Particular terms and conditions of employment for staff on grades A-I (inclusive and equivalent)

  1. Working hours
  2. Enhanced payments
  3. Initial service review
  4. Holiday
  5. Pension
  6. Termination of employment
  7. Outside work

1 Working hours

1.1. Full time staff are required to work a 35-hour week, which will normally be worked over five days which may include Saturdays and Sundays. Exceptionally, the University reserves the right to vary a member of staff's working hours as necessary to meet operational requirements. Any such change will be subject to appropriate consultation and notice and pay amended accordingly.

1.2. All staff who work for more than 6 continuous hours on one day will be required to take an unpaid break of not less than half an hour. This is usually taken as a lunch break. Workers under age 18 are entitled to a paid break after the first 4.5 hours worked on each day.

1.3. Work patterns will be determined locally.

1.4. It is recognised that the normal break for lunch is one hour. In addition, it is good practice for staff to be encouraged to take a refreshment break during the course of the morning and the afternoon as follows and as agreed with the individual’s line manager. Either:

  1. a paid working break, taken where the individual remains available for work: 30 minutes per week is allowed for ‘down time’ to prepare refreshments; or:
  2. an unpaid (save for the first 30 minutes in any week which is paid) non-working break taken for an agreed length of time away from the immediate workplace where the individual is not available for work. Where appropriate the weekly working pattern will be extended accordingly.

1.5 The University of Bristol recognises that flexible working hours can provide benefits to both the employer and the employee and discussions around flexibility may be initiated by managers, a group of staff, or an individual.

1.6 In all cases, the operational requirements of the University must be taken into account and, therefore, any flexible working arrangements must be agreed between the group/individual and the manager. However, requests from groups or individuals will not be unreasonably refused.

1.7 Within the context of flexible working, working patterns will be variable and in cases where additional working hours are accrued by agreement with the line manager, it is expected that time off in lieu (“TOIL”) will be taken to compensate. Such TOIL will be taken by agreement with the manager and it is normally expected that it will be taken within a relatively short period of time, usually within one month. However, it is recognised that due to the cyclical nature of operational activity in some parts of the University, it may be appropriate to agree to operate flexibility in the shape of an extended working week/pattern over longer periods such as a term, or even a year, with appropriate TOIL being taken within that period.

1.8 Where flexible working arrangements are adopted by the employee, TOIL will be taken at plain time i.e. hour for hour. Full details of the University’s flexible working policy can be currently found at http://www.bris.ac.uk/hr/policies/.

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2 Enhanced payments

2.1 Overtime

Occasionally staff may be asked to work overtime. In such circumstances the following rates will apply. These rates only apply where hours exceed 35 hours per week.

Hours workedHourly rate
Hours up to and including 35 x 1
Monday - Friday x 1 ½
Saturdays x 1 ½
Sundays x 2
Bank holidays Staff will receive a normal day's pay (already paid as part of annual salary) plus hourly rate x the number of hours worked, plus time off in lieu (TOIL) or paid time if time off is not operationally viable.
Closure days Staff will receive a normal day's pay (already paid as part of annual salary) plus hourly rate x the number of hours worked or, if preferred and operationally viable, TOIL for the number of hours worked.

By agreement with the appropriate manager and subject to operational requirements, staff may choose to take TOIL instead of payment for the overtime worked. Where this is agreed the following arrangements will apply:

 Time off in lieu per hour worked
All hours worked Monday – Friday 1 hour worked = 1 hour’s TOIL
All hours worked on Saturdays 1 hour worked = 1 hour’s TOIL, plus the additional ½ hour enhancement to be paid unless TOIL is exceptionally agreed
All hours worked on Sundays 1 hour worked = 1 hour’s TOIL, plus the additional 1 hour enhancement to be paid unless TOIL is exceptionally agreed.

2.2 Working time directive and overtime

Normally, staff are entitled to a rest period of not less than 11 consecutive hours in each period of 24 during which they work. However:

  1. Voluntary Overtime at Instigation of Employee
    If the overtime is voluntary, i.e. the employee has sought the overtime and the line manager has agreed it, then the normal start time of the employee’s next period of work will be applied even if this results in a break totalling less than 11 hours.
  2. Required Overtime at the Instigation of Employer
    If the overtime is required of the employee, i.e. that they have no choice in whether to work the additional hours (for example, in cases of unforeseen emergency), the subsequent start time of the employee’s next period of work will be adjusted to incorporate a minimum break of 11 hours with no loss of pay.
  3. Overtime by Agreement
    Where the overtime has been requested by the employee, (but they have discretion as to whether or not they work it,) then arrangements for the rest period should be agreed at the time that the overtime arrangements are discussed. The arrangements will vary depending on the degree of discretion available to employer and employee and may be agreed as either:
    1. the application of the normal start time, or:

    2. the granting of some degree of compensatory rest, in order to incorporate the full 11 hour break. If this option is taken then this period of the normal working day may be paid, depending upon the circumstances.

2.3 Split shift payments

Full-time and part-time employees who work a split shift where the break is of two or more hours are paid a supplement of 12p per hour for all hours worked during that split shift.

2.4 Shift payments

The following shift premiums will be paid on a member of staff’s basic pay:

  1. alternating shifts will receive a premium of 16% of basic pay; An alternating shift is a working cycle which alternates in immediate succession or overlaps to cover a period of 11 hours or more in 24 hours.
  2. the rotating 7 day shift will receive a premium of 25% of basic pay; A rotating shift is a working cycle which rotates in immediate succession to cover a period of 24 hours.
  3. 7 nights over 7 days will receive a premium of 25% of basic pay.

Shift premiums will only be paid when the University requires such a working pattern and will not be paid for individually requested variation to working patterns.

For staff who are in receipt of a shift payment and agree to work overtime on their scheduled rest days, the following enhancements will apply:

Any overtime will be paid at the rates outlined in section 2.1.

2.5 Unsocial hours

  1. A member of staff who works at least 50% of their normal working week on a Monday to Friday and is required to work on a Saturday or Sunday is paid at the following enhanced rates:
    Hourly rate x 2 Sunday
    Hourly rate x 1.5 Saturday
  2. Staff who work on Bank Holidays will receive a normal day’s pay plus the number of hours worked at plain time plus time off in lieu
  3. Staff who work on Closure Days will be paid a normal day’s pay plus the number of hours worked at plain time or time off in lieu
  4. Staff who work Unsocial Hours will be paid at their normal hourly rate x 1.1 for the first 2 hours worked between 8.00 pm and 6.00 am. and their hourly rate x 1.2 for any remaining hours worked between 8.00 pm and 6.00 am.
  5. Staff who undertake Night Work will be paid the night work rate only when more than 50% of the normal working hours fall between 8.00 p.m. and 6.00 a.m.
    Night work rate is the hourly rate x 1.3 and is paid for hours worked between 10.00 p.m. and 6.00 a.m.
    N.B. This rate does not apply to shift workers.

2.6 Where two or more enhanced rates apply to the same hours of work, pay is calculated on the basis of the highest of these enhancements.

2.7 Stand-in duties

  1. Any employee required to undertake the duties of a job on a higher grade for a period of at least one month will be paid at the rate of the higher grade during the period providing all the duties and responsibilities of the higher grade job are undertaken. The higher rate continues to be paid for each full day of stand-in duty worked continuously thereafter. This does not apply where the requirement to act as Deputy has been taken into account in the grading of the post. Where the job is such that full duties of the higher role can be undertaken in their entirety from the first working day, staff will have this entitlement paid from the first full day.
  2. Where less than the full duties and responsibilities of the higher grade job are undertaken the Head of Department, in consultation with Human Resources, will consider appropriate remuneration.

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3 Initial service review

3.1 All new appointments are subject to an initial service review period of six months in accordance with the Initial Service Review Policy (Appendix 1 of Ordinance 26). This period may be extended subject to Appendix 1 of Ordinance 26. During the initial service review period suitability for the post will be established. Throughout the initial service review period a member of staff's suitability will be reviewed and if found satisfactory his/her employment will be confirmed at the end of the period. For further information please see Ordinance 26 and the Initial Service Review Policy (Appendix 1 of Ordinance 26) which are currently available at http://www.bris.ac.uk/hr/policies/.

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4 Holiday

4.1 Holiday pay will be calculated using the basic rate of pay. All entitlements are pro rata for part-time staff.

4.2 The annual leave entitlement will be 38 days rising to 40 days. This entitlement is made up as follows:

  1. Annual leave (23 days)
    Staff will be entitled to 23 days to be taken at any time during the year, subject to operational requirements and the approval of the Head of Department who will not unreasonably withhold consent.
  2. Long service leave (2 additional days after 5 years service)
    Staff will be entitled to 2 additional days’ leave in the leave year following the completion of 5 years’ continuous service.
  3. Public Holidays (currently 8 working days)
    Staff will be entitled to paid leave currently on New Year’s Day, Good Friday, Easter Monday, May Day, Spring Bank Holiday, late Summer Bank Holiday, Christmas Day, Boxing Day.
  4. University closure days (7 working days)
    Staff will be entitled to paid leave currently on Easter Tuesday, the day after Late Summer Bank Holiday, and on 5 other days to be fixed each year around the Christmas break.

4.3 Holiday in addition to the above holiday entitlement may be taken in the following circumstances:

  1. Recognised First Aiders (1 additional day)
    Staff who become a trained and departmentally recognised first aider are entitled to an additional one day’s leave each holiday year in addition to the above entitlements while they continue in the role.
  2. Union Safety Representatives (1 additional day)
    Union safety representatives are entitled to an additional one day’s leave in each holiday year in addition to the above entitlements, while they continue in the role.

4.4 Holidays for part-time staff

  1. Entitlements apply equally to full and part time staff.  Part-time staff who work the same number of fixed hours per day for 5 days a week throughout the year will have the same number of days’ holiday entitlement as full-time staff.  Payment for each day of holiday is calculated on the same basis and for the same number of hours as payment for a normal working day.
  2. For part-time staff working fewer than 5 days per week and/or variable daily hours, the entitlement to annual leave, bank holidays and days of closure will be aggregated and converted into a total annual allowance for leave and bank holidays, expressed in hours e.g.
    Wednesday 8 hours per day
    Thursday 5 hours per day
    Friday  3 hours per day
    Total 16 hours per week

    To achieve average hours per day 16/5 = 3.2 hours per day

    3.2 x total leave (including long service (if applicable), closure and bank holiday days) = holiday entitlement expressed as hours per year.  To calculate annual leave entitlement, deduct bank holidays and closure days that fall on a normal working day from the total number of hours leave by deducting the appropriate number of normal working hours for those days taken.

4.5 Holidays for term time only staff

  1. Term-time only staff are not eligible to take paid leave during term-time. Instead, staff will receive holiday pay normally paid in two instalments at the end of the summer term and at Christmas.
  2. Holiday entitlement for term-time only staff is calculated on the same basis as for other part-time staff.
    - Example 1: A member of staff working full-time for 30 weeks of the year would be entitled to 30/52 x 38 = 22 days.
    - Example 2: A member of staff working full-time for 34 weeks of the year would be entitled to 34/52 x 38 = 25 days.
    Bank Holidays and Days of Closure will be counted as holiday only where and to the extent that they would normally be working days
    N.B. If such staff work less than 5 days a week, their payment for holiday is reduced accordingly e.g. if they work 4 days a week they are entitled to four- fifths of the calculation.
  3. Payment for the Spring and Summer Terms is made up as a lump sum payment at the end of June. The remaining days are paid at Christmas.
  4. If under exceptional circumstances the lump sum arrangements of payment are not convenient, term-time only staff may be able to make alternative arrangements if they write to the Salaries Office.
  5. Any period of absence of term-time only staff during term-time is at the discretion of the Head of Department and is usually regarded as leave without pay.

4.6 General principles

  1. The leave year runs from 1 January to 31 December.
  2. Requests for leave should be submitted with reasonable notice.
  3. Individuals are entitled and strongly encouraged to take at least 10 days of their annual leave entitlement in either a fortnight block, or two individual weeks during the leave year.
  4. In the first year of service, annual leave shall accrue in proportion to completed calendar months of service in that leave year.
  5. In some cases leave may be fixed by the University subject to group and operational requirements. Consultation will take place with staff prior to the beginning of the leave year in such cases. No more than two weeks’ annual leave will be fixed in this way.
  6. Annual leave shall normally be taken in the year in which it accrues, and not more than 5 days’ entitlement may be carried forward into the following year, unless exceptionally agreed by a member of staff’s Head of Department.
  7. All staff accrue leave entitlement during paid sickness leave. Where staff have not been able to take their full leave entitlement in any given leave year due to sickness absence, they are entitled to carry forward a maximum of twenty days’ leave to be taken during the next leave year. No payment will be made for any untaken leave.
  8. If staff are off sick during their holiday, the holiday entitlement will only be reimbursed upon production of a medical certificate. Employees will not be similarly reimbursed if they are sick during Bank Holidays, or any other days of University closure.
  9. Holiday entitlement is calculated on full months of service i.e. total annual entitlement divided by the number of full months’ service in any leave year and rounded up to full days’ leave entitlement.
  10. If, on the termination of employment, staff have taken more holiday than their accrued entitlement, a sum in respect of the excess holiday taken may be deducted from any sums due. If, on the termination of employment, staff have accrued but not taken holiday entitlement, the University may either require them to take such untaken holiday during any notice period or make them a payment in lieu of such untaken holiday. Any deduction or payment in lieu made shall be calculated on the basis of 1/260th of staff’s basic annual salary for each day of excess or untaken holiday (as appropriate).

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5 Pension

5.1 With the exception of those covered by paragraph 5.4, staff on grades A to I and equivalent will be eligible to participate in the University of Bristol Group Pension Plan (UBGPP), subject to the rules of the scheme. On taking up employment, new staff will be enrolled into this Scheme with effect from their appointment start date, although they may exercise the right to opt out. Staff who joined the University of Bristol Pension and Assurance Scheme (UBPAS) before 1 October 2010 will be eligible to continue their membership of that scheme, subject to the rules of the scheme and provided that there is no break in continuous service.

5.2 The University operates a Pension Salary Exchange scheme for eligible staff in UBPAS, UBGPP, and USS. Under the Pension Salary Exchange scheme, basic salary and any other pensionable pay elements are reduced by an amount equivalent to the normal employee pension contributions. The University will increase its contribution by a corresponding amount. The Pension Salary Exchange scheme enables staff to make National Insurance savings. Under the rules of the Pension Salary Exchange scheme, new employees who become members of UBGPP or USS, and who are eligible to participate in Pension Salary Exchange, will be automatically enrolled in the arrangements unless they opt out. Where staff are in the Pension Salary Exchange scheme, the University will use the term “Reference Pay” to mean basic salary before taking account of any Pension Salary Exchange. The sum of the post Pension Salary Exchange salary and pensionable allowances, together with the full value of any non-pensionable allowances, will be referred to as “Adjusted Pay”. Please refer to the Pension Salary Exchange Scheme at http://www.bris.ac.uk/hr/salaries/sal-exchange/ for further information. Where staff do not participate in the Pension Salary Exchange scheme, they will pay employee pension contributions as requested by the rules of the pension scheme. The University will deduct these contributions from the member of staff’s salary.

5.3 Membership of UBGPP is subject to the terms agreed between the University and the Scheme provider. The terms of UBGPP may be varied from time to time. The University reserves the right to vary or withdraw its sponsorship of the scheme, following consultation.

5.4 USS membership will be offered to all staff on the academic career pathways 1, 2 and 3 regardless of their grade. In addition, USS will be offered to staff appointed to Grade I in a specifically identified “training/career grade” role, where the University identifies a clear expectation for the role to be delivered at Grade J, and provides a development plan to support the individual to develop to meet that requirement.  On taking up employment, new staff will be enrolled into this scheme with effect from their appointment start date, although they may exercise the right to opt-out.  Membership of USS is subject to the terms of the scheme’s trust deeds and rules and the law in force from time to time.

5.5 Staff who join the Faculty of Health Sciences and who are existing members of the NHS Scheme can either stay in that scheme or join UBGPP (or USS if covered by section 5.4). Under the rules of the NHS Pension Scheme, the University is unable to operate a Pension Salary Exchange Scheme for the NHS Pension Scheme.

5.6 Staff participating in a group pension plan, such as UBGPP will be contracted in to the State Second Pension Scheme. Contracting in to the State Second Pension Scheme will cease on 6 April 2016. Information on this change can be found at www.bristol.ac.uk/hr/pension-comms/. Full details of all the University’s schemes are available from the Finance Office.

5.7 The University reserves the right to amend or discontinue the Pension Salary Exchange scheme should the University determine that it is appropriate to do so, taking account such relevant matters from time to time including changes to UK tax and National Insurance Contributions legislation.

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6. Termination of employment

6.1 Members of staff are required to give the University one month’s notice of termination.

6.2 Staff are entitled to receive one month’s notice of termination of appointment. After 5 years’ service this is increased to one week’s notice for each continuous year of service completed up to a maximum of 12 weeks’ notice for continuous service of 12 years or more.

6.3 In the event of dismissal by reason of redundancy, staff will be given a minimum notice provision, as follows:

  1. With the exception of staff covered by paragraphs (b) to (e), for whom protected arrangements will instead apply, staff will be given a minimum notice provision as follows in the event of dismissal by reason of redundancy:
    Period employedNotice period
    Staff employed by the University for less than 5 years 3 months
    Staff employed by the University for at least 5 years but less than 7 years 4 months
    Staff employed by the University for at least 7 years but less than 9 years 5 months
    Staff employed by the University for 9 years or more 6 months
  2. All staff employed by the University on a permanent academic or academic related contract before the 1 October 2004, or offered such employment on such terms before that date, will retain the right to a minimum of one year’s notice in the event of redundancy.
  3. All staff employed by the University on an academic or academic-related contract at the 1 October 2004 and who were offered a permanent contract on or after the 1 October 2004 will be entitled to a minimum of 6 months’ notice in the event of redundancy.
  4. All staff employed by the University on a permanent support staff contract at 30 April 2006, and those employed at that date on a fixed term contract who subsequently transferred to a permanent contract, will be entitled to a minimum of 6 months’ notice in the event of redundancy.
  5. The employment of a member of staff, who is employed on a fixed term contract and who is subsequently selected for dismissal in a situation of general redundancy, will end either at the termination of the fixed term contract or following 3, 4, 5 or 6 months’ notice of redundancy in accordance with his or her length of service as set out in (a) above, whichever is the earlier.

6.4 The University shall be entitled to dismiss staff at any time without notice or compensation if staff have committed any act of gross misconduct. See Ordinance 28 on Conduct.

6.5 During any period of notice of termination (whether given by the University or a member of staff) the University:

  1. shall not be obliged to provide any work for that member of staff and may withdraw any powers vested in or duties assigned to that member of staff or assign him/her to other duties;
  2. may exclude that member of staff from any premises of the University or any associated NHS Trusts; and/or
  3. may require that member of staff not to contact or attempt to contact any specified employees of the University or associated NHS trusts, students and patients provided always that throughout any such period the member of staff will continue to receive their salary and any other contractual benefits and their contract of employment obligations shall remain in full force and effect including their duties of good faith.

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7. Outside work

7.1 Staff will not be directly or indirectly employed or engaged in any other business or undertaking to the extent that such engagement prevents or inhibits them from carrying out their duties or puts them in a position where their interests conflict with those of the University.

7.2 Please note that under the Working Time Regulations staff should inform the University, if the University is their primary employer, of secondary employment which exceeds the amount set out in the regulations. (Please contact Human Resources for information).

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