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Summary of Employment Policies, Procedures and Services

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

Welcome to UCL in Kazakhstan. We hope that you will find the following summary of the main employment policies and procedures helpful. All the documents referred to here, and your main contacts in the Human Resources Division, can be found on the Human Resources Division website: www.ucl.ac.uk/hr/staff/hr_staff_contacts.php

The main employment policies that you should be aware of are highlighted below.

1. UCL Code of Conduct

The reputation of UCL as an internationally renowned centre of excellence for teaching and research relies upon high standards of integrity and professionalism on the part of its staff and any organisations working on its behalf. UCL relies on public, charitable and commercial funding which supports its cutting edge research and high quality teaching. The responsibilities allied to the achievement of excellence in our work and the stewardship of such funds require that all staff act with the highest standards of integrity.

UCL aims to offer a welcoming and healthy work and studying environment in which all members of its diverse staff and student populations are treated with respect and dignity. Discriminatory behaviour, harassment or bullying play no part in our culture and will not be tolerated. We are all responsible for ensuring that our environment is free from unacceptable behaviour; that our actions and words demonstrate courtesy and respect and promote UCL's commitment to inclusivity and equality in all its forms.

2. Hours of Work, Leave and Time-off from Work

Hours of work

Your hours of work are 40 hours per week.

Annual leave

You can find details of your annual leave at: www.ucl.ac.uk/hr/Kazakhstan/kaz_annual_leave.php

Leave for Domestic and Personal Reasons

There may be particular times when you will need some additional time off from work. UCL has clear guidelines on leave for domestic and personal reasons, including the following:

Medical appointments - these should be arranged outside your normal working hours wherever possible. If you have an appointment that requires a whole day's absence, this will be recorded as sickness absence.

Bereavement leave - you may be granted between 2 and 5 days' paid leave depending on your bereavement.

Leave for urgent and other domestic crises - you can request leave for situations such as vehicle theft, vehicle accident, burglary or emergency home repairs due to flooding or fire. You will normally be granted one day's paid leave.

Religious and cultural observance - you are entitled to request flexibility in your hours of work, annual leave, flexi-days or unpaid leave to enable you to observe a particular religious or cultural occasion. Your manager will need to take the needs of the service into account in deciding whether or not to approve your request.

This policy also provides information on leave related to ante-natal care, parental leave, paternity/partner's leave, adoption leave, carer's leave and time off to visit relatives abroad:

4. Sickness Absence and Well-being

Sickness Absence

If you are unable to attend work due to sickness, you should contact your manager within 30 minutes of the time that you are expected to start work (or as early in the day as possible if you work a flexible or irregular work pattern). Your department may have specific arrangements for reporting absences, and if so, you should ensure that these are followed.

Your manager will let you know how frequently you should contact your department during your sickness absence. When you return to work, you should report to your manager, sign a Sickness Absence Record Form, and provide any necessary doctor's certificates (for sickness exceeding 7 calendar days).

Details of UCL's procedures relating to repeated short term absence and long-term sickness absence can be found in the Sickness Absence policy and Sickness - Employee Guidance: www.ucl.ac.uk/hr/Kazakhstan/sickness_policy_CPS.php

Smoking

UCL has a No Smoking policy for its staff in all SOE and CPS working areas.

Employee Assistance Programme

This is a free on-line service available to SOE and CPS staff, see

Employee Assistance Programme /www.ucl.ac.uk/hr/occ_health/services/emp_assistance_program.php

the other Occupational Health Service facilities are not available to Kazakhstan based staff.

Other relevant documents

Disability Policy - www.ucl.ac.uk/hr/docs/disability_policy.php

Stress - Management of Stress at Work www.ucl.ac.uk/hr/docs/stress.php

Alcohol and Drug Misuse Policy www.ucl.ac.uk/hr/docs/alcohol.php

Violence at Work www.ucl.ac.uk/hr/docs/violence.php

4. Family-friendly Policies and Childcare

Request for Flexible Working to Care for Children

Staff who have 26 weeks' continuous employment are eligible to request a change in their working arrangements to care for a child under the age of 6 (or a disabled child under the age of 18) if they satisfy particular criteria. Changes that may be requested include, for example, altering your hours of work, or changing the shift you work. Details of the scheme and how to make an application can be found at: www.ucl.ac.uk/hr/docs/flexible_working.php

Other relevant documents

Maternity Leave -www.ucl.ac.uk/hr/Kazakhstan/maternity_leave.php

Leave for Domestic and Personal Reasons (this includes Paternity/Partner's Leave, and Adoption Leave) - www.ucl.ac.uk/hr/Kazakhstan/leave_for_domestic_and_personal_reasons_CPS.php

5. Induction, Training and Development

Induction and probation

Staff who have a probationary period during which they will be introduced to the main duties and responsibilities of their post, the performance standards expected of them, the colleagues with whom they will be working, and the context of their work. The probationary period is 3 months and during this time your manager will undertake regular progress reviews with you. As part of your induction process, your manager should discuss your training needs with you and identify suitable training courses for you, if necessary. The Induction and Probation Policy, which includes an induction checklist, can be found at: www.ucl.ac.uk/hr/Kazakhstan/kaz_induction.php

Appraisal, Review and Development Scheme

This scheme aims to assist individuals to develop to their full potential, identify strengths and development needs, enable discussion of career aspirations, and enhance communication. The review discussion will focus on your work over the review period and, in particular, the progress you have made against objectives set at the last review. Objectives for the forthcoming review period will also be discussed and agreed. Staff reviews will ideally take place on an annual basis, but no less frequently than every two years. Your first review meetings should be arranged no later than 6 months following the satisfactory completion of your probation or not less than 9 months after the start of your employment if you do not have a probation period. Guidance on the scheme, including how to prepare for the review discussion, can be found at: www.ucl.ac.uk/hr/Kazakhstan/Appraisal_Review_and_Development_Scheme_CPS.php

7. Performance and Conduct at Work

Under-performance

The document 'Managing under-performance - a capability policy' can be found at:

www.ucl.ac.uk/hr/Kazakhstan/capability_policy_CPS.php

This policy establishes guidelines for managers and staff in relation to the management of under-performance, and aims to assist in raising performance to the required level. The policy includes both informal and formal stages during which the individual's manager will make clear where performance is below expectations, provide the individual with the opportunity to explain their unsatisfactory performance, and will discuss how resolution can be achieved (e.g. additional training, providing a mentor, coaching etc.) within a set timescale.

Disciplinary Procedure

The Disciplinary Procedure is available at, www.ucl.ac.uk/hr/Kazakhstan/disciplinary_procedure_CPS.php further information can be obtained from the Human Resources Consultancy Team.

Other relevant documents

Personal Relationships at Work: Code of Conduct http://www.ucl.ac.uk/hr/docs/personal_relationships.php

8. Grievances

The Grievance Procedure is available at www.ucl.ac.uk/hr/Kazakhstan/grievance_procedure_CPS.php further information can be obtained from the Human Resources Consultancy Team.

9. Retirement

It will be the choice of the individual as to when they would like to retire although they must provide notice to their manager as set out in their conditions of service.

HR Policy and Planning

July 2011