, tutors and other non academic staff who are not on contract specifying a set number of hours per week are required to complete a claim form for hours worked. This form is available in the school / College. It is the responsibility of the individual to ensure that all claim forms are submitted on time in order to ensure payments are made.

QUERIES

If you have a query about your pay please be prepared to give the following information when you contact the Payroll Section in the Finance Department:

• Name and Staff Number (printed on pay slip)

• Place of work and job title

• PPS number and date of birth


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Section 12

HOURS OF WORK

Hours of Work 90

Flexible Working Hours 90

Medical Appointments 90

Overtime 90

Working Week 90


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HOURS OF WORK

The number of hours you are required to work each week will be specified in your Contract of Employment. Your working pattern / timetable will be specified in the location in which you are based.

FLEXIBLE WORKING HOURS

There is a flexible work hours’ scheme in place for staff that are required to utilise the electronic time and attendance system. Flexi-time is a facility that is available to allow people to manage their work hours in consultation and agreement with their Supervisor and/or Head of Department.

Details of the full scheme are available from the HR Department.

MEDICAL APPOINTMENTS

Staff who cannot avail of flexi time should endeavour to make doctor / dental appointments outside of working hours.

OVERTIME

Whole-time staff, except academic staff, whose salary is below the Assistant Principal Officer scale, are entitled to payment for hours worked. All overtime worked must be approved in advance by your line manager.

Part-time or job/work sharing staff will not qualify for overtime rates until they have worked the equivalent of the full time hours of their post.

WORKING WEEK

The normal working week will be specified in your Conditions of Service. The actual working hours are as arranged at the location in which you are based.


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Section 13

HEALTH & SAFETY

Health and Safety Policy 92

Accidents – Reporting 92

Alcohol / Drugs Abuse 92

Evacuation Procedure 92

Smoking in the Workplace 92

Protective Clothing 92


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HEALTH AND SAFETY POLICY

The City of Cork VEC recognises and accepts its responsibility for health and safety as an employer and will take all steps within its power to meet this responsibility.

Copies of the CCVEC’s master Health and Safety Statement are available from the Education Support Services Department.

ACCIDENTS – REPORTING

Report all accidents to you supervisor / manager who will complete an accident report form. Accident report forms are available in your centre or from the Finance Department.

ALCOHOL / DRUGS ABUSE

All CCVEC employees are forbidden to consume alcoholic substances or be in possession of unauthorised substances whilst on CCVEC premise

EVACUATION PROCEDURE

All CCVEC locations have emergency evacuation procedures in place and you must familiarise yourself with these arrangements.

SMOKING IN THE WORKPLACE

All CCVEC workplaces are smoke free. Smoking is prohibited throughout the workplace with no exceptions.

PROTECTIVE CLOTHING

If your post requires you to wear protective clothing it will be provided by CCVEC. Where provided, protective clothing must be worn.


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Section 14

INDUSTRIAL RELATIONS

Trade Union Membership 94

Branch Officers / Shop Stewards 94


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TRADE UNION MEMBERSHIP

City of Cork VEC believes in the principle of resolving industrial relations issues by discussion and agreement. For practical purposes it is considered that this can only be achieved through negotiations conducted by representatives of the employers and employees.

Currently, CCVEC recognizes the following Trade Unions;

• SIPTU

• IMPACT

• TUI

You have a right, and are encouraged by CCVEC to join a recognised Trade Union and to take part its activities. In order to join a union you should either contact the local shop steward / branch officer or local union offices for an application form.

BRANCH OFFICERS / SHOP STEWARDS

CCVEC accepts the right of recognised Trade Unions to appoint branch officers and shop stewards and accords certain facilities to enable them to perform their duties.

There is an agreement in place with IMPACT and SIPTU outlining the duties and responsibilities of employee representatives, in accordance with the Labour Relations Commission Code of Practice. Copies of this document are available from the relevant Trade Union or the HR Department.


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NOTES


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NOTES

the city of cork vocational education committee

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