Conditions of Service

This Policy is only applicable to UCL staff seconded to Nazarbayev University, Astana, Kazakhstan

1. Application
Appointments are subject to the current terms and conditions set out in this document, in letters of appointment, and any amendments which are subsequently notified to staff. In the absence of specific CPS policies and procedures members of staff are also expected to observe UCL policies and procedures in the course of their appointment. The main policies are summarised in the document 'Summary of HR Policies, Procedures and Services', attached to letters of appointment, and also available at: www.ucl.ac.uk/hr/Kazakhstan/summary_of_employment_CPS.php

Should any variation exist between the terms and conditions set out in the letter of appointment and those set out below, those specified in the letter of appointment or notified amendments to it, will take precedence.

2. Probation
Staff appointments are subject to a probation period of 3 months where the appointment was made through a non-competitive selection procedure, excluding periods when the employee was absent.

Further information on the current Probation Procedure can be found at: www.ucl.ac.uk/hr/Kazakhstan/kaz_induction.php

3. Period of Notice
Employees wishing to terminate their contract of employment must give three months notice in writing and addressed to the Head of the Centre.
In addition staff with teaching related responsibilities are required to give such notice that they leave at the end of a term.
The same notice period applies to UCL as the employer, except that in cases of gross misconduct, UCL reserves the right to terminate an appointment without notice in accordance with the current Disciplinary Procedure.

4. Remuneration
The current salary scale can be found on the HR web pages at: www.ucl.ac.uk/hr/salary_scales/

Salaries will be paid monthly by bank transfer. Where applicable, deductions are made in respect of national insurance, income tax and pension contributions.

Automatic incremental progression will take place on the 1st August following the completion of nine months service. All staff will automatically progress by one increment, within their current grade on 1st August each year until the contribution threshold is reached, unless an increment is withheld as a result of the outcome of the disciplinary or capability procedures agreed.

5. Grading Reviews and Promotions
The current procedure for the grading review of Professional Services Staff posts can be found at: www.ucl.ac.uk/hr/docs/Grading_Procedure_for_Support_Staff-final.php

Academic and Teaching Staff have the opportunity to apply for promotion through the Promotion Procedures which can be found at: http://www.ucl.ac.uk/hr/docs/promotions_procedure_links.php

6. Hours of Work and Overtime
The working week for full-time members of staff is 40 hours per week excluding lunch hours. The working arrangements are determined by the Head of the Centre. Where work involves regular working outside normal office hours, such conditions will be specified in the letter of appointment.

At certain times, overtime working will be needed by UCL. In such cases, as much warning as practicable will be given but it is unavoidable that some overtime may occur at short notice due to sickness and/or emergencies.

Time worked in addition to the contracted working week by staff in all grades will be compensated by equivalent time off in lieu.

7. Duties
Members of staff will carry out duties as may be determined by the Head of the Centre and will be responsible to the Head of the Centre for the performance of those duties. In exceptional circumstances, staff may, following consultation, be transferred from one post to another within the Centre.

8. Pension
All staff on Grade 7 – 10 are eligible to join the Universities Superannuation Scheme (subject to the Scheme's rules and regulations), which is a defined benefit scheme.

9. Annual Leave
The leave year runs from the date of first employment. Academic staff and Teaching Fellows are entitled to 40 working days leave and other staff are entitled to 27 working days annual leave per year (pro rata for part-time staff). Annual leave must be approved by the Head of the Centre and approval is subject to service requirements. In some departments there may be times of year when annual leave cannot be taken due to the nature of the work undertaken and service provided.

In addition, staff are entitled to Kazakhstan state, national and religious holidays which are:

Term 1
Constitution Day - 30 August, 2013
Kurban Ait - 15 October 2013
Day of the First President  - 1 December, 2013
Independence Day – 16 -17 December, 2013

Term 2
New Year - 1-2 January; 2014
Orthodox Christmas - 7 January, 2014
Women's Day – 8 - 10 March; 2014
Nauryz Meiramy- 21 - 23 March, 2014

Term 3
Day of National Unity - 1 May, 2014
Men’s Day - 7 May, 2014
Victory Day - 9 May, 2014
Astana Capital Day – 6 - 7 July, 2014

If the religious holidays fall on a weekend, then it is not a day off. If any of these holidays fall on a business day, then it will be a holiday.

Staff may be entitled to further NU closure days if any are awarded by NU.

Part-time staff will be entitled to the pro-rata equivalent of these days. No payment will be made in lieu of leave not taken during the leave year and leave may not be carried forward to the next year without the prior agreement of the Head of the Centre.

Where a member of staff is leaving UCL’s employment, outstanding leave should normally be taken before the termination date. However, where this is not possible, payment may be made in lieu of leave accrued but not taken. Further information on annual leave can be found at:

Further information on annual leave can be found at: www.ucl.ac.uk/hr/Kazakhstan/kaz_annual_leave.php

10. Leave for Personal and Domestic Reasons, and Family Leave
UCL's policy on leave for personal and domestic reasons, and leave related to ante-natal care, parental leave, paternity/partner's leave, adoption leave, carer's leave and time off to visit relative's abroad can be found at: www.ucl.ac.uk/hr/Kazakhstan/leave_for_domestic_and_personal_reasons_CPS.php

11. Sickness
Staff who are unable to attend work due to sickness should contact their manager within 30 minutes of the time that they are expected to commence work (or as early in the day as possible if they work a flexible or irregular work pattern). Any departmental arrangements for reporting absence must be followed.

Further details of current procedures relating to sickness absence can be found in the Sickness Absence Policy.

Staff following the Sickness Absence Reporting Procedure set out in the Sickness Absence Policy, are entitled to sick leave as follows:


Full Pay

Half Pay

During first 3 months service

2 weeks

2 weeks

3 months service or more but less than 12 months service

9 weeks

9 weeks

12 months service or more but less than 3 years service

13 weeks

13 weeks

3 year’s service but less than 4 year’s service

22 weeks

22 weeks

Service of 4 years or more

26 weeks

26 weeks

Occupational sick pay takes into account the number of days of sickness absence already taken within the previous 12 month period and is determined by length of service on the first day of a period of sickness absence. No combination of payments will exceed normal contractual pay.

12. Maternity
The Maternity Policy can be found at: www.ucl.ac.uk/hr/Kazakhstan/maternity_leave.php

13. Grievances
The Grievance Procedure can be found at: www.ucl.ac.uk/hr/Kazakhstan/grievance_procedure_CPS.php

14. Disciplinary
The Disciplinary Procedure can be found at: www.ucl.ac.uk/hr/Kazakhstan/disciplinary_procedure_CPS.php

15. Financial Regulations
Compliance with UCL's Financial Regulations is a requirement for all members of staff. Financial Regulations includes UCL's Gifts and Hospitality policy and UCL's Anti-corruption and Bribery policy. A copy of the Financial Regulations is also available from the Finance Division.

16. Financial irregularity
All staff are required to comply with UCL's Policy for Investigating and Resolving Allegations of Financial Irregularity which can be found at www.ucl.ac.uk/finance/finance_docs/frudplan.html

17. Misconduct in Academic Research
UCL is committed to maintaining the integrity and probity of academic research. To this end, UCL considers that the conduct of research and the dissemination of its results must be truthful and fair, and has adopted a procedure for the investigation and resolution of any allegations of misconduct in research.

The current procedure can be found at: www.intranet.ucl.ac.uk/staffandstudent/reference/acman/PartE/E26.htm

18. Communication with the media
A member of staff contacting the media on a matter closely concerned with UCL or departmental policy should inform the Head of the Centre and the Director of the Centre for Languages and International Education (CLIE) before despatch (or the Director of CLIE in the case of the Head of the Centre), and also UCL’s Media Relations Office. The staff member should state that the views expressed are personal to the author and staff should write from their home address.

Staff contacted by the press should observe the following guidelines:

a. Inform the Media Relations Office that contact has been made. The media relations team can advise on handling the media, and may also be aware of the context of an enquiry that an individual may not;
b. Ensure that they identify themselves with UCL and their specific department, according to UCL’s corporate identity guidelines, in all dealings with members of the media.

The media relations team can advise on all aspects of interacting with the media (www.ucl.ac.uk/media)

19. Public Interest Disclosure
Staff should also make themselves aware of UCL's Policy on Public Interest Disclosure which can be found at: www.ucl.ac.uk/hr/docs/public_interest_disclosure.php

20. Time Off for Public Service Duties
Members of staff who hold public office (e.g. as councillor or magistrate) will be granted reasonable time off, in consultation with the Dean of the SoE or the Head of the Centre, in order to undertake certain public duties.

Members of staff will be granted paid leave of absence whilst carrying out jury service.

Members of staff may be granted paid leave of absence to attend annual camps and similar training in the armed forces of the United Kingdom. The permission of the Head of the Centre must be obtained before such service is undertaken, and each case will be dealt with on its merits.

21. Amendments to Terms and Conditions
UCL, in consultation with the recognised trade unions, may vary these conditions at any time provided that the amendments are not at variance with any statutory and legal requirements. UCL may also vary these conditions without consultation, where this is necessary to comply with legal requirements. UCL will notify staff in writing of any amendments.

HR Policy and Planning
January 2014