STAFF HANDBOOK 

INTRODUCTION 

(a) This Handbook details terms and conditions of employment for all staff and should be read in  conjunction with the portfolio of LEICAD employment policies and procedures, which are  available on the staff portal. These policies and procedures do not form part of employees’ terms  and conditions.  

(b) ‘Academic Staff’ Both Virtual and onsite tutors.  

(c) LEICAD has a general duty to advance equality. It has three aims:  

a) Eliminate discrimination, harassment and victimisation;  

b) Advance equality of opportunity 

c) Foster good relations between persons who share a protected characteristic and those  who do not. The Act requires the University to have 'due regard' through these aims  throughout its functions and across all protected characteristics. All staff members share  a part of this responsibility and are required to maintain a positive duty in complying with  the equality legislation.  

2. HEALTH & SAFETY 

(a) The University is committed to excellence in health and safety performance and to meeting  its duties of care to the health, safety and well-being of its employees and students, as well as  others, including visitors, who may be affected by institute activities.  

(b) All new employees will receive information covering general health and safety practices  relating to the Institute and are to be advised of specific practices within their own work area.  Employees have a responsibility to familiarise themselves with the University’s Health and Safety  policy and with any health and/or safety procedures that apply to them in their area of work. This  particularly applies to emergency evacuation procedures and those related to reporting an  incident at work.  

(c) All appointments are subject to compliance with the Institute’s Health & Safety policies and  standards, and the relevant arrangements for specific areas or activities including the  requirements to take care for their own health and safety, to take due consideration for the  health and safety of others, and not interfere with or misuse facilities that are there in the  interests of health and safety.  

3. REPORTING LINE 

(a) All employees are responsible to a designated Line Manager for the proper performance of  their duties; however, on occasion their Line Manager has the discretion to delegate this  responsibility to another senior colleague if appropriate. 

(b) An outline of each employee’s anticipated duties and responsibilities within the Faculty or  Central Department is contained within their Job Purpose/Role Profile.  

(c) Academic staff and teaching fellows are ultimately subject to the authority of the Centre  coordinator, however they work under direction of their Faculty Executive Dean to whom they  are accountable. Consistent with the Institute's Statutes and Ordinances the Faculty Executive  Dean may delegate this authority to Heads of Departments, Centre or Group and in these  circumstances the duties and responsibilities of a member of staff are governed by the terms of  reference agreed within the Faculty.  

4. STARTING & LEAVING DATES 

(a) An employee’s starting date will usually be the first day on which he/she starts work  regardless of when the first day of the month falls.  

(b) Conversely, an employee’s last day of service will normally be the Sunday of the week in which  their last day of work falls. Variations may apply for those where the contract is funded externally  or where the employee leaves mid-week.  

(c) An employee’s last day should be agreed with his/her Line Manager, with advice from the HR  Representative where necessary.  

5. HOURS OF DUTY 

(a) The normal working week for all staff (except Tutors) is between 9am to 5pm Monday to  Friday. Saturdays for select people. This will also be included in the offer letters. 

(b) Actual times of working exclude meal breaks. 

c) These working hours will vary according to operational needs. Exact working patterns will be  established by the line manager.  

(d) Any staff member considering flexible working should consult the Flexible Working Policy  available from their HR Representative. Staff working flexible working patterns such as  annualized hours may have different working patterns, and local arrangements will confirm how  this will operate.  

(e) The hours of duty for Tutors are not fixed and are considered to be those necessary to  undertake teaching, research and administration duties as arranged with the Faculty Executive  Dean.  

(f) In order for the Institute to fulfil its obligations under the Working Time Regulations, staff are  required to inform their HR Representative of any employment that they plan to, or currently  undertake with another employer.  

6. OVERTIME

(a) Overtime is generally not payable to staff, however where a member of staff is required to  work over and above contractual working hours the Institute Policy on Time Off in Lieu should be  consulted.  

(b) In certain circumstances, where the need of the Institute prevails, overtime may be paid by  exception to some staff if there is an operational requirement. Details of this can be obtained  from their HR DEPARTMENT HR Representative.  

(c) Non-contractual paid overtime is not pensionable. However pay including non-contractual  overtime and additional hours is pensionable.  

7. ANNUAL LEAVE  

(a) The standard leave year runs from 1 August until 31 July, although this may vary due to  operational needs. Paid holiday entitlement is as follows: All Staff (excluding Academic Staff)  Academic Staff Annual entitlement 25 days 

(b) Part-time employees are entitled to paid leave on a pro rata basis according to the number of  hours worked.  

(c) Annual leave may be taken at any time during the year with the prior agreement of the Line  Manager. It is expected that annual leave will normally be taken within the leave year in which it  is accrued, however staff may request carrying forward a maximum of 5 days (pro rata for part  time staff) in exceptional circumstances, subject to authorisation by the relevant Line Manager.  

(d) Leave Entitlement for Newly Appointed Staff. Newly appointed staff are entitled to annual  leave on a pro rata basis for the remainder of the leave year in which they commence work.  

(e) Leave Entitlement for Leaving Staff. During the leave year in which employment comes to an  end, staff are entitled to annual leave on a pro rata basis. Employees are encouraged to take any  leave owing to them prior to leaving. Any accrued leave that cannot be taken should be discussed  with the HR Representative for payment in lieu. The Institute reserves the right to ensure an  employee takes outstanding leave during the notice period.  

(f) Annual leave taken in excess of entitlement. Where a member of staff leaves the Institute and  has taken more leave than they have accrued, payment for this excess is deducted from their  final month’s salary.  

8. HOLIDAYS & DISCRETIONARY DAYS  

Public and Statutory Holidays  

6 days (New Year’s Day, Good Friday, Easter Monday, May Day, Christmas Day and Boxing Day),  plus any additional special public holidays declared by the Government. Institute days 3 days at  Christmas 3 days at Easter 1 day added to annual entitlement but which may be pre-determined  by the Institute centrally by the Centre Coordinator’s Office/Executive Board. 

(a) Part-time employees are entitled to payment in respect of these days on a pro rata basis  according to the number of hours worked. Please refer to the Leave Policy.  

(b) Employees who are required to work on a public or University holiday are entitled to time off  in lieu.  

9. SICK LEAVE 

(a) The detail of the Institute Sickness Absence Policy and Procedure that governs all staff is  available on the staff portal, in addition to which a copy is provided to all staff on appointment.  

(b) Employees are required to notify their department (and/or to follow local arrangements  where set out) by 10.00 am (or within one hour of their normal start time) on the first day of  absence due to sickness. It is important to indicate (where possible) the expected duration of the absence and subsequently keep the relevant Line Manager informed of any changes to the  anticipated length of absence. 

(c) The appropriate self-certification forms, for up to 7 continuous calendar days along with  absence and medical certificates for absences in excess of 7 days, should be forwarded to the HR  Representative or relevant absence administrator without delay. Failure to do so may delay  Occupational Sick pay being paid. Any overpayments (for example when Statutory Sick Pay should  have paid instead of Occupational Sick pay) will be deducted from subsequent payments of  salary.  

(d) Medical Appointments: 

Where it is not possible to attend appointments outside normal working hours, the Institute will  allow employees reasonable time off to attend medical appointments.  

10. NOTICE PERIOD 

(a) On leaving the Institute the following Notice Periods apply. All employees must give notice in  writing, addressed to their line manager and copied to their local HR representative, of an  intention to resign from a post. The period of notice may be shortened by mutual agreement  with the Line Manager.  

(b) In the event that the Institute issues notice, the Statutory Notice Period will apply if it exceeds  the contractual Notice Period.  

(c) Where an employee leaves the employment of the Institute and they work annualised hours,  arrangements should be made to recalculate the number of hours they should have worked to  that date in the year. This figure should be compared to the actual hours worked which may  result in an adjustment to the employee’s final salary. 

(d) The Institute reserves the right to require employees who have resigned with notice, or who  have been given notice to terminate their contract, not to attend their place of work for all or  part of the notice period. 

(e) The Institute reserves the right to pay an employee in lieu of notice.  

11. SALARY INTERVALS 

(a) Your salary shall accrue Monday to Friday (or the normal working days of each working week  which are applicable to you) at the pro-rata’d to rate of your annual salary and is paid in arrears  in twelve equal monthly instalments, except for those claiming through timesheets, on the last  working day of each month directly into your bank. Noting that salary deductions for participation  in strike action shall use a 1/365 of annual salary.  

12. SALARY DEDUCTIONS 

(a) The Institute will have the right to deduct from salary any amount which the employee may  owe to the Institute. The University will inform the employee when this occurs, agreeing the  repayment plan.  

(b) It is the employee's responsibility to return the Institute property by a date specified by the  Institute. The Institute reserves the right to deduct from the employee’s salary an amount up to  the current market value of the property not returned, i.e. based on the value of the property at  the time that it is not returned and not on a replacement cost basis.  

13. PROBATION 

(a) All appointments are subject to a probationary period. All Staff 6 Months (b) These periods may be modified by the terms of individual contracts of employment.  

(c) Appointments are to be confirmed in writing following the satisfactory completion of the  probation period.  

(d) In certain circumstances it may be necessary to extend the period of probation.  

(e) For posts of less than one year’s duration, the probationary period may be reduced as  appropriate.  

(f) Responsibility for monitoring the probationary period lies with the Line Manager.  

14. STAFF APPRAISAL PROCESS It is a condition of all appointments that employees participate  fully in the annual Staff Appraisal process. The objectives of staff appraisal are to review current  performance in order to help staff maximise their potential within the Institute and ensure that  individuals are playing a part in achieving the evolving strategic objectives/vision of the Institute;  to identify, agree and provide development opportunities and resources which will be beneficial 

to both staff members and the Institute. Appraisal forms and Guidance notes can be found on  the Website.  

15. PENSION 

Normally, all appointments are pensionable except virtual tutors Eligible employees are  automatically entered into the relevant pension scheme. If further details are required regarding  pension scheme membership please contact the Pensions Department.  

16. RETIREMENT 

(a) Employees can voluntarily retire at a time of their choosing, and draw any occupational  pension they are entitled to, subject to the provisions of the pension scheme in force at the time.  

(b) To assist with workforce succession planning, both managers and employees are encouraged  to discuss future short and long term plans.  

(c) If an employee makes a decision to retire, formal notice should be given in writing, as outlined  in section 10. Further information can be found in the Procedure for Retirement from the  Institute, which can be found on website.  

(d) Flexible retirement may be an available option, subject to the provisions of the pension  scheme, eligibility criteria and approval. The Institute Pensions Department can provide more  information.  

17. TRADE UNION RECOGNITION 

The Institute recognises two Trade Unions: NLC, NUT  

18. INCREMENTAL PROGRESSION 

(a) Normal incremental progression through the core sections of the salary scales is awarded to  most employees on the 1st April annually. This is subject to the completion of six months service  and also to satisfactory performance. There is no automatic incremental progression into or  within the Higher Responsibility. Any system for withholding normal annual incremental  progression within levels will be based on a rigorous formal procedure  

(b) For staff within Level 7 on the pay-scale incremental progression is not automatic.  19. DISCIPLINARY AND GRIEVANCE PROCEDURES 

The Institute’s Disciplinary Policy and Grievance Policy can be found on the HR Website.  20. OUTSIDE ACTIVITIES & DECLARATION OF INTERESTS 

(a) All external activities are subject to the requirements laid down in the Institute Financial  Regulations and the Ethical Conduct: Bribery, Fraud, Gifts, Hospitality and Conflicts of Interest  Policy. 

(b) All additional work taken on outside of the Institue that falls under the Institute Financial  Regulations must be approved by the Faculty Executive Dean or appropriate Admin/Service  Department Director prior to commencement.  

(c) The Institute reserves the right to ask staff across all Job Families to make a declaration of  interests each year.  

(d) Academic Staff (Research and Teaching track only) of the Institute providing the duties and  responsibilities of their role have been, and are being, met, in the reasonable opinion of the  Institute, may spend an average of up to one day a week on external activities, subject to approval  by the Faculty Executive Dean. Approval to undertake such activities will at all times be governed  by the needs of the Faculty and Institute and this time allowance is therefore not an automatic  entitlement.  

(e) For part-time members of Academic Staff (Research and Teaching track only) these  arrangements will be based on a pro-rata provision.  

21. CONFIDENTIALITY 

(a) During the course of employment employees may have access to, gain knowledge of, or be  entrusted with, information of a confidential nature. This may include:  

∙ Organisational policy;  

∙ scientific or medical test results;  

∙ future plans of the Institute;  

∙ research and development of new products including the nature, origin or composition  of products (whether in production or in research stage) and manufacturing processes; ∙ Information about the Institute community including its staff, students, clients, suppliers,  manufacturers, medical practitioners etc. (past, present or potential) and the terms upon  which they do business.  

(b) Employees may also gain knowledge of or be entrusted with sensitive, personal or medical  information concerning other members of staff or students.  

(c) All employees must agree, at any time, during or after the end of their employment with the  Institute, unless expressly authorised by the relevant Head of Department/Faculty Executive  Dean, not to disclose to any person or make use whether directly or indirectly of such confidential  information as described above.  

(d) Disclosure or misuse of information by employees during the course of their employment will  be treated as gross misconduct.  

(e) In some circumstances employees may be required to sign a specific Confidentiality  Agreement.  

22. INTELLECTUAL PROPERTY

All appointments are subject to LEICAD Intellectual Property Code and any subsequent  amendments. It is a condition of employment that all intellectual property rights (including  copyright) or results arising from Institute work are automatically assigned to the Institute and  the protection and exploitation of such intellectual property will be the sole responsibility of the  Institute or its nominees or nominated assignee(s). Protection and exploitation of Institute intellectual property is managed by the Technology Transfer Office.  

23. DATA PROTECTION 

(a) Employees are required at all times during their employment to comply with the applicable  data protection legislation including the GDPR and Data Protection Act 2018 and with any policy  introduced by the Institute to comply with the Act.  

(b) The Institute has a Data Protection Policy, and Employee Privacy Notice and an Applicant  Privacy Notice , and these documents, and any subsequent amendments, sets out further  information about how the Institute processes personal (or ‘sensitive’) data.  

24. CONDUCT AND PRACTICE 

(a) The Institute is committed to applying the highest standards of conduct and integrity in its  activities. Every employee and individual acting on the Institute's behalf is responsible for  maintaining the Institute's reputation and for carrying out their duties honestly and  professionally.  

(b) The University has a number of policies and procedures which set out these requirements.  Whilst not limited to the list below, all appointments of the Institute should be familiar with the  following policies, and any subsequent amendments:  

∙ Ethical Conduct: Bribery, Fraud, Gifts, Hospitality and Conflict of Interests Policy  ∙ Expenses and Benefits Manual  

∙ Institute Code on Good Research Practice  

∙ Public Interest Disclosure Policy (Whistleblowing)  

∙ Staff Charter Additional and other listed policies referred to in this handbook can be  obtained from their HR Representative. The Institute reserves the right to amend this  document in negotiation with staff and recognised trade unions.