HR Frequently Asked Questions
Appraisal
- Can I meet with someone prior to having my appraisal?
The Staff Development Unit run training courses throughout the year for both Appraisers and Appraisees, please check the In-House Programme for current dates.
If you have a specific query regarding the appraisal scheme please contact us.- Where can I find the current appraisal form and when should they be completed?
Download the appraisal form and notes for guidance.
Appraisals need to take place by 31st October (preferably carried out between August and October). Once the form has been completed and finalised, a copy of the form needs to be sent to your designated Human Resources representative for your School / Central Service Department and a copy of Part G to the Staff Development Unit.
- Where can I find guidelines to help me fill in the appraisal form?
Notes for guidance on the appraisal process.
It is recommended that you refer to this document before you start the appraisal process and when you are completing the appraisal form.
Benefits
- What is the childcare voucher scheme and how can I apply?
Childcare vouchers are the most flexible, effective and popular way an employer can offer real assistance to working parents – helping them save money on childcare. Under the scheme, staff with children may be able to convert part of their salary, through salary sacrifice, into Childcare Vouchers which offer tax and national insurance (NI) savings and can be used as full or part payment for a range of childcare provisions.
We have chosen Accor Services as the provider of Childcare Vouchers and any employee wishing to join the scheme needs to register with Accor Services through their website.
Further details relating to Childcare Vouchers and the process to be followed.
- What healthcare cover does the University offer?
Universities and Colleges Personal Healthcare Scheme
When you become an employee of City University you are entitled to join the Universities and Colleges Personal Healthcare Scheme at your own expense. The Scheme is managed by Jardine Lloyd Thompson and underwritten by AXA Private Patients Plan Ltd.
If you apply to join the Scheme within six weeks of commencing employment currently your application will be accepted automatically with no personal medical exclusion. If you join later, acceptance is still automatic but pre-existing medical conditions will be excluded from benefit for the first two years.
An information leaflet on the Scheme should be sent with your contract of employment and is also available from HR Business Services. Alternatively you can contact AXA PPP on 0800 0321950 for information on joining the Scheme.
Corporate Healthcare Plan
The University does provide health insurance cover for a defined group of academic (normally Head of Department and above) and service managers (senior administrative staff) in roles with significant leadership and management responsibilities. Your eligibility will be determined at the time of your appointment and you should receive a letter about the Plan with your contract of employment. Should you have any queries about eligibility for the corporate scheme, please contact Kylie Glasgow on extension 8203 or by email.
Contacts
- Who is my HR contact?
Find out who your HR contact is.
- Who should I contact should an IT problem arise?
The IT Response Centre is your first point of contact for all your IT related queries. You can contact the Response Centre staff on extension 8181 or by emailing:
- What do I do if my personal details have changed?
If you change any of your details such as your name, address or your emergency contact, you need to contact HR and give us your new details so we can maintain up to date and accurate records for you.
You can communicate changes to your personal details to us by emailing us directly. If we need to see any supporting evidence we'll let you know.
Equality & Diversity
- I think I am being bullied. What is bullying and what can I do about it?
Bullying is a serious form of harassment. It may involve actions, comments, physical contact or behaviour that is found to be objectionable. Personal vindictiveness against an individual(s) is also a factor. Bullying can be defined as persistent actions, criticisms or personal abuse either in public or private, which humiliates, intimidates, undermines or demeans the individual(s) involved.
Examples of bullying include:
- Using abusive language;
- Unreasonably removing areas of responsibility;
- Continually ignoring or excluding an individual;
- Deliberately undermining a competent worker by overload and constant criticism;
- Picking on one person when there is a common problem;
- Frightening someone with physical or other threats; and
- Shouting at or humiliating an individual in front of colleagues or in private;
- Preventing individuals progressing by intentionally blocking promotion or training opportunities.
This list is not exhaustive and is intended to act as a guide to illustrate types of unacceptable behaviour.
Further information on harassment and what you can do about it.
- What is the difference between equality and diversity?
Equality is about creating a fairer society where everyone can participate and has the same opportunity to fulfil their potential. Equality is backed by legislation designed to address unfair discrimination based on membership of a particular group. Equality is based on moral and social grounds.
Key Points:
- Equality of outcome
- Compliance with legislation
Diversity is about recognising that everyone is different in a variety of visible and non-visible ways. It is about creating a culture and practices that recognise, respect, celebrate and value difference. It is about harnessing this potential to create a productive environment in which the equally diverse needs of the customer/client can be met in a creative environment. It is about generating a workforce who feels valued/ respected and has their potential fully utilised in order to meet organisational goals.
Key Points:
- Recognising difference
- Linking diversity to business goals
- Diversity as ‘mainstream’ vision
- Benefits of diversity are stressed
For further information on equality and diversity please contact the University's Equality and Diversity Adviser.
- What is the University doing about the under-representation of female and Black and Ethnic Minority (BME) staff in senior management and professorial grades?
The University is committed to becoming an equal opportunity and diversity employer. Current work being undertaking to improve the imbalance of women and BME staff in senior grades include:
- Improved collection and analysis of data to evidence and inform policy and procedures
- Women’s Development Programme also targeted at BME female staff
- Awareness raising through E&D Awareness training course
- BME and Women’s Network
- Celebration of National Celebration Days
Future work includes the development of an Equality and Diversity Strategy and Action Plan promoting positive action to address any imbalances.
For further information on equality and diversity please contact the University's Equality and Diversity Adviser.
- I have a query around equality and diversity who do I contact?
If you have a query relating to equality or diversity issues you sould contact the Head of HR or Senior HR Adviser for your school / central service department in the first instance.
Alternatively you can contact the University's Equality and Diversity Adviser; Nneb Akpom-Simon. Nneb can be contacted by phone (extension 4069) or by email.
- What is the Equality and Diversity Strategy Group?
The Equality and Diversity Strategy Group was established in 2007 and is chaired by the Deputy Vice-Chancellor. The group aims to:
- Ensure the University is able to fulfil its statutory obligations in respect to Equality and advise the Executive Committee on all matters relating to the University’s Strategic approach to equality and diversity.
- Oversee the implementation of corporate strategies relating to equality and diversity across the University.
- Support the work of schools and Central services in operationalising the equality and diversity strategy and embedding associated values
For further information on equality and diversity please contact the University's Equality and Diversity Adviser.
- I think I am being harassed. What is harassment and what can I do about it?
Harassment is “unwanted conduct that violates people’s dignity or creates an intimidating, hostile, degrading, humiliating or offensive environment.” In determining whether conduct can reasonably be considered as having such effect, the perception of the Complainant should be taken into account.
Examples of harassment include:
- Verbal or written comments of an offensive nature, spreading malicious rumours;
- Lewd, suggestive or over familiar behaviour;
- Displaying or circulating sexually suggestive material or other offensive material;
- Criminal acts such as indecent exposure, physical attack or sexual assault.
- Insulting, ridiculing or subjecting a person to any other detriment because of his or her colour, race, nationality, ethnic or national origin, gender, sex marital status, sexual orientation, disability, religion or philosophical belief, age, HIV/AIDS status or class;
This list is not exhaustive and is intended to act as a guide to illustrate types of unacceptable behaviour.
Further information on harassment and what you can do about it.
Leave
- How much annual leave am I entitled to?
Annual leave entitelements vary depending on your category of staff as follows:
- Clerical and Support staff – 26 days (to be taken between January and December)
- SALC and Other Related staff – 27 days (to be taken between October and September)
- Research Staff – 27 days (to be taken between October and September)
- Academic staff & Research Fellows – 30 days (to be taken between October and September
- When are the University's closed days and obligatory holidays?
The University closes at various points throughout the year, which are determined on an annual basis.
List of all the university’s agreed closed days and obligatory holidays
- What do I need to do if I am called for jury service?
If you are required to attend court for jury service you must inform your line manager straight away of the dates you are due to attend. You will receive notification from your local court of the dates you are required to attend. Although the expectation is that employees will attend Jury Service when requested, you should discuss with your line manager whether there are any organisational reasons that would stop you from undertaking jury service. You should also assess any work that can be carried out whilst you are on jury service and agree this with your line manager in advance.
Further details relating to Jury Service and the process to be followed.
- Who do I talk to about my annual leave arrangements?
All annual leave is subject to the approval of your immediate supervisor / line manager who will not unreasonably withhold consent. You need to talk to them prior to booking your annual leave and should follow local arrangements for recording how much of your leave entitlement you have taken.
- When do I need to provide a medical certificate and who do I send it to?
If your absence is likely to exceed 7 consecutive calendar days you must obtain a medical certificate from your doctor covering the period of absence and outlining that you are / were unfit to attend work. This should be forwarded to your line manager as soon as possible.
Full details on the University's sickness policy and procedures.
I am part time what is my annual leave entitlement?
As a part time or fractional member of staff you receive a pro-rata of the same leave as a full time member of staff. First you need to check what type of contract you are, clerical, academic, academic related etc, to determine what the full time holiday entitlement for your employment group. Once you have established the full time equivalent you need multiply by the fraction you work e.g. if you are 0.5 FTE then you get half the leave, 0.3 FTE you get a third and so on.
If you need further guidance on calculating annual leave please contact your designated HR contact.
- Do I have to phone in sick myself or can someone else do it for me?
As a general rule, you should phone and speak with your line manager. Only in extreme circumstances (e.g. hospitalisation) should you ask someone else to ring in on your behalf.
- What is sabbatical leave and how can I take it?
Sabbatical leave applies to academic members of staff and is best described as a release from duties for a specified period of time to further research, scholarship, teaching and learning enhancement, or practice in order to achieve agreed specified objectives that are in support of University and School strategic goals.
Any member of academic staff may apply for sabbatical leave for a period of time up to a maximum of one-seventh of their service at City University London although entitlement to sabbatical leave is not automatic but based on the merits of a proposal, its specified objectives and planned outputs in relation to the University and School criteria.
- If I am ill during annual leave is this treated as sickness absence or annual leave?
Occasionally members of staff may become ill when on annual leave (which does not include periods during which the University is closed) and wish to have their period of leave taken as sick leave. This is possible as long as the member of staff can provide a doctor’s certificate confirming that they would not have been fit enough to carry out their usual duties at that time.
Members of staff who have been on holiday abroad should also provide a doctors certificate on their return to work. Post dated certificates, i.e. covering a period prior to the doctor’s appointment, will not be accepted.
- What do I do if I am sick, and can't come into work?
If you are sick and cannot attend work, you should normally contact your line manager by telephone as early as possible and no later than 30 minutes after the time when you are expected to start work. If you work afternoons or evenings, you should phone during the morning if possible.
You should outline the nature of your illness or cause of absence and you should state the anticipated length of absence, contact details if necessary and details of any outstanding or urgent work that needs to be dealt with during the absence.
What special leave can I obtain and what is the process?
Special leave is normally granted to care for a sick partner, child or near relative. In addition, it is also granted if someone close to you dies. The specific length of the time off and whether it is paid or unpaid should be discussed with your manager.
Further information relating to special leave can be found in the terms and conditions for your employment group.
One of my staff is off sick, what do I need to do?
As a manager you should proactively manage absence. Staff should comply with the reporting arrangements agreed for your area and you should ensure that the absence is recorded on the SAP HR system by your Department Absence Recorder (DAR). If you do not know who this is please contact your Senior HR Adviser and they will be able to let you know.
You should keep in reasonable contact with your member of staff to ensure that they are kept up to date with what is happening at work and that you provide appropriate support to ensure their effective return to work. If they are going to be away for more than 7 calendar days the member staff will need to ensure that they provide medical certificates prior to their return. These should be sent on to your DAR for recording on SAP before they are forwarded to HR.
If the member of staff is off work for an extended period of time, is suffering from a condition that may require the University to make adjustments to enable them to return, has a condition relating to their employment then you should refer them to the Occupational Health Service for assessment and advice.
Research consistently shows that the most effective tool at your disposal in managing absence is the return to work interview. This should be a positive and constructive discussion to welcome the member of staff back., update them on what has happened, confirm how their work has been covered and what needs to be done. The discussion should also include why they were off, could the absence been avoided or managed differently, the impact of their absence on their colleagues and service to customers and finally how can they improve their attendance record.
Management Information
I have been asked to produce a bespoke report on staff data, who can help or advise me?
Your Senior HR Adviser will be able to help with reporting at a school or department level and should be your first point of contact.
The HR Strategic team can help with reporting at university level and in cases where school / department reports are complex.
- I am working on statistical data for my department but am struggling to put all the data together. Is there someone I could contact for help / advice?
Please contact a member of the HR Strategic team for advice.
- I am having trouble extracting the data I need from the SAP HR/Payroll system, who should I contact for assistance?
Members of the HR Strategic team will be available to provide advice and assistance in relation to HR queries with the SAP HR/Payroll system.
- Is there any readily available information on the University staff demographics?
The HR Strategic Unit runs annual reports and provides quarterly statistical data.
- I need staff information such as employees numbers, FTEs, who do I contact?
- If you need information for your school / department, your HR Business Partner or Senior HR Adviser will be able to assist you.
- If you need information for the university as a whole, you need to contact a member of the HR Strategic Unit for assistance.
- I need a list of all staff or all academic or research staff in my school / department, who can help?
Your Senior HR Adviser will be able to help and should be your first point of contact. Alternatively anyone from the HR Strategic team will be happy to help.
Maternity & Paternity
- What are my maternity / paternity entitlements at City?
As an employee you may be eligible for a range of different types of leave. Please consult your designated Senior HR Adviser at the earliest opportunity in order to ensure that your entitlements and related matters are fully discussed and understood. All such discussions will be held in complete confidence.
New Starter
- How do I get my ID card?
University ID cards are issued by Security Services. On their first day all new employees should visit the University’s ID card office, located adjacent to the main reception desk, Northampton Square.
On production of identification, you will be issued with your staff identity card. This is used as an identity card, a student registration card, Library member card and access control card for certain areas. All cards must be displayed whilst on University premises. You can go along at any time between 12 pm and 1 pm and queue for your identity card or you can telephone in advance to book and go along at a convenient moment at any time of the day.
- How do I gain access to electronic information sources and email?
If your IT account is not active at the point you commence employment you will need to visit the IT Service centre (Room E101 – Drysdale Building) and ask them to set up an account for you. On presentation of your ID card, you will be issued with a user name and password.
How do I get a national insurance number?
If you do not have a National Insurance Number from a previous employer within the United Kingdom then you will need to apply for through Jobcentre Plus.
Further information relating to national insurance numbers and how to apply for one
I have a new starter joining my team, what do I need to do to prepare for them?
Your area should already have a local induction plan. If you are not aware of this please contact your line manager or your HR contact to discuss. Your designated HR team will also discuss with you the corporate induction programme and any other initiatives you should put in place to ensure your new recruit is welcomed properly.
Occupational Health
- What do I do if I experience health problems that may be related to my computer work?
You should ensure that you have completed the Online Workstation Safety Training (Cardinus) and Risk Assessment. Your departmental Safety Liaison Officer will review the Risk Assessment and make adjustments you may require. If the symptoms persist you should make an appointment with the Occupational Health Nurse Advisor on ext. 5999 for further advice. A Workplace visit may be arranged if required.
- How do I refer a member of staff to Occupational Health?
You should first discuss any concerns with the member of staff and obtain their consent to refer them to the Occupational Health Service. A Management Referral should be completed, giving as much information as possible with the questions you require to be answered.
The form and further guidance can be found on the Occupational Health Service website.
- As a manager, how can I obtain advice from Occupational Health to support my staff?
If it is an urgent concern about a member of staff you can phone the Health Centre on ext. 5999 to obtain advice from the Occupational Health Service.
For specific advice about health concerns regarding a member of staff and its effect on their work, you should first discuss any concerns with the member of staff and obtain their consent to refer them to the Occupational Health Service. A Management Referral should be completed, giving as much information as possible with the questions you require to be answered. The form can be found on the Occupational Health Service website under Guidance for Managers.
- Can I refer myself to the Occupational Health Service?
Yes, we welcome this. If you have a work related problem or a medical or emotional condition that is affecting your ability to work and need advice you can arrange an appointment to discuss your concern with the Occupational Health Nurse Advisor. A confidential appointment can be arranged by telephoning the Health Centre on ext. 5999.
http://www.city.ac.uk/occupational_health/
- How can I access the Staff Counselling Service?
Counsellors are available for confidential consultations on certain days each week. This is a dedicated service for staff which is free of charge. You can refer yourself and are entitled to a maximum of 8 sessions.
To arrange an appointment please contact the Health Centre on ext. 5999.You can also talk to someone 24 hours a day on our free employee support line which provides emotional, financial, legal and other lifestyle advice 0800 072 7 072.
http://www.city.ac.uk/occupational_health/counselling/index.html
- What do I do if I am taken unwell at work?
In case of illness or injury whilst at work staff are advised to contact the nearest first aider your nearest building reception desk should be able to help locate one. A list of first aiders can be obtained from the Staff Development website.
If you are unwell and require treatment you are advised to consult your GP as soon as possible. NHS Direct is able to advise you 24 hours a day on 0845 46 47
Unfortunately we are unable to offer a treatment service for you within occupational health.
If you do not have a GP you are advised to register with one close to your home. A list of GP’s can be obtained from the NHS Choices website.
Pay
- How do I find out what grade, spinal point and salary I am on?
To find out what your current grade, spinal point or salary is you should contact your designated HR team who can provide this information to you. Alternatively you can contact the central HR team on extension 3085 who will also be able to confirm these details.
- I have a query about my pay, who is the best person to contact?
If you have a query with any aspect of your salary payment you should contact your designated HR contact in the first instance. They will be able to investigate your query, provide further information to help you understand your payslip, instigate changes to your pay if necessary or escalate your query to the University’s payroll and pensions department for further investigation.
- When do I get paid?
Salaries are paid on a monthly basis through the University payroll and are credited to your nominated bank account on the last working of the month. Salary payments are made earlier in December due to the Christmas closure and the exact date for this is announced at the beginning of the year.
- When might my salary be increased?
There are three ways in which your salary may be increased, which are:
- through the application of national cost of living increases
- through the application of annual incremental progression
- as a result of a request from your manager for an additional increment
Cost of living increases
Cost of living increases are negotiated nationally and are applied to all employees’ salaries from the date the increase becomes effective. An announcement will be made to all employees each time an increase is agreed.
Annual incremental progression
Unless otherwise notified, the normal incremental date is fixed at 1st August each year for all staff below the maximum of their scale. On this date all eligible employees are entitled to progress to the next incremental point on the scale.
New employees commencing employment with the University after 30th April will be eligible to receive their first annual increment on 1st August in the following calendar year. Notification of the date your first increment is due is included in your original letter of appointment.
Additional increments
From time to time, managers may wish to reward outstanding contributions from individual employees by recommending an additional increment. If agreed, the additional increment will be applied from the date agreed.
For further information relating to your salary, please speak to your designated HR contact.
Pension
- I have a query about my pension, whom do I contact?
All pension queries are dealt with by the University’s Payroll and Pensions Department who can be contacted on extension 8077 or 8067 or by email to payroll@city.ac.uk.
Alternatively you can contact the pension scheme you belong to who can help with most queries. Contact details for our pension schemes are as follows:
Universities Superannuation Scheme (USS)
Web: http://www.usshq.co.uk/ Phone: (01512) 274711
London Pensions Fund Authority (LPFA)
Web: http://www.lpfa.org.uk/ Phone: (020) 7369 6000
Performance Management
What should I do if one of my team is always late?
If lateness is a persistent problem then you should meet with the member of staff to discuss your concerns and ensure that they are aware of the expected start time and hours of work. You should explain the impact on their colleagues and the service to customers as well as seeking to identify the reason for their tardiness.
You should agree with them an action plan in to improve their time keeping and record this in writing. You also need to explain the consequences if the situation does not improve within the agreed timescales.
If the situation does not improve further action may need to be taken. Please contact your designated HR contact to discuss taking more formal steps to tackle this issue.
A member of my team has had really high sickness absence what should I do?
The University sickness policy.
Research consistently shows that the most effective tool at your disposal in managing absence is the return to work interview. This should be a positive and constructive discussion to welcome the member of staff back, update them on what has happened, confirm how their work has been covered and what needs to be done. The discussion should also include why they were off, could the absence have been avoided or managed differently, the impact of their absence on their colleagues and service to customers and finally how can they improve their attendance record.
If their attendance does not improve then it may be necessary to carry out a formal absence review with the employee.
Further information relating to absence management and the procedures associated with this can be obtained from your designated HR contact.
A member of my team is not performing to the expected standard, what should I do?
The first step is to informally discuss with the member of staff the following and to see if you can agree a way forward together:
- What is their perception of how things are going
- Do they understand what the job entails e.g does their job description reflect what they are required to do
- Do they understand the standard of work required
- Is their workload reasonable
- Do they need any additional training or support
- Is there anything at work affecting their performance
- Is there anything external to work affecting their performance
If you are able to agree an informal way forward then still record this in writing and provide the member of staff with a copy. A copy should also be placed on their HR file and their performance should be monitored to see if it improves.
If you would like assistance in preparing for these kinds of meetings or dealing with any issues that arise please speak to your designated HR contact.
Recruitment
- I have a vacancy, do I have to advertise the role?
The University's policy is to advise that all vacancies are advertised for a period of two weeks to allow potential candidates enough time to prepare and submit an application. As a minimum all vacancies will be advertised within the University to help maximise equality of opportunity and provide staff with opportunities for career development, although most roles will also be advertised externally to allow internal candidates to be assessed against current market conditions.
In extenuating circumstances the Senior Area Manager or Senior Services Manager, in consultation with their designated Senior HR Adviser, may waive the need to advertise. Although this will not happen often the reasons why this may be necessary can be viewed here.
Further guidance on advertising can be found here. Alternatively you can contact your designated Senior HR Adviser for advice and guidance.
How can I appoint a temporary / casual worker?
You first need to decide whether you wish to appoint the person as a directly employed member of staff or to engage them through an agency. If you need someone for a limited period of time, at short notice and / or a specific skill set it may be appropriate to use an employment agency. If you know someone who could carry out the role that you have on offer you can appoint them for a maximum of three months on a University casual contract.
Human Resources and the Career and Skills Development Centre also have a number of student ambassadors already set up on casual contracts, who can start work immediately. If it is work that could be undertaken by one of the students at City this would be a good option as you can often get someone to start work quickly.
Recruitment should follow the University policy to ensure that we attract the best candidates and appoint people who can deliver an excellent staff and student experience.
- I need a CRB check, how do I get one?
If you require a CRB check you will be informed of this by your line manager or Human Resources and they will explain the process to you and indicate the level of check required. The costs of the check will be met by the University.
If you are requesting a CRB check in relation to research, consultancy or other related activity you will need to discuss with your Head of Department, Dean or line manager the process and how the costs of the check will be met.
It is a requirement of the CRB that you meet with a member of the Human Resources team who are authorised countersignatories to examine your documentation and take copies of proof of identity even if you have been employed by the University for a number of years.
The Independent Safeguarding Authority will be introduced later this year and further guidance will be published shortly.
For further guidance on CRB checks please contact your designated HR team.
- I need help with the University's e-Recruitment system. Who should I contact?
General guidance relating to the e-recruitment system and some of the common tasks performed.
If you need to speak to someone about your query you should contact your designated Senior HR Adviser in the first instance or the Senior HR Administrator assigned to the recruitment campaign you are involved in.
- What is a matching panel and how do they work?
Matching panels are used to assess all non-academic roles to determine what grade should be applied to each one. they work by comparing the different elements of the job under review against a set of generic levels from which a grade can be determined. Matching panels are carried out for all new non-academic roles or where the content of a job has significantly changed.
The panels are composed of manager(s) from the School / Area where the post is situated, a manager from another School / Area and a member of Human Resources. They will consider the role profile and the profiles of similar roles and set the grade for the job. Further information relating to matching panels can be found here.
- What is the recruitment process at City?
Terms & Conditions
A member of my team is reaching the end of their fixed-term contract, what do I do?
Fixed term staff should be treated the same as any other member of staff. You will need to consult with them about whether their contract is to be extended or if it is to come to an end. This consultation should start as soon as possible but no later than four months before the contract is due to end. You will be notified by Human Resources which staff are due consultation on a monthly basis.
Please note contracts ending due to retirement are subject to different requirements.
Further advice on fixed term contracts. For more information on retirement processes please speak to your designated HR contact.
- What is the flexitime scheme, how does it work and who is it open to?
The overall aim of the scheme is to allow participants to work in an effective way, which will benefit both themselves and the university. It will help to promote a healthier working arrangement but will ensure that the needs of customers and the university are met.
The Flexitime scheme may not suitable for all schools / departments or all categories of staff due to the nature of the work carried out. The decision as to whether the scheme is used or not is at the discretion of the Dean or Chief Operating Officer for each area.
I have a grievance, what do I do?
The first thing is to talk to someone ideally your line manager or another manager in your School or area to see if the matter can be resolved informally. If you are not able to resolve the matter informally please speak to your line manager or if the grievance is about them their line manager. They will ask you to put your concerns in writing.
More information about the Grievance policy, including the process to be followed can be obtained from your designated HR contact.
- Where can I find the HR policies and procedures?
How long is my probation?
The exact length of your probation period will vary depending on your staff category and individual terms and conditions. The contract of employment you received when you commenced work at the University will detail the length of your probationary period.
Alternatively you can view further information relating to probation in the terms and conditions and policies and procedures sections of the website.
- What is probation and when should I have a probation review?
Shortly after you join, your manager will talk to you as part of the induction process to discuss your role and responsibilities, attendance, performance and training needs, and together you will set objectives and review dates which will form part of the probation process.
The length of your probation period and the frequency of reviews will be determined by your category of staff (academic, salc, clerical, etc). Details of the probation policy and procedures.
A member of my team is approaching retirement, what do I do?
The main question is does your team member wish to continue working past their retirement date? You need to establish this between one year and six months prior to the proposed date of retirement.
If they wish to stay on past their normal retirement date you will need to decide whether this meets the needs of the team, department and University. If you are planning to decline their request to stay on this must communicated at least six months prior to their proposed retirement date. If they are to remain you will need to agree the date to which they work, the work they will undertake and when the retirement will be reviewed.
If they are leaving you will need to discuss how to plan the departure, leaving event and advice on retirement e.g. provide a copy of the Good Retirement Guide available from Human Resources. The leaving details should be confirmed in writing. Please contact the Payroll and Pensions Manager as soon as possible for advice on pensions.
For further advice on retirement procedures please speak to your designated HR contact.
- I would like to look through my personnel file what should I do?
All information relating to an individual is stored and processed in accordance with the provisions of the Data Protection Act 1998. You may request access to this information by sending a written request to the Director of HR stating the reason for your request.
Trade Unions
- Can I join a Trade Union?
All members of staff have the right to belong or not to belong to any recognised Trade Union of their choice. City University recognises three Trade Unions:
- University and College Union for Academic and Academic Related Staff
- Unite for Clerical and Certain Related Staff as well as Technical and Maintenance Staff
- Unison for Clerical and Certain Related Staff as well as Manual and Ancillary Staff
Your designated HR contact will be able to advise who to contact for further information and to apply for membership. Links to University branch and national Trade Union web pages.
Staff Development
- I want to attend a Staff Development course. How do I book a place?
To make a booking for a City University in-house course, please complete and submit the appropriate form.
Your line manager will then review the request. When the request has been approved by your line manager, they will contact SDU and you will receive confirmation of your place approximately four weeks before the event. If you have not received any confirmation by this stage, please contact us.
- I am booked on a Staff Development course but need to cancel my place. Will I be charged?
There is usually a high demand for the events that we offer and most activities are over-subscribed. We will levy a charge of £50 per head on the relevant departmental budget where people do not turn up to an event and have not cancelled their place.
To cancel a place, the Staff Development Unit must be notified at the latest by midday on the day prior to the event. In the event of unexpected absence we request that we are notified as soon as possible. You can contact us at SDU@city.ac.uk.
- Do I receive a certificate of attendance if I complete a course run by Staff Development?
Certificates of attendance are generally not provided on completion of a course with the exception of some Health and Safety training courses. If you would like a record of all the Staff Development courses you have attended, please contact us.
- Can I come and have a chat with someone about my development?
Please contact the Head of HR for your school / central service department to discuss any individual learning and development needs.
Find out who the Head of HR for your area is.
- How do I check I am booked on a course?
Once you have completed a booking form and your line manager has approved, you will receive e-mail confirmation of your place approximately four weeks before the event. If you have not received any confirmation by this stage, please contact us.
- How much does it cost to attend a Staff Development course?
Most courses run by Staff Development are free with the exception of some Health and Safety training. Please refer to the Health and Safety Training section of the in-house programme to determine which courses are locally funded.
- Is there a system in place at the University where financial support is offered to staff members who would like to study for a qualification offered either via City or an external provider?
There is no corporate policy currently in place. To discuss any support offered at a local level, please contact the Head of HR for your school / central service department.
- How do I re-qualify as a First Aider?
The First Aid at Work certificate qualifies staff to deliver first aid in the work place for three years. There is a legal requirement to re-qualify no later than one month after the expiry of this certificate.
- How do I become a First Aider?
To become a First Aider at City you will need to either hold a valid First Aid certificate or complete the First Aid at Work training course. Following successful completion of this four-day course you will obtain a First Aid at Work certificate which is valid for three years. All Health and Safety training requests must be approved by the appropriate Safety Liaison Officer (SLO) for your school / central services department.
- How do I book onto a Staff Development Management Development programme?
The Staff Development In-House Programme outlines the Management Development programmes currently on offer. You can view the in-house programme here.
To book onto a management development programme you need to fill in the appropriate booking form.
- How do I find information about what training courses are available to me?
Please check the Staff Development In-House Programme which outlines courses and dates currently available.
- I have booked onto a training course but I don’t know the venue, how can I find this out?
You will receive an e-mail confirming your place on the course approximately four weeks before the event. This will confirm the date, time, facilitator and venue. If you have not received any confirmation by this stage, please contact us.
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