Page 1

STUDENT STAFF TERMS AND CONDITIONS OF EMPLOYMENT (PRINCIPAL STATEMENT PART 2) 1. Appointment You are employed by the University of Essex Students’ Union (hereafter the Students’ Union). The general conditions of service of your employment are detailed in this document and any personal conditions of service are contained in Principal Statement Part 1. The Trustees of the University of Essex Students’ Union delegate full responsibility for all staffing matters to the Senior Staff Member, the Chief Executive. Any discussion regarding your Conditions of Service will be done through the line management structure. The Students’ Union Staffing Committee consists of the Sabbatical Officers, the Chief Executive and the Deputy Chief Executive and meets regularly to discuss employment issues. Information and Consultation on any relevant student staff issues will take place at the Student Staff Days in November and February each year. Contracts of Employment (Principle Statement Part 1) end on 30 th June each year, and Student Staff will be taken off the payroll system at this point, unless a member of Student Staff has had agreement to work throughout the summer period. Student Staff must indicate their intention to return or leave employment by May each year. Returning staff must ensure that they complete new forms for payroll in order to get paid the next term. 2. Pay Structures You are employed on the Student Staff Grade, which currently has 4 points. Details of the Student Staff pay structure is contained in the Student Staff Handbook (Appendix 4). All new Student Staff are appointed on a trainee period (usually up to 10 weeks maximum), and upon successful completion, will be signed off by your Manager. The Students’ Union will recognise the National Minimum Wage and agree any changes to Student Staff Grade rates through Staffing Committee. 3. Hours of Work Your hours of work may vary from week-to-week dependant upon organisational demands. The Students’ Union will aim to distribute hours available, to Student Staff, in a fair manner but will limit the hours of work, for Undergraduates, to a maximum of 16 hours per week during term-time. Postgraduates may work up to a maximum of 35 hours per week. International Students are personally responsible for ensuring that they are legally allowed to work in the UK, and cannot be employed until we have seen the original copies of documentation to prove this (i.e. visas and passports). Regular hours of work cannot be guaranteed. Please make yourself familiar with the procedure within your department if you cannot work the hours allocated to you. The Students’ Union also has a policy to minimise the amount of National Insurance Employer contributions and the cut-off for this is currently 16 hours per week. October 2009

4. Schedule for Payment You will be paid weekly, in arrears, by crediting your Bank Account on a Friday. The hours you work from Monday to Sunday each week will be submitted, by your Manager, to Personnel for processing on Tuesday. Any errors should be reported to your Manager as soon as possible. 5. Continuous Employment Employment with any other employer, other than the University of Essex Students’ Union, does not count as part of a member of Student Staff’s continuous period of employment. If you work with the Students’ Union throughout the summer your employment will be considered to be continuous. Returning student staff, who have been issued with a P45, will start a new contract from the Wednesday prior to Arrivals Sunday in the Autumn term. These dates will be circulated to all Student Staff well in advance each year. 6. Holidays Holidays for student staff are calculated pro-rata to permanent staff as a percentage (10.77%) and paid at the end of each academic term of employment for all hours worked, in their own department, during that period. Holiday is paid in December, April and July each year. 7. Other Leave The Students’ Union recognises the importance of your commitment to your academic work and your Line Manager will be as flexible as possible during times when you are required to submit academic coursework or sit examinations. You must give your Line Manager sufficient notice, normally at least 48 hours, of any problem you have regarding your attendance at work due to study commitments. The Students’ Union also recognises that you may have other involvement and commitments in the Campus Community and will aim to be as flexible as possible when organising work rosters but these arrangements must be agreed with sufficient notice to ensure service to the membership is not reduced. 8. Compassionate Leave The Students’ Union consider individual circumstances for paid compassionate leave e.g. to attend a funeral of a close family member or friend (if this was a time you were due to work a regular shift). 9. Year Abroad If you are taking a year abroad as part of your study, you must notify the Personnel & Development Office, in writing, of your intention to leave and the anticipated date of your return. The Students’ Union will re-appoint on your return but cannot guarantee the nature or venue of the post offered. 10. Training Period There is a maximum10 week training period for all new members of Student Staff. It is a requirement that you complete Induction, Customer Service Training, completion of your ‘on-line’ Student Staff Training Manual (Generic and Specific Modules) and on the job training (verified by your Team Leader or Manager, to ensure that your October 2009

appointment is confirmed. As soon as your Manager confirms to the Personnel Office, in writing, that you have completed all training to a satisfactory standard you will receive a full contract of employment. 11. Eligibility for employment Under the terms of the Assylum & Immigration Act, it is your Employer’s responsibility to check that you are eligible to work. International and EU Students will have to provide the Personnel Office with sight of their current Passport and a copy of appropriate stamp(s) will be kept on your personnel file. Under the Act, UK Students also have to provide the Personnel Office sight of their current UK Passport or their full (not shortened) Birth Certificate. 12. Pension Scheme The pension scheme currently available to staff members is the Universities Superannuation Scheme. As a Student Staff Member you are classed as a ‘Variable Time Employee’ and will have to meet certain criteria before being eligible for Membership. You are fully eligible to join the Students’ Union Stakeholder Pension Scheme and if you wish further details of how you would contribute to this, please contact the Personnel Office. 13. Termination of Employment The minimum period of notice to be given by either you or the Students’ Union will be one week. This will be required in writing to your Line Manager. If you fail to attend work for a period of four continuous weeks, unless for certified sickness or other authorised absence, your employment will be terminated. Student Staff Contracts normally terminate at the end of June each year, unless otherwise agreed. Please note that you will not be permitted to continue to work for the Students’ Union if you are elected to a Trustee position. This would be effective from the date you take up your elected position. The University have agreed to assist the Students’ Union in finding alternative employment on campus. 14. Trade Union Membership All Student Staff are welcome to join the recognised Trades’ Union on Campus for this group of staff, currently Unison. If you wish to join, please speak to the Personnel Office for further details. Membership fees will be deducted from your weekly salary. 15. Occupational Health Your employer reserves the right to refer you to University Occupational Health. If you are referred for any medical examination, the Students’ Union will pay the cost. 16. Individual Grievance There are informal procedures for solving grievances. The Grievance Procedure is the formal process which allows you to raise any issue connected to your employment. The full Student Staff Grievance Procedure is Appendix 7 of the Student Staff Handbook. 17. Disciplinary and Capability There are informal procedures for dealing with Disciplinary and Capability issues. The Disciplinary and Capability Procedure is the formal process for dealing with any matter falling into these categories. The full Disciplinary & Grievance Procedure is October 2009








18. Equal Opportunities and Diversity The Students’ Union is committed to equality of opportunity and recognising diversity in all aspects of employment. The Equal Opportunities Policy is Appendix 8 of the Student Staff Handbook. 19. Personal Responsibility You should make yourself familiar with the contents of the Student Staff Handbook, Students’ Union Policies and Procedures and Departmental Policies and Procedures. In order to make savings a Master Copy is available in your place of work. If you do wish an individual copy we will print this for you. The contents of the Student Staff Handbook are considered to be appendices to these Terms and Conditions of Employment. As Employers, the Students’ Union will offer you as much support as possible to carry out the work expected of you and you will be required to take personal ownership of your induction and complete any training appropriate to your position. Deduction Clause The Students’ Union reserve the right, at any time during your employment, or in the event of termination of your employment, to deduct from salary any overpayment made and/or monies owed by you including, but not limited to, any outstanding training costs, excess holiday taken, advances, cost of repairing any damage or property caused by you and any uninsured losses caused by negligent driving. Training and Meetings You are expected to attend the All Student Staff Meetings, which take place in November and February each year. You are also required to return to campus for Freshers’ training and Ambassador duties each year. Freshers’ training commences the Wednesday before Arrivals Sunday, and Ambassador duties continue throughout Freshers’ week. You will be paid for attending compulsory training at the basic rate, except for induction training as this is unpaid.

October 2009