Visiting Appointees Handbook

Contents

Information for new visiting staff


HR Information, Policies and Procedures

 

Staff facilities, information and benefits


Payroll information


Health and Safety

Occupational Health

City values the contribution made by all it’s staff at the University and attributes its success to the range of skills and expertise of its diverse workforce including visiting appointees, who play an important role in securing that success in our teaching activity.


This Visiting Appointees’ Handbook complements other information. It is designed to bring together in one source essential information needed by visiting staff.  The provisions of the Handbook do not form part of visiting appointees’ terms and conditions of employment, and will be updated from time to time in accordance with changes in the University.

Information for new visiting staff   

Appointment process   

Prospective Visiting Appointees are required to complete an application form/CV and attend a formal interview.  Successful appointees will be entered on to the School or Department's list of "Accredited Visiting Lecturers and Tutors”.  In every case before the period of the contract commences the Visiting Appointee will be given the opportunity of discussing the contract personally with a senior member of staff able to speak on the authority of the University. All appointments are also referred to the relevant Board of Study for academic approval.

Induction   

New visiting appointees are invited to attend the Central Induction Programme organised by the University, which they may find useful.  Details can be obtained from the Staff Development Unit website.


HR Information, Policies and Procedures   

HR Team   


Vacancies   

City University advertises all its vacancies on the jobs pages, also staff can access the recruitment website for vacancies in the Academic and associated communities on: http://www.jobs.ac.uk/

Management and delivery of staff development provision   

Fixed-term and part-time staff are eligible for University training and development opportunities.   Since October 2000, staff development provision in the University has largely been managed and delivered from three main sources, centrally via the Staff Development Unit within the HR Department, via the Learning Development Centre and locally via Schools and Departments. The DU and the LDC communicate regularly regarding colleagues’ staff development needs and meet to share information at particular points in the planning cycle.

Central provision – Staff Development Unit within HR   

The element of central provision sourced from SDU in HR is largely informed by (a) priorities dictated by the University strategy and associated or underpinning strategies, (b) area profiling whereby Heads identify broad needs across an area (c) data collected via appraisal and other staff feedback from the previous year. The funding for central provision is ring-fenced within the HR budget and is managed by the Director of Staff Development.

 

The in-house programme provides an extensive range of learning opportunities including management training, health and safety courses, recruitment and selection programmes, courses to develop IT skills, workshops developing interpersonal skills, induction and many others.

 

Staff approaching retirement are also supported to attend GLAP courses although attendance on other kinds of short courses is no longer supported via the SDU.

Staff development provision is determined by a number of factors including:

  • Strategy/policy
  • Occupational demands where there is a corporate trend
  • Area profiles
  • Feedback re individuals to establish trends
  • Legal obligations (compliance) and best practice

A small resource library is held within the Staff Development Unit with books, videos and resource packs available for loan to staff. More information is available from the Staff Development team. The Director of Staff Development provides a consultancy service to schools and departments to identify and address specific development issues.


For further advice and information see the Staff Development Unit website


Equal Opportunities   

The University takes seriously its obligation with regard to Equal Opportunities and is working towards equality of opportunity in all areas of the organisation. All staff are expected to conduct themselves according to the University’s Equality and Diversity Policy.  The highest standards of good practice should be delivered by employees with regard to Equal Opportunities. Any person whose behaviour is contrary to the Policy and Code may be subject to disciplinary procedures.


City University’s Race Equality Policy and action plan have been developed jointly by the Academic Development and Services and Human Resources Departments. City has developed a holistic policy to demonstrate its Academic Development and Services responsibility to race equality therefore, embedding the principles of the policy as relevant to every individual and activity that comprises the University’s business.

Harassment and Dignity at work   

The University aims to maintain good working relationships among staff and students.  Acts of harassment/bullying will be treated as very serious matters. Guidelines and procedures relating to harrassment.  Anyone found to have subjected another employee, student or visitor to such behaviour is liable to disciplinary action.

Black and Ethnic Minority Staff Network Group   

The University has a staff networking group for colleagues from black and minority ethnic groups. For details of the group, its aims and benefits, contact the University’s Equality & Diversity Adviser, Nneb Akpom-Simon.

Discipline   

Visiting appointees are subject to the Disciplinary Procedures applying to Academically Related staff.


Grievance   

Visiting Staff are entitled to use the grievance procedure currently applying to Academically Related staff.

Fixed-term staff   

Fixed term staff play an important role in securing that success in all areas of the University’s work, and it is essential to ensure that their terms and conditions of employment are fair and that their opportunities for career and staff development and promotion and reward, are in no way hindered by their fixed term status.  Current policies and procedures relating to Fixed-term staff.

Code of Practice on Smoking   

All staff are required to comply with the smoking policy of the University. Smoking is not permitted in University internal areas and will consider seriously any breaches of the Code.

Maternity, Paternity, Parental, Adoption and Dependants Leave   

Current procedures relating to maternity, paternity, parental, adoption and dependants leave applying to visiting staff.  Visiting staff should contact their designated HR team to ascertain their rights in relation to these areas (see contacts above). 

Sickness Allowance scheme   

As outlined in your letter of appointment, you will be entitled to receive sick pay in accordance with the following scale, equal to amount which you would have been paid had you attended work on the day(s) of the absence and performed your Scheduled Activities:


Length of Service  Full Pay  Half Pay
First three months of service 2 weeks  2 weeks
Fourth to twelfth month of service  2 months  2 months
Second and third years of service  3 months  3 months
Fourth and fifth years of service  5 months  5 months
After fifth year of service  6 months  6 months

Your sickness allowance will be determined pro-rata in accordance with your Schedule of Activities and the scale above. The sickness allowance scheme is based on a notional full-time member of staff working a 35 hour week Monday to Friday, at 7 hours per day, over 52 weeks.  In this respect, for a notional full-time member of staff, 2 week’s absence is calculated as 10 working days, 2 month’s absence is calculated as 43 days, 3 month’s absence as 65 days, five month’s absence as 108 days and six month’s absence as 130 days.


Staff will not receive sick pay for days which they were not scheduled to work, or for University recess periods.  A number of examples, are given to illustrate the operation of the scheme:


Example A: a visiting academic performs one session per week during term-time in accordance with his/her Schedule of Activities.  If this visiting academic is unable to perform one session due to illness, they will receive sick pay for the session as if they attended work, and will be deemed to have taken one week’s absence of their sickness allowance.  If this visiting academic is unable to perform two sessions on consecutive weeks, then they will be deemed to have taken two week’s absence of their sickness allowance. 


Example B: a visiting academic works three sessions per week on Monday, Wednesday and Friday during term-time in accordance with his/her Schedule of Activities.  If this visiting academic is unable to attend Monday’s session due to illness, they will receive sick pay for the session as if they attended work, and will be deemed to have taken one day’s absence of their sickness allowance.   If the member of staff is absent from work from Monday to Wednesday in one week, they will have been deemed to have taken 3/5th of a weeks absence under the sickness allowance scheme.  If the member of staff does not attend any of the 3 scheduled sessions they were due to work that week due to sickness absence, they will have been deemed to have taken one week’s absence of their sickness allowance.

Other HR policies and procedures   

All University HR policies and procedures applying to visiting staff, can be found on the HR website including:

All members of staff are responsible for ensuring that they are aware of, and adhere to, the provisions of University policies and procedures.

Staff facilities, information and benefits   

Trade Union membership   

City University values the contribution made by all staff at the University very highly and recognises the importance of staff consultation.  City University currently recognises three Trade Unions: the University and College Union (UCU) for Academic & Academic Related Staff, Unite for Technical & Maintenance Staff; and Unison for Clerical and Certain Related Staff and Manual and Ancillary Staff.  Whilst City University does not currently recognise a trade union for visiting appointees, visiting staff are eligible for membership of AUT or other any other Trade Union of their choice.  All members of staff have the right to belong or not to belong to any Trade Union of their choice. 

Trade Union Subscriptions

   

The University is required to seek authority from trade union members to allow deduction of union subscriptions direct from salary.  This must be undertaken every three years.  Subscription deductions will be made monthly or fortnightly, as appropriate to an individual's pay cycle.  For further information, contact your Trade Union representative or the HR Department.

Catering   

Visiting staff are entitled to use the University’s catering facilities according to the prevailing conditions at the time.  

Information Services   

Members of staff may wish to use the University’s Library Information Services or Computing Services facilities. 

Saddlers Sports Centre   

City News   

Season Ticket Loan   

Visiting appointees who have completed six months' service may apply for an interest-free season ticket loan subject to certain conditions.  Their application for the loan must be approved by their Senior Area Manager and the size and period of the loan will be determined in accordance with the member of staff’s salary and length of contract.  Season ticket loans apply to all London Transport, Railtrack and some coach travel.  Click here to download an application form.  For further details please contact the Payroll and Pensions Office.

Private Medical Insurance Plan   

Visiting appointees and their families can join the British Universities and Colleges Personal Healthcare Scheme at their own expense and subject to the current provisions of the scheme.  The Scheme is underwritten by AXA PPP healthcare and is managed by Jardine Lloyd Thompson.  Cover includes automatic acceptance, private treatment and cover for travel abroad.  There is no requirement for a medical examination on joining the Scheme.  For more details and an application form please contact the Payroll and Pensions Department.  

Events   

Staff are encouraged to attend the programme of events which the University organises throughout the year. This ranges from public lectures to concerts and fund raising activities. The University has its own orchestra and concert series. Public lectures are frequently headline making events in the national press, with high profile speakers including well known public figures and leaders of UK businesses. Look out for details in general circulars and in 'City News'.

Payroll information   

Pay frequency   

Visiting appointees are paid on a monthly basis, in arrears.

Pensions Information   

Your pension provision is very important.  If you would like information on pension matters, please contact the Manager of Payroll & Pensions, who can provide guidance on:

  • joining/leaving the USS pension scheme
  • transferring pensionable service
  • part-time service and pensions
  • buying Additional Voluntary Contributions (AVCs)
  • estimated pension benefits
  • widows/widowers' pensions

All discussion will be conducted in complete confidence.  You should note that all information and estimates given are subject to verification by the USS pension scheme and to its rules and regulations.  


Further information on the USS pension scheme can be found at: http://www.usshq.co.uk/.  

Jury Service   

Information on payroll procedures relating to staff on jury service can be found at the Payroll and Pensions Office website: Please also ensure that you inform your Senior Area Manager and line manager of attendance on jury service.  

Tax Office   

For information the contact details for the University PAYE Tax Office are:


Address - H.M. Inspector of Taxes, Manchester Parsonage, 2 Dearmans Place, Salford, M3 5BE


Telephone - 0845 300 0627


City University Reference number -  951/C2216

Benevolent Fund   

The Staff Benevolent Fund is available to assist past and present members of staff suffering severe financial hardship.  The Staff Benevolent Fund Committee, administered by a Secretary who is a member of the HR Department considers cases in complete confidence.  Initially requests for assistance should be made in writing to the Secretary of the Benevolent Fund, c/o the HR Department.  


The Benevolent Fund receives its income solely from contributions made by members of staff. If you would like to make a one-off donation or a regular donation from your salary, please contact the HR Department.

Occupational Health   

Pre-employment Health Screening   

This questionnaire-based screening programme helps staff in the Occupational Health Service to ensure that we have taken full consideration of any health conditions you may have in relation to work and to ensure the work you do does not adversely impact on your health. If you choose to join the superannuation scheme health screening is mandatory.

Health Surveillance   

It is recommended and in some cases a statutory requirement that you undergo some form of health surveillance in relation to the work you do. The commonest requirements are:

  • Vision screening for those who regularly work with Display Screen equipment (PC/Laptops)
  • Testing for immunity against Hepatitis B, TB and Varicella in health care workers
  • Health assessment for those who regularly handle heavy or awkward loads (manual handling)

Sickness Absence   

The University has a policy of referring staff to the Occupational Health Service after illness or injury to assist with rehabilitation back to work. You may be required to see the Occupational Health Service staff before you return to work in order to devise a plan for rehabilitation back to work.

Disability   

If you consider yourself to be disabled you are strongly encouraged to visit the Occupational Health Service to discuss we can ensure we have considered all aspects of your health and safety whilst at work. Of particular interest to staff with disabilities, may be the support available from the Department of Employment, which may include help with fares to work, specialist equipment and building adaptations.  For further details of this scheme contact the Occupational Health Nurse in the Health Centre.  For information, and useful links, see the website www.city.ac.uk/healthservice/disabili1.htm.

Maternity Assessments   

If you are pregnant or breastfeeding we are required by law to assess your health and safety needs. After you have contacted the HR Department, you will offered an appointment at the Occupational Health Service. Your manager or departmental safety liaison officer should undertake a risk assessment of any hazards you may be exposed to in the workplace.

Confidential Advisory Service   

Staff at the Occupational Health Service are happy to advise you of any health concerns you may have in relation to work.

Further information and Contact details   

The Occupational Health Service website contains information on arrangements for health and safety at City but also a wide range health related topics. 


The Occupational Health Service forms part of the Health & Safety unit, who can be contacted at:


Health and Wellbeing @ Work Centre, Level 1, Drysdale Building, Northampton Square, London, EC1V 0HB.

Tel:     020 7040 5999
Fax:    020 7040 8867
Email  ohdep@city.ac.uk


The Staff Counselling Service   

The staff counselling service is available to support colleagues with emotional or stress related problems. The service is free and confidential.

Ophthalmic Service   

A comprehensive ophthalmic service, including eye examination, the prescribing and dispensing of spectacles and contact lenses, and advice on industrial visual problems, is available through the Department of Optometry and Visual Science.  


Appointments for eye tests may be made by telephone or in writing to the Clinical Secretary, Department of Optometry and Visual Science. (This is separate to eye tests for display screen equipment users who should refer to the Guidelines on the Use of Display Screen Equipment).  

 

Information on the public clinics at the Department of Optometry & Visual Sciences

Health and Safety   

The University has a statutory duty to ensure, so far as is reasonably practicable, that employees and other people will not be placed at risk either by the condition of property, or the conduct of activities, within the control of the University.  


You, as an employee, also have a legal duty to take reasonable care of your own health and safety and that of others who might be affected by your carelessness or negligence.  The responsibilities of those with specialist knowledge or skills and personnel with supervisory duties will always be concomitant with the complexity of equipment and activity with which they are involved.  However, the primary aim is for all personnel to co-operate in establishing safety arrangements and putting them into effect.  


The University's corporate duty extends to co-ordinating the activities of employees and building users generally, including contractors and visitors, and maintaining co-ordinated risk assessments and emergency plans.  These corporate safety arrangements are supplemented at Institute, School and Department level by task and situation related risk assessment and local procedures.  


An abstract of the Health and Safety at Work Act 1974 is displayed near the entrance to all buildings.  It contains useful information on the statutory duties and responsibilities placed on both employers and employees.  Visiting appointees should ensure that they read this information.


In addition to general obligations in regard to Health and Safety, visiting staff working in the Institute of Health Sciences, are required to comply with any special occupational health provisions, arranged by the Institute, which are applicable to health care workers and clinical placements.


The Safety Office   

The Safety Office acts as an advisory service for departments. If you have a safety-related query you are advised to discuss it with your Departmental Safety Liaison Officer or line manager in the first instance. However the Safety Office is always happy to advice individual staff with any concerns they may have.

Health & Safety Policy   

The university’s arrangements for Health& Safety are describes in the Health and Safety Policy. A copy of this should be available in your department. In particular it has a number of practice notes with guidance on specific activities and emergency procedures.

Health & Safety Induction   

You will need to have a local health and safety induction on starting employment. Practice Note 4 Appendix A of the Health and Safety Policy details the basic information you need to have including fire evacuation plans and first aid and accident reporting.

Training & Information   

If you feel you need training or information in order to undertake your work safely you are advised to discuss this with your manager as soon as possible.

Your Health and Safety Responsibilities   

We expect you to declare any health conditions that may adversely impact on your health and safety or that of others. This can be done in confidence to the Occupational Health Service. You are required to declare any work condition which you consider pose a threat to your health and safety or that of others.  You are required to use any work equipment as instructed and to report any defects to your line manager.

Further information and contact details   

Further information on safety matters can be found at: http://www.city.ac.uk/safety/

Emergency Information

  • First Aid – A list of University First aiders is available in your department or on the web. Alternately call your buildings reception for assistance. 
  • Fire Safety

Practice Note 4 Appendix A – health and safety induction
www.city.ac.uk/safety/training


The Safety Office

The Safety office is located in the Health and Wellbeing @ Work Centre,

Level 1, Drysdale Building, Northampton Square, London, EC1V 0HB.

www.city.ac.uk/safety
Tel: 020 7040 8009

Security   

All visiting staff should adopt an awareness of their own personal security and safety.  The University does not accept responsibility for any loss or damage of personal belongings and all staff are advised not to bring items of great value with them to work.  Staff should make use of personal lockers, desk drawers etc. where provided, for the security of their belongings.  


All staff have a responsibility to ensure that doors to offices, stores, teaching areas etc. are kept locked when not in use, or when vacated, if only for a few minutes, to prevent opportunist thefts.   Staff should take all reasonable precautions to ensure the safekeeping of University portable equipment or monies by locking items away in storerooms, cabinets, cash boxes etc.  Equipment should not be left unattended in communal or public areas.


Lost or damaged equipment should be reported to the Head of Department and nearest Security Desk as soon as it is noticed.   Loss or theft of any University keys should be immediately reported to the Head of Department and to the nearest Security Desk, so that a search can be organised and locks can be changed as necessary to preserve security.  For further information, see the Security Services website.

University Identity Cards   

On arrival at the University, all members of staff and students are issued with a University card.  These must be worn at all times whilst on university premises.  The cards also act as Library cards and provide access to designated parts of the University.  University cards remain at all times University property.  Missing or lost cards, should be reported as soon as possible to the nearest security desk to prevent unauthorised use and access to buildings/facilities.   Visitors to the University, must on arrival, obtain a visitor's badge at the Reception Desk.  For information on how to obtain an ID card click here.

Professional Indemnity Cover for Clinical Staff   

The University meets its legal obligations in regard to general employer liability and holds professional indemnity insurance cover for all members of staff in the carrying out of their proper duties on behalf of the University.  However, it is strongly advised that also clinical staff maintain adequate arrangements for personal professional indemnity in connection with clinical duties and the treatment of patients in HSBs.  In addition to patient care, the activities to be covered include teaching and clinical trials involving patients.  It is also recommended that this includes private practice for personal gain or for the benefit of the School, "good samaritan" acts, non-HSB based research or clinical trials or consultancies involving human subjects, academic general practice and any other activities involving patients or human subjects.