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Conditions of Service for Research and Professional Services Staff at UCL-Q

These conditions of service are only applicable for those staff employed at UCL Qatar

1. Application

These terms and conditions apply to all Research Staff and Professional Services Staff at UCL Qatar.

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 also expected to observe UCL Qatar policies and procedures in the course of their appointment. 

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

All appointments are subject to a 6 month probation period.

Further information on the current Probation Procedures can be found on the UCL Qatar web pages.

3. Period of Notice

Employees wishing to terminate their contract of employment must give the following notice in writing and addressed to the Director:

Grades 1-6: for the first 5 years a minimum of 1 month. After five years service 2 months notice must be given. 

All Researchers and Grade 7 and above:  minimum of 3 months

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 Qatar as the employer, except that in cases of gross misconduct, UCL Qatar 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 UCL Qatar web pages.

Salaries will normally be paid on the last working day of each calendar month by bank transfer.  Where applicable, deductions are made in respect of national insurance and pension contributions. 

Automatic incremental progression will take place on the 1st August following the completion of the probationary period.  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.

5. Grading Reviews and Promotions

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

Research Staff have the opportunity to apply for promotion through the Senior Research 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 36.5 hours per week excluding lunch hours, except during Ramadan. During Ramadan the working week for full-time members of staff is 30 hours at 6 hours per day. The working arrangements are determined by the Chief Operating Officer.  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 Qatar.  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.  However, where this is not practicable for staff in Grades 1 – 6, overtime working may be paid (in arrears) at the following rate after the working week of 36.5 hours has been completed:

Regular monitoring of overtime usage will be undertaken by UCL Qatar.  UCL Qatar retains the right to terminate overtime worked on a regular basis; as much notice as practicable will be given.

7. Duties

Members of staff will carry out duties as may be determined by the Chief Operating Officer and will be responsible to the Chief Operating Officer or Director for the performance of those duties. 

8. Pension

All Staff are eligible to join the Universities Superannuation Scheme (subject to the Scheme's rules and regulations).

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).  Annual leave must be approved by the Chief Operating Officer/ Director (or someone deputised by him/her) and approval is subject to service requirements. In some roles 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 7 days statutory holidays (3 for Eid El-Fitr, 3 for Eid Al-Adha and 1 for Independence day, and 7 UCL Qatar closure days with pay per year. 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 five days can normally be carried forward

Where a member of staff is leaving UCL Qatar’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 on the UCL Qatar web pages.

10. 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 document 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.

12. 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.

When reporting absence from work due to sickness, staff will be asked to give as much of following information as possible:

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 on the UCL Qatar web pages are entitled to sick leave as follows:

Service

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 years service but less than 4 years 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. 

13. Maternity

UCL Qatar employees are entitled to a maximum of 52 weeks maternity leave, beginning on the date the employee advises UCL Qatar 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 Qatar will normally reclaim the whole or part of this occupational pay.

Further information and the process for applying for maternity leave can be found in the guidance document found on the UCL Qatar web pages.

14. Grievances

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.

15. Disciplinary

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 procedure 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. Below is a list of some examples of gross misconduct which may result in dismissal. This list is not exclusive or exhaustive.

Please see the UCL Qatar Disciplinary Procedure on the UCL Qatar web pages for further information.

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 which can be found at.  http://www.ucl.ac.uk/finance/finance_docs/frudplan.html

18. 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 at: http://www.intranet.ucl.ac.uk/staffandstudent/reference/acman/PartE/E26.htm

19. Communication with the media

A member of staff contacting the media on a matter closely concerned with UCL Qatar or should inform the Chief Operating Officer/ Director before despatch(or the Provost in the case of the Chief Operating Officer/Director), 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:

  1. 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;
  2. 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)

20. 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
March 2011