HR Policy Update for Staff 8 (April 2014)

We are pleased to confirm that through consultation with our recognised Trade Unions, EIS and UNISON, we have updated one of our existing HR policies, which takes effect from today, 1 April 2014. In addition, the University Leadership Team has agreed to extend the use of the Special Leave arrangements in support of the 2014 Glasgow Commonwealth Games.

Managing Organisational Change Policy

Purpose of this policy

This policy sets out an approach to reorganising or restructuring any parts of the University in a way that:
  • enables business to continue to deliver its aims and objectives;
  • minimises disruption as far as possible;
treats affected employees fairly and sensitively.

Who is covered by this policy?

This policy applies to all staff employed on a permanent or fixed–term contract of employment with the University.
Key changes to the revised policy
  • This policy has been has been totally re-written to improve flow and to clarify and simplify the process.
Summary of key changes below:
Staff who are offered and accept a post at a lower grade will have their salary protected on a mark-time basis for up to a maximum of three years i.e. without pay increases until the maximum point of the lower grade catches up with their actual pay, or the three year period is exhausted - whichever is the sooner.
Links provided to managing organisational change standard paperwork which must be completed and approved prior to any consultation taking place.

The policy can be found at:

Commonwealth Games

In recognition of our support for the Glasgow Commonwealth Games, the University has agreed to provide up to 2 days paidspecial leave for employees that are official volunteers or unpaid officials / referees or judges for the Games. This will be subject to the following requirements:

1. All leave must be approved by the Line Manager and the Head of School/ Service, and must be booked as far in advance as possible to ensure that managers have the opportunity to plan during busy periods. Line Managers and the Head of School/ Service will consider all leave requests, taking into account the needs of the Faculty / School / Service, which will include ensuring adequate cover is available at all times. Requests will not be unreasonably refused. However, it may not always be possible to grant leave when the employee requests it and requests will be considered on a first come first served basis in line with local business needs.

2. The employee will need to provide official written proof of their volunteer/ official/ referee/ judge status to their line manager. The line manager must photocopy this and attach to the Special Leave Request form . This will then be signed to the Head of School/ Service before sending this to the Human Resources & Development team. The payroll team will then enter the leave onto the system.

3. The employee will be required to take an equal number of paid annual leave from their entitlement ( i.e. If they are required to attend the games for 2 days, then they would receive 1 day special leave, and would use 1 days annual leave. If they are required to attend the games for 4 days, then they would receive the maximum 2 days special leave and use 2 days annual leave).

4. If an employee is being paid for their activities the University will not provide paid special leave and normal University leave arrangements will apply.

Any requests for leave beyond the aforementioned must be requested in line with the Annual Leave Policy.

If you have any queries, please contact your HR Client Partner / HR Adviser.

Future Policy Development

We are currently reviewing our Grievance and Managing Sickness Absence policies, as well as developing a new Capability policy. If you would like to be involved in providing senior management feedback on these policies or during our future policy development, please get in contact directly with me.