Recognition &
Reward Policy
& Process
The University’s Recognition & Reward Policy can be found at:
http://www.gla.ac.uk/services/humanresources/staff/all/pay/promotion/randrpolicy/
Contents
Page
PURPOSE
3
EQUALITY OF OPPORTUNITY
3
PRINCIPLES
3
ELIGIBILITY
3
APPLICATION PROCESS
4
TYPES OF AWARD & DEFINITIONS
4
ASSESSMENT CRITERIA
5
APPLYING FOR AN AWARD
6
DOCUMENTATION
6
ROLE OF EACH COMMITTEE & MEMBERSHIP
6
OUTCOME NOTIFICATION & FEEDBACK
7
FAST-TRACK APPLICATIONS
8
QUALITY ASSURANCE
8
CONFIDENTIALITY
8
APPLICATION RETENTION
8
TIMETABLE
8
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PURPOSE
The University’s Recognition and Reward Policy sets out the process by which staff are
rewarded for supporting University objectives in the performance of their duties. This policy
provides a coherent and practical approach for both recurrent and one-off payments to staff in
order that individual contribution may be recognised and rewarded in an equitable way.
EQUALITY OF OPPORTUNITY
The University is committed to promoting equality of opportunity for all staff and ensuring a
working environment that is free from discrimination and unfair treatment. The principles of the
Athena SWAN Charter are embedded in the application of this policy. The Committee will
take into account individuals who are currently, or have been, part-time, or have had a
significant absence, whether due to parental leave, illness or other cause provided that this is
outlined clearly in the application.
A report will be provided annually to the University's Equality and Diversity Strategy
Committee for the purpose of monitoring disability and gender data in relation to the outcome
of the recognition and reward exercise.
PRINCIPLES
The University of Glasgow is committed to providing a working environment that promotes,
recognises and rewards excellence. The purpose of these principles is to provide an open and
transparent mechanism for rewarding and formally recognising performance excellence.
All staff will be rewarded fairly in accordance with demonstrable levels of sustained
contribution; this may include the application of new skills and or expertise in any role
developed over time.
The outcome of the annual Performance and Development Review (PDR) process should be
taken into account before an application is made for an award. An application may be made
by either self-application, team application or through a managerial recommendation.
Assessment of contribution should clearly relate to the delivery of individual performance
objectives, agreed in the preceding PDR period and, where appropriate, recognition that such
achievement contributes to the realisation of University objectives.
Decisions taken will be based on objective evidence and, where appropriate, recognise
teamwork and collegiality.
ELIGIBILITY
Staff employed on the University’s substantive pay and grading structure up to and including
Grade 9 are eligible to be considered for the award of additional increments (including
contribution points) and one-off payments. The Remuneration Committee, utilising the
principles applied within this policy, determine the award for staff at Grade 10 level.
The Recognition and Reward process is accessible to all eligible staff, irrespective of their
contractual status or length of service provided that they are in post on the effective date of
the award (normally 1 st January each year).
Individuals on the maximum contribution point may apply for an exceptional contribution
award but not for further consideration in relation to incremental progression within their
grade. Where this is the case, it may be more appropriate for alternative options for career
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progression to be explored. These may include, for example, applying for a post at a higher
grade, considering an application for re-grading/promotion, or secondment to another post
within or outwith the School/Research Institute/Service to gain further knowledge, skills and
experience to support career development.
Alternative arrangements exist where an individual is formally “acting-up”, and therefore such
work will not be recognised under this scheme.
APPLICATION PROCESS
The Director of Human Resources is responsible for the annual recognition and reward
exercise and ensures that the process is appropriately applied. This exercise normally
launches in October and concludes in January of the following year. There are three main
stages to the process.
TYPES OF AWARD & DEFINITIONS
Sustained Excellence Contribution
Accelerated incremental progression is the award of an additional increment within the normal
pay range or within the contribution range for the grade, and is applied to recognise sustained
excellence over and above the normal expectations of the role.
Exceptional Contribution
One-off payments are applied to recognise a single exceptional contribution of an individual or
team, over and above the normal expectations of the role, in the context of a one-off task or
project that is finite by nature. This will be a one-off, non-superannuable, payment of 3% of
basic salary, equivalent to an increment.
It is inappropriate for applications to be submitted for single exceptional contribution for
identical or very similar reasons in consecutive years. This normally indicates that the case no
longer satisfies the criteria for an award designed to recognise single exceptional contribution,
but may meet the criteria for sustained excellence. The Committee may determine that such
cases are considered for a sustained excellence award.
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ASSESSMENT CRITERIA
Applicants are required to demonstrate that the level of contribution has exceeded the normal
expectation for the role, based on the relevant job description and the role profile for the
grade. Applicants must demonstrate and evidence by illustration, exceptional contribution
and outline the way in which this supports the achievement of the University’s strategic goals
and objectives. Where sustained contribution at an exceptional level has led to development
of the role such that it is potentially greater in terms of job size and complexity, an application
for re-grading/promotion should be considered.
Sustained Excellence Contribution
Applicants are required to demonstrate that their contribution has been sustained for a period
of normally not less than twelve months, with evidence of continuous working at this level.
The evidence may include but will not be limited to:
•
•
•
•
attainment of agreed longer-term objective(s) to a consistently exceptional
standard positively impacting on the University, the College/School/Research Institute or
Service;
provision of an exceptionally high standard of customer-service, with demonstrable impact
on the service provided, and/or the reputation of the University, the College or the
School/Research Institute or Service;
exceptional achievement(s) that have demonstrably resulted in an enhanced
level of contribution within the existing grade;
taking on significant additional responsibility on an ongoing basis where the level
of responsibility continues to fall within the current grade and for which no other form of
payment has been received.
In exceptional cases, more than one point may be awarded. In such cases, there should
be a clear demonstration that the exceptional level of contribution to the University and the
realisation of targets and objectives have been sustained on an ongoing basis. Where, this
level of contribution becomes the normal expectation, this cannot be relied upon as evidence
of contribution in the future and therefore will not attract an additional recurrent or lump-sum,
one-off payment in the future.
Exceptional Contribution
Applications for exceptional contribution at an individual or team level will normally relate to a
one-off project or major task that is finite in nature. The evidence may include, but is not
limited to:
•
•
•
•
completing a major task or project ahead of schedule, coupled with resultant savings
in resources (financial and/or employee);
contributing to the effective handling of an exceptional event showing
extraordinary commitment beyond that required;
demonstrating exceptional flexibility which contributed directly to the achievement of
University, College/School/Research Institute/Service objectives. (This should not be
interpreted as working additional hours);
contributing ideas and creative thinking/interventions that have led to greater
efficiency, improved quality, cost savings, etc, and which contributed to the achievement
of University, College/School/Research Institute/Service objectives;
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APPLYING FOR AN AWARD
Self-Application
In the case of self-nominated applications, the relevant line manager and Head of School/
Director of Research Institute/Head of Service is required to provide a supporting statement
verifying the factual accuracy of the application.
Team Application
The University recognises that in some cases it is a collective contribution of staff that merits
reward rather than any one individual. Where a case for recognition and reward is submitted
by a team, this should consist of one submission demonstrating the contribution of each team
member, and will be subject to the principles applied to individual applicants. Teams are only
eligible to apply for a single exceptional contribution award.
Management Application
In the case of line management nominations, the Head of School/Director of Research
Institute/Head of Service is required to verify the factual accuracy of the application and
provide an accompanying statement detailing whether the case has been made and whether
or not the case presented has their support. The decision by the Head of School/Director of
Research Institute/Head of Service in relation to each case should be informed by the annual
PDR process.
DOCUMENTATION
Irrespective of the award being sought, all applications must be submitted in the required
format, by email to hr-ppr@glasgow.ac.uk. Applications received after the closing date will not
normally be considered.
ROLE OF EACH COMMITTEE & MEMBERSHIP
Each College/University Services must establish a committee to assess applications from
within their area.
The management group for each College/University Services will determine the committee
membership with at least one member having been trained in job evaluation and equality
issues. In addition, in consultation with the relevant Head of HR, every effort should be
made to achieve a gender balance in the composition of the Committee.
Each member of the Committee will be responsible for assessing the suitability of all
applications. If, for wholly exceptional reasons, a member of the Committee is unable to
attend a meeting, their views should be submitted in writing, in advance of the meeting, to the
Head of HR and the Convener. The Convener will inform the Committee of any such
submission.
The Committee will assess all applications in relation to the criteria and reach a decision as to
whether or not there is sufficient evidence to support an award. Heads of School/Directors of
Research Institutes/Heads of Service must not be involved in the formal discussion or
assessment of any applications from their School/Research Institute/Service although may
answer questions of a factual nature from the Committee. This applies to any member of the
Committee who has had substantial input into an application prior to submission.
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College Recognition & Reward Committee membership comprises:
 Vice Principal & Head of College (Convener)
 College Secretary
 Minimum of four Heads of School / Directors of Research Institute or Deans (where
there are a limited number of Heads of School)
 Senate Assessor
 College Head of Human Resources
University Services Recognition & Reward Committee membership comprises:





Secretary of Court (Convener)
Deputy Secretary
Four Heads of Service
Senate Assessor
University Services Head of Human Resources
OUTCOME NOTIFICATION & FEEDBACK
The Head of Performance, Pay and Reward is responsible for notifying each applicant of the
decision taken following consideration of their application by the relevant Recognition &
Reward Committee. Normally this will happen within seven working days of the final decision
having been taken.
The relevant Head of HR and Convener will be responsible for ensuring that there are
appropriate arrangements for documenting the rationale for each decision for the purposes of
feedback to applicants and policy monitoring. Where an application has been unsuccessful, or
in the case of a member of staff who is awarded an alternative award to that for which an
application was submitted, feedback on such a decision may be sought.
Successful Application
Where an application for a sustained excellence award has been successful and the applicant
has not reached the top of the incremental scale for their grade, they can normally expect the
award of one additional increment. In accordance with normal practice an annual increment
will be applied on 1 st January each subsequent year until the top of the incremental scale
is reached. Successful applicants at the top of the incremental scale or already within the
contribution points (not the maximum contribution point) of the grade can normally expect the
award of one contribution point.
Where an application has been successful for an exceptional contribution award the applicant
will receive a one-off, non-superannuable, lump sum payment of 3% of basic salary.
Unsuccessful Application
Each Head of School/Director of Research Institute/Head of Service, or their nominee, will be
responsible for providing feedback to unsuccessful applicants from their School/Research
Institute/Service. Feedback will include the rationale for the Committee’s decision and, where
appropriate, guidance for any future application. The Committee’s decision is final and there is
no right of appeal for unsuccessful/partially successful applicants.
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FAST-TRACK APPLICATIONS
In circumstances which are deemed by the Vice Principal & Head of College or the Secretary
of Court, to be wholly exceptional and unforeseeable, applications may be submitted
to the relevant Recognition & Reward Committee outside of the normal timetable. In such
cases, the normal process detailed in this policy, will be adhered to, however, in the event that
time does not permit, or circumstances dictate otherwise, consultation/deliberation may occur
via email and telephone.
QUALITY ASSURANCE POLICY (MONITORING & REVIEW)
The operation of this policy will be reviewed annually to ensure that it continues to
offer an appropriate means for rewarding staff excellence. To this end, in partnership with
the trade unions, there will be an annual review of the processes and outcomes.
CONFIDENTIALITY
All documentation relating to applications will be treated in the strictest confidence by all
participants in the process. Members of the College/University Services Committee will not
normally discuss applications or outcomes outside of the Committee structure, unless for
advice on a procedural matter.
APPLICATION RETENTION
It is University policy, in accordance with the provisions of the Data Protection Act 1998, to
retain each application and associated correspondence in an individual’s personal file.
TIMETABLE
Stage
Completed applications to be received by HR
Applications available to Committees on SharePoint
Date
28th November 2014
by 10th December 2014
College / University Services Committees
by 9th January 2015
Committees to notify HR of outcomes
by 16th January 2015
Staff / Managers notified of outcomes
by 23rd January 2015
Effective date of consolidated awards / one-off payments
1st January 2015*
* The payment date of consolidated awards/one-off payments will be dependent on payroll cut off dates.
If it is not possible to pay within January payroll all awards will be paid within February payroll and will be
back-dated accordingly.
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