University of Oxford New structure and associated terms and conditions of employment: academic-related staff June 2006
CONTENTS 1. Introduction 3 1.1 Contracts of employment 3 1.2 Protection arrangements 3 2. Objectives of a new structure for the University of Oxford 3 2.1 New structure 4 2.2 How the new structure was developed 4 2.3 Assimilation - how the new grade and are determined 4 2.4 Progression within grade 4 2.4.1 Annual service increments 4 2.4.2 Discretionary increments 4 2.5 Exceptional circumstances 4 2.6 Requesting a review of your assimilation grade 5 3. Pension scheme membership 5 4. Working hours 5 5. Leave entitlement 5 Annexe 1: New structure 8 Annexe 2: Assimilation tables 9 Annexe 3: Protection arrangements 18 2
Introduction The National Framework Agreement for the Modernisation of Pay Structures in Higher Education was developed in partnership between employers and trade unions representatives. The national agreement provides a common national framework for pay arrangements that fit with institutions varying missions and circumstances. It recommended that universities, working with their trade unions, develop and implement locally appropriate and grading structures for all staff by August 2006, within the broad principles specified in the agreement. The arrangements for Oxford, set out in this booklet, were developed through extensive University-wide consultation. They were designed as a package, which those who have developed it believed to be the best that could be achieved taking into account both fairness to staff and affordability in the difficult financial circumstances currently facing the University. The new arrangements have been endorsed by the joint committees with staff representatives, 1 following ballots organised by the recognised trade unions; and approved by the Personnel Committee and Council, under the University s standing arrangements for changing terms and conditions of employment. 1.1 Contracts of employment All staff will receive an individual letter setting out the resulting changes to their contract of employment. The new terms and conditions will supersede all existing national and local arrangements for and grading. All other terms and conditions of employment not specifically varied by these proposals remain unchanged. 1.2 Protection arrangements In most cases the new scales and associate conditions are more favourable than the existing arrangements. However, a small number of employees may find some aspects of the proposed new arrangements less advantageous. The principle of equal pay for work of equal value requires the University to ensure that all staff on the same grade are paid fairly and consistently for the work they do. For this reason, it is not possible to protect staff indefinitely if they have more favourable pay and/or terms and conditions than other staff employed on the same grade. In most cases, the maximum period for which protection will be provided is four years. The arrangements set out in Annexe 3 describe how the position of these staff will be protected on assimilation to the new structure. In order to smooth the transition for the staff concerned, these arrangements are as generous as they can be within the limits of employment law, and in many cases go beyond the arrangements set out in the National Framework Agreement. 2. Objectives of a new structure for the University of Oxford The overall aim of the new structure for Oxford is to ensure that the University is able to recruit, retain and reward staff of the calibre required in all categories of employment. Specifically, the new arrangements set out in this booklet aim to: provide a single, streamlined and grading framework for all staff which is equitable and consistent with the principle of equal pay for work of equal value; develop structures which are appropriate to the specific needs of this University; and set rates which place the University in a competitive but affordable position, recognising the particular financial pressures on the University at the present time. 1 Information about the joint committees with staff representatives and how to contact members is available on the Personnel Services website at: http://www.admin.ox.ac.uk/ps/staff/joint/informatio.shtml 3
2.1 New structure The new structure is shown in Annexe 1. The scales are based on the new national pay spine contained in the National Framework Agreement. 2.2 How the new structure was developed The new structure was developed in consultation with departments and staff representatives. It is underpinned by the Higher Education Role Analysis (HERA) job evaluation scheme, which was developed specifically for universities and covers all staff groups. To develop the structure for Oxford, trained analysts interviewed a large cross-section of staff in typical jobs across the University. The results show a very good match between HERA job evaluation scores and current grade, which reflects the high degree of consistency in our existing grading processes. 2.3 Assimilation how the new grade and are determined As there is a good match between HERA job evaluation scores and current grade, staff will slot into the new structure according to their existing grade. The in the new grade will be determined according to on 31 July 2006, with staff moving to the pay point that most closely matches their current, as follows: if a pay point in the new structure exactly matches the member of staff s current they will move to that point on 1 August 2006; if the member of staff s current does not exactly match to a pay point in the new structure they will assimilate to the nearest higher point on 1 August 2006. The tables in Annexe 2 show how the current grades map to the new structure. 2.4 Progression within grade All new grades contain some automatic incremental points and some superscale discretionary points. Salary points which are asterisked (*) are discretionary and progression is not automatic. Salary points which are not asterisked will be reached through normal annual incremental progression as at present. 2.4.1 Annual service increments Existing arrangements for automatic annual service progression will continue. Eligible staff will receive an annual increment within the new pay structure on 1 October 2006. 2.4.2 Discretionary increments Discretionary increments within the normal service range or within the superscale range may be paid on grounds of recruitment, retention, or merit, as now. The University s existing policies and procedures for discretionary increments meet the requirements of the National Framework Agreement and will operate unchanged within the new grading structure. The University s arrangements for merit pay can be found on the Personnel Services website at: http://www.admin.ox.ac.uk/ps/managers/salaries/discretionary/6.shtml and for retention payments at: http://www.admin.ox.ac.uk/ps/managers/salaries/discretionary/5.shtml 2.5 Exceptional circumstances In a small number of cases the outcome of assimilation to the new structure, and therefore progression, is less straightforward. To prevent these employees being disadvantaged, special 4
arrangements have been agreed to protect the salaries of employees in the circumstances listed below: assimilation to the new pay spine where current pay is higher than the pay range of the assimilation grade, i.e. red circling ; where incremental progression on the assimilation grade would be slower than in the current grade (i.e. there are fewer incremental steps between the current pay point and the service maximum of the current grade than the number of incremental points to cover the same range in the assimilation grade). This situation arises in some cases because the national pay spine has regular three per cent steps whereas the current pay scales have irregular steps, some of which are larger than three per cent. Protection arrangements in these circumstances are described in Annexe 3. 2.6 Requesting a review of your assimilation grade Extensive job evaluation of a large cross-section of staff has gone into the development of the new grading structure. However, if you believe that your post has not been assimilated to the correct new grade, for example because your job has developed significantly without being regraded under the existing grading arrangements, you will be able to request a review of your assimilation grade. Details of how to request a review will be provided in the letter that will be sent to you detailing the changes to your pay, and any other terms and conditions, and are available on the Personnel Services website. 3. Pension scheme membership From 1 August 2006, staff appointed to academic -related posts, (i.e. new grade 6 and above) will join the Universities Superannuation Scheme (USS). In certain defined circumstances, employees may, as an alternative, join the National Health Service Pension Scheme (NHSPS), as at present. Staff who assimilate to new grade 6 or above and are currently members of the Oxford Staff Pensions Scheme (OSPS) will remain in OSPS unless they choose to transfer to USS. Staff must exercise their choice by 31 August 2006. The transfer value paid by the OSPS is designed so that the credit applied to USS is equal in value to the benefits earned in OSPS. Because of slight differences between the schemes, the pensionable service credited in USS may be different from the pensionable service earned in OSPS. There will be no compensation for any shortfall. Staff in this position should discuss their individual circumstances with staff in the Pensions Office. Existing retirement dates are not affected by the implementation of the new structure. 4. Working hours Staff in new grades 6-10 do not have defined hours of work, and therefore are not eligible for paid overtime. 5. Leave entitlement All staff employed in new grades 1-10 will be entitled to 38 days of paid holiday (inclusive of eight public holidays). Entitlement for part-time staff will be calculated pro rata to 38 days and will include a pro rata entitlement to public holidays. Any locally agreed departmental closure days will be deducted from the total entitlement of 38 days. All staff employed in new grades 1 10 will be eligible for long service leave based on completed years of service within higher education as follows: 5
Years of service Additional days of leave 5 6 1 7 9 2 10 14 3 15 19 4 20 and over 5 Academic -related staff who receive, for whatever reason, annual holidays in excess of the University s standard of 38 days are not entitled to the University s provisions for long service leave whilst they retain those better basic entitlements. 2 (Discussions are still in progress concerning any academic -related staff whose contract of employment currently specifies more leave than these standard entitlements.) Part-time staff will be entitled to accrue long service leave pro rata to the above schedule. 2 Staff Committee circular 420/87. 6
ANNEXES 7
New structure Annexe 1 Based on national 51 point pay spine with additional points added for Oxford Salaries at 1 August 2005 Pay spine point Salary New grade New grade New grade New grade New grade New grade 6 New grade New grade New grade 9 New grade Grade 10a ** 1 2 3 4 5 7 8 10 Current grades T01, T02, C1, TT Current grades C2, TB, L03 Current grades C5, TE, Lector Current Current grades ALC3, RSII Main lecturer grades Current grades C3, TC, T03, L04 Current grades C4, TD, T04, T05, L05 Current grades ALC1, C6, TF, RS1B, Instructor grades ALC2, TG, TH, TI, RS1A, Junior Lecturer, Dept. Lecturer, Tutor in Fine Art Current grades ALC4, RSIIX, Assistant Keeper Current grades ALC5, RSIII, Keeper, Librarian 55 53,670 9* 54 52,107 8* 53 50,589 7* 52 49,116 6 11 51 47,685 5 10 50 46,296 9* 4 9 49 44,947 8* 3 8 48 43,638 7* 2 7 47 42,367 6 1 6 46 41,133 10* 5 5 45 39,935 9* 4 4 44 38,772 8* 3 3 43 37,643 7 2 2 42 36,546 6 1 1 41 35,482 5 40 34,448 4 39 33,445 11* 3 38 32,490 10* 2 37 31,525 9* 1 36 30,607 8 35 29,715 7 34 28,850 10* 6 33 28,009 9* 5 32 27,194 8* 4 31 26,401 7 3 30 25,633 10* 6 2 29 24,886 9* 5 1 28 24,161 8* 4 27 23,457 7 3 26 22,774 6 2 25 22,111 5 1 24 21,467 9* 4 23 20,842 8* 3 22 20,235 7* 2 21 19,645 6 1 20 19,093 5 19 18,517 9* 4 18 17,978 8* 3 17 17,454 7* 2 16 16,946 6 1 15 16,452 5 14 15,973 9* 4 13 15,508 8* 3 12 15,056 7* 2 11 14,618 6 1 10 14,192 5 9 13,778 4 8 13,387 3 7 13,009 6* 2 6 12,692 5* 1 5 12,335 4 4 11,989 3 3 11,703 2 2 11,377 1 1 11,060 XXXXXX Note 1: * Discretionary point Note 2: ** Notional combined university/college stipend for those holding joint appointments 8
Annexe 2 Assimilation tables How to read the tables on pages 8-15: 1. Find the current grade and scale point on the table on the left hand side (e.g. ALC grade 1 (B50/C50), scale point 3, 22,289). 2. Match the current grade and scale point on the left hand side table to the new scale point immediately opposite on the right hand side table (e.g. ALC grade 1 (B50/C50), scale point 3 22,289 matches new grade 6, scale point 2, 22,774). 3. This is the new pay on assimilation on 1 August 2006. 4. Staff will be eligible for a service increment within the new grade on 1 October 2006 provided they have been in post since 1 July 2006. 5. If eligible for a service increment, look to see if there is a further service scale point (i.e. not a discretionary point *) in the new grade above the pay on assimilation. The member of staff will move to the next service point on 1 October 2006 (e.g. ALC grade 1 (B50/C50), scale point 3 assimilates to new grade 6, scale point 2 on 1 August 2006 and moves to scale point 3 on 1 October 2006, 23,457). 6. In some new grades staff on more than one current scale point will be assimilated to the first scale point of the new grade. For example researchers in research grade 1A (D31) scale points 1 to 5 will all assimilate to new grade 7 scale point 1. 7. Existing academic -related staff will progress through the new grade to the point equivalent to their current service (i.e. non-discretionary) maximum at the same annual rate as in their old grade. (See 2.2 of Annexe 3.) 8. Some existing staff will receive double increments at one or sometimes two scale points as they progress through the servic e range of the new grade in order to preserve their current expectations of incremental progression. These scale points are indicated on the assimilation tables. (Note: double increments protect progression through the service range. This does not apply to progression through the discretionary range of the new grades.) 9. For example in research grade 1A, staff assimilating to scale point 2 on new grade 7 will miss scale points 3 and 7. Staff assimilated to scale points 4, 5 or 6 will miss scale point 7. 10. Once the scale point is reached on the new grade which is equivalent to the service maximum for the old grade, staff will progress normally through any remaining service points. For example, staff assimilated to new grade 6 from research grade 1B, on reaching scale point 6 (equivalent to the old service maximum) will receive one further (automatic) service increment to reach their new service maximum at scale point 7. 11. New appointees from 1 August 2006 will progress through all of the automatic service points by annual increments. 9
Note: All salaries at 1 August 2005 Academic-related grade 1 mapped onto new grade 6 Admin/Lib Grade 1 B50/C50 ASSIMILATION TABLES New grade 6 Annual Scale point Annual Scale point Comments Pay spine 28,850 10* 34 27,929 8* 28,009 9* 33 26,470 7* 27,194 8* 32 26,401 7 31 25,565 6* 25,633 6 30 24,352 5* 24,886 5 29 24,161 4 28 23,182 4* 23,457 3 27 22,289 3 22,774 2 26 21,156 2 20,044 1 22,111 1 25 Note: * Discretionary point Academic-related grade 2 mapped onto new grade 7 with double increment(s) Admin/Lib Grade 2 New grade 7 double increment B51/C51 Personal protection Annual Scale point Annual Scale point Comments Pay spine Annual 36,959 12* 43 37,643 35,254 11* 41 35,482 33,646 10* 40 34,448 33,445 11* 39 32,490 9* 32,490 10* 38 31,274 8* 31,525 9* 37 30,002 7 30,607 8 36 29,715 7 35 28,829 6 28,850 6 Skips scale point 7 on progression 34 27,929 5 28,009 5 Skips scale point 7 on progression 33 26,470 4 27,194 4 Skips scale point 7 on progression 32 26,401 3 31 25,565 3 25,633 2 Skips scale points 3 & 7 on progression 30 24,352 2 24,886 1 Skips scale points 3 & 7 on progression 29 23,182 1 24,886 1 Skips scale point 7 on progression 29 Note 1: * Discretionary point Note 2: Because the rate of progress to the service maximum in the current grade is faster than in the new grade for certain scale points, current staff assimilating to new grade 7 on 1 August 2006 will skip certain scale points. 10
Note: All salaries at 1 August 2005 Academic-related grade 3 mapped onto new grade 8 with double increment(s) Admin/Lib Grade 3 B52/C52 New grade 8 double increment Personal protection Annual Scale point Annual Scale point Comments Pay spine Annual 43,850 10* 49 44,947 42,448 9* 48 43,638 41,294 8* 47 42,367 40,287 7* 41,133 10* 46 39,935 9* 45 38,685 6* 38,772 8* 44 36,959 5 37,643 7 43 36,546 6 42 35,254 4 35,482 5 Skips scale point 6 on progression 41 33,646 3 34,448 4 Skips scale point 6 on progression 40 33,445 3 39 32,490 2 32,490 2 Skips scale points 3 & 6 on progression 38 31,274 1 31,525 1 Skips scale points 3 & 6 on progression 37 Note 1: * Discretionary point Note 2: Because the rate of progress to the service maximum in the current grade is faster than in the new grade for certain scale points, current staff assimilating to new grade 8 on 1 August 2006 will skip certain scale points. Academic-related grade 4 mapped onto new grade 9 with double increment Admin/Lib Grade 4 B53/C53 New grade 9 double increment Annual Scale point Annual Scale point Comments Pay spine 45,954 10* 46,296 9* 50 44,818 9* 43,850 8* 44,947 8* 49 42,448 7* 43,638 7* 48 41,294 6* 42,367 6 47 40,287 5 41,133 5 46 39,935 4 45 38,685 4 38,772 3 Skips scale point 4 on progression 44 36,959 3 37,643 2 Skips scale point 4 on progression 43 35,254 2 36,546 1 Skips scale point 4 on progression 42 33,646 1 36,546 1 42 Note 1: * Discretionary point Note 2: Because the rate of progress to the service maximum in the current grade is faster than in the new grade for certain scale points, current staff assimilating to new grade 9 on 1 August 2006 will skip certain scale points. 11
Note: All salaries at 1 August 2005 Academic-related grade 5 mapped onto new grade 10 Admin/Lib Grade 5 B54/C54 Annual Scale point Annual Scale point Comments Pay spine 53,670 9* 55 52,107 8* 54 49,847 10* 50,589 7* 53 48,537 9* 49,116 6 52 47,262 8* 47,685 5 51 45,954 7* 46,296 4 50 44,818 6* 43,850 5 44,947 3 49 42,448 4 43,638 2 48 41,294 3 40,287 2 42,367 1 47 38,685 1 Note: * Discretionary point New grade 10 12
Note: All salaries at 1 August 2005 Research grade 1B mapped onto new grade 6 with double increment Research 1(B) New grade 6 double increment Grade D30 Personal protection Annual Scale point Annual Scale point Comments Pay spine Annual 31,274 11* 37 31,525 30,002 10* 36 30,607 28,829 9* 28,850 10* 34 27,929 8* 28,009 9* 33 26,470 7* 27,194 8* 32 26,401 7 31 25,565 6 25,633 6 30 24,352 5 24,886 5 29 24,161 4 28 23,182 4 23,457 3 Skips scale point 4 on progression 27 22,289 3 22,774 2 Skips scale point 4 on progression 26 21,156 2 22,111 1 Skips scale point 4 on progression 25 20,044 1 22,111 1 25 Note 1: * Discretionary point Note 2: Because the rate of progress to the service maximum in the current grade is faster than in the new grade for certain scale points, current staff assimilating to new grade 6 on 1 August 2006 will skip certain scale points. 13
Note: All salaries at 1 August 2005 Research grade 1A mapped onto new grade 7 with double increment(s) Research 1(A) Grade D31 New grade 7 double increment Personal protection Annual Scale point Annual Scale point Comments Pay spine Annual 36,959 15* 43 37,643 35,254 14* 41 35,482 33,646 13* 40 34,448 33,445 11* 39 32,490 12* 32,490 10* 38 31,274 11* 31,525 9* 37 30,002 10 30,607 8 36 29,715 7 35 28,829 9 28,850 6 Skips scale point 7 on progression 34 27,929 8 28,009 5 Skips scale point 7 on progression 33 26,470 7 27,194 4 Skips scale point 7 on progression 32 26,401 3 31 25,565 6 25,633 2 Skips scale points 3 & 7 on progression 30 24,352 5 24,886 1 Skips scale points 3 & 7 on progression 29 23,182 4 24,886 1 Skips scale point 7 on progression 29 22,289 3 21,156 2 24,886 1 29 20,044 1 Note 1: * Discretionary point Note 2: Because the rate of progress to the service maximum in the current grade is faster than in the new grade for certain scale points, current staff assimilating to new grade 7 on 1 August 2006 will skip certain scale points. 14
Note: All salaries at 1 August 2005 Research grade II mapped onto new grade 8 with double increment(s) Research II New grade 8 double increment Grade D32 Personal protection Annual Scale point Annual Scale point Comments Pay spine Annual 43,850 13* 49 44,947 42,448 12* 48 43,638 41,294 11* 47 42,367 40,287 10* 41,133 10* 46 39,935 9* 45 38,685 9* 38,772 8* 44 36,959 8 37,643 7 43 36,546 6 42 35,254 7 35,482 5 Skips scale point 6 on progression 41 33,646 6 34,448 4 Skips scale point 6 on progression 40 33,445 3 39 32,490 5 32,490 2 Skips scale points 3 & 6 on progression 38 31,274 4 31,525 1 Skips scale points 3 & 6 on progression 37 30,002 3 31,525 1 Skips scale point 6 on progression 37 28,829 2 27,929 1 31,525 1 37 Note 1: * Discretionary point Note 2: Because the rate of progress to the service maximum in the current grade is faster than in the new grade for certain scale points, current staff assimilating to new grade 8 on 1 August 2006 will skip certain scale points. 15
Note: All salaries at 1 August 2005 Research grade IIX mapped onto new grade 9 with double increment Research IIX Grade D33 New grade 9 double increment Annual Scale point Annual Scale point Comments Pay spine 45,954 13* 46,296 9* 50 44,818 12* 43,850 11* 44,947 8* 49 42,448 10* 43,638 7* 48 41,294 9* 42,367 6 47 41,133 5 46 39,346 8 39,935 4 45 38,772 3 44 36,959 7 37,643 2 Skips scale point 3 on progression 43 35,254 6 36,546 1 Skips scale point 3 on progression 42 33,646 5 32,490 4 31,274 3 36,546 1 42 30,002 2 28,829 1 Note 1: * Discretionary point Note 2: Because the rate of progress to the service maximum in the current grade is faster than in the new grade for certain scale points, current staff assimilating to new grade 9 on 1 August 2006 will skip certain scale points. 16
Note: All salaries at 1 August 2005 Research grade III mapped onto new grade 10 Research III Grade D34 New grade 10 Annual Scale point Annual Scale point Comments Pay spine 53,670 9* 55 52,107 8* 54 49,847 12* 50,589 7* 53 48,537 11* 49,116 6 52 47,262 10* 47,685 5 51 45,954 9* 46,296 4 50 44,818 8* 43,850 7 44,947 3 49 42,448 6 43,638 2 48 41,294 5 40,287 4 38,685 3 42,367 1 47 36,959 2 35,254 1 Note: * Discretionary point 17
Annexe 3 Protection arrangements 1. Staff aged 60 and over on assimilation If you are aged 60 or over on 1 August 2006 you may opt to remain on all your current terms and conditions of employment until your normal University retirement age. This is relevant to those staff whose or other terms and conditions are being protected. 2. Pay 2.1. Assimilation to the new pay spine where current pay is higher than pay in the new grade ( red circling ) (a) Where the new grade carries a lower maximum than the current staff will transfer to the new pay spine at the spine point equal to or immediately above existing, i.e. existing pay will be the same or higher on assimilation. (b) On assimilation to the new structure, all staff red circled will be offered the opportunity for the grade of their post to be reviewed using the HERA job evaluation scheme. If the post is evaluated at a higher grade, staff will assimilate to that grade from 1 August 2006. (c) By agreement between the staff member and his or her line manager, the responsibilities of the post may be increased such that (following job evaluation of the post) the post is regraded to the higher grade in the new structure. (d) By agreement between the staff member and his or her line manager, staff may be transferred to a post at a higher grade if an appropriate one becomes available, enabling him or her progress within that grade. In the interim the staff member may be offered a range of training and development opportunities to maximise their chances of moving to a post at a higher grade. (e) The law on equal pay for work of equal value does not allow red circled staff to remain indefinitely on a protected : such staff will receive protection for a maximum of four years. Therefore, unless one of the arrangements outlined in (b), (c) and (d) above has been put in place, on 1 August 2010 the red circled member of staff s will revert to the top point of the assimilation grade (including the discretionary points). (f) During the period of pay protection (i.e. until 1 August 2010) (i) (ii) (iii) the annual uplift to the pay spine will be applied to the protected ; there will be no entitlement to any incremental progression; the staff member will not be eligible to receive any discretionary increments, for example through the annual merit award exercise. 2.2. Protection of incremental progression In line with the Memorandum of Understanding between the AUT and the Universities and Colleges Employers Association (UCEA), the following arrangements will apply to protect the incremental progression of existing staff on transition to the new pay spine. (a) (b) Incremental progression to the point on the new pay spine equivalent to the service maximum of the old grade will take no longer than under current equivalent arrangements. To achieve this, relevant staff will receive double increments at certain points in the new pay spine, as shown in Annexe 2. Staff appointed from 1 August 2006, or regraded from this date, will move through the new pay spine by normal annual increments. 3. Leave Discussions are still in progress regarding any academic -related staff whose contract of employment 18
currently specifies more leave than the standard entitlements. 19