Student Staff Handbook
August 2014
Kent Union Student Staff Handbook
August 2014
Contents
Section
Page
1.0
2.0
3.0
4.0
5.0
6.0
7.0
Purpose and Scope
Background Information
2.1
Introduction from the Chief Executive
2.2
Introduction from the President
2.3
Charitable purpose and values
2.4
Strategic plan
2.5
Services
2.6
Democracy
2.7
Staff
Communication
3.1
Communication with and between staff
Terms and Conditions of Employment
4.1
Contract of employment
4.2
Pay
4.3
Tax and national insurance
4.4
Pension scheme
4.5
Hours of work
4.6
Breaks
4.7
Time keeping
4.8
Time off for examinations and coursework
4.9
Sickness absence
4.10 Maternity leave
4.11 Time off for family emergencies
4.12 Probationary arrangements
4.13 Notice periods
Staffing Policies (extracts)
5.1
Staff protocol
5.2
Bullying and harassment policy
5.3
Disciplinary procedure
5.4
Grievance
5.5
Training and development policy
5.6
Equality, Diversity and Inclusion policy
5.7
Environment policy
Other Information
6.1
Performance & development reviews
6.2
Behaviours Framework
6.3
Induction training
6.3
Uniforms and protective clothing
6.4
Alcohol and drugs
6.5
Smoking policy
6.6
Transport home
6.7
Confidential information
6.8
Departmental rules
6.9
General conduct
6.10 Use of CCTV
6.11 Use of internet and email policy
Health & Safety Policy (extracts)
7.1
Policy statement
7.2
Fire safety
7.3
Manual handling
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Kent Union Student Staff Handbook
1.0
August 2014
Purpose and Scope
The purpose of this handbook is to provide you with essential information related to working at Kent Union. The
handbook brings together a number of documents, policies and procedures, providing you with one useful
source of information about Kent Union and your role as a staff member. It includes summaries of Kent Union’s
policies on Training and Development, Health and Safety, Terms and Conditions of Employment, Flexible
Working, Reward, and Recognition, amongst other things. If you wish to see full copies of any of these
documents they are available on your department’s staff notice board, the staff intranet or from your line
manager or supervisor.
You must ensure that you are familiar with the contents of the Staff Handbook; failure to adhere to the
policies it contains could lead to disciplinary action being taken.
If you are unclear about anything in this Handbook you should, in the first instance, talk to your manager. If you
have further questions, please contact the HR Department on 01227 824220.
2.0
Background Information
2.1
Introduction from the Chief Executive
Kent Union is the students’ union at the University of Kent. The Union is a membership organisation, which
exists to represent, provide services to, campaign on behalf of and improve the experience of all of the Union’s
members. All students who enrol at the University are automatically members of the Union, but they have the
right to “opt-out” of the Union if they wish.
The Union is controlled by its membership, through the Union’s democratic structures (see section 2.4), which
culminate in a team of Trustees who direct the day-to-day running of the organisation. The total turnover of the
Union is in excess of £11 million per annum. The Union delivers a diverse range of services, from bars and
catering, to a Job Shop and Advice Centre. In order to survive in a highly competitive market, the Union must
be customer-focused, highly professional and performance driven. The Union recognises that its staff are
integral to achieving these goals and as such must be invested in, valued and effectively communicated with.
This Handbook aims to provide you with the information that you need to do your job well. It contains a wealth
of useful information, policies and procedures, many of which demonstrate the Union’s commitment to being
an excellent employer. I hope you find it useful and I am sure that you will enjoy working for Kent Union.
2.2
Introduction from the President
We believe everything Kent Union does, helps us in challenging the status quo and making the University of Kent
students experience better. Part of how we do this is by being a representative body for the students of the
University of Kent on campus, local and national levels. The quality of this provision is reliant on the Union's staff
to make sure that all campaigns, events and representative activities run as smoothly as possible. We want our
staff to believe in these and to play a role in helping us deliver them. Another part of how we do this is by having
our staff be the best they can be in what they do. As an organisation, Kent Union is committed to being an
excellent employer, and this can be shown through our inclusion within the Sunday Times Top 100 Best Not For
Profit Companies to Work For, for five years. Kent Union is committed to communicating with, and investing in
our staff to make sure that you are happy in your work, allowing you to best deliver the exceptional services for
our members.
The Union is controlled by its membership (as outlined in section 2.4) with the 13 Trustees implementing the
decisions which are mandated by the students. These decisions can be proposed by students through our four
Zone meetings and decided on by a cross campus vote, as well as through the Board of Trustees who govern the
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August 2014
Union. We hope you enjoy your time with Kent Union and take advantage of all its benefits aside from being
your employer.
2.3
Charitable Purpose and Values
Our Charitable Purpose
Kent Union – a charity that empowers students at Kent to:



Have a voice
Fulfil their potential
Get the most from University
Our Values




2.4
Professional - we have a professional management team and professional staff and we are an outstanding
employer; we create a positive working environment in which our staff enjoy work and are passionate about
what they do.
Responsible - we are an open, transparent and responsible organisation; we have strong and effective
governance arrangements; we implement best ethical and environmental practice and are committed to
the principle of volunteerism.
Inclusive - we have a deep belief in the principle of equality of opportunity and take positive action to
promote diversity; we campaign on behalf of discriminated-against groups and have an inclusive culture.
Democratic - we are student led through strong democratic structures; we believe in the principle and
power of democracy; our members play an active role in our democracy and in society.
Strategic Plan
Our strategic plan identifies various priorities and areas of focus for Kent Union over the period 2014-17.
Collectively these form the approach we will take to delivering our strategy and the way in which we intend to
improve the student experience for our members.
2.5
Services
The Union is split into 5 Directorates:
Finance - administers the Union’s accounts, produces financial information and is responsible for ensuring the
Union’s financial and Information Technology procedures are adhered to. The head of department also oversees
the management of the JobShop
Human Resources – is responsible for implementing the Union’s Human Resource strategy, pay and
administration.
Marketing – is responsible for the Marketing of the Union, and its services, this includes the website, corporate
guidelines and general communication to our members.
Commercial Services – run the Union’s retail and licensed trade outlets, including Essentials and Parkwood
Essentials, The Library Café. Woodys Bar, The Venue (nightclub) and organises entertainment and events (e.g.
Summer Ball). The Oaks Nursery.
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Student Activities








Sports Clubs
Societies
Volunteering
RAG (fundraising for charity)
Student Training Programme
Volunteering Accreditation Scheme (Kent Student Certificate for Volunteering)
Student Media – Inquire and CSR
Graduate Employability
Representation and Democracy –includes the following;
Promoting the student voice and supporting students shape their education, community and their union. The
department consist of; supporting the sabbatical offices facilitating elections, organising the Course
Representation system, post graduate engagement, and outreach programmes. The Advice and Information
services sit within this directorate.
GKUnions together – is an association for students based on the Medway campus from the Universities of
Greenwich and Kent, and also those studying at Mid-Kent College. On the Medway campus GKUnions operates
the commercial services including, Coopers (student bar), Medway Essentials, Extras, and also runs UMSA’s noncommercial services including, sports clubs, societies, volunteering, Jobshop, Student Advice Centre.
Kent Union also campaigns on issues that affect students and represents the student body to the University,
local community and regional and national bodies.
2.6
Democracy
Membership – all students at the University of Kent, except those who “opt-out” of the Union.
Referendum – a vote that is open to all members of the union, allowing the membership to express its opinion
on an issue or constitutional change. A referendum is the highest form of decision-making within the Union; the
result of a referendum can normally only be over-turned by a subsequent referendum.
All Student Vote – A ballot in which all students can vote. The result of the vote then forms the policy of Kent
Union.
General Meetings – a meeting that is open to any member of the Union to attend, speak and vote. General
Meetings determine the Union’s accounts and budgets.
Union Council – a representative body that meets regularly in term time. Union Council passes policy and is
tasked with setting the political policy of the Union and holding to account the elected officers of the Union. Any
member of the Union may attend and speak, but only council officers may vote.
Zones- All students will attend ‘Zone’ meetings for one of the 4 zones- Your Union/Your Education/Your
Community/Your Rights. Ideas are submitted by students and are discussed at each zone and can become policy
or can go to an all student vote. Each Zone has a committee of students which support it.
Sabbatical Officers (‘sabbs’) – are elected annually by and from the membership to serve for one year as a trustee
of the Union. The officers work full-time and are paid; they are responsible for all aspects of the Union and, as
the ultimate representatives of the membership, are responsible for ensuring that the Union is student-focused.
The officers direct the work of the Union’s staff through the Chief Executive.
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Board of Trustees – This consists of the 5 Sabbs, 4 Student Trustees, and 4 External Trustees. This meeting is
normally held every 2 months where the Trustees meet to make key decisions, with the Chief Executive in an
advisory role.
Accountability and Decision-making
Democratic Body
Decisions taken
Responsibility
Elect representatives and
make policy decisions
Ultimate decision-making
group
Referenda
Elect representatives & pass
policy
Ultimate decision-making
forum
Annual General Meeting
Policy-making; hold Council to
account; approves budgets
and annual accounts
Represent views of the
membership
Union Council
Oversee performance of the
Union
Representative body; ensure
Sabbaticals implement wishes
of membership
Sabbatical Officers
Day-to-day oversight of the
Union; implementing the
wishes of Council
Trustees of the Union;
implement Union policy and
adhere to legislation
The Membership
Zones
Staff via Chief Executive
2.7
Staff
There are approximately 140 career staff and 350 student staff employed by the Union, under the overall control
of the Chief Executive, who reports to the Union’s Trustees. The Chief Executive directs the work of staff through
the Deputy Chief Executive, Director of Operations, Director of Marketing and Business Development, Director
of Membership Services and the Director of People. Kent Union employs staff for a number of reasons:





To provide professional expertise in a specialist area (e.g. Student Advisors)
To provide managerial expertise (e.g. Managers)
To provide administrative support to elected officers and staff
To deliver services to the membership (student staff working in Retail, Licensed Trade, Catering, Student
Activities and Receptions)
To advise the elected officers of the Union (e.g. the Directors)
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3.0
Communication
3.1
Communication with and between staff
August 2014
Staff Meetings – Kent Union has general staff meetings twice a year, (December & April). All staff may attend
these meetings where information is imparted on current Kent Union developments and projects
Department Meetings - Each Department hosts department meetings on a regular basis for its own staff. Your
line manager will provide you with a list of when these meetings will be happening. These meetings are used to
keep staff up-to-date with department developments and achievements. Staff are given the opportunity to raise
their own points and express their own opinions at these meetings.
Staff Council (Constitution available from the HR Department) - Staff Council is an elected representative group
of staff members from all areas of Kent Union’s operations who meet 6 times per annum to discuss and gather
feedback on new staffing policies and issues. It is often used as a cross departmental forum for exchanging ideas,
sometimes new concepts or operational matters, or other ideas from one department which may work in
another. Minutes from these meetings are circulated to all staff by the staff council representatives.
Staff are elected from different parts of Kent Union to become representatives for their group of staff. There
are also 3 seats for an elected representative from the following Trade Unions (Amicus; T&GWU and UNISON)
Newsletter – Kent Union’s bi-monthly staff newsletter contains information on a wide range of subjects from
updating staff on operational matters, projects, recording training successes, staff comings and goings, general
information, notifying of notable dates, etc. The newsletter is circulated to all staff by email and is available on
staff notice boards.
Staff notice boards - Staff notice boards are located in each department. The notice board contains minutes of
meetings, job vacancies, posters and general information for all staff.
4.0
Terms & Conditions of Employment
4.1
Contract of Employment
This handbook together with your letter of employment forms your contract of employment. Please read both
documents carefully before signing the endorsement at the bottom of your letter of employment.
You are employed by Kent Union, Mandela Building, The University, Canterbury, Kent CT2 7NW
4.2
Pay
You are paid monthly, direct to your bank account through the University’s pay office, on the last working day
of each calendar month. Each month normally your pay period will run from the 11th of one month to the 10th
of the next month. The salary scale that is applicable to student staff is the Kent Union Student Staff Pay Scale.
The rates of pay applicable for the year commencing 1st October 2013 are as follows:
Grade
Duty Supervisor
Team Leader
Student staff (21+)
Student staff (18-20 )
Hourly basic
£
6.91
6.60
6.31
5.25
7
Holiday pay
£
0.83
0.80
0.76
0.63
Hourly total
£
7.74
7.39
7.07
5.88
Kent Union Student Staff Handbook
August 2014
The rates of pay applicable for the year commencing 1st October 2014 are as follows:
Grade
Duty Supervisor
Team Leader
Student staff (21+ )
Student staff (18-20 )
Hourly basic
£
7.50
7.14
6.50
5.41
Holiday pay
£
0.91
0.86
0.78
0.65
Hourly total
£
8.41
8.00
7.28
6.06
Kent Union will consult with Staff Council on the general review of pay that applies each year. This review will
normally be linked to inflation but will also depend on Kent Union’s financial situation. The final decision about
the general pay review is taken by the Board of Trustees.
Holiday Pay
Currently you are paid your basic hourly rate plus your holiday pay, which gives your total hourly rate. For
example, hourly basic £5.25 + holiday pay £0.63 = total hourly rate £5.88. You can request that you just receive
your basic rate for the hours you work; your holiday pay would then be calculated on the hours that you have
worked each quarter and paid to you as a lump sum. Quarterly calculations and payments will be made each
September, December, April and June.
You have two options as to how you are paid:
Option 1 –
Example:
If you work 8 hours per week for the Autumn term (12 weeks) this would equate to 96 hours; your pay for this
will be 96 hours at £5.88 total hourly rate, equating to £564.48
Option 2 –
Example:
If you work 8 hours per week for the Autumn term (12 weeks) this would equate to 96 hours. If you receive only
your basic hourly rate you would receive £504.00 for that period; then at the end of December you would receive
your holiday payment of £0.63 multiplied by 96 hours; your total holiday payment would thus be £60.48. Total
amount for that term would be £564.48
As you can see you will receive exactly the same amount of pay whether you choose option 1 or option 2. We
will continue to pay you in the way option 1 details; unless you inform us in writing that you would like to choose
option 2.
If you would like any more information on this please contact the HR Department, at kentunionhr@kent.ac.uk
or telephone 01227 824220.
4.3
Tax and National Insurance
You will need to provide proof of your National Insurance number and bank details (bank name and address,
sort code and account number). You will also be asked to complete a P46 form unless you can produce a current
P45. Everyone is allowed to earn £10,000 per annum without having to pay tax (April 14 – April 15) this applies
to students as well as non-students. If you do not earn over £10,000 in any one tax year (April to April), you will
be able to claim a tax rebate from the tax office (contact details below).
If you have any queries relating to your pay, please contact your line manager or the University’s payroll office
on extension 3596. If you have problems with your income tax or tax code, you should contact the local tax
office, the details of which are as follows:
Inland Revenue
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August 2014
Charter House
St. George’s Place
Canterbury
Kent
CT1 1UG
Tel:
Fax:
01227 864803
01227 864870/864957
Kent Union’s tax reference number is 577/U62
If you contact the tax office for any reason, you will need to quote the above reference number and your
National Insurance number, which is printed on your payslip.
4.4
Pension scheme
You are eligible to become a member of the Superannuation Arrangements of the University of London (SAUL)
CARE scheme or AEGON in which Kent Union is a participating institution.
SAUL is a contributory scheme and appropriate contributions would be deducted from your pay once you
become a member. Under the terms of SAUL you would contribute 6% of your pensionable salary and Kent
Union contributes 13% of pensionable salary.
AEGON pension scheme is a ‘mid-level’ Group Pension scheme; under this scheme, the employee pays a
minimum of 3% of their annual salary and Kent Union pays a further 6% on top.
On commencement of employment you will be given information about SAUL and AEGON scheme at your
induction.
4.5
Hours of work
The hours that you will be expected to work are outlined in your letter of employment. Kent Union recommends
that you do not work more than 15 hours per week. Your line manager may speak to you if they feel you are
working too many hours. Please note if you are an international student, who requires a Visa, you will only be
allowed to work the hours specified on your Visa.
In the unlikely event of an outlet closing due to circumstances beyond our control, e.g. fire, Kent Union will not
be liable for payment of any hours that you were scheduled to work during this period, however we will make
every effort to find your hours in an alternative Kent Union outlet.
4.6
Breaks
Kent Union is committed to ensuring that its staff work in a healthy and safe environment and therefore that
staff are able to take rest breaks from work. Staff are able to take a 15-minute unpaid break for every 5 hours
worked and 20 minute unpaid break for 6 hours.
4.7
Time keeping
You must arrive at your place of work at the time specified by you line manager. You should allow sufficient time
to hang up your coat and make any other preparations prior to the start of your work.
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Kent Union Student Staff Handbook
4.8
August 2014
Time off for examinations and coursework
Kent Union recognises that your priority is to complete your studies successfully. As your employer we will
endeavour to support you as much as we can by being flexible about the time you need off during exams and to
complete coursework. You will be allowed to take up to 2 weeks unpaid leave per annum to help you during
exams and for the completion of examined coursework. In all cases you must ensure that your line manager is
given at least 3 weeks’ notice in writing of the fact that you would like to take exam leave. All staff will be written
to in February to remind them of our requirement for notice during the main exam period.
4.9
Sickness absence
If you need to be absent from work it is your responsibility to inform your line manager as soon as possible.
If you are due to start work before midday you must notify your manager at least one hour before you are due
to start work on the first normal working day of your absence.
If you are due to start work after midday then you should notify your manager at least four hours before your
start time on the first normal working day of your absence.
You are expected to tell your manager the reason for your absence and how much time you think you will have
to take away from work. In the absence of your line manager, you should contact another appropriate manager
or the HR Department (Tel 01227 824220).
For all periods of absence because of illness, certificates must be supplied. For periods up to seven days, a selfcertificate must be completed. From the eighth day, you must obtain a medical certificate from your doctor,
which should be sent to the HR Department. You should continue to provide medical certificates for any sickness
absence in excess of seven days. Where any open medical certificate has been provided a medical statement of
fitness to resume duties must be obtained before re-commencing work.
Failure to provide appropriate written evidence of sickness might mean that you will not be paid.
If you are absent from work owing to illness, the length of payment will depend on the following scale:
Length of service
Up to 1 years’ service
Statutory Sick Pay
Full Pay
Half Pay
Second year
1 month
1 month
Third year
2 months
2 months
Fourth year
3 months
3 months
Fifth year
4 months
4 months
Sixth year
5 months
5 months
After six years
6 months
6 months
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Kent Union Student Staff Handbook
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Statutory Sick Pay (SSP) the Social Security Contributions and Benefits Act 1992 (SSCBA 1992) and the Statutory
Sick Pay Act 1994 make employers responsible for paying statutory sick pay. Legislation governs the
circumstances under which SSP can and cannot be paid. The main points of this are:
The length of absence must be 4 days or more – this is called the Period of Incapacity to Work (PIW). This can
include weekends when you would not normally work but the illness is such that it would prevent you from
working on those days.
Your average earnings must reach the current earning limit and you pay Class 1 National Insurance
Contributions. It is paid for a maximum of 28 weeks in a rolling year. The payment you receive during a sickness
absence will be calculated on a rolling 12-month basis. When you are sick and unable to attend work, therefore,
your previous absences within the past 12 months will be taken into account in arriving at your eligibility for sick
pay.
Kent Union reserves the right to withhold a payment for absence if the absence has been caused or contributed
to by your own conduct. It should be noted that this action would be taken only in exceptional circumstances.
4.10
Maternity leave
Kent Union is committed to supporting female employees during pregnancy and after the birth of their child.
This section is a brief extract from our full maternity policy – please refer to the flexible working, reward and
recognition policy for more information.
All employees regardless of the hours worked and length of service have the following rights:




To maternity leave – the length of which will differ according to which category is applicable.
To return to work in the same or similar job if the old job no longer exists.
To protection against dismissal for reasons wholly or partly relating to pregnancy.
To reasonable time off for antenatal care on production of evidence of appointments.
4.11
Time off for family emergencies etc.
Please refer to our Flexible Working, Reward and Recognition Policy for details of Kent Union’s leave
arrangements for these and similar circumstances.
4.12
Probationary arrangements
Your appointment is subject to a probationary period, the length of which is stated in your letter of employment.
The probationary period provides the opportunity to ensure that you are able to satisfactorily undertake the
duties of the post for which you have been appointed. Once you have successfully completed your probationary
period you will receive confirmation from your manager.
Failure to confirm an appointment after the probationary period is rare. Before any action is taken you would
be given proper notice by your line manager of any problem areas and when appropriate your probationary
period would be extended.
4.13
Notice periods
If you wish to terminate your employment with Kent Union you are required to give 4 weeks’ notice in writing,
unless your letter of employment states otherwise.
After completion of your probationary period you are entitled to 4 weeks’ notice from Kent Union for
termination of contract. Appointments may be terminated summarily for serious misconduct or breach of
duties.
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Kent Union reserves the right to ask an employee, either on resignation or dismissal, to leave immediately, in
which case he or she will receive payment in lieu of notice.
5.0
Staffing Policies
5.1
Staff/Student Protocol (extract)
The staff/student protocol exists for the benefit of Kent Union’s members, its officers and its staff. Kent Union
recognises that its staff are central to its activities. Staff provide continuity, advice and managerial expertise and
as such are a valued resource. The protocol seeks to clarify the working relationship between the organisation’s
members and its staff. This protocol forms an annexe to the terms and conditions. The protocol must be adhered
to at all times by the membership, officers and staff of the Union.
Role of the Board of Trustees
The Board of Trustees will deal with issues such as recruitment and local policy. No standing or sub- committee
of any other body of the Union will discuss individual staff members. This committee will not deal with
disciplinary issues, these will be dealt with by staff as stated in the disciplinary procedure.
Role of Trustees
Trustees of the Union will not directly manage the work of individual staff members. In the event that an officer
wishes to change the priorities of a staff member they will see the Chief Executive in the first instance. This is
not meant to prevent dialogue between officers and staff, but it is essential that each staff member has one
manager from whom they take direction. In the event that a Trustee has a complaint against or a comment on
the behaviour of a member of staff they must not deal with it directly, but should report it to the Chief Executive.
The Chief Executive will investigate the issue and decide whether or not to take the matter further, reporting to
the President.
Elected Officers share a collective and individual responsibility to ensure that under no circumstances are staff
discussed at Union meetings. Staff may only be mentioned in INQUIRE or any other Kent Union publicity with
the express permission of the Chief Executive.
Role of staff
A staff member with a complaint against or a comment on the behaviour of an officer must not deal with it
directly, but should report it to the Chief Executive who will report it to the President. The President will
investigate the issue and will decide whether or not to take the matter further. In the event that an individual
member of staff or a group of staff have an issue with their employment they should pursue it through the line
management structure or via their trade union as appropriate.
Student staff
In the event that a member of student staff has an issue with their employment they should pursue it through
the line management structure. Student staff will also be able to use Kent Union’s grievance procedure. Student
staff as full members of the Union, are able to participate in the democratic running of the Union, but must not
raise issues relating to their employment.
This protocol does not affect the rights of staff members to pursue an issue via the disciplinary and grievance
procedure.
It is expected that both staff and officers will treat each other with respect and courtesy at all times.
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Kent Union Student Staff Handbook
5.2
August 2014
Bullying and harassment policy (extract)
Policy statement
Kent Union recognises that all its employees have the right to work in an environment free from bullying and
harassment.
Any employee found to have bullied or harassed others will be subject to disciplinary proceedings and may find
themselves subject to criminal sanctions.
Any employee who feels he/she is subject to bullying or harassment has the right to complain.
Kent Union recognises the right of each individual to decide what behaviour is acceptable to him or her.
Behaviour which one person may accept may be regarded by another as harassment.
For more information please refer to the full Policy which is available either on a staff notice board or from your
line manager.
5.3 Disciplinary procedure (extract)
This procedure applies to all employees of Kent Union; it does not apply to agency workers or self-employed
contractors. The aims of this procedure are to provide a framework within which managers can work with
employees to maintain satisfactory standards of conduct and performance and to encourage improvement
where necessary.
Standards of conduct and performance are, though not exclusively, those defined by Kent Union’s rules and
procedures, legal requirements and what is generally recognised as acceptable workplace performance and
behaviour.
Except in cases of gross misconduct, gross negligence or similar, the following procedure will apply. However, if
after initial investigation a matter appears sufficiently serious, or if the employee’s alleged misconduct warrants
such action, the procedure may be taken up at any appropriate stage, even when an employee has no current
warnings on record.
Where disciplinary allegations are made against a probationary employee some or all of the steps set down in
this procedure may be omitted.
Following an investigation, if the Union considers there are grounds for taking formal action over alleged
misconduct or poor performance, the employee will be required to attend a hearing. In both cases the employee
will be informed in writing of the allegations against them, the basis for those allegations, and what the likely
range of consequences will be if decided after the hearing that any allegations are true or that the employees
performance has been unsatisfactory.
Kent Union will also include the following where appropriate:
A. A summary of relevant information gathered as part of an investigation
B. A copy of relevant documents which will be used at the hearing; and
C. A copy of relevant witness statements, except where a witness's identity is to be kept confidential, in
which case as much information as possible will be provided, while maintaining confidentiality.
Kent Union will give written notice of the date, time and place of the hearing. The hearing will be held as soon
as reasonably practicable, but the employee will be given a reasonable amount of time to prepare their case
based on the information the employee has been given.
The Right to be Accompanied
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Employees may bring a companion to any formal hearing or appeal hearing under this procedure. The
companion may be either a trade union representative or a Kent Union colleague. Employees must tell the
manager conducting the hearing who their chosen companion is, in good time before the hearing.
If the choice of companion is deemed unreasonable, the Union may ask the employee to choose someone
else, for example:
A. If, in the Union’s opinion the choice of companion may have a conflict of interest or may prejudice the
meeting; or
B. If the companion is unavailable at the time a meeting is scheduled and will not be
available
for more than five working days afterwards.
Kent Union may allow a companion who is not a colleague or Union representative (for example, a family
member) if this will help overcome a disability, or if the employee has difficulty understanding English.
Disciplinary Penalties
The usual penalties are set out below. No penalty should be imposed without a hearing. Kent Union aims to
treat all employees fairly and consistently. Each case will be assessed on its own merits. Any manager
considering a disciplinary penalty should first discuss the matter with the HR Department to ensure
consistency and fairness when dealing with disciplinary issues.
Stage 1 - Written warning.
Misconduct - usually appropriate for a first act of misconduct where there are no other active written warnings
on the employee’s disciplinary record.
Performance –usually appropriate for a first instance of performance where there are no other active written
warnings on the employee’s record. The warning will be given setting out:
A. The areas where the required performance standards have not been met.
B. Targets for improvement.
C. Any measures, such as additional training or supervision, which will be taken with a view to improving
performance.
D. A period for review.
E. The consequences of failing to improve within the review period, or of further
unsatisfactory performance. The employee’s performance will be monitored during the review period,
at the end of which the Union will write to the staff member informing them of the outcome:
i.
ii.
iii.
If the line manager is satisfied with the performance, no further action will be taken;
If the line manager is not satisfied, the employee may be invited to a second hearing under this
process in which case written notification will be sent as set out in section 6.0 ; or
If the manager feels that there has been a substantial but insufficient improvement, the review period
may be extended.
Stage 2 - Final written warning. Usually appropriate for:
A. Misconduct where there is already an active written warning on the employee’s record; or
B. Misconduct sufficiently serious to warrant a final written warning even though there are no other
active warnings on the employee’s record.
Or
A. Failure to improve performance within the review period set out in a first written warning
B. Further evidence of poor performance while a first written warning is still active;
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C. Performance considered sufficiently negligent to warrant a final written warning even though there
are no other active warnings on the employee’s record
Stage 3 - Dismissal. Usually appropriate for:
A. Misconduct during the employee’s probationary period;
B. Further misconduct where there is an active final written warning on the Employee’s record;
C. Gross misconduct regardless of whether there are active warnings on the Employee’s record. Gross
misconduct will usually result in immediate dismissal without notice or payment in lieu of notice
(summary dismissal).
D. Poor performance during the employee’s probationary period;
E. Failure to improve performance within the review period set out in a final written warning;
F. Unsatisfactory performance while a final written warning is still active;
G. Performance that is grossly negligent such as to warrant dismissal without the need for a final written
warning. Gross misconduct will usually result in immediate dismissal without notice or payment in lieu
of notice (summary dismissal).
Examples of gross misconduct/negligence include but are not limited to:
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The inclusion of misleading information on a job application form
Serious breach of Kent Union’s policies or procedures
Serious breach of the law
Bringing Kent Union into disrepute
Serious misuse of Kent Union property or name
Bullying or harassment
Theft
Repeated or serious failure to obey instructions, or any other serious act of insubordination
Fraud, forgery or other dishonesty, including fabrication of expense claims and time sheets
Physical violence or threatening behaviour
Generally unacceptable behaviour towards customers or visitors
A serious breach of health and safety rules
Causing loss, damage or injury through serious negligence
Being under the influence of alcohol, illegal drugs, or other substances during working hours
Wilful damage to Kent Union or another employee’s property
Disclosure of confidential information (subject to the Public Interest (Disclosure) Act 1998)
Indecent conduct
Acts of incitement, harassment and/or acts of discrimination on the grounds of race, ethnic
background, colour, sex, religion, age or disability, etc
Deliberate breach of Kent Union’s data protection rules or unauthorised entry to computer records
Conviction for a criminal offence which may affect Kent Union’s reputation or relationships with staff,
customers or the public, or otherwise affects an employee’s suitability to continue to work for Kent
Union.
Alternatives to dismissal. In some cases Kent Union may consider alternatives to dismissal. These will usually
be accompanied by a final written warning. Examples include:
A.
B.
C.
D.
E.
F.
Demotion.
Transfer to another department or job.
A period of suspension without pay.
Loss of seniority.
Reduction in pay.
Loss of future pay increments
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Appeals Against Disciplinary Action
If an employee feels that a decision taken under this procedure is wrong or unjust they should appeal in
writing, stating the full grounds of appeal, to the HR Manager within one week of the date on which they were
informed of the decision.
5.4
Grievance
Policy Statement
Kent Union recognises that its staff are its most valuable resource and are key to achieving its current and future
goals. Kent Union also recognises that on occasion a staff member, or members, may feel aggrieved about a
particular matter or situation, and be unable to resolve the matter through the normal channels.
Kent Union will therefore ensure that there is a clear and fair grievance procedure in place to deal with such
matters and that any grievance submitted by staff is fully investigated, handled in a transparent and timely
manner and resolved promptly and fairly.
The vast majority of grievances will be resolved without recourse to the formal stage of this procedure; staff are
encouraged to talk to their line manager on an informal basis where matters will normally be resolved. In
circumstances where this is not the case or it is felt inappropriate to deal with the grievance informally, the
formal procedure may be invoked.
Formal Procedure
Stage One – Informal Procedure
Employees shall in the first instance try to resolve the grievance on an informal basis by making a direct approach
to the member of staff involved. If the grievance is still unresolved, the employee should report it verbally to
their line manager. If the grievance is about their line manager, the employee(s) should raise the matter
informally with the HR Manager.
The line manager (or HR Manager) should investigate and reply verbally as soon as possible (within a maximum
of five working days). The line manager (or HR Manager) should keep a file note of the matter, including key
dates, people involved and a summary of the matter. A copy of the file note should be given to the person(s)
raising the grievance.
If the member(s) of staff remain dissatisfied with the response they will be allowed to put their grievance in
writing to the HR Manager, who will commence formal investigation.
Stage Two – Formal Procedure
Following receipt of the written grievance the HR Manager will arrange to meet with the employee and any
other parties involved in the grievance to ascertain full details. These meetings will usually be held separately
and notes will be taken during the proceedings.
Should the action be against the HR Manager, the Chief Executive will be involved in the investigation and
decision making process.
Should the action be against the Chief Executive, The President and one other Trustee (or two Trustees) will be
involved in the investigation and decision making process.
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Wherever possible the meetings will take place within five working days of receipt of the written grievance. The
decision of the HR Manager will be conveyed in writing to the employee within five working days of the
meetings.
If an employee remains dissatisfied with the formal investigation in stage one, they may appeal as follows.
Stage Three – Appeals Process
If an employee wishes to appeal against the decision they must submit their reasons in writing to the Chief
Executive. The employee should state the grounds on which the grievance has been raised and the reasons why
he/she feels that the grievance was improperly investigated in stage two.
When these details are received, the Directors or Chief Executive* (or Trustee(s) if either of the aforementioned
have previously been involved in the grievance) shall arrange a meeting with the employee to discuss the
reasons for their appeal.
Should the action be against the Chief Executive, or should they raise a grievance, an appropriate person from
outside Kent Union may be co-opted into the process (suitable persons include a senior NUS staff member, a
personnel practitioner from another students’ union or an appropriate University manager).
The person considering the appeal shall review all evidence. A decision shall be conveyed in writing to the
employee within five working days of the meeting to review the Grievance.
This is the final stage of appeal with Kent Union and the decision of the appeals panel is final and binding.
5.5 Training & Development Policy (extract)
Policy Statement
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Kent Union recognises that its staff are its most valuable resource and are the key to achieving its mission
and vision.
Kent Union is committed to realising people’s potential so that they are able to fully contribute towards
achieving the organisation’s objectives and able to fully participate in society.
Kent Union believes in the importance of continuous professional development for all its staff, both for
their own job satisfaction and in order to ensure that Kent Union is a successful organisation.
Kent Union will strive to maintain Investor in People status and will ensure that it has clear learning and
development strategies focused on improving the performance of the organisation.
The Training and Development Policy is linked to the Union’s appraisal system (Performance and
Development Reviews); these reviews play a major role in identifying training and development needs
and evaluating training.
Every member of staff is responsible for his/her own development, with support from their line manager
and the organisation.
5.6 Equality, Diversity and Inclusiveness policy (extract)
Equality, Diversity and Inclusion Policy Statement
Kent Union strives to create an environment that is free from discrimination and exploitation and challenges
action deemed to contravene this ethos. The practical implications of this policy are outlined in this document.
Kent Union as a membership organisation, as an employer and as a service provider is committed to recognising
and supporting diversity.
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Equality, Diversity and Inclusion form a central value of our organisation and we seek to ensure all our services
and activities are accessible and inclusive. We endeavour to uphold both the right of individuals to feel valued
and respected, and the responsibility of individuals to act without prejudice.
Principles of This Policy
This policy exists to:
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Ensure that Kent Union is proactive in promoting equality of opportunity.
Ensure sanctions are in place to deal with those that fail to comply with the procedures and
guidelines.
Commit the Union to monitoring implementation of this policy and the evaluation of its
effectiveness.
Policy Objectives
Kent Union is a campaigning organisation that needs to represent its diverse membership. The Union recognises
that inequality; oppression and discrimination exist and aims to work towards elimination of discrimination and
the provision of equality of opportunity for its members and employees.
In recognising this, the Union has the following objectives:
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5.7
To create and sustain a positive and welcoming environment for all members, visitors and staff.
To increase the participation of all members in order to better reflect the student community in
which we operate
To increase the accessibility of information for students and staff.
To ensure that activities and events meet the needs of the diverse membership.
To ensure that officers and staff are aware of the diversity of the Union’s membership.
To ensure that the decision making bodies of the Union represent the needs of disadvantaged
groups.
To address any attitudinal, organisational and physical barriers that may prevent equality of
opportunity.
To increase awareness within the organisation of the needs of disadvantaged groups in order to
provide more relevant service and prevent discrimination from occurring.
To ensure that the Union meets and where practicable exceeds legislative requirements.
Kent Union will provide funding, staff support and focus for campaigning, research and other
activities that promote and defend equal opportunities and challenge prejudice and
discrimination.
Environment policy (extract)
Policy Statement
Aims
Kent Union recognises its environmental impacts and is committed to both its legal duties and responsibilities
with respect to the environment and to minimising its negative environmental impacts.
Kent Union’s organisational strategy includes commitments to reducing its consumption of resources and its
Carbon footprint. Kent Union commits to:
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Continual environmental improvement
Prevention of pollution
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Complying with all relevant legislation and regulation, including duty of care, and to ensuring
procedures are in place to regularly review compliance
Regularly monitoring performance, identifying objectives and setting targets for reducing the
organisation’s negative impacts on the environment
Supporting and promoting Biodiversity on campus
Supporting the University’s Fairtrade status by following the 5 principles of Fairtrade
Working proactively with stakeholders, such as Canterbury City Council, local residents and the
University’s Estates Department, to ensure the environmental impacts of Kent Union activities are
minimised
In order to achieve these aims, Kent Union will ensure that it makes resources available to support the
implementation of this policy. These include:
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6.0
6.1
Ensuring all staff are aware of the policy and procedures by referencing environmental issues in job
descriptions and staff inductions and providing regular training for all staff on environmental issues
relevant to their role.
Working proactively with the University Estates department to provide sufficient recycling facilities
and to ensure the effective running of the Building Management System.
Promoting sustainable transport by offering staff a number of incentives such as loans for the
purchase of bikes and a mileage rate for cyclists.
Effective implementation of this policy will reduce the negative impact of Kent Union on the
environment and encourage a positive attitude to environmental matters in the lives of both students
and staff.
Other Information
Performance & Development Reviews (PDRs)
Kent Union’s appraisal scheme for all staff is called a Performance and Development Review. This is an
opportunity for you and your line manager to spend some quality time discussing both your current performance
in your role and agreed objectives for the future. The performance and development review meeting should be
an open two-way communication process. The meeting provides an opportunity for the recognition of
achievements and constructive criticism of any problem areas with suggestions for possible improvements.
Although past performance against agreed objectives will be discussed, focus should be on the future and
clearly show what is expected from you and the support you can expect from your manager and the
organisation. Future objectives should link to your department’s and the organisation’s Operating Plan. You
should also both use this as an opportunity to identify and discuss any training and development needs. You will
have One PDR and one review per year.
6.2
Behaviours Framework
Our Behaviours Framework sets out clearly and concisely the behaviours that we need our people to exhibit.
The framework will also ensure that our people management processes are consistent with our charitable
purpose and our values. The framework covers seven themes:
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Communication
Inclusiveness
Outstanding Service
Supporting Others
Responsibility
Student Leadership
Leadership
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The Behaviours Framework is relevant to all positions at Kent Union, at every level and in every department.
The Framework will be used to inform all aspects of people management, including job design, recruitment
and selection, induction, on-going professional development, promotion and performance management. The
Framework will thus be integrated into all relevant people management processes, including Performance and
Development Reviews (PDRs), person specifications and selection processes.
6.3
Induction/Training
We provide all new staff with an induction, to welcome them to the organisation and enable them to perform
their duties properly. Training will vary between departments, and if you feel you have any particular training
needs, you should raise the issue with your line manager. We will ensure that everyone receives full training in
health and safety and customer care in addition to their department-specific training.
6.4
Uniforms and protective clothing
Uniforms and/or protective clothing will be provided free by Kent Union where necessary, and must be worn at
all times when on duty. The clothing will remain the property of Kent Union, but it is the responsibility of
members of staff to ensure that it is pressed and clean.
The arrangements for uniform vary between departments, and you may also be required to wear appropriate
personal clothing (for example, dark trousers or skirts of a specified colour or standard or particular footwear)
currently the uniform requirements are:
Bars and Retail:
A tee shirt or polo shirt provided by the Union, together with either smart black trousers
or black skirt and flat black shoes
On ending your working period with the Union, any tee or polo shirts must be returned. If this does not happen,
it will be deducted from your final month’s salary.
If you have any special requirements relating to uniform (e.g. due to religious/cultural grounds) suitable
arrangements will be made. For more information contact your line manager.
6.5
Alcohol and drugs
You must not drink alcoholic beverages whilst on duty, or be under the influence of either non-prescription
drugs or alcohol when you start your shift.
6.6
Smoking policy
Kent Union recognises that some of its staff, customers and visitors will be smokers; however, the Union has an
obligation to protect its staff, customers and visitors from the ill effects of passive smoking.
Smoking is not allowed in any of the Union’s premises
Staff are only able to smoke outside, at work during a designated rest break, and following the University’s
policy.
6.7
Transport home
Staff who are scheduled to finish work after 12.30am will be provided with a taxi if needed to ensure they can
get home safely.
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6.8
August 2014
Confidential Information
No confidential information relating to the Union, its activities or employees should be disclosed to any
unauthorised person.
6.9
Departmental rules
Individual departments establish their own staff rules. Any such rules will be issued in writing and are binding
on all staff of the department.
6.10
General conduct
The Union expects high standards of behaviour from its employees whether on or off duty. Unacceptable
conduct by an employee whilst on Union premises, whilst attending a Union event or whilst involved in a Union
activity will be considered grounds for disciplinary action, including dismissal. Student employees should note
that this would be in addition to any action taken under Kent Union’s Student Disciplinary procedure for its
members.
6.11
Use of CCTV
Kent Union uses CCTV in its buildings in order to detect crime and to provide protection for staff. Staff should
be aware that they might be filmed during the course of their employment. Cameras will only be used in areas
where they are not unduly intrusive to staff privacy.
6.12
Use of internet, telephone and email policy
E-mail, telephones and Internet access are available for Kent Union business and related work. The Union
recognises there may be infrequent occasions when staff need to use e-mail, telephone or the Internet in their
personal time. Any member of staff found to be abusing this facility, including content of information accessed,
will be subject to disciplinary action. Kent Union reserves the right to monitor this activity.
Health, Safety and Wellbeing Policy (extract)
7.1
Policy statement
Kent Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers,
visitors and all others who may be affected by its activities.
Kent Union recognises that good management of health, safety and welfare is essential to the success of the
organisation and is a sign of a well-managed organisation.
Kent Union is committed to ensuring that procedures are in place to identify hazards, assess risk and set
objectives to improve the management of health, safety and welfare.
Kent Union acknowledges its duty to ensure that all relevant legislation regarding health, safety and welfare is
adhered to and that resources are made available to ensure health, safety and welfare.
7.2
Fire Safety
The primary purpose of fire safety procedures (as with fire safety legislation) is the protection of people.
Protection of property will normally follow on from such procedures, but is of secondary importance.
Fire exits must be clearly signed and should be free of obstruction at all times. Your manager will ensure that
you are aware of the nearest fire exits to your working area.
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Door wardens are responsible for opening fire doors in the case of an alarm sounding and for standing by each
entrance/exit in a building and ensuring that no one else enters the building, once an alarm has sounded. A
system of door wardens operates in the Venue and Essentials, but at present is not deemed necessary for other
buildings. However, the Building Fire Officer should ensure that no one else enters a building once an alarm has
sounded, and if necessary that staff members are asked to stand by each entrance/exit.
In the event of an emergency, the alarm will sound and staff/visitors should follow the procedure outlined in
the fire drill training that all staff should have received. Specifically, the evacuation procedure is:
Close windows and doors.
Turn off electrical equipment.
Leave the building by the safest and quickest available route.
Assemble at their building assembly point
Staff should not:
Stop to collect belongings.
Use lifts.
Good housekeeping and sensible fire precautions will reduce the likelihood of a fire occurring. Common causes
of fires include electrical equipment that is faulty or misused, smoking materials, accumulation of combustible
rubbish and carelessness by people.
7.3
Manual handling
In order to reduce the risk of injury from manual handling, staff must:
Use any mechanical aids that have been provided for their use and for which they have been trained. Any faults
with mechanical aids should be immediately reported to their manager.
Inform their manager if they are unable to undertake their normal manual handling duties because of injury,
illness or any other condition.
Not undertake any manual handling operation that they believe is beyond their capability.
Report any unsafe systems of work to their manager.
The full health and safety policy is available from your line manager.
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