A2: Main page
1. Hours of attendance
2. Meal breaks
3. Arrangement of the working week
4. Record of attendance
5. Attendance at training and part-time education classes
6. Flexible working
7. Travelling time
9. Emergency arrangements
10. Living in establishment accommodation
11. Intellectual property
The number and arrangement of hours you are expected to attend for work are set out in your statement of terms and conditions of employment and in local rules. The terms and conditions stated in the rest of this section will apply where a specific term or condition is not mentioned in the statement or in local rules.
Working time is organised to comply with the Working Time Regulations 1998 and also the provisions concerning the protection of young people at work (the Young Workers Directive) which protect the health and safety of employees. See www.hse.gov.uk/youngpeople/index.htm Health & Safety Executive – ‘Young people at work’.
2.1.1 All employees who work more than 6 hours a day must take a daily meal break of at least 30 minutes taken as a single period. For your wellbeing, you are strongly encouraged to take this break away from your desk or workplace, and in some cases this is mandatory – please see local rules.
2.1.2 Full-time employees are allowed an unpaid meal break of one hour in any full working day. This may be varied in the following circumstances, but subject to paragraph 1.2 above.
- Where shorter periods are taken to meet the requirements of management or employees
- Where there are arrangements for flexible working hours
2.1.3 Part-time employees: In any daily attendance of at least 3, but less than 6 hours, employees are allowed a minimum of 30 minute unpaid meal break. For your wellbeing, you are strongly encouraged to take this break away from your desk or workplace, and in some cases this is mandatory – please see local rules.
The Chair of any meeting must give each attendee the opportunity to agree or decline to work through the nominal mealtime. An agreed mealtime must be taken if any attendee wishes to do so.
The standard arrangement is a 5 day working week but the following may be applied as appropriate according to the requirements of the work programme:
- a 10½ day fortnight
- a 5½ day week
- an "annualised hours" arrangement, where the total number of hours to be worked in a year is agreed between you and your establishment
- a "zero hours" arrangement where you work on an "as and when" basis, by agreement with your establishment
You are required to keep a record of your attendance, both for the purpose of establishing any overtime to be paid, and to comply with the Working Time Regulations – see appendix A9:3, working time.
Please refer to the research council learning and development policy below for information.
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Please refer to the research council flexible working policy below for information.
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"Travelling time" is defined as time spent on official travel outside of conditioned hours (see paragraph 3.1) after deductions for home to workplace travel and sleeping time, if appropriate. Time spent on official travel within conditioned hours is counted as work, subject to certain exceptions. See appendix A2.1 for further information about travelling time.
Please refer to the research council mobility policy below for information.
The following arrangements may be applied at the Director’s discretion in emergencies, e.g. when there is a disruption of public transport, or adverse weather. Also see local ‘disaster recovery plan’.
- to make every effort to report for duty at the normal place of work, unless instructed otherwise. Please see local rules re employees coming to work on foot
- to carry out whatever work the establishment considers necessary, which may involve duties not normally undertaken. Appropriate training and full consideration of any necessary health and safety arrangements will be given prior to commencement
Designated employees will be informed if they are considered ‘essential’ because of work which cannot be postponed. If such employees are not able to make their own arrangements to get to work, they may be accommodated at or near the establishment or official transport may be arranged.
Claims for extra expenditure incurred during a transport emergency may be considered at Director’s discretion, e.g.:
- Carer costs.
- Accommodation and food costs
- Travel costs
- Passenger supplement may be claimed for any official passengers who are not normally carried
Employees may be required to alter their normal hours of attendance, in which case employees’ domestic responsibilities and family commitments will be taken into account.
Establishments may, at their discretion, impose a ban on annual leave during or immediately prior to an emergency, but otherwise annual leave may be taken in the usual way subject to the needs of the work.
Employees who have been on leave must make every effort to report for duty at their normal place of work even if there is still an emergency at the end of their leave.
Employees unable to report in person must telephone the establishment as per local rules and may, at establishment discretion, be regarded as covered by 'basic pay' as follows.
9.6.2. Basic pay
If the Director is satisfied that the employee has taken all reasonable steps to report for duty and that no other suitable work is available for the employee, the Director has the discretion to approve the absence from duty and continue to pay the employee in full. A similar concession may be extended to employees who are allowed to attend for hours which are shorter than usual. These arrangements cannot go beyond 2 weeks and can be modified depending on the circumstances.
9.6.3. Overtime payment
Overtime is only paid for hours worked in excess of conditioned hours except that employees allowed to attend for less than their full day under the terms of ‘basic pay’ (see section A7: paragraph 2.4) may be credited with normal conditioned hours for the day.
When an establishment alters working hours due to an emergency, and long and short days are worked, or some similar arrangement applies, overtime will be paid only if the total hours worked during the emergency exceed the total conditioned hours for the period.
If you live in establishment accommodation you will be charged a rent based on the open market value of the property. Unless you:
- are entitled to pay a statutory "fair rent"
- are classed as a "key staff" member
Further details about rent and other matters affecting employees living in establishment property are in appendix A2:3.
Appendix A2:4 deals with matters relating to intellectual property, including ownership.
Last updated 02/01/14
Amendment 167 - January 2014