Conditions of Service for Academic Staff
These terms and conditions apply to Professors, Readers, Senior Lecturers and Lecturers.
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. Members of staff are expected to observe UCL Qatar policies and procedures in the course of their appointment.
Academic staff are also subject to UCL Statutes and Regulations insofar as they are applicable to their appointment. Professors and Readers are also subject to the Regulations for Professors and Readers as set out in the University of London Ordinance 16, copies of which may be obtained from the HR Division. 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.
UCL Qatar Lecturers are required to undergo a probationary period of 6 months. The Director is responsible for monitoring a Probationary Lecturer's work and for conducting a review of progress and performance. A lecturer’s induction period will last for three years, unless they have successfully completed a comparable support and training programme in another institution. UCL Qatar provides support, guidance and training throughout the induction period.
Further information can be found in the UCL Qatar Academic Induction and Probation Procedure on the UCL Qatar web pages.
3. Period of Notice
Employees wishing to terminate their contract of employment must give a minimum of 3 months' notice in writing, addressed to the Director.
Staff with teaching or other responsibilities for students are required to give notice such that they leave at the end of a term. The notice period of three months also applies to UCL Qatar as the employer, except that in cases of gross misconduct where UCL Qatar reserves the right to terminate an appointment without notice, in accordance with the current Disciplinary Procedure.
The current salary scales can found on the UCL Qatar web pages.
Salaries will normally be paid on the last working day of each calendar month by credit transfer. Where applicable, deductions are made in respect of national insurance, income tax and pension contributions.
For Academic staff who have undergone probation at UCL Qatar automatic incremental progression will take place on the 1st August following the completion of 9 calendar month's service. All other staff on Grades 1-9 will 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 a formal warning arising from the disciplinary or capability procedures.
5. Promotions Procedure
Academic staff will have the opportunity to apply for promotion through the Senior Academic Promotion Procedures.
6. Hours of Work
The average notional working week for academic staff is 36.5 hours, except during Ramadan. During Ramadan the working week for full-time members of staff is a maximum of 30 hours at 6 hours per day. The working hours are determined by the Chief Operating Officer/ Director.
Academic staff are expected to undertake teaching, research and administrative/ enabling duties as agreed with the Director.
Attendance at meetings, for example Boards of Study, Faculty and Committee meetings, contribution to corporate roles and collaboration across faculties and disciplines is considered an important part of academic life.
8. Pension and End of Service Gratuity
Academic staff are eligible to join the Universities Superannuation Scheme (USS), subject to the Scheme's rules and regulations. By joining and getting the benefits of the USS, staff will forego any entitlement to an end of service gratuity payment. If staff do not join the USS scheme they will be eligible for an end of service gratuity payment, subject to meeting qualifying criteria. See www.ucl.ac.uk/hr/qatar/policy/UCL-Qatar-Benefits-Package_15082016.pdf.
9. Annual Leave
The leave year runs from 1 October to 30 September. Staff are entitled to 27 working days annual leave per year (pro rata for part-time staff). Leave is approved by the Chief Operating Officer/ Director and is normally taken in university vacations. Time off in lieu of additional hours worked may be taken in addition to annual leave, as agreed with the Chief Operating Officer/ Director.
Staff are also entitled to 14 days comprising public or statutory holidays and closure days. 3 for Eid El-Fitr, 3 for Eid AL-Adha 1 for National Sports day and 1 for Independence day, and other days on which UCL Qatar is closed. 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 Chief Operating Officer/Director. If agreed, a maximum of ten days can normally be carried forward.
For further information you should look at UCL Qatar's Annual Leave policy available on the UCL Qatar web pages www.ucl.ac.uk/hr/qatar/policy/annual_leave.php.
10. Sabbatical Leave
Academic staff should be aware UCL Qatar's Sabbatical Leave Policy available on the UCL Qatar web pages.
11. Leave for Personal and Domestic Reasons, and Family Leave
There may be particular times when you will need some additional time off from work. UCL Qatar 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. This may be extended by up to 5 days where the bereavement involves travel overseas.
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. Any Muslim employee may use this provision to request unpaid leave of up to two weeks to undertake Pilgrimage once within their service. Your manager will need to take the needs of the service into account in deciding whether or not to approve your request.
The Leave for Domestic and Personal Reasons guidance on the UCL Qatar web pages 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.
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.
When reporting absence from work due to sickness, staff will be asked to give as much of following information as possible:
- The nature of illness - if the employee does not wish to reveal the exact nature of the illness s/he must indicate broadly the cause of the absence. If they are not willing to disclose this, the nature of the illness should be described as personal;
- The anticipated length of absence (only an estimated indication is expected i.e. "I'll be back tomorrow" or "I don't expect to be in for the rest of the week") ;
- If the absence is expected to be of 7 calendar days or more, any steps s/he is taking in relation to it e.g. details of any doctor's appointments arranged;
- Details of any outstanding or urgent work that needs to be dealt with during the absence;
- Details of how s/he can be contacted if necessary, especially where the employee is staying at a different address during their absence.
Where a member of staff becomes ill while at work and feels too unwell to continue working, s/he must speak to his/her manager who will give permission for the individual to leave their work (either temporarily or for the day) and for him/her to seek medical advice where appropriate. Absence from work for part of a working day is not recorded as sickness absence but a note should be made of a part day absence and this may be taken into account when looking at patterns of absence.
A member of staff who fails to follow the sickness absence procedures set out in this document may be subject to action under UCL Qatar's Disciplinary Procedure.
Unauthorised absence is considered to be misconduct and will be considered in accordance with the Disciplinary Procedure. In exceptional circumstances, UCL Qatar reserves the right to withhold Occupational Sick Pay if an individual does not co-operate with reasonable requests from the HR Division, or does not comply with the requirements within this Policy.
The absence of a member of staff due to sickness for 6 periods of absence in a rolling 12 month period or a total of more than 12 working days within the same period, will trigger the formal Sickness Absence Procedure. This process and further information is set out on the UCL Qatar web pages.
Staff following the Sickness Absence Reporting Procedure set out in these terms and accompanying guidance document are entitled to sick leave as follows:
During first 3 months service
3 months service or more but less than 12 months service
12 months service or more but less than 3 years service
3 years service but less than 4 years service
Service of 4 years or more
Occupational sick pay takes into account the number of days of sickness absence taken within the previous 12 month period and is determined by length of service on the first day of a period of sickness absence.
UCL Qatar employees are entitled to a maximum of 52 weeks maternity leave, beginning on the date the employee advises UCL that maternity leave is to begin. The employee can opt to return to work any time after the end of the compulsory 35 calendar day period of leave following birth, up to the end of the 52-week period. The employee must give four weeks' notice to her line manager if she intends to return to work earlier or later than previously notified.
An employee is required to notify her line manager by the end of the 15th week before the Expected Week of Childbirth or adoption (or, if that is not possible, as soon as is reasonably practicable) of their pregnancy and of their expected start date of maternity/adoption leave.
All UCL Qatar employees are entitled to Occupational Maternity Pay of full pay for 18 weeks. If the employee chooses not to return to work or not to continue to work for at least three months after the period of maternity leave, UCL will normally reclaim the whole or part of this occupational pay.
UCL Qatar employees may avail themselves of occupational shared parental leave, subject to eligibility requirements.
Further information and the process for applying for maternity leave and shared parental leave can be found in the guidance document on the UCL Qatar web pages.
UCL Qatar’s grievance procedure aims to ensure that where problems are identified, they are dealt with promptly and consistently. The procedure only applies to current employees. In the first instance, an employee should raise a matter of concern informally with his/her line manager. The procedure will be followed in the strictest confidence throughout.
Further information about the procedure for dealing with grievances can be found on the UCL Qatar web pages.
The UCL Qatar Disciplinary procedure applies to all staff except those who are within their probationary period, who are covered by UCL Qatar's Probation and Induction Policy. The purpose of this document is to set down the procedures to be followed when standards of conduct give rise to problems which cannot be resolved by advice and encouragement, training or increased support. UCL Qatar is committed to the avoidance of formal disciplinary procedures wherever possible by addressing problems as soon as they arise. This procedure is intended to provide consistency in the treatment of staff and, to ensure matters are dealt with promptly.
Some acts termed gross misconduct are so serious in themselves or have such serious consequences that they may call for a dismissal on the first offence. Any dismissal for gross misconduct will take immediate effect once the decision has been made and the employee will be entitled to no notice period regarding the termination of his/her employment and will result in the loss of any entitlement to end of service gratuity. Below is a list gross misconduct, as determined under Article 61 of Labour Law No 14 of Qatar which may result in dismissal.
- If the worker assumes a false identity or nationality or submits false certificates or documents.
- If the worker commits an act which causes gross financial loss to the employer provided that the employer shall notify the Department of the incident within twenty four hours from the time of his being aware thereof.
- If the worker violates more than once the written instructions of the employer concerning the safety of the workers and the establishment despite his being notified in writing of the violation provided that these instructions shall be written and posted up in a conspicuous place.
- If the worker fails more than once to carry out his essential duties under the service contract or this law despite his having been notified in writing thereof.
- If the worker discloses the secrets of the establishment where he is employed.
- If the worker is found during the working hours in a state of drunkenness or under the influence of a drug.
- If the worker commits an assault on the person of the employer, the manager or one of his supervisors in the work during the work or by reason thereof.
- If the worker repeats his assault on his colleagues in work despite his being warned in writing thereof.
- If the worker absents himself from work without legitimate cause for more than seven consecutive days or fifteen days in one year.
- If the worker has been finally sentenced for a crime involving immorality or dishonesty.
Academic staff should also be aware of The Procedure for Discipline, Dismissal and Removal from Office is set out in Statute 18, 3(1), of UCL's Charter and Statutes.
16. 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.
17. Financial Irregularity
All staff are required to comply with UCL's Policy for Investigating and Resolving Allegations of Financial Irregularity.
18. Consultancy Work
Academic staff should be aware of UCL's current guidelines relating to Consultancy Work.
Academic staff should be aware of UCL's current Copyright Policy.
20. Misconduct in Academic Research
UCL Qatar is committed to maintaining the integrity and probity of academic research. To this end, UCL Qatar 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 in the Academic Manual.
21. Communication with the Media
A member of staff contacting the media on a matter concerned with UCL Qatar should inform the Chief Operating Officer/ Director (or the Provost in the case of the Director), and also UCL's Media Relations Office. The staff member should state that the views expressed are personal to the author. On non-academic matters, staff should write from their home address.
Academic staff contacted by the press and media to comment or advise on topics in their field 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 academic 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.
22. Amendments to Terms and Conditions
UCL Qatar may vary these conditions at any time provided that the amendments are not at variance with any statutory and legal requirements. UCL Qatar will notify staff in writing of any amendments.
HR Policy and Planning