STAFF HANDBOOK

Contents

Welcome to the GC Staff Handbook 4

College Values 5

The College Mission Statement 6 - 7

Your Responsibilities 8

Frequently Asked Questions 9 - 11

Human Resources 12

Safeguarding 13 - 14

Absence from Work - Sickness 15

Absence from Work - Sick Pay 16

Absence from Work - Other Leave 17

Advice - Where to Go, Annual Leave, Annualised Hours 18

Appraisal, Car Parking and Travel, Career Break Scheme 19

Change in Personal Circumstances, Communications and Computer Usage, Compassionate Leave

20

Contract of Employment, Data Protection, Dependency Leave, Discipline and Capability

21

Equality and Diversity, Eye Testing, Flexible Working Arrangements, Grievance

22

Harassment and Bullying, Health and Safety, HIV/Aids Policy, ID Cards, Job Sharing

23

Learning & Development 24

Leaving the College, Literacy and Numeracy, Long Service Recognition 25

Contents

Loss or Damage to Personal Property, Maternity Leave, Mentoring, Parental Leave

26

Paternity Leave, Pay, Pensions 27

Personal Appearance, Probation, Redundancy 28

Remission of Hours for Lecturing Staff, Removal of Property from College Premises

29

Retirement, Smoke Free Policy, Trade Union Membership, Travel and Subsistence, Whistleblowing

30

Campus Maps 31 - 34

I would like to take this opportunity to warmly welcome you to Gloucestershire College. I pride myself on the fact that the College has a wonderful team of committed and enthusiastic staff who all work hard at creating a great environment for our students. Staff at the College treat all individuals with respect; are realistic and clear about what can and cannot be achieved and are reliable and honest. I am sure that you will commit to promoting this ethos through everything that you do during your career with the College. The information contained in this handbook is intended to provide you with some of the answers to the many queries that arise on a day-to-day basis. It is also designed to provide a factual, albeit not exhaustive, reference point, for the policies and procedures relating to employment at the College. Attempts have been made to clarify policies and procedures but should an occasion arise where you are unsure about the interpretation or application of any policy, please do contact the Human Resources Department or a recognised Trade Union representative. The policies and procedures contained within this document are not an exhaustive list. However, all College policies have been the subject of local consultation or negotiation with the recognised Trade Unions or at National level through the Association of Colleges. As needs arise, and in light of experience, the College reserves the right to amend or introduce new policies and procedures following appropriate consultation with the recognised Trade Unions. Full copies of all policies and procedures referred to in this handbook can be obtained from your manager or Human Resources and are also on SharePoint.

W e l c o m e t o t h e G C S t a f f H a n d b o o k

Matthew Burgess Principal and Chief Executive

Ambition We want to be the very best we can become for our learners - we measure our success by their success. We value what we do because it matters. We believe that every learner can achieve regardless of their ability and aptitude. Responsibility Our success is built on each of us taking personal responsibility for our own actions and work and committing to doing our best every time.

Improvement We are committed to continuously improving everything we do for the benefit of our learners. We actively invite feedback from our customers, regularly review completed tasks to identify opportunities to improve, are receptive to new ideas and learn from our failures as well as our successes. Team work We work collaboratively utilising the different knowledge, skills and experiences we each have; we openly communicate and resolve issues through helping not blaming each other. Communication Everyone is informed, listened to and involved; we take collective responsibility for achieving our vision; we make our expectations clear. Respect We believe that trust, respect and civility bring out the best in people. We celebrate our differences and treat each other and our learners in ways that promote mutual respect. We respect and value the contribution that we each make.

College Values

OUR ASPIRATION

The College aspires to be a destination of choice of which staff and learners are proud. By 2014 this will mean for the College:

Learners achieve high levels of success in terms of qualification achievement, destinations and value added

Inspirational teaching Students leave the College with high aspirations and transferable skills which prepare them for their

future The College will have an excellent reputation in terms of both the quality of its work and its customer

service High levels of satisfaction will be reported by both learners and staff The College will maintain its robust financial position Excellent facilities will be in place for learners The College will partner the local community and take a leading role in meeting skills needs and

supporting economic growth and regeneration Students will aspire to come to the College

OUR VALUES Excellence

Learning in excellence is at the heart of all we do We have high expectations and aspirations for all We continuously challenge ourselves and our students to do better We have a passion for student outcomes

Culture

We have a culture which supports and expects high standards We will value and invest in our staff and students We will learn from what we do and what we could do better We will value constructive feedback

Ways of working

We will expect a culture of neutral respect and will challenge inappropriate behaviour We are committed to achieving the highest standards of integrity, transparency and equality and

diversity in all that we do We recognise that we are using public resources in the best interests of our learners We will communicate clear expectations We will engage with and support our local community

‘ t r a n s f o r m i n g l i v e s , s u p p o r t i n g b u s i n e s s ’

The College Mission Statement

Aim 1: Meeting skills needs Objectives Provide vocational opportunities for 14-19 year olds Increase participation amongst 16-18 year olds Reduce the number of adults with low levels of literacy and numeracy Increase the level of HE and professional skills in the County Provide skills to enable the unemployed to re-enter the labour force Meet the skills needs of employers Maintain and grow our share of the adult skills market Aim 2: Achieving excellence Objectives Improve student success rates year on year Raise levels of customer service with all support areas attaining ISO 9001 Ensure QA systems are robust Improve the profile of school performance Provide inspirational teaching and learning Ensure learners aspire to improve and progress to higher levels Provide learners with the support they need to achieve Aim 3: Modernisation Objectives

Continue to develop leadership and management capacity Develop positive communication methods Install a challenging and supportive culture Ensure the College’s reputation is outstanding Develop a campus in the Forest of Dean to rival the College’s other centres Embed sustainability throughout the organisation Provide effective management information to support decision making Invest in staff as the College’s key asset Continue to provide high level IT facilities for learners Aim 4: Financial health

Objectives

Maintain a robust financial position Increase income from non-government sources

A i m s a n d O b j e c t i v e s

The College Mission Statement ‘ t r a n s f o r m i n g l i v e s , s u p p o r t i n g b u s i n e s s ’

Your Responsibilities

All staff will support and be accountable for the following and challenge any breach of these agreed rules:

Badges should be worn and visible at all times unless it is unsafe to do so (eg in certain workshops).

Smoking in designated places only.

Hats and hoodies should be removed in the classroom (with appropriate exceptions) but may be worn

elsewhere in the College.

We will not tolerate aggressive language with intent to offend or violent behaviour.

Got any questions? You might find they’re answered here! If not, feel free to chat to our HR team on the first day, or ask your line manager. Anyone at the College will be happy to help. What are my working hours? College core hours are from 8:30am - 5:00pm Monday to Thursday and 8:30am - 4:30pm on a Friday. Your working days of the week should have been agreed at the interview or in the verbal offer. If you have any queries about your working hours, please speak to your line manager on your first day. How do I get paid? For salaried staff your payments are made into a bank or building society account on the 26th of the month or preceding working day if the 26th falls on a weekend or bank holiday. For hourly paid staff (i.e. VHC, on-claim) payments are monthly in arrears, so for example, part time lecturers’ work completed in October will be paid at the end of November. What happens with my pension? Academic Staff are automatically elected into the Teachers Pension Scheme. Support staff are automatically elected into the Local Government Pension Scheme. You should complete the relevant pension form included in your pack. Please return this form to the HR department. If you would like to find out more about pensions, please visit the following websites, dependant on the type of pension. Teacher’s Pension: https://www.teacherspensions.co.uk Local Government Pension scheme for support staff: http://www.lgps.org.uk Where do I get an ID card? All staff are issued with an ID card which must be worn at all times when in College for the safety of our learners. Your ID card will be used to access areas within the College along with any photocopying required. You will be issued with an ID card on your first day. Where can I park? All College sites have car parking facilities. If you intend to drive to work you will need to apply for a parking permit and display this in your car. A monthly fee will be deducted from your salary (£4.00 per month or £2.00 per month if you work less than 18.5 hours per week). Please complete the parking permit form included in your pack and return to HR on your first day. What other travel options are there? Travel discount for staff with Stage Coach (1 way trip for £1) on production of a valid Staff ID card. Other tickets are available at a discounted rate via the Stage Coach drivers. What should I wear to work? The College dress code is “smart casual” (no jeans, trainers etc.), the full dress code policy is available on SharePoint (staff intranet). If you have any queries about the specific dress code for your department, please ask your line manager on your first day.

FREQUENTLY ASKED QUESTIONS

What do I do if I am unwell and can’t come to work? Get a message to your line manager by 8.30am on your first day of absence. Give the reason for your absence (‘unwell’ is not enough) and try to indicate the length of time you are likely to be away. Your line manager will update the absence on the HR system (GC Passport). After 7 days absence (don’t forget to count non-working days i.e. Saturday and Sunday) you will be required to provide a doctor’s certificate. How do I make sure the College has the right information about me? It is imperative we maintain accurate information, especially regarding your pay. Change of address, bank details, and telephone numbers, next of kin can be updated directly by you via GC Passport (self-service for employees). Other changes should be made direct with the HR Team. How long is my probationary period? The first six months of your employment will be a probationary period, during which your suitability for the position to which you have been appointed will be assessed. All mandatory training must be completed within your first six months. A list of what training which must be completed is in your new starter checklist. Your line manager will talk to you about how you are settling in to your job at regular intervals during your first 6 months of employment.

FREQUENTLY ASKED QUESTIONS

Exclusivity of Service You are required to devote your full time, attention and abilities to your duties during your working hours and to act in the best interests of the Corporation and maintain its reputation at all times. Accordingly, you must not, without the written consent of the Corporation, undertake any employment or engagement which might interfere with the performance of your duties, You are required to notify the Director of Human Resources of any employment or engagement which you intend to undertake whilst in the employment of the Corporation. The Director of Human Resources will then notify you within ten working days whether such employment is acceptable. Failure to do so could lead to disciplinary action being taken against you.

How do I book time off work? You will be informed of your holiday entitlement for the year before you start. Gain approval from your line manager BEFORE making any bookings. Try to spread your holidays evenly throughout the year - its better for you! All leave up to 31st December must be agreed with your line manager by the end of September. All other leave for the remainder of the year must be booked by 31st December. As a general rule no more than 4 weeks annual leave can be taken during the summer period with 3 consecutive weeks being the maximum. However, a Head of Department can, at their discretion, authorise 4 consecutive weeks annual leave. There must be a minimum of 1 week at work following a 3 (or 4) week break. The College is unable to authorise annual leave on the following days: • College Development Days • The week of the August Bank Holiday • During September unless authorised by a Faculty Director (subsequently this will vary between Faculties and Departments) • Managers cannot book leave on Management Development Days. If you want to book leave during any of the above, you must get approval from your Faculty Director or Vice Principal for your area. All staff must return from the summer break by the Thursday and Friday of GSCE results, particularly if they work in an academic area or a department which directly supports students. Head of Departments can use their discretion on granting leave during this period depending on the areas direct involvement with students.

FREQUENTLY ASKED QUESTIONS

Who are we? The team incorporates Human Resources, Learning and Development and Payroll. Our mission is to provide effective human resource management, leadership and support to clients, both internal and external. What is the HR team responsible for? Recruitment and selection - ensuring that we continue to attract and retain the highest calibre staff. Support managers and supervisors in achieving a range of HR performance indicators, which ultimately

contribute significantly to the success of the organisation and the College’s strategic plan. Equip the College to meet the new Investors in People Standards. Ensure the Equality and Diversity Agenda maintains a high profile. Provide advice and guidance to all staff and managers on a range of employee relations issues. Identify training needs/requirements for all staff; develop and deliver a programme of training covering a

variety of key themes. Co-ordinate and monitor the reforms to ITT qualifications including teacher training qualifications and CPD. Monitor and support academic staff to improve the College’s teaching performance. Lead and co-ordinate a range of employee incentives such as Long Service and Staff Awards, Christmas

party and summer BBQ. Process and deliver a monthly payroll. Co-ordinate and manage the staff benefits schemes.

Contact information: HR related queries, contact hr@gloscol.ac.uk Learning & Development queries, contact Training&Development@gloscol.ac.uk Payroll, pension or benefits queries, contact Payrollmanager@gloscol.ac.uk

HUMAN RESOURCES

HR Information Page

Gloucestershire College is committed to Safeguarding it’s learners. The information contained in the electronic booklet available on SharePoint will equip you with the knowledge to handle a Safeguarding concern correctly and effectively. In order to protect our learners it is important that every member of staff knows how to deal appropriately with a Safeguarding concern. The booklet will provide you with the information you need to recognise an abusive situation and report it correctly within the College’s Safeguarding procedures.

SAFEGUARDING

Safeguarding aims to protect the welfare of learners from sexual, physical or emotional harm or abuse. This involves putting into place a number of measures to create a safe environment in which learners can thrive and achieve, as well as creating a safe, transparent and professional environment for staff. “The term ‘Safeguarding’ describes the broader preventative and precautionary approach to planning and procedures that are necessary to be in place to protect children and young people from any potential harm or damage.” Keeping it Safe, National Council for Voluntary Youth Services

Safeguarding involves learners under the age of 18 and those that are considered to be vulnerable adults due to being unable to care for themselves or are considered more vulnerable to abuse due to a disability or mental health condition.

SAFEGUARDING - NEED TO KNOW

What is Safeguarding?

Safeguarding at GC

At Gloucestershire College we have a procedure for reporting Safeguarding concerns.

For any Safeguarding concerns, one of the following Assistant Safeguarding Officers should be contacted at the relevant campus as follows:

Gloucester Campus Fiona James ext. 3213, mobile 07500782847 or Rachel Besien ext. 3291, mobile 07919300711

Cheltenham Campus / North Cheltenham / Launchpad Tewkesbury / Devon Avenue Karen Bishop-Lyford ext. 2014, mobile 07881780562 Helen Evans ext. 2136/3317 (Foundation Studies/LDD Students), mobile 07581 451139

Forest of Dean Campus / Mitcheldean Denise Taylor ext. 8482, mobile 07760991528 or Sandra Tyrrell ext. 8407, mobile 07774018040 An email address is also available to send concerns to which is continually monitored: safeguarding@gloscol.ac.uk After discussion of your concern, if it is deemed to be a Safeguarding incident, then a Safeguarding Notification of Disclosure Form must be completed within one working day. This form can be found under Useful Links on Glosweb/Intranet and as an appendix to the Safeguarding Policy. If the contact at the relevant campus cannot be contacted, please contact one of the others listed.

Designated Senior Safeguarding Officer Sue Steed (Vice Principal)

Deputy Senior Safeguarding Officer Peter White (Vice Principal) The College’s Safeguarding policy can be downloaded from SharePoint under the navigation menu ‘Policies’.

SAFEGUARDING - NEED TO KNOW

A b s e n c e f r o m W o r k

S i c k n e s s

If you are absent from work you must notify your Line Manager or the Human Resources Department by 8.30am on the first day of absence giving the reason for the absence and expected duration. Simply stating that you are unwell is not sufficient nor is it acceptable to email or send a text message. If messages are left with Human Resources, it is crucial that you contact your Line Manager or an appropriate person to discuss any work issues that may arise. Your Line Manager will log your absence on GC Passport. On return from sickness, your manager will end your absence on GC Passport to confirm your last day of sickness. If you are absent for more than 7 consecutive calendar days (5 working days) you must obtain a fit note from your Doctor and forward it immediately to your line manager, who will send it to the Human Resources Department. Your Line Manager can request a fit note for less than 7 consecutive calendar days but the College will pay for this if necessary. If your Manager is concerned about your sickness, you may be referred to Occupational Health Service. Your Line Manager will contact you on your return for a 'Return to Work Discussion'. The purpose of this is to ascertain how you are, whether there may be any underlying problems, and to update you on work issues. The discussion also gives you the opportunity to raise any issues. The College uses the services of the Occupational Health Service ('Working Well') at Gloucestershire Royal NHS Trust. This includes new employee health assessments and referrals for staff experiencing health problems. Employees are welcome to request a referral to Occupational Health and this should be done through Human Resources. If you are referred to Occupational Health, an appointment letter will be sent directly to your home address by Working Well. If you fail to attend the appointment, the College incurs the cost of your non-attendance and you may be asked to reimburse the appointment fee. See also the Managing Sickness Absence Policy on SharePoint.

A b s e n c e f r o m W o r k

S i c k P a y - M a n a g i n g A b s e n c e

Gloucestershire College recognises the value of a healthy workforce and is committed to achieve working conditions that are not detrimental to health. In pursuit of this the following activities will be undertaken: ■New employee health screening. ■Routine assessment of workplace activities as part of a risk assessment programme. ■Access to facilities supportive of an individual's well-being, including sporting facilities and a counselling service. ■Regular monitoring of absence by Line Managers and Human Resources. ■The use of professional Occupational Health advisors and Occupational Health Physicians. ■Entitlement to the sick pay scheme. Paid Sick Leave The scheme is a staff benefit intended to supplement Statutory Sick Pay and Incapacity Benefit during defined periods of absence on account of sickness, accident, disease or assault. The scheme will apply to all employees of the College.

When determining payment for sickness, account is taken of all periods of sickness during the preceding 12 months as at the first day of sickness and will be based on a combination of the hours actually worked and length of continuous service with the College. When an employee has exhausted their full entitlement to Company Sick Pay at both full pay and half pay rates, a period of 3 months uninterrupted service will normally be required before they qualify for a renewed Company Sick Pay entitlement. However, discretion will be used. Full details are available within the Absence Policy on SharePoint.

During first 4 months of service Nil Pay

Between 4 and 12 months 1 month full pay 2 months half pay

During 2nd year of service 2 months full pay 2 months half pay

During 3rd year of service 4 months full pay 4 months half pay

During 4th and 5th year of service 5 months full pay 5 months half pay

6th year onwards 6 months full pay 6 months half pay

A b s e n c e f r o m W o r k

O t h e r L e a v e

Jury Service Reimbursement of net loss of earnings must be claimed from the Court. Your line manager must be informed of your leave in advance. You are required to advise the Human Resources Department of the number of days you were absent, by completing an absence declaration form and ticking the box for Jury Service. The form must be countersigned by your Line Manager and sent to Human Resources within 2 weeks of completion of service. Service and Training as a Justice of the Peace Allowed up to 15 days a year paid leave, less reimbursement from the Court. Leave must be agreed each year with your line manager and a member of CMT in advance. You are required to advise the Human Resources Department of the number of days you were absent by completing an absence declaration form and ticking the box for JP Service. The form must be completed when you return to work. The form must be countersigned by your Line Manager and sent to the Human Resources Department, accompanied by the Court Reimbursement Statement, which will be used to calculate the adjustment necessary to your salary. Membership of a Local Authority (e.g. Councillor) Allowed up to 10 days a year paid leave, less any attendance allowance received. Leave must be agreed with your line manager in advance. You are required to advise the Human Resources Department of the number of days you were absent, by completing an absence declaration form and ticking the box for Membership of Local Authority. The form must be countersigned by your Line Manager and sent to the Human Resources Department, accompanied by the Attendance Allowance Statement which will be used to calculate the adjustment necessary to your salary. Territorial Army Unpaid leave allowed for attendance at annual training camp for up to 14 days. Leave must be agreed with your line manager in advance. You are required to advise the Human Resources Department of the number of days you were absent by completing an absence declaration form and ticking the box for Territorial Army Leave. The form must be countersigned by your Line Manager. Appointments for Ante-Natal Care Leave must be agreed with your line manager in advance. Paid leave as necessary. Appointments for Doctor/Dentist Staff are expected to attend appointments out of working time, whenever possible. When it is necessary to attend during working time, this will need to be made up. Leave must be agreed with your line manager in advance. Hospital Appointments and Blood Donors As far as possible, appointments should be arranged outside working hours or at the beginning or end of a normal working session to minimise disruption. Leave must be agreed with your line manager in advance. In general, staff will be expected to make up the time for hospital out-patient appointments. If you have any questions, please contact a member of HR. Time Off for Inspection/External Validation Paid time off will be granted for work requested by the College for a maximum of 5 days per year. Leave must be agreed with your line manager in advance. The Vice Principal must agree the programme each year in advance. Any work in addition to that agreed may be taken as annual leave or unpaid leave in agreement with the Vice Principal.

Firstly there is your own Line Manager with whom you should be able to discuss anything that is worrying you. However, you may wish to speak to somebody in the Human Resources Department. The members of the Department will always be happy to try and help. You can email the HR department at hr@gloscol.ac.uk

Advice - Where to Go

Annual Leave

The annual leave entitlement varies depending upon length of service and contract. The annual leave year for all staff runs from 1 September to 31 August. Leave cannot be carried over into the following year, unless there are exceptional circumstances. The Vice Principal or Director of Faculty for your Department must agree this in writing. All leave up to 31 December must be forwarded to your line manager by the end of September. All other leave for the remainder of the year must be booked by 31 December. Failure to submit leave will result in holidays being allocated to you. As a general rule, no more than four weeks annual leave can be taken during the summer period with three consecutive weeks being the maximum. There must be a minimum of one week at work following a three-week break. Any changes to agreed holiday must be agreed by your line manager and Faculty Director. All leave must be approved by your Line Manager before being taken. The approval of your leave by your Line Manager is dependent on the need to provide adequate cover in your department throughout the year. Leave cannot be booked for College Development Days after they have been advertised as it is important that all staff are involved. These dates will be advised at the beginning of each leave year.

Annualised Hours

Annualised hours is a way of working flexibly to meet the business needs of the College. Support staff, other than those on Management Contracts, work on an annualised hours arrangement which means that a member of staff can work up to 45 hours in any week, pro rata. This could include evenings and Saturdays (although no more than 12 Saturdays in the year can be worked). Equally, support staff could be asked to work less than contract hours to enable hours to be banked for subsequent busier periods. For academic staff, it is the teaching element of the contract which is annualised. A full-time lecturer has 860 hours teaching hours per year, pro rata for part-time staff and can also include evenings and Saturdays. It is important that you understand how the scheme works and complete the documentation accurately. Accrued and unused annualised hours cannot be carried over into the next academic year.

Car Parking Spaces are limited and a parking space is not guaranteed at any site. Staff and students are encouraged to use the Council Park and Ride facilities. To park on any College land at any College site, all staff, except disabled blue badge holders, are required to pay for parking through a salary deduction. A parking request (from Estates) and deduction from salary form (from Human Resources) needs to be completed. Public Transport Depending on how regularly you use bus services, you could save more money. To access special fares available via Stagecoach, you must show a valid Gloucestershire College staff card each time you travel. Bus fares are from £1.10 per ticket (depending on where you are travelling from) or •£8 for 7 days (available from Stagecoach West bus drivers), •£30 for 28 days and •£295 for the academic year Available from www.buymyunirider.com

A p p r a i s a l

Staff will undertake a formal appraisal annually. New staff will have the opportunity to attend appraisal training to familiarise themselves with the College's appraisal systems, forms and the principles of appraisal. See also the Appraisal section on SharePoint

C a r P a r k i n g a n d T r a v e l

C a r e e r B r e a k S c h e m e

The Career Break Scheme may be used by staff who have satisfactorily completed 2 years service. A Career Break is an unpaid break in employment taken for specific reasons during which time the employee is required to remain up to date with the job requirements. On return the employee will either return to their original post or a post which is of an equivalent grade. See also the Work Life Balance and Flexible Working procedure on SharePoint.

C h a n g e i n P e r s o n a l C i r c u m s t a n c e s Any changes in personal status must be updated on GC Passport self-service. These include change of address or telephone number, change of nationality and change of person to be contacted in case of emergency. Any other changes such as change of name or marital status must be notified in writing or e-mail to hr@gloscol.ac.uk and signed by you. Change of details over the phone will not be accepted. A form is also available on SharePoint. It is essential that your details are kept up to date. Change of Details Form

Gloucestershire College has a policy for e-mail communication, use of the Internet and telephone and communicating with staff at home. There are also requirements in terms of how you use your computer. It is important that you are familiar with the requirements, which include the personal use of computers and telephones. The Communications and Acceptable Use Policy and Data Protection Policy are available on SharePoint.

C o m m u n i c a t i o n s a n d C o m p u t e r U s a g e

C o m p a s s i o n a t e L e a v e

Paid compassionate leave of up to 5 days (pro rata for part-time staff) may be granted by the Faculty Director upon the death of a close relative. 'Close relative' is defined as: spouse, cohabitee, guardian, son, daughter, parent, brother, sister, or grandparent. Further days may be granted at the discretion of the Director of HR. Compassionate leave of 1 day may be granted to attend the funeral of other relatives. Requests must be approved by the Faculty Director. In the event of the death of a brother/sister in law or mother/father in law, compassionate leave of up to 5 days may be granted by the Director of Human Resources. In the event of a life threatening illness of a close relative, where the employee is required to provide direct care, paid compassionate leave of up to 5 days may be granted by the Director of Human Resources. Further days may be granted at the discretion of the Director of HR.

C o d e o f C o n d u c t

The Code of Conduct Policy applies to all Gloucestershire College employees. It is intended to provide guid-ance to employees to ensure that they follow statutory and regulatory requirements and do not commit acts of impropriety, bias, abuse of authority, conflict of interest or unprofessionalism and do not lay themselves open to allegations that they have done so. The Code of Conduct has been developed to ensure that there are appropriate standards for the way in which the College delivers its services and that employees are clear about the standard of conduct the College ex-pects. The College exists to promote learning and it is important that the conduct of our employees reflects this, so that the learning process is not disrupted. As a public institution, the College relies on public funding. This de-mands a high level of accountability and underlines the importance of a good reputation. Code of Conduct Policy

Gloucestershire College and all staff members are required to adhere to the requirements of the Data Protection Act (2000). It is important that you understand how this affects you and what your responsibilities are. See also the Data Protection Policy on SharePoint

C o n t r a c t o f E m p l o y m e n t

Your Contract of Employment outlines your main terms and conditions such as grade, hours of employment and salary, and the main terms and conditions of your post. You will be sent two copies which you should read carefully to ensure that all the details are correct. Please sign both copies and return one to Human Resources. Failure to return your Contract of Employment could delay your salary payment.

D a t a P r o t e c t i o n

D e p e n d e n c y L e a v e

Staff are entitled to take unpaid time off work, to deal with an emergency involving a dependant and to make any necessary longer-term arrangements. The entitlement is intended for unforeseen matters and will therefore be very short-term. Staff need to inform their line manager of the reason for the absence and how long they expect to be away from work as soon as practicable. Your manager should log your absence on GC Passport under the Other Absence option. See also the Dependency Leave Policy on SharePoint

D i s c i p l i n e a n d C a p a b i l i t y

All matters of staff discipline and capability are dealt with fairly and without undue delay. It is our aim to create and maintain favourable conditions for good employee relations and consistent standards of staff performance and behaviour. See also the Discipline and Capability policies on SharePoint.

Staff defined as 'users' under the Health and Safety (DSE) Regulations 1992 are entitled to an eyesight test at defined intervals. Following a workstation self-assessment and completion of the Eyesight Test Request Form, a member of staff can book an appointment at an optician of their choice. The cost of the test will be reimbursed. Should the optician report that special corrective applications are required specifically for Display Screen Equipment work, Gloucestershire College will pay £65 towards the cost of frames and lenses. Staff should obtain and complete a form prior to booking an eye test. See also the Eye Testing Policy, and the display screen assessment information contained in the Health and Safety site on SharePoint

E q u a l i t y a n d D i v e r s i t y

Gloucestershire College is committed to attracting staff and students from a wide variety of backgrounds. Such diversity of staff and students is viewed as a major strength of any organisation. The College ensures that all staff, students and visitors are treated with dignity and respect within a safe, positive working and learning Environment, free from discrimination, harassment or victimisation. Gloucestershire College will not accept any form of discrimination whether it is overt or covert, and is totally committed to tackling discrimination at all levels, whether it is within the organisation, other institutions or the local community it serves. Everyone must accept responsibility for upholding this position as a basic requirement of working at the College. See also the Equality and Diversity Policy and the Equality Scheme on SharePoint

E y e Te s t i n g f o r U s e r s

F l e x i b l e W o r k i n g A r r a n g e m e n t s

All staff have a right to request flexible working arrangements when they meet the following criteria at the date of the application: They have worked for the College for a minimum of six months They have not made another request to work flexibly during the last 12 months For all requests, excluding career breaks, the employee must make a written request to their Faculty Director and the Director of HR, using the flexible working request application form available on SharePoint. Please see the Flexible Working Arrangements Policy on SharePoint for more information

G r i e v a n c e The purpose of this procedure is to let staff who feel that they have been unfairly treated have their grievance settled fairly and promptly. If you do feel unhappy about something at work then you should discuss the problem with your Director or Line Manager in the first instance so that the matter can be resolved quickly. Further advice can be obtained from Human Resources. See also the Grievance Procedure on SharePoint

The Health and Safety of employees is recognised as being of great importance. Managers and staff are expected to work together to ensure that hazards are reduced to a minimum. A Health and Safety Committee has been established to promote this aim and to ensure that concerns are dealt with to the benefit of all. All new staff must complete the Health and Safety Induction Form during their probationary period and return this to Human Resources, with their 1st probationary review report. See also the Health and Safety site on SharePoint.

H a r a s s m e n t a n d B u l l y i n g P o l i c y

Gloucestershire College seeks to ensure that all staff and students are treated with respect. The policy aims to deal quickly and effectively with a situation that is considered as harassment and/or bullying. See also the Harassment and Bullying policy on SharePoint.

H e a l t h a n d S a f e t y

H I V / A I D S P o l i c y

Gloucestershire College has a policy that aims to ensure a non-judgemental environment in relation to HIV/AIDS in respect of staff and students. See the HIV / Aids Policy on SharePoint

I D C a r d s

ID Cards are available from the Human Resources department in Cheltenham. . It is College policy for all members of staff to wear their name badges throughout the working day. If you need a replacement card then contact Human Resources.

J o b S h a r i n g

All posts are open to job sharing unless the Principal determines that particular circumstances preclude this. See also the Job Sharing Policy on SharePoint

L e a r n i n g a n d D e v e l o p m e n t

Gloucestershire College is committed to providing a wide range of learning and development opportunities to ensure that you possess the skills, knowledge and experience necessary to carry out your work to the highest possible standards. The College's success in learning and development is reflected in our recognition as a ‘Gold Standard Investors in People' organisation. The Learning & Development Team at Gloucestershire College is here to provide a range of learning solutions aimed at enhancing and developing your individual skills and knowledge. Our approach is very much consultative so whether you’re looking for a team development session, a one to one discussion to map out your own development, or you’re looking to attend one of our workshops, come and talk to us, we are here to support and guide you. We offer a range of learning solutions from one to one coaching, in-house workshops & webinars, as well as supporting mandatory training in areas such as Equality & Diversity and Safeguarding. The Learning & Development team are also able to consider applications from individuals looking for professional development from externally based training providers and organisations. These courses may require funding which, subject to individual review, Learning & Development are able to support where appropriate. Further details on the range of learning solutions available, together with information on how to apply for external training, including professional qualifications, and potential funding that is available, can be found in the Learning & Development page on SharePoint. Alternatively, you can drop us an email or give us a call:- Martyn Roberts – martyn.roberts@gloscol.ac.uk – ext 2192 Megan Corker – megan.corker@gloscol.ac.uk - ext 2083 Jamie Rose – jamie.rose@gloscol.ac.uk – ext 2080

Learning & Development

If you should decide to leave Gloucestershire College, you must inform your Line Manager in writing and forward a copy of your resignation letter to the Human Resources Department. You should include the date you intend to leave and the reason for leaving. Your contract will indicate the period of notice that you are required to provide. You will be required to participate in an exit interview with a Human Resources Manager/Officer so that the College can monitor reasons for leaving. You must return all Gloucestershire College property including keys, car park passes and any other equipment. The outstanding balance of your annual leave entitlement will be paid with your final salary or may be taken, if agreed by your Line Manager. However the Human Resources Department must be advised of the amount payable by 5th of the month preceding your leave date.

L e a v i n g t h e C o l l e g e

L i t e r a c y a n d N u m e r a c y

As a Further Education provider, we are committed to the Government’s Move-On project and ensuring all our staff are qualified to Level 2 standard in Literacy and Numeracy. All College employees will be offered the opportunity to achieve the Level 2 in Literacy and Numeracy qualification. All new College employees will be assessed at induction at Level 2 Literacy and Numeracy regardless of the position they hold, or their current qualification level and will, if required, be expected to pass Level 2 in Literacy and Numeracy within their probationary period.

L o n g S e r v i c e R e c o g n i t i o n P o l i c y Gloucestershire College aims to recognise and reward its long serving employees. Service with Gloucestershire College or any of its former constituent Colleges will be recognised annually in the following way:

Service Recognition Illustrative Award

10 years Letter of thanks Mention by Principal at Staff Celebration

Certificate

15 years Invitation by Principal to Staff Celebration Certificate £50 Voucher

20years Invitation by Principal to Staff Celebration Certificate £100 Voucher

25 years Invitation by Principal to Staff Celebration Certificate and Memento (Crystal) £150 Voucher

30 years Invitation by Principal to Staff Celebration Certificate £200 Voucher

35 years Invitation by Principal to Staff Celebration Certificate £250 Voucher

For more information, please refer to the Long Service Recognition Policy available on SharePoint.

The College cannot accept responsibility for any loss by theft or damage occurring to personal property of members of staff. It is therefore recommended that you take out appropriate insurance cover.

L o s s o r D a m a g e t o P e r s o n a l P r o p e r t y

M a t e r n i t y L e a v e

If you become pregnant you may be eligible to receive maternity pay and will have the right to return to work after you have had your baby. Full details are available from the Human Resources Department. See also the Maternity Policy on SharePoint

M e n t o r i n g

The College recognises that a post in Further Education can be daunting as well as exciting. The Staff Mentor Network will provide mentor support based on professional development for teaching and non-teaching staff. The role of a mentor is that of a ‘critical friend’. A mentor will help the mentee to reach his or her goals through coaching, feedback, observations and guidance. Mentoring involves support, assistance and guidance, but not the formal evaluation of the mentee. A mentor will be a trusted friend, who enables the mentee to be self-reliant and realise their full potential. Generally speaking, a mentor relationship lasts for about six months with the mentor meeting with the mentee for roughly one hour per month. A mentor can be allocated either by the request of the member of staff, or the member of staff has been identified as needing support (usually by Head of Department or Line Manager). Please contact the Head of Learning & Development to receive any further information.

P a r e n t a l L e a v e Eighteen weeks (pro rata) unpaid parental leave is available to parents and guardians of each child who is under the age of five. Applications should be made via your line manager. The Human Resources Department should be notified using an absence declaration form available on SharePoint accompanied by a copy of the child's birth certificate or adoption certificate. The duration of this leave entitlement lasts until the child's 5th birthday, or in cases of adoption, until five years have elapsed since the placement (up until the age of 18). Parents of disabled children are entitled to eighteen weeks for each child entitled to a Disability Living Allowance (up to the age 18). A maximum of four weeks (pro rata) leave can be taken within a twelve month period. Leave can only be taken in blocks of one week. See also the Parental Leave Policy on SharePoint

P a t e r n i t y L e a v e

Subject to eligibility, staff may take either one week of company paternity leave and pay which is at full pay or two weeks comprising of one week of company paternity leave at full pay and one week of statutory paternity leave and pay at the statutory weekly rate or 90% of earnings, whichever is less. You may also be eligible to take additional paternity leave of up to 26 weeks. If your partner has returned to work, the leave can be taken between 20 weeks and 1 year after your child is born or place for adoption.

Applications should be made via your line manager 15 weeks before the baby’s expected date of delivery the HR department should be notified on an absence declaration form, accompanied by a copy of your partner's form MatB1 or the child's birth certificate. For further information, please refer to the Paternity Policy on SharePoint.

P a y

Your pay will be made by direct credit transfer into your Bank Account or Building Society on the 26th of each month. The usual deductions, such as Income Tax and National Insurance, will be made and will be shown on your payslip. Other approved deductions may be made if so requested, such as pension and union subscriptions. If you have a P45 this should be given to Human Resources as soon as possible. If not, then you should complete a P46 and submit it to Human Resources. Failure to do so could result in an incorrect payment.

P e n s i o n s

The College operates two pension schemes, the Local Government Pension Scheme (LGPS) for support staff and the Teachers’ Pension (TP) scheme for academic staff. Comprehensive details on both schemes can be found at: LGPS - Website TP - Website If you do not wish to be included in the pension scheme, you will need to opt-out using, for LGPS, the appropriate form available from the LGPS website http://www.gloucestershire.gov.uk/extra/article/11567/LGPS-member-forms or by ringing 01452 425823 or, for the TP scheme, by logging into ‘My Pension Online’ via the Teachers’ Pension website www.teacherspensions.co.uk and completing the online opt-out form or by ringing 0845 6066166. You can contact the Human Resources Department (Payroll) to discuss other pension related enquires you may have such as transferring a previous pension, the possibility of buying extra pension years or purchasing additional voluntary contributions.

We wish to maintain a professional standard which is acceptable to ourselves and our customers, to ensure that we create a suitable image. Whilst not wishing to suppress individuality, we need to limit excess or extremes which could be off-putting to visitors and our learners or which would not be in keeping with the College image and values. Gloucestershire College recognises the diversity of religious beliefs and nothing in the dress standards should be read as impinging on staff rights to dress according to their beliefs. Where specific safety equipment and clothing has been issued, such items should be worn where appropriate. Health & Safety considerations must take precedence at all times. In general, all clothing should be clean, ironed and well fitting (casual clothing e.g. beachwear, denim jeans, tracksuit bottoms, cropped tops are not acceptable). Footwear should be clean and suitable for the work that you undertake (casual shoes e.g. flip flops, backless shoes i.e. mules, trainers, etc. are not acceptable). Full details are available in the Personal Appearance and Dress Standards Policy on SharePoint.

P e r s o n a l A p p e a r a n c e

P r o b a t i o n

The purpose of the 6 month probationary period is to enable both you and Gloucestershire College to determine your suitability for the post to which you have been appointed. Probationary interviews will be held after each meeting between you and your manager at the end of weeks 8, 16 and 24 and a report is completed, which should be forwarded to Human Resources. Current staff who move internally to new positions (a promotion, change of contract type or move to another position) within the College will also undertake a probationary period, during which your suitability for the position to which you have been appointed will be assessed.

R e d u n d a n c y

Gloucestershire College will avoid, except as a last resort, the use of compulsory redundancy as a means of achieving staffing reductions. If the need for rationalisation and reorganisation results in a reduction in the number of posts required, every effort will be made to find suitable alternative employment for employees under notice of redundancy. See also the Redundancy Policy on SharePoint

A full-time lecturer is expected to teach 860 hours per academic year (pro-rata for part-time lecturers). Remission on a lecturer’s contact time is given for the following circumstances: ■If you are a new lecturer i.e. new to teaching – 150 hours, pro-rata, for the first year of teaching ■If you are a new lecturer to Gloucestershire College, but not new to teaching – 50% reduction for the first four weeks. ■Attending CertEd, PCET or DTLLS qualification – 3 hours per week ■Curriculum Leader – 80 hours per year ■Course development – as agreed by line manager

R e m i s s i o n o f H o u r s f o r L e c t u r i n g S t a f f

R e m o v a l o f P r o p e r t y f r o m C o l l e g e P r e m i s e s

If an employee takes College property out of the College, he/she must obtain authorisation from their Line Manger. Items above the value of £100 or anything the department feels has significant other value must be recorded in a log book within the department before the employee takes them out of the College, to ensure that the whereabouts of items are known. It is the individual’s responsibility to ensure that items are logged. Personal long-term issue of College laptops and other IT equipment must be recorded on a laptop assign-ment form available form IT support. The equipment must be returned to IT Support for inspection and updates on a minimum 12 monthly basis and then signed for again if still required. It is the responsibility of the individual to ensure that property removed from College premises is covered by insurance to the value of the replacement cost of the item in the case of theft/damage . The individual should ensure safekeeping of any Gloucestershire College property. If items are off site for long periods an individual may be requested to return them occasionally for audit purposes. Items borrowed from the Audio-Visual department should be recorded in the A.V. log.

Staff can retire at any time after they have reached the age of 65 by giving normal, written, contractual notice. You will need to take into account any individual pension arrangements.

R e t i r e m e n t

S m o k e F r e e P o l i c y

S m o k e F r e e P o l i c y

Gloucestershire College does not allow smoking inside any of its buildings or within its boundaries. See also the Smoke Free Policy on SharePoint

T r a d e U n i o n M e m b e r s h i p

Staff are encouraged to join a Trade Union and to take part in its activities. Arrangements can be made for subscriptions to be deducted from your pay. If you wish to become a member please contact the Human Resources Department who will be able to give you the name of the relevant representative. The College recognises: UCU, Unison, AMIE, Voice

T r a v e l a n d S u b s i s t e n c e

Gloucestershire College will reimburse staff for expenses incurred in travelling as part of their duties. Expenses must be claimed at the end of each month and will be paid via salary payments. It is a requirement that staff use the lowest cost transport, e.g. public transport, either coach, train or car hire, for long journeys where cheaper. Employees who use their own vehicle for work purposes must hold appropriate insurance cover i.e. 'in connection with their employer’s business'. Some policies cover this automatically but it is your responsibility to check. Mileage can only be claimed over and above normal 'travel to work' mileage if the journey starts or ends at home. Travelling distances between Centres are detailed on the back of the claim form. Download the expenses claim form from the Finance section of SharePoint. See also the Travel and Subsistence Policy on SharePoint

W h i s t l e b l o w i n g

The Whistleblowing procedure is designed to provide a channel and process for staff to raise genuine and legitimate concerns about Gloucestershire College. Whistleblowing relates to wrongdoing or malpractice within an organisation such as fraud and financial irregularities, serious mal-administration, corruption, bribery, dangerous acts, etc. It does not include mismanagement that may arise from, for example, poor management rather than malpractice. Staff are expected to raise concerns internally in the first instance to give the College the opportunity to take appropriate action. See also the Whistleblowing Policy on SharePoint

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ROYAL FOREST OF DEAN CAMPUS Five Acres Coleford GL16 7JT Tel: 0845 1552020 Web: www.gloscol.ac.uk © 2014 Gloucestershire College