Core HR Team: Service Level Agreement (May 2013)

Core HR Team: Service Level Agreement (May 2013) This agreement covers the Core HR Team s commitment to you for the following areas. A detailed summary of each can be found in Appendix A. 1. Employment Law 2. Job Evaluation (HERA) Assessments 3. Recruitment and Selection 4. Fractional Contracts 5. Probation 6. Rewards 7. Academic Promotion 8. Senior Staff Remuneration Committee 9. Termination of Fixed Term employment 10. Retirement 11. Maternity 12. Paternity 13. Adoption 14. Occupational Health/Employee Assistance/H & S elements 15. Reorganisation or Change Management proposals 16. Consultation and Negotiation with employees and trade unions 17. Disciplinary and Grievance Procedures 18. Employment Tribunal cases 19. Equality and Diversity 20. SOAS Pulse Survey responsibilities Core HR Team structure HR Director: Peter Mitchell +44 (0) 20 7898 4171, email: p.mitchell@soas.ac.uk HR Secretariat HR Manager (Change) Chris Byrne, +44(0)20 7898 4822, email: chris.byrne@soas.ac.uk [Responsible for advising on all aspects of change management and reorganisation across the School] HR Manager (Projects) Emily Crofts*, +44(0) 20 7898 4240, email: ec10@soas.ac.uk (* works Tuesdays and Thursdays) [Project Manager for the Fractionals ProcessFix Project] HR Projects Coordinator & IT Simon Gwynne, +44(0) 20 7898 4480, email: sg56@soas.ac.uk [The Secretariat provides support across HRD on project and technical matters relating to the School s annual HESA return for staff; igrasp Web Recruitment; Monthly Reporting; FOI/DPA requests; UCEA data requests; Project Management support for HR projects such as the Fractionals Project] 1

Team 1 HR Manager Martine Baraket, +44(0) 20 7898 4065, email: mb81@soas.ac.uk HR Officer Caroline Nield*(Mons to Weds), =44(0) 20 7898 4845, Email: cn15@soas.ac.uk or cnkl@soas.ac.uk Karen Lavender* (Thurs & Fri), +44(0) 20 7898 4845, Email: kl20@soas.ac.uk or cnkl@soas.ac.uk HR Assistant Doyin Azeez, +44(0)20 7898 4760, email: da39@soas.ac.uk [Responsible for human resource aspects of Faculty of Arts & Humanities; Faculty Office; Brunei Gallery; Finance & Planning Directorate; IFCELS; Student & Registry Services Directorate; Estates & Facilities Directorate; DeFIMS Admin; Student Union. Lead responsibility for Job Evaluation (HERA) and Reward] Team 2 HR Manager HR Officer HR Assistant Brenda Lett, +44(0)20 7898 4847, email: bl25@soas.ac.uk Alka Bhanderi, +44(0)20 7898 4471, email: ab107@soas.ac.uk Hellen Onaba, +44(0)20 7898 4126, email: ho9@soas.ac.uk [Responsible for human resource aspects of Faculty of Languages and Cultures; Faculty Office; Language Centre; Research & Enterprise Directorate; External Relations & Development Directorate; HR Directorate. Lead responsibility for Equality and Diversity] Team 3 HR Manager HR Officer HR Assistant Seema Sanyal, +44(0)20 7898 4911, email: ss120@soas.ac.uk Marie Brown, +44(0)20 7898 4520, email: mb62@soas.ac.uk Rebecca Tyler, +44(0)20 7898 4360, email: rt24@soas.ac.uk [Responsible for human resource aspects of Faculty of Law & Social Sciences; Faculty Office; Library & Information Services Directorate; Academic Development Directorate. Lead responsibility for Employee Relations] Our Location We are based in the Faber Building basement, part of the Russell Square campus. Our Work The Core HR Team provides comprehensive guidance and advice relating to all aspects of employment at SOAS including personnel issues. Please see Appendix A below. We work closely with Deans, Heads of Departments, Directors of Professional Services, Faculty Administrators, IFCELS and Language Centre staff and with the HR Payroll & Pensions Team to ensure staff are recruited and employed correctly and receive the appropriate remuneration. Office Hours The Core HR Team is open for personal enquiries between 9.00am and 5.00pm Monday to Friday except for School closure days. 2

Telephone queries should be directed to the appropriate member of the Core HR Team. When you contact us E-Mail: All enquiries by e-mail will be dealt with as soon as possible but we will always aim to reply no longer than 3 working days after receipt. Where we have to obtain further information before we are able to answer your query, we will give you an update on the progress if the information required will take longer than 3 days to obtain. Telephone enquiries: Where possible, telephone calls will be answered straight away. If a telephone voicemail is left with one of the team, we will endeavour to return your call no later than 2 working days after receipt. Where we have to obtain further information before we are able to answer your query, we will give you an update on the progress if the information required will take longer than 2 working days to obtain. Personal Callers: We are happy to receive personal visits from colleagues. If you wish to discuss a HR issue with a member of the team, please contact the appropriate person to arrange a convenient appointment. When making your request, please indicate if you wish your discussion to be in private so that the team can make the necessary arrangements for an in-confidence discussion. Please note, these meetings can only be held during our office hours (9.00am to 5.00pm Monday to Friday excluding School closure days). Hard-copies of correspondence arriving into the Core HR Team: Dependent on the nature of the correspondence, a reply (by e-mail, if e-mail address is available or by hard-copy) will be sent within 5 working days. An acknowledgement will be sent (again by e-mail, if e-mail address is available or by hard-copy) if it is anticipated a longer response time is necessary. Hard-copy correspondence leaving the Core HR Team: All correspondence will be signed and dated by the appropriate HR staff member. Letters and envelopes to staff will be marked Personal Addressee only. Payment of Salaries Salaries are paid into a bank account or a building society account on the last working day of the month (except for December where funds will be paid in the 3 rd week of December and for the Easter break depending as to when Easter falls during each year). 3

In order for salaries to be processed for non-fractional employees, fully authorised forms/paperwork which require Core HR Team action must be received in Core HR by the 9 th of the effective month of the contract/variation (except for December and Easter as above). Core HR then has until the 14 th of the effective month to pass the required paperwork to the Payroll & Pensions Team. New Employees All new SOAS employees must have satisfied the Eligibility to Work in the UK criteria. If this is not available, the HR Payroll & Pension Team is unable legally to make any payroll payments until the eligibility criteria are satisfied. Where details of bank/building society accounts have not reached the HR Payroll & Pensions Team in time for salary payment, an exception has been made for new employees to receive their first salary payment by cheque. Failure to supply bank details will result in no further payments being made. The Core HR Team is responsible for carrying out new staff First Day induction either on their first working day or as soon as possible thereafter. Please note: line managers are responsible for local induction for their new member of staff. Errors We endeavour to minimise errors and will rectify them as soon as they are brought to our attention. Courtesy We will treat you with respect and courtesy at all times and ask you do the same. Your feedback We would appreciate feedback on the level of service you have received from us. If you wish to comment on our service to you, please email us at: hr-directorate@soas.ac.uk For routine day-to-day HR issues where you may have a concern, please contact your appropriate HR Manager in the first instance by either telephone or email. Complaints If you have a concern or wish to complain about the manner or method with which you feel you have been treated, in the first instance please write to the appropriate HR Manager and mark your letter as Private and Confidential. He/she will deal with the complaint as quickly as possible and let you have a response in writing normally within 5 working days (annual leave permitting). 4

If your complaint is about the actions of a HR Manager, please write to the HR Director (Peter Mitchell p.mitchell@soas.ac.uk) and mark your letter as Personal Addressee only. He will deal with the complaint as quickly as possible and let you have a response in writing normally within 5 working days (annual leave permitting). HR Directorate May 2013 5

Appendix A OUR RESPONSIBILITIES AND THOSE WHO USE THE CORE HR SERVICE These are set out below: 1. Employment Law 2. Job Evaluation (HERA) Assessments 3. Recruitment and Selection 4. Fractional Contracts 5. Probation 6. Rewards 7. Academic Promotion 8. Senior Staff Remuneration Committee 9. Termination of Fixed Term employment 10. Retirement 11. Maternity 12. Paternity 13. Adoption 14. Occupational Health/Employee Assistance/H & S elements 15. Reorganisation or Change Management proposals 16. Consultation and Negotiation with employees and trade unions 17. Disciplinary and Grievance Procedures 18. Employment Tribunal cases 19. Equality and Diversity 20. SOAS Pulse Survey responsibilities 6

1. EMPLOYMENT LAW Maintain access to up-to-date information on employment law, regulations and codes of practice and share at weekly HR Team meetings Keep managers informed about new developments in employment law and advise on practical application Take account of employment law when giving advice on all Human Resources matters The line manager will: Operate in accordance with the relevant legislation Seek advice and guidance from the Core HR Team when uncertain. 1. Weekly HR Team meetings 2. Monthly HRD Management Team meetings 2. JOB EVALUATION (HERA) ASSESSMENTS Under the School s Framework Agreement, Grading Review Procedure and Appeals Procedure (Appendix 8), the HR Directorate is responsible for the management of the job evaluation process. Participate in the evaluations rota to ensure that roles are evaluated in a timely manner Provide managers with advice and guidance as to the most appropriate generic profile to form the basis for their new role OR the correct documentation required to submit a Grading Review request. Provide managers with a timescale for the evaluation of their new role OR provide managers and employees with the timescale for the review of the role Ensure managers have verified the Grading Review request and the request has been signed off by the budget holder. Keep managers and employees up to date on the process Following approval at Grading Review Panel formally write to employees/managers with details of the outcome of the Grading Review request Attend relevant meetings/training event/briefings to maintain knowledge. 7

Managers and staff will: Ensure documentation submitted is complete and in the appropriate format Participate on Grading Review panels to ensure that roles are evaluated in a timely manner Attend relevant training event/briefings to maintain knowledge 1. HR HERA Tracker spreadsheet 2. Weekly HR Team meetings 3. Monthly HRD Management Team meetings 4. Monthly HR/TU JIG meetings 5. Grading Review forms 3. RECRUITMENT AND SELECTION The Core HR Team is responsible for the Recruitment and Selection Policy which is available to view on the HR web pages at: http://www.soas.ac.uk/hr/recruitment/ The policy and accompanying procedure set out the School s procedure for the recruitment and selection of new employees. These tasks are generally split between the Core HR Team and the recruiting manager. The recruiting manager is responsible for reading the current policy and ensuring they follow the procedure. In order to efficiently manage the School s recruitment, HR can generally only deal with 3 vacancies per team/per week; therefore generally a total of 9 vacancies across the three teams can be managed over any 1 working week. Pre-advertisement: Help recruiting managers apply the Recruitment and Selection Policy Assist in job/role design by providing standard templates Undertake job analysis/evaluation and compliance matters as necessary On receipt of an agreed Job Description and evaluated Role Profile, the HRO/HRM will agree with the recruiting manager the timeframe for the production of a recruitment schedule Advertising: Approve the job advert prepared by the Recruiting Manager Liaise with advertising agency and place advertisement in agreed media 8

Preparation of documentation: Prepare and set up job details on i-grasp for candidates Send out hard copy job packs in response to requests from disabled applicants Interview: Advise on interview arrangements Invite candidates for interview Request and receive references for Teaching & Research posts prior to interview Organise interview packs for each of the panel members Send regret letters to unsuccessful candidates Appointment offers: Undertake a salary comparison and assessment exercise with regard to equal pay Issue conditional offer letter and contract including relevant Terms and Conditions Request and receive references for non-teaching & Research posts On receipt of signed contract, set up details on the HR system ResourceLink Circulate new starter information to the HR Payroll & Pensions Team Check and confirm the new starter s Eligibility to Work in the UK and qualifications Eligibility to Work in the UK: Keep up-to-date with relevant immigration legislation and regulations Maintain the School s A-Rated Licences to issue Tier 2 and Tier 5 certificates of Sponsorship Issue the relevant Certificate of Sponsorship Where required, check that the applicant has obtained the right to enter or remain in the UK before commencing work Retain copies of documentation required by the UK Borders Agency The appropriate recruiting manager will: Pre-advertisement: Contact the appropriate Core HR Team 1, 2 or 3 to discuss potential recruitment Prepare and send electronically a job description, person specification and draft advert to the appropriate Core HR Team, based on the HERA format and using the generic templates. If the post is new or has been changed, it will have to be evaluated prior to advertising. Log into the I-Grasp Web Recruitment system via https://www24.igrasp.com/soas - if you have not been provided with a username and password then contact the relevant Core HR team, who will also provide you with the system guidelines and training, if necessary. Once logged into the 9

system, complete the Positions Details, Team and Authorisers screens and send for approval. Once approved, the relevant Core HR Team will contact the Recruiting Manager to agree a recruitment schedule. Advertising: The Recruiting Manager and Financial Authoriser (or nominated representatives) will respond to requests for approval via the i-grasp web recruitment system Preparation of documentation: Carry out the short-listing exercise to the agreed timetable Notify HR of candidates to be interviewed at least 2 weeks before interview date (for non-academic posts) Notify HR of candidates to be interviewed at least 3 weeks before interview date (for academic posts) Interview: Select in accordance with principles of the Equality and Diversity Policy Ensure the panel members have received Recruitment & Selection training Organise the interview venue Complete and send the R12 Appointment Recommendation Form to the appropriate Core HR Team 1, 2 or 3 Make verbal conditional offer to successful candidate but should not include a discussion on salary Eligibility to Work in the UK: Liaise with the applicant to provide supporting documentation Notify the Core HR Team if the conditions for which a Certificate of Sponsorship was issued has changed in any way 1. HR Recruitment Tracker Spreadsheets 2. Agreed Recruitment Schedule Timetable for each campaign 3. igrasp Web Recruitment system 4. Weekly HR Team meetings 5. Monthly HRD Management Team meetings 10

4. FRACTIONAL CONTRACTS A separate Service Level Agreement for Fractional Contracts is currently being finalised and should be available when the ProcessFix Fractionals Project is completed by June 2013. In the meantime, Core HR has been issuing fractional contracts based on the arrangements set out below: Issue offer letter and fractional contract including relevant Terms and Conditions Request and receive references On receipt of signed contract, set up details on the HR system Resourcelink Circulate new starter information to HR Payroll & Pensions Team Check and confirm new starter s Eligibility to Work in the UK and qualifications Keep up-to-date with relevant immigration legislation and regulations Maintain the School s A-Rated Licences to issue Tier 2 and Tier 5 Certificates of Sponsorship Issue the relevant Certificate of Sponsorship Where required, check that the potential appointee has obtained the right to enter or remain in the UK before commencing work Retain copies of documentation required by the UK Borders Agency The line manager will: Ensure all necessary paperwork has been cleared through their appropriate Faculty Office : 1. HR Fractional Contract Tracker spreadsheets 2. Agreed recruitment schedule with Faculty Administrators 3. HR Resourcelink system 4. Faculty Administrator tracking spreadsheets 5. Weekly HR Team meetings 6. Weekly HR/FA Fractional Contracts meetings 11

5. PROBATION The HR Directorate is responsible for the School s policy regarding probation. The policy is available on the HR web pages and can be found using the following link: http://www.soas.ac.uk/hr/procedures/file23830.doc Notify line managers of probationary dates of new employees Send reminder letter to line manager Send confirmation letter out to employee The line manager will: Ensure understanding of probationary procedure Hold all probationary meetings Advise the Core HR Team of any concerns or issues Send all documentation following meeting to the Core HR Team 1. HR Probation Tracker spreadsheets 2. Weekly HR Team meetings 3. Monthly HRD Management Team meetings 6. REWARDS The HR Directorate is responsible for the School s Framework Agreement, Recognition and Reward Procedure (Appendix 3). Please follow link: http://www.soas.ac.uk/hr/procedures/file50343.doc Send an all users email providing details of the Rewards Process including deadlines for submission and links to relevant documentation Provide Directors and Deans with staffing lists detailing history of rewards Monitor the Rewards@soas.ac.uk email account and log applications received insuring in the agreed format Obtain data from payroll as to any additional payments made to applicants during the current year. Schedule a Rewards & Regrading Subcommittee Following the HR Rewards process guidelines prepare files for R&R panel members Attend the R&R subcommittee and take minutes Draft letters to all reward applicants within 10 days of R&R meeting. 12

Managers and employees will: Receive employee lists and ensure most appropriate reward is requested. Submit application in the correct format, on the correct documentation and by the published deadline. Attend Rewards & Regrading Sub-panel meeting as required. Rewards & Regrading panel members and Faculty Promotion panel members will consider each application based on the agreed criteria before making a decision on each case. 1. HR Rewards Tracker spreadsheets 2. Weekly HR Team meetings 3. Monthly HRD Management Team meetings 4. Rewards@soas.ac.uk email account 5. HR Rewards Process Guidelines 7. ACADEMIC PROMOTIONS The HR Directorate is responsible for providing secretariat support for the School s Academic promotions process. More information regarding Academic Promotions can be found on the HR web pages: http://www.soas.ac.uk/hr/procedures/ Send an all users email providing details of the Academic Promotion process including deadlines for submission and links to relevant documentation Provide Deans with staffing lists detailing history of rewards Send a reminder of School Promotion Panel (SPP) dates to panel members Ensure an External Observer has been approved and is available to attend SPP meetings. Attend first meeting of SPP and ensure minutes are drafted and agreed by the Director and Principal and Deans within 10 days of the meeting. Provide Deans with lists of referees used during the previous 2/3 years to assist them in providing suitable recommended referees for the current year. Using HR Referee Spreadsheets obtain approval from the Director and Principal for the recommended referees. Following the HR Academic Promotion process guidelines and using standard templates write to approved referees requesting a reference. Following the HR Academic Promotion process guidelines prepare files for SPP panel members Attend the SPP meeting and take minutes Draft letters to all applicants within 10 days of SPP meeting. Continue to review the process and arrange review sub-group meetings as required by the SPP. Progress actions from SPP meeting as required. 13

Managers and employees will: Submit application in the correct format, on the correct documentation and by the published deadline. Provide names of recommended referees in a timely manner Attend SPP meetings as required. SPP members and will consider each application based on the agreed criteria before making a decision on each case. Participate in the review of the process as requested. 1. HR Academic Promotions Referee Tracker Spreadsheet 2. HR Academic Promotions Process Guidelines 3. Weekly HR Team meetings and ad-hoc Team meetings 4. Monthly HRD Management Team meetings 5. Monthly Faculty Administrative/HR Managers meeting 8. SENIOR STAFF REMUNERATION COMMITTEE The HR Directorate through the Core HR Teams is responsible for providing the secretarial support to the Senior Staff Remuneration Committee. Send an email (attaching relevant documentation) to Professors and Senior Professional staff (G10 s) providing details of the Senior Staff Remuneration process (SSRC) including deadlines for submission. Provide the Director, Pro-Director(s), Deans and Registrar and Secretary with staffing lists detailing history of rewards Send a reminder of SSRC and Internal Advisory Panel of the SSRC dates to panel members. Prepare the files for the Internal Advisory Panel of the SSRC at least 5 days in advance of the meeting. Attend Internal Advisory Panel of the SSRC and ensure minutes are drafted and agreed by the Director and Principal within 5 days of the meeting. Following the SSRC process guidelines prepare files for Internal Advisory panel of the SSRC members Attend the Internal Advisory Panel meeting and take minutes. Prepare the files for the SSRC at least 5 days in advance of the meeting. Attend SSRC and ensure minutes are drafted within 5 days of the meeting. Draft letters to all applicants within 5 days of the SSRC meeting Continue to review the process as required by the SSRC. Progress actions from SSRC meeting as required. 14

Managers and Staff will: Submit applications in the correct format, on the correct documentation and by the published deadline. Attend SSRC meetings as required. SSRC members and will consider each application based on the agreed criteria before making a decision on each case. Participate in the review of the process as requested. 1. SSRC HR Process guidelines 2. Weekly HR Team meetings and ad-hoc Team meetings. 3. Monthly HRD Management Team meetings 9. TERMINATION OF FIXED TERM EMPLOYMENT The HR Directorate is responsible for the policy regarding the ending of Fixed Term employment at the School. The appropriate line manager to the fixed term appointee is responsible for management action regarding the ending of a fixed term appointment. A checklist for ending a Fixed Term employment contract is available at: http://www.soas.ac.uk/hr/forms/file23865.doc Issue a timely reminder before the end of a fixed term contract On receipt of resignation letters send out confirmation letters to employee and line manager Send exit questionnaire to leaver and organise exit interview if requested by employee who is leaving Notify the Payroll Calculate and obtain agreement for severance/early retirement packages where required The line manager will: Inform the Core HR Team of any potential leavers and forward resignation letters to the Core HR Team Comply with the obligations set out in the Guidelines for the Termination of Fixed Term contracts, including consultation with contract holders 1. HR Fixed Term Contracts Tracker spreadsheets 2. Weekly HR Team meetings 3. Monthly HRD Management Team meetings 4. Monthly lists provided to School-recognised trade unions 15

10. VOLUNTARY RETIREMENT The HR Directorate is responsible for managing the School s voluntary retirement policy which is available at http://www.soas.ac.uk/hr/procedures/file44223.doc. The legislation relating to retirement is changing so you are advised to contact your HR Manager in the first instance for up-to-date advice in this area. This section will be updated in due course. Issue a timely letter to the employee, setting out their rights before the due retirement date On receipt of reply slips indicating the intention to retire, send out confirmation of retirement letters to employee and line manager On receipt of Form Ret1, log the form and send a copy with Form Ret2 to the Dean / Director for completion On receipt of Form Ret2, log the form and send a copy with Form Ret3 to the Pro-Director / Vice Principal / Registrar and Secretary On receipt of Form Ret3, issue the appropriate paperwork (Post Retirement Contract or confirmation of retirement/right of appeal letter) to employee Make arrangements for appeals to be heard Notify Payroll of outcome The line manager will: Comply with the obligations set out in the Procedure on Staff Retirement and Employment of Staff beyond 65 years of age, including meeting with the employee to discuss their request : 1. HR Retirement Tracker spreadsheet 2. Weekly HR Team meetings 3. Monthly HRD Management Team meetings 4. Quarterly lists provided by Deans/Directors 11. MATERNITY The HR Directorate is responsible for managing the School s Maternity Policy which is available at http://www.soas.ac.uk/hr/procedures/file44222.pdf Hold one-to-one meetings with pregnant employee if requested Provide written information about maternity entitlements to employee Advise pregnant employee to contact Health & Safety for risk assessment Issue letter confirming return dates Actively advise line manager on arrangements for covering the maternity absence 16

The line manager will: Refer any pregnant employee to the Core HR Team Highlight and discuss with the Core HR Team any problems associated with pregnancy or maternity leave Ensure risk assessments are carried out Consult with the Core HR Team before agreeing any changes to terms and conditions for maternity returners 1. Core HR Maternity Tracker spreadsheets 2. Weekly HR Team meetings 3. Monthly HRD Management Team meetings 12. PATERNITY The HR Directorate is responsible for drafting and negotiating a Paternity Policy with the School s recognised trade unions which will be based on statutory provision. Provide written information about paternity entitlements to employee Actively advise line manager on arrangements for covering paternity absence The line manager will: Highlight and discuss with the Core HR Team any problems associated with paternity leave 1. Core HR Paternity Tracker spreadsheets 2. Weekly HR Team meetings 3. Monthly HRD Management Team meetings 13. ADOPTION The HR Directorate is responsible for drafting and negotiating an Adoption Policy with the School s recognised trade unions which will be based on the statutory provisions. Hold one-to-one meetings with the employee considering adoption if requested Provide written information about adoption leave and adoption pay entitlements to employee Issue letter confirming return dates Actively advise line manager on arrangements for covering the adoption leave absence 17

The individual/line manager will: Refer any employee considering adoption to the Core HR Team Highlight and discuss with the Core HR Team any problems associated with adoption leave Consult with the Core HR Team before agreeing any changes to terms and conditions for adoption leave returners 1. Core HR Adoption Leave Tracker spreadsheets 2. Weekly HR Team meetings 3. Monthly HRD Management Team meetings 14. OCCUPATIONAL HEALTH/EMPLOYEE ASSISTANCE/H & S ELEMENTS The HR Directorate is responsible for managing the School s Occupational Health Contract and Employee Assistance Programme. 15. REORGANISATION OR CHANGE MANAGEMENT PROPOSALS The HR Directorate is responsible for the School s Management of Reorganisation and Change Policy. This is available at http://www.soas.ac.uk/hr/procedures/file53065.doc together with the supporting flowchart http://www.soas.ac.uk/hr/procedures/file53066.pdf The policy sets out the procedures and timeframe that will apply if a significant reorganisation of a department, faculty, or directorate of the School becomes necessary. It seeks to recognise the differing challenges the School faces when promoting change across all sections of the School whether they are academicrelated or professional services support related. The policy is not intended to cover situations where there are some minor changes to working practices and/or duties which may be discussed between a line manager and an individual employee or group of employees in a particular area. The policy also defines the role of the Change Project Sponsor who is the led person for any change proposals. At the outset of any change proposals, Chris Byrne, the HR Manager (Change), is available to advise and help Change Project Sponsors work through their initial proposals. He can be contacted on +44(0)20 7898 4822 or by email at chris.byrne@soas.ac.uk. Moving forward, Change Project Sponsors would then work with their HR Manager to deliver the change proposals. 18

The HR Manager (Change) initially and/or the HR Director, and then the appropriate HR Manager will advise and support Change Project Sponsors on: Initial reorganisation considerations under Stage 1 of the School s Management of Reorganisation and Change Policy Consideration of risk analysis of staff affected by any proposals for reorganisation including equality impact consdierations Preparation of the Stage 2 Approval in Principle paper to EB In confidence briefing/discussion with the School recognised trade unions under Stage 3 Attending individual/team/directorate consultation meetings with employees (Stage 4) The Reorganisation/Restructuring Business Case to EB seeking final approval (Stage 5 of the Change Policy) Developing redundancy selection criteria, if required Preparation of all correspondence to staff affected by any proposals Organisation of any outplacement services The search for redeployment opportunities, if required The appropriate Change Project Sponsor will: Be aware of the timetable and 5 Stages of the School s Management of Reorganisation and Change Policy Consult initially with the HR Manager (Change) or the HR Director at the earliest opportunity Ensure they have read and understood fully the School s Management of Reorganisation and Change Policy Consider whether the proposed changes are either minor or significant based on that policy Produce a consultation document based on the advice set out in that policy Adhere to the 5 Stage timetable set out in the School s Management of Reorganisation and Change Policy Consult with affected employees on proposals for change as part of School-wide consultation Provide leadership to affected employees at all stages of the change proposals Provide support to the Change Project Manager tasked with delivering the change proposals Draft new job descriptions at a suitable stage if the proposals are confirmed by EB Ensure the proposed organisational changes are managed and delivered effectively and fully understood by affected employees 1. Timeframe set out in School s Change Policy 2. Monthly HRD Management Team meetings 3. Monthly Directors of Professional Services meetings 19

16. CONSULTATION AND NEGOTIATION WITH EMPLOYEES AND SCHOOL-RECOGNISED TRADE UNIONS The HR Directorate is responsible for direct consultation and negotiation with the School-recognised trade unions (UCU and UNISON) on all HR-related School policies and procedures. It provides secretariat support for the SOAS/UCU/UNISON Meeting which meets once a term and for the monthly Joint Interest Group (JIG) meetings. Negotiate and consult with recognised Trade Unions on relevant employee relations matters Develop collective bargaining frameworks and manage communications with Unions/employee representatives Be Secretary to the SOAS/UCU/UNISON Meeting with the Director & Principal Chair and provide the Secretary for the monthly HR/TU Joint Interest Group (JIG) meetings Update all terms and conditions and policies and procedures in the light of new legislation and negotiate/consult with School employees and School-recognised trade unions as appropriate The line manager will: Work in accordance with agreed practices and conditions of employment Be willing to attend any appropriate meetings aimed at improving communication and consultation 1. Monthly HR/TU Joint Interest Group (JIG) meetings 2. One per term School/UCU/UNISON Meeting 17. DISCIPLINARY AND GRIEVANCE PROCEDURES The HR Directorate is responsible for the School s Disciplinary Procedure for Non- Academic Staff and for the Non-Academic Staff Grievance Procedure. The School s disciplinary procedures can be found at: http://www.soas.ac.uk/hr/procedures/file23833.doc and summary flow chart at: http://www.soas.ac.uk/hr/procedures/file23834.doc The School s grievance procedures can be found at: http://www.soas.ac.uk/hr/procedures/file23831.doc and summary flow chart at: http://www.soas.ac.uk/hr/procedures/file23832.doc Discuss discipline/grievance issues to establish the action/investigation level required Advise individuals on School procedures and current legislation Assist in investigating allegations Prepare documentation to support disciplinary and grievance hearings 20

Arrange hearings/appeals Attend hearings/appeals Take notes at hearings/appeals Draft correspondence Record all incidents of disciplinary/grievance cases for monitoring purposes The line manager will: Ensure employees are aware of standards of conduct and performance Keep the Core HR Team informed about ongoing concerns about performance or capability Report any incidents or allegations to the Core HR Team Seek guidance from the Core HR Team/notify the Core HR Team before attempting to deal with an issue Be responsible for managing a disciplinary or grievance case Ensure that employees participating in disciplinary/grievance hearings have been trained Follow the School s procedures at all times within reasonable timescales 1. HR Grievance and Disciplinary Tracker spreadsheets 2. Weekly HR Team meetings 3. Monthly HRD Management Team meeting 18. EMPLOYMENT TRIBUNAL CASES The HR Directorate is responsible for providing advice and support to line managers regarding Employment Tribunal cases. It also provides the secretariat support for each case and acts as the link to the School s legal advisors and the Employment Tribunal Service. Instruct legal advisers to respond to a case Act as central contact between School managers and legal advisors Provide legal advisers with any information required Provide advice and guidance to School on Employment Tribunal action Organise case conferences Attend any hearings The line manager will: Forward any ET1 forms received to the Core HR Team Provide all and any documentation requested by the Core HR Team to defend any claim Keep all details associated with a claim or tribunal hearing confidential Co-operate fully with the Core HR Team and School s Legal representative Attend tribunal hearing as witnesses if required to do so. 21

1. HR Employment Tribunal Tracker spreadsheet 2. Monthly HRD Management Team meetings 19. EQUALITY AND DIVERSITY The HR Directorate is jointly responsible with the School s Diversity Advisor in the development and promotion of equality and diversity strategies and provides accurate and practical advice on equality and diversity issues. Please see the School s Equality and Diversity web pages http://www.soas.ac.uk/equalitydiversity/ Review the School s equality and diversity employee profile on an annual basis and produce action plans for the School s Equality and Diversity Committee s consideration Undertake an annual Equal Pay Audit for the School s Equality and Diversity Committee In conjunction with the School s Diversity Advisor, advise Change Project Sponsors on the equality impact implications any change proposals may have Line managers and staff will: Operate in accordance with the relevant legislation Seek advice and guidance from Brenda Lett, the HR Manager with responsibility for Equality & Diversity issues within Core HR or from Ms Deb Viney, the School s Diversity Advisor Production of the following reports during the 2 nd term of each academic year: 1. Equal Pay Audit 2. Equality and Diversity Staff Report 22

20. SOAS PULSE SURVEY RESPONSIBILITIES The HR Directorate is responsible for management of the SOAS Pulse Survey. The SOAS Staff Survey was conducted in 2007 and 2010. A SOAS Pulse Survey was conducted in 2012. The 2013 SOAS Pulse Survey opened on 29 April 2013 and closes on 31 May 2013. Details can be found on the HR Web pages. Manage the survey provider contract Liaise with the Director & Principal and EB regarding the make-up of the survey Arrange suitable communications and publicity in liaison with the SOAS Communications Manager Brief EB on the outcomes of the survey Brief HR Committee on the outcomes of the survey Brief the Heads Forum on the outcomes of the survey Brief the School s recognised trades unions on the outcomes of the survey Brief the rest of the School on the outcomes of the survey 1. Reports to HR Committee and EB. 2. SOAS Pulse Survey Action Plan. 3. Monthly HR/TU JIG meetings HR Directorate SOAS May 2013 23