Draft 1 March
2012)
Human Resources will monitor the operation of this policy, and provide advice to managers, in order to ensure:

rewards under this policy are sufficient to encourage staff to provide cover to meet operational requirements

staff are not required to work excessive overtime which is likely to impede their performance over time and which would not be conducive to a good work-life balance

payments under this policy remain affordable and cost effective

where necessary, departments are advised of alternative arrangements which might be put in place to reduce the amount of overtime necessary.
Managers are expected to consider whether the operation of overtime arrangements in their own area supports their operational needs, is cost effective and does not have a detrimental effect on staff motivation and performance.
This policy takes effect from TO BE CONFIRMED. (NB This policy is still under discussion with the unions, however it should be followed unless other arrangements have been agreed in consultation with HR, or other existing union agreements apply.)
Pay is calculated on the basis of a full-time member of staff working 35 hours per week (excluding lunch breaks). Members of staff will normally be expected to work such hours and such days as are required to fulfil the responsibilities of their contract. Hence from time to time members of staff may be required to work above their paid weekly hours to fulfil their duties. Usually no payment will be made for the additional hours worked. However members of staff will not normally be expected to work continuous or heavy overtime.
Academic support and tutorial staff are expected to work with a degree of flexibility to ensure that operational requirements are met; but the School encourages its managers to allow academic support staff (Bands 6-10) to take time off in lieu (TOIL) where appropriate in compensation for excessive additional hours worked. TOIL is always given at plain time basis, since additional hours worked are offset against other standard working week hours. (This arrangement is also analogous to annualised hours working.)
Where TOIL is used, it is up to local managers to determine how much TOIL can be carried forward from month to month, on the basis of business needs and workload peaks and troughs in local units.
Although managers should always in the first instance use time off in lieu as the method of compensation, on rare occasions, it may not be operationally viable for TOIL alone to compensate staff adequately for the amount of additional work done.
The Academic Support Research & Teaching Contribution Committee (ASRTCC) will look sympathetically at requests for lump sums for staff in salary band 6 where it is necessary for staff to work regular long hours in excess of 35 hours a week.
It will also consider lump sums requests for staff in salary bands 6-8 where:

staff have to attend the School to provide specialist cover for operational duties on nonstandard work days (e.g. supervision of contractors, out-of-hours IT maintenance);


staff undertake a project as part of their normal contract, the completion of which involves substantial additional evening and/or weekend work;

staff are required to work excessive additional hours due to the absence of colleagues (eg sickness absence; longer-term absences should be dealt with by the appointment of replacement staff).
It is the manager’s decision whether monetary compensation will be sought, instead of TOIL, in light of business need and affordability.
To avoid any disappointment or confusion, managers are strongly advised to consult Human
Resources before discussing with a member of staff any arrangements for compensation for additional hours.
Additional payment will only be considered through the ASRTCC review process. No requests for overtime will be authorised by Human Resources.
The ASRTCC reviews requests for lump sums on a termly basis for Bands 7 and below, and annually for Bands 8-10. Submissions should be addressed to Human Resources for consideration, accordingly the deadline published on the HR website. In making submissions to the
ASRTCC, managers should give clear and detailed information about the amount and nature of additional work undertaken, and why granting of TOIL was not viable.
Pay is calculated on the basis of a full-time member of staff working 35 hours per week (excluding lunch breaks), or a shift or other agreed working pattern which averages 35 hours per week over a year.
The hours of work are as set out in the appointment letter or agreed with the line manager.
Members of staff may be requested to work occasional overtime, in which case they will be normally granted time off in lieu. TOIL is always given at plain time basis, since additional hours worked are offset against other standard working week hours. (This arrangement is also analogous to annualised hours working.)
Where TOIL is used, it is up to local managers to determine how much TOIL can be carried forward from month to month, on the basis of business needs and workload peaks and troughs in local units.
Where it is not practical to give TOIL, an additional payment for the extra hours worked. Where there is an obligation to work overtime, this is set out in the letter of appointment.
It is the manager’s decision whether overtime will be paid, instead of TOIL, in light of business need and affordability.
Members of staff are expected to operate with a degree of flexibility, and thus payments will not normally be made for less than 1 hour.
Where additional payment is made, it shall be made as follows:
Extra hours worked: by part-time and hourly-paid staff, up to average of
35 hours a week on annual hours basis
Salary Bands 1-5
1.0 time before/after normal working day (in excess of 35 hours a week) on rest days (e.g. Saturday & Sunday if normal working week is Monday to Friday and over 35
1.5 time
1.5 time

hours per week) on a second consecutive rest day worked
Closure days
Bank holidays
2.0 time
1.5 time
2.0 time
Overtime payments should not be regarded as regular and guaranteed. They are not superannuable.
A very small number of staff at the School are contracted to work in excess of a full-time working week – these staff receive contractual overtime pay. These hours are paid at plain time rate but the payment is guaranteed, is superannuable and paid contractually and guaranteed without reference to hours actually worked (i.e. it is payable even when the employee is on holiday).
The School does not intend to change these arrangements set up prior to the implementation of this policy. However the School does not intend to extend this practice.
Most staff who receive regular overtime payments are better off following introduction of the
School’s new Pay Framework, as the consolidation of London Allowance increased overtime plain time rates; also some staff who previously worked a standard week of more than 35 hours further benefited from increased hourly rates due to the lower divisor used to derive rates.
However some staff previously covered by the 1995 Portering Agreement and the 1997
Maintenance Technicians Agreement may receive lower overtime earnings under this policy because they were previously paid at higher premia for working Sundays, closure days or bank holidays than are proposed under the new arrangements.
Protection arrangements will apply to these staff – see Appendix (still under discussion) .
Human Resources
1 March 2012