Employment code:

Employment code amendments 2011

Amendment 138 - Pre-redundancy measures
Amendment 137 - Institutes on BBSRC terms
Amendment 136 - Social networking
Amendment 135 - Correction to links in appendix A14.2
Amendment 134 - Calculation of sick pay limits
Amendment 133 - Uprating of subsistence payments
Amendment 132 - RERAD renamed RESAS
Amendment 131 - Section A11 renamed
Amendment 130 - Revised compensation arrangement
Amendment 129 - Amendments to the personal promotion section RE paperwork and process
Amendment 128 - Increase to the higher rate motor mileage allowance
Amendment 127 - Administration of childcare vouchers
Amendment 126 - Removal of reference to IMP and of appendix 14.12
Amendment 125 - Revision of childcare voucher scheme
Amendment 124 - Calculating and recording public and privilege holidays for part time employees
Amendment 123 - Amendment to special bonus scheme and removal of default retirement age
Amendment 122 - Changes to zero hours contracts
Amendment 121 - Deletion of A5.1 - Performance pay
Amendment 120 - Examples of disciplinary offences - amended hyperlink
Amendment 119 - Pay award 2010
Amendment 118 - Deputising - clarification and change of name
Amendment 117 - Review of short-term appointments
Amendment 116 - Review of health and attendance strategy

Amendment 138

Appendix A14.2

Pre-redundancy measures

Paragraph 4 of the Redeployment and Redundancy Guide ( appendix A14.2) has been revised to clarify what is meant by redeployment as a pre-redundancy measure. The paragraph is referring to the scope of moving individuals into other suitable roles internally.

Those of you maintaining a hard copy of the code will need to print the appendix to the introduction to the employment code from the website.

December 2011

Amendment 137

Appendix to introduction

Institutes on BBSRC terms

The list of Institutes under BBSRC terms and conditions has been updated, see the appendix to the introduction to the employment code.

Those of you maintaining a hard copy of the code will need to print the appendix to the introduction to the employment code from the website.

December 2011

Amendment 136

Appendix A2.5 - The personal use of social media networking
Appendix A3.7 - Harassment and bullying policy
Appendix A12b.4i - Examples of disciplinary offences

Social networking

Paragraph 7 of appendix A2.5 has been updated following discussions at the BBSRC employment law training day (June 2011) and recent employment law cases regarding use of social media. We have provided a more detailed list of disciplinary offences and added cross references to the examples of disciplinary offences (see appendix A12b.4i) and the harassment and bullying policy (see paragraph 2.2 of appendix A3.7)

Those of you maintaining a hard copy of the code will need to print appendix A12b.4i, A2.5 and A3.7 from the website.

October 2011

Amendment 135

Appendix A14.2 - Redeployment and redundancy guide

Correction to links in appendix A14.2

A few minor errors have been corrected in appendix A14.2 - typos or links to other pages not working or missing.

Those of you maintaining a hard copy of the code will need to print appendix A14.2 from the website.

September 2011

Amendment 134

Appendix A9.4 - Health and attendance strategy

Calculation of sick pay limits

The calculation of sick pay in paragraph 2.3 of appendix A9.4 has been amended to bring BBSRC into line with the sickness absence pay rules applied by the other Research Councils. The change takes effect from 1 October 2011.

Those of you maintaining a hard copy of the code will need to print appendix A9.4 from the website.

September 2011

Amendment 133

Appendix A11.1i - Food and accommodation rates

Uprating of subsistence payments

Appendix A11.1i has been amended to show new rates for subsistence payments with effect from 1 September 2011.

Those of you maintaining a hard copy of the code will need to print appendix A11.1i from the website.

August 2011

Amendment 132

Introduction - main page
Appendix A6.10: Main page - Individual grading review procedure
Appendix A7.11 - Overbearing
Appendix A10.2: Main page- Code on gifts and material hospitality
Appendix A12b:2- Code of conduct for employees of the Scottish Main Research Providers
Appendix A12d:1- Whistleblowing
Appendix A14.1- Redeployment and redundancy agreement
appendix A14.2- Redeployment and Redundancy Guide
Appendix 14.4: Main page- Redeployment committee - guidance notes
Appendix A14.4ii- Interviewing ‘at risk’ employees
Appendix 14.11: Main page- LTC redundancy agreement

The above parts of the Employment Code have been amended because the Rural and Environmental Research and Analysis Directorate of the Scottish Office (RERAD) is now known as the Rural and Environment Science and Analytical Services division (RESAS).

Those of you maintaining a hard-copy of the Employment Code will need to print all of the above parts of the employment code.

August 2011

Amendment 131

Section A11 - Permanent change of location

Renaming of section A11

Section A11 is now called "Permanent change of location, travel and other allowances". This more accurately reflects the full content of the Section.

Those of you maintaining a hard-copy of the code will need to print the employment code main contents page, and the contents to section A11. The main page of appendix A11, and appendix A11.1, are unaffected by this change of name.

August 2011

Amendment 130

Section A14 (main page) - Leaving us
Appendix A14.1 - Redeployment and redundancy agreement
Appendix A14.2 - Redeployment and redundancy guide
Appendix A14.3 - Guidance notes on redundancy selection criteria
Appendix A14.4 (main page) - The Redeployment Committee - Guidance notes
Appendix A14.4i - Redeployment committee - List of members
Appendix A14.4ii - Interviewing employees ‘at risk’ of redundancy
Appendix A14.5 - Redundancy and redeployment template letters
Appendix A14.6 - Post loss justification form - appeal cases
Appendix A14.7 - Standard letter: notice of redundancy template
Appendix A14.8 - Post loss justification form - all cases
Appendix A14.9 - Options form
Appendix A14.10 - Redundancy process flowchart
Appendix A14.11 - Retirement
Appendix A14.12 - Standard Compromise Agreement
Appendix A14.13 - Agreed Severance Procedure (AS)
Appendix A14.14 (main page) - LTC redundancy agreement
Appendix A14.14i - Flowchart of LTC redundancy agreement

Revised compensation arrangements

Section A14 has been amended to take account of recently agreed changes to the compensation arrangements.

The following have been removed as a result of the changes to the scheme:

Appendices A14.5, A14.7 and A14.10

Appendices A14.6 onwards have been renumbered accordingly.

The content of the following have been amended as a result of the changes to the scheme:

Section 14 (main page), appendix A14.1, A14.2, A14.3 and the main page of appendix A14.14 (now renumbered as A14.11

All other appendices within section A14 have had minor changes made (e.g. - cross-references corrected).

Those of you maintaining a hard-copy of the employment code will need to print all of section A14, included the index to section A14 and the index to appendix A14.11 (the index to Appendix A14.4 is unchanged).

July 2011

Amendment 129

Section A6 (main page) - Promotion opportunities
Appendix A6.1 - Criteria for the assessment
Appendix A6.2 - Nomination form
Appendix A6.3 - Personal role evaluation
Appendix A6.4 - Personal Promotion Panels
Appendix A6.5 - Promotion interview panel: referee report
Appendix A6.6 - Promotion interview panel: interview report

Amendments to the personal promotion section RE paperwork and process

Amendments have been made to the personal promotion section of the employment code (see main page and appendices A6.1 to A6.6 of section A6), to reflect feedback and recommendations from the Personal Promotion Board regarding the paperwork and process.

If you are maintaining a paper version of the employment code you will need to replace the main page and appendices A6.1 to A6.6 of Section A6 with a print-out from the website

July 2011

Amendment 128

Section A11, appendix A11.1ii - Travel and related expenses rates

Increase to higher rate motor mileage allowance

The higher rate of motor mileage allowance is increased from 40p per mile to 45p per mile with effect from 1 July 2011. See appendix A11.1ii. Other mileage rates remain unchanged.

If you are maintaining a paper version of the employment code you will need to replace appendix A11.1ii with a print-out from the website

June 2011

Amendment 127

Section A3, part 2 - Flexible working arrangements

Administration of childcare voucher scheme

Swindon office is no longer responsible for the administration of childcare vouchers. The employment code has been amended to reflect this change. Please see Section A3 - part 2, paragraph 5.1. The childcare voucher scheme guidance note has also been updated. Please see section A3: Part 1, paragraph 6.

If you are maintaining a paper version of the employment code, you will need to print all of section A3, part 2. If you are keeping paper versions of guidance notes, you will need to print the guidance note on the childcare voucher scheme.

May 2011

Amendment 126

Appendix A1.6 - Personal merit appointments (outline procedure)
Appendix A14.12 - Formal request to work beyond the proposed retirement date

Removal of reference to IMP and of appendix 14.12

The following amendments have been made:

Appendix A1.6, Personal merit appointment - reference to IMP has been removed as this scheme was replaced by the Personal promotion scheme.

Appendix A14.12, Formal request to work beyond the proposed retirement date - this section has been removed following the removal of the default retirement age. All subsequent appendices have been re-numbered.

If you are maintaining a paper version of the employment code you will need to print all of A1.6, A14.12, A14.13 and A14.4.

May 2011

Amendment 125

Section A3: Part 2 - Flexible working arrangements

Revision of Childcare voucher scheme

Section A3 - part 2 - Flexible working arrangements - has been amended to reflect that RCUK SSC Ltd have now taken over the administration of the Childcare voucher scheme (for those Institutes using the RCUK SSC).

If you are maintaining a paper version of the employment code, you will need to print all of section A3: Part 2.

April 2011

Amendment 124

Appendix A8.7- Public/privilege leave days and entitlement

Calculating and recording public and privilege holidays for part time employees

An amendment has been made to appendix A8.7 - Public/privilege leave days and entitlement - to reflect the revised process for calculating and recording public and privilege holidays for part time employees. This change takes effect from 1 April 2011.

If you are maintaining a paper version of the employment code, you will need to print all of appendix A8.7.

April 2011

Amendment 123

Appendix A7.16 - Special bonus scheme
Section A14 - Leaving us
Appendix A14.11 - Retirement

1) Amendment to the Special bonus scheme in relation to part time employees
2) Amendment to A14 to reflect the removal of the default of retirement age

The following amendments have been made to the employment code:

Appendix A7.16, Special bonus scheme - a minor amendment has been made to the Special bonus scheme policy in relation to awards for part time employees. The hours worked by part time employees should be a factor in deciding the appropriate sum to be awarded. Please see paragraph 3.
Section A14 - Leaving us and appendix A14.11 - Retirement - amendments have been made following the removal of the default retirement age in April 2011. BBSRC no longer have a mandatory retirement age of 65. The decade of retirement has been removed from the Employment code but we will continue to offer flexible retirement options.
If you are maintaining a paper version of the employment code you will need to print all of appendix A7.16, section A14 and appendix A14.11

April 2011

Amendment 122

Section A8 - Holidays, leave and special leave
Section A3: Part 2 - Flexible working arrangements
Appendix A3.5 - Zero hours contracts
Appendix A3.6 - Home working
Appendix A3.6i - Home working application form (frequent & formal)
Appendix A3.6ii - Home working self assessment form
Appendix A3.6iii - Home working - risk assessment of the 'home office'
Appendix A3.6iv - Model notification of formal home working agreement
Appendix A3.7 - Career breaks
Appendix A3.8 - Harassment and bullying policy
Appendix A3.9 - Policy on employing people with disabilities

Amendments to employment code following changes to zero hours contracts

Following the introduction of a new contract for zero hour working it has been necessary to make amendments to the employment code, as follows:

Section A3 - part 2 - As zero hour contracts will only be used for unexpected and short term business requirements and without employee status or continuous service etc, it has been removed as an option under our flexible working arrangements

Section A8 - Holidays, leave and special leave - new arrangements for annual leave entitlement under a zero hour contract/assignment. See paragraph 2.1 (f).

Appendix A3.5 - Zero hours contracts has been deleted. Therefore, all subsequent appendices have been re-numbered as follows:

A3.6 - Home working - now A3.5: Main page
A3.6i - Home working application form (frequent & formal) - now appendix A3.5i
A3.6ii - Home working self assessment form - now appendix A3.5ii
A3.6iii - Home working - risk assessment of the 'home office' - now appendix A3.5iii
A3.6iv - Model notification of formal home working agreement - now appendix A3.5iv
A3.7 - Career breaks - now appendix A3.6
A3.8 - Harassment and bullying policy - now appendix A3.7
A3.9 - Policy on employing people with disabilities - now appendix A3.8

If you are maintaining a paper version of the employment code you will need to print all of the following: section A3 - part 2, section A8(main), A3.5, A3.5i, A3.5ii, A3.5iii, A3.5iv, A3.6, A3.7 and A3.8 (as above links).

March 2011

Amendment 121

Section A5 - Performance, training and development
Appendix A5.1 - Performance pay (formerly merit awards)
Appendix A5.2 - The right to request time to train
Appendix A5.3 - Training request template
Appendix A5.4 - Declaration to repay training expenses

Deletion of A5.1 - Performance pay

Appendix A5.1 explained that merit awards were discontinued with effect from 1 July 2007 and were replaced by performance pay. The information regarding performance pay is also no longer valid and is explained in full in the recently amended appendix A7.3. Therefore, subsequent appendices have been renumbered and relevant links amended, as follows:

A5 (main)- Performance, training and development

Appendix A5.1 - Performance pay (formerly merit awards) - removed

Appendix A5.2 - The right to request time to train is now appendix A5.1

Appendix A5.3 - Training Request template is now appendix A5.2

Appendix A5.4 - Declaration to repay training expenses is now appendix A5.3

If you are maintaining a paper version of the employment code, you will need to print all of the following: A5(main), A5.1, A5.2 and A5.3.

February 2011

Amendment 120

Appendix A12b.4i - Examples of disciplinary offences

Examples of disciplinary offences - amended hyperlink

Within appendix A12b.4i - Drunkenness or the misuse of drugs there is a paragraph on drunkenness or the misuse of drugs which contains a link to the Alcohol and Substance Abuse Policy. The link has been updated, and some minor rewording of text carried out within the paragraph, to take account of the fact that the Policy has been re-located to the employment code.

If you are maintaining a hard copy of the code, you should print appendix A12b.4i.

February 2011

Amendment 119

Section A7 - Key features of pay system
Appendix A7.1 - Pay terminology and pay calculations
Appendix A7.2 Starting pay on appointment
Appendix A7.3 - Performance pay 2010-2011
Appendix A7.3i - Nomination form for exceptional performance pay
Appendix A7.6 - Salary bands and calculation of salary increase

Pay award 2010

Section A7, pay and allowances, of the employment code has been amended following the pay award on 1 July 2010 and the withdrawal of the outstanding performance rating and the merging of the categories above 105% of SP for the 2010 pay award.

If you are maintaining a paper version of the employment code, you will need to print all of appendix A7 - main, appendix A7.1, appendix A7.2, appendix A7.3, appendix A7.3i and appendix A7.6. You will also need to print the index to Appendix A7.3.

February 2011

Amendment 118

Appendix A7.10 – Temporary promotion

Deputising - clarification and change of name

Changes to appendix A7.10 (Temporary promotion) are being made to clarify when deputising is appropriate.

Change of terminology from deputising to temporary promotion
To be used when there is a requirement to fill a role at a higher pay band on a temporary basis lasting more than 4 weeks
Performance panels are asked to bear in mind the proportion of the reporting year worked in the higher band
Duty of HR Manager/line manager to keep the temporary promotee informed about the return to work of the absent colleague or the filling of the vacancy

Deputising is intended to reward staff who are carrying out the full range of work of a higher Band for a period of time; as such individuals are eligible for all the conditions of service of the higher Band (including performance pay) but in some cases it has been used to pay staff who are providing short-term holiday cover and who are not undertaking the full range of activities. Where staff are covering an area of work for a short period of time, this should be seen as a developmental opportunity and such opportunities should be taken into account during the annual PPDR.

Those of you who using hard copies of the code will need to print appendix A7.10 and also the contents to section A7.

January 2011

Amendment 117

Appendix 1.5 - Guidance on the type and usage of employment contracts within BBSRC
Appendix 1.5i - Employment of short-term employees

Review of short-term appointments

Amendments to appendix A1.5- Guidance on the type and usage of employment contacts within BBSRC and appendix A1.5i - Employment of short term employees have been made following a joint review of the use of short term appointments. The main changes are:

The terms of LoLas has been increased to a 5 year term
Career track appointments have been increased to a 6 year term
A category has been added to SETCs to cover a task or project
Changes to the arrangement of zero hour appointments (these are now classified as short term appointments)

January 2011

Amendment 116

Appendix A9.4 (Main page) - Health and attendance policy
A9.4i - Employee wellbeing - policy and good practice guidance
A9.4ii - Responsibility/accountability matrix appendix
A9.4iii - Employee rights and obligations when taking time off due to sickness Appendix
A9.4iv - Managing short-term absence
A9.4v - Overview to procedures
A9.4vi - Managing long-term absence
A9.4vii - Self certification and return to work form, with guidelines on conducting a return to work meeting
A9.4viii - Bradford factor trigger points

Review of health and attendance strategy

The health and attendance strategy has been reviewed and agreed with HR business partners, H&S advisers and the TUS.

It is now included in the code at appendix A9.4 using the following revised structure:

Appendix A9.4 - main page- Health and attendance policy
Appendix A9.4i- Return to work guide
Appendix A9.4ii- Return to work and self-certification form
Appendix A9.4iii- Guide to managing long-term sickness
Appendix A9.4iv- FAQs

The information in appendices A9.4v to A9.4viii has been amalgamated into the above streamlined new structure.

Those of you maintaining a hard-copy of the code should delete the main page of appendix A9.4 together with appendices A9.4i to A9.4viii and replace them with prints of the new appendices A9.4 (main page) and appendices A9.4i to A9.4iv.

January 2011

Contact

policyteam@bbsrc.ac.uk