Goldsmiths Studentsâ€™ Union Student Staff Handbook
CONTENTS 1 2 3 4 5 6 7 8
WELCOME AND INTRODUCTION ABOUT GOLDSMITHS STUDENTS’ UNION TERMS AND CONDITIONS OF EMPLOYMENT STAFF DEVELOPMENT IMPORTANT IMFORMATION POLICIES AND PROCEDURES COMMUNICATION HEALTH AND SAFETY
3 4 9 11 12 13 16 17
APPENDICES 1 2 3 4 5 6 7
EQUAL OPPORTUNITIES POLICY STAFF TRAINING AND DEVELOPMENT POLICY HARASSMENT POLICY HEALTH AND SAFETY POLICY DATA PROTECTION POLICY STUDENT STAFF PROTOCOL FIRE INSTRUCTIONS TO STAFF
19 22 26 28 29 30 33
WELCOME AND INTRODUCTION
Welcome to Goldsmiths Studentsâ€™ Union (GSU) and your new staff handbook. This file contains most of the information relating to your employment that you are likely to need. It is therefore a very important document and it is essential that you read and familiarise yourself of its contents. However, should you have any queries please address these to your line manager in the first instance, or to the General Manager. You may feel you wish to refer to your own contract and the terms and conditions for clarification on some issues. It will, from time to time, be updated as legislation and the operation of the Union changes. Updates will be circulated on an annual basis, so ensure that the version you are reading has this yearâ€™s date at the bottom of the page. If you are in any doubt as to whether you are reading the latest version a copy of the latest version is held on the shared server. For clarity, where the Chief Executive is named in this document as the decision maker, responsibility for decisions regarding the Chief Executive will rest with the Staffing Committee.
ABOUT GOLDSMITHS STUDENTS’ UNION
Goldsmiths Students’ Union was founded in 1929, following the merger of the Men’s and Women’s Union, which had existed since 1924 with student activities organised by Senior Prefects appointed by the College Warden. Today, the Students’ Union has a turnover of approximately £950k (made up of a £325k grant from Goldsmiths, approximately £575k from commercial revenue and the remainder coming from grants, donations and sponsorship). The organisation’s mission is depicted in diagrammatic form:
We express this in words as: ‘Representation is at the centre of all we do and through representation we provide inclusive, accessible activities and services for Goldsmiths’ students.’
Values For and by students We are firmly committed to ensuring that Goldsmiths Students’ Union is student-led and democratic in the belief that this improves the quality of our decision-making.
Belief in collectivism We believe that on matters of student representation and campaign work we can achieve more by working with other students’ unions than working on our own.
Professional and customer-focused Our members, students of Goldsmiths, external clients and suppliers should be treated with professionalism at all times and our strategies should be led by the needs of Goldsmiths’
Embracing and enhancing diversity We are proud of the College’s diverse make-up and we aim to develop services and activities that meet the needs of the Union’s diverse membership.
Investing in Our Staff We believe that our staff are our biggest asset and as such we will invest time and resources in them.
Professional and customer-focused
Our vision is to be an essential part of Goldsmiths in 2010, significantly adding value to the student experience. Specifically we aim to be: •
Recognised by Goldsmiths’ students and the College as the provider of excellent, effective representation and advice on academic matters
Providing quality, well-used commercial and membership services for our diverse membership
Having one of the highest students’ union election turnouts in the country
Acknowledged by Goldsmiths students as having made a positive difference to their lives
6 2.1 The Strategic Plan The Union has agreed a Strategic Plan that outlines the direction of the organisation for the next five years. As part of your induction you should be presented with the objectives listed in the strategic plan. Copies of the plan are available from the Office Manager’s office. You should familiarise yourself with the Strategic Plan and if you have any questions regarding the plan then please address them to your Line Manager.
2.2 Organisation and the structure of GSU GSU is funded by a block grant from the College and by income derived from various commercial outlets run by the Union. This is a representation of how the new governance system works:
Annual General Meeting (AGM), Extraordinary General Meeting (EGM)
E-referendum /Referendum Students Student Assembly
What it all means: Elections This is where it all starts, every year elections are held to elect student representatives and officers. In the autumn term department reps will be elected (one in each of the 15 departments at Goldsmiths) as will NUS Conference delegates.
Student Reps Technically anyone can be a student rep and even if you don’t have an elected position you can still take part in open meetings and speak at assembly meetings.
The assembly is made up of the following people: 9 x Student Officers 15 x Departmental Representatives 1 x Chair (the chair doesn’t vote unless there is a tie in which case they get the deciding vote) The assembly sets the political and policy agenda of the Union and campaigns on issues affecting students. The assembly also makes recommendations to the Trustee Board. They meet five times throughout the year and any student may observe the meeting and at the discretion of the Chair may speak.
7 E-Referendum / Referendum E-referendum and referendum can be called by the following groups of people: A simple majority of the Trustee Board A two thirds majority of the Student Assembly A simple majority in an open meeting with at least 3% of members present (around 250 students) By any member of the Union (any student) via a secure petition signed by 3% of membership Referenda give the whole student body a chance to have their say; it may be done online in which case it will be named an e-referendum. Their will be a ballot box and each student will have one vote. For more details on this see articles of governance.
Open meetings can be called by the following: 10 full members of Goldsmiths Students’ Union Student Assembly The Trustee Board Sabbatical Trustees Open meetings can be anywhere and about anything although they must have a specific topic of discussion. Open meetings are open to all students and although any vote taken in them do not mean an immediate change in Union policy, indications and minutes are taken and then presented to the Assembly and Trustee Board. All open meetings must be convened by a member of the Assembly or a Sabbatical Officer.
Trustee Board The board is made up of: 4 x Student Trustees (part-time whilst still studying) 4 x Sabbatical Trustees 4 x Co-opted Trustees (non students) The Trustee Board is responsible for overseeing the management and administration of the Union and may exercise all powers of the union. They have ultimate responsibility for the governance, the budget and the overall strategy and direction of the Union. In practical terms this means that the Board have the ability to over rule decisions made by the Assembly that they feel may potentially harm the Union in a financial or legal manner. The Board meets five times a year and is chaired by the President of the Students’ Union.
Annual General Meetings
The Union must hold a AGM once a year, here members receive the accounts, and a Trustee’s report, there are also open questions to the Trustees. Broadly speaking, the responsibilities of the sabbatical officers are as follows: PRESIDENT - Represent the interests of students at College committees - Act as the ‘external voice’ of the Union (i.e. point of contact for NUS, press etc) - to seek to involve as many students as possible in the Students’ Union - chair the Union’s staffing committee - help to develop Union strategies for the year ahead - help coordinate and promote Union campaigns Welfare and Education Officer - act as a point of reference for all students on welfare and academic issues - liaise with College departments and external organisations on welfare issues - represent the interests of students at College committees - maintain relevant and up to date information on welfare
8 - provide support for international students Student Activities and Services Officer - oversee the commercial areas of the Union - oversee the running of clubs and societies - co-ordinate the promotion of clubs and societies within and outside of the Union - oversee the Union’s volunteering schemes -work with other Union officers to organise freshers fayre -be responsible for the planning and supervision of the financial organisation of the union Campaigns and Communications Officer - develop campaign strategies for the Union’s priority campaigns - encourage maximum involvement of students in the Union - co-ordinate publicity and promotion of Union campaigns - work with other officers to keep students informed and motivated on political and social issues -seek to ensure a welcoming environment for students in the Union GSU is a democratic body; every student is entitled to an equal say in its running. However, under the provisions of the 1994 Education Act, students may, if they so wish, opt not to join the Students’ Union. Such action would not debar the student from using the facilities provided by the Union but would render the student ineligible to stand for an elected post in the Union and to vote in any Union elections.
Student Assembly 2008/09 Full-time Sabbatical Officers President Campaigns and Communications Welfare & Education Officer Student Activities & Services Officer
Part-Time Student Officers Union Chair & Council Member International Officer LGBT Officer Black and Ethnic Students’ Officer Campaigns Co-ordination Officer Women’s Officer Access Officer Campus Officer Disabled Students’ Officer Ethnical & Environmental Officer
Smiths Magazine Editor Wired Station Manager
Jess Tratt Jennifer Jones Jesse Fajemisin Holly Bott Manoj Kerai Sohail Nazir George Thompson Adam Khan James Haywood Rheem Al-Adhami Emma Sowden Ruth Bibby Rory Cheal open Elena Calabro Bindhiya Patel Delovan Ghafoor Rayyan Mirza Damiano Marchietti Jason Grant
2.3 Union Management Within any organisation, it is important to establish clear lines of decision-making and accountability. This is doubly important within a Students’ Union where the areas of responsibility for student officers and members of staff can often become blurred. The following attempts to give an outline of how the management structure of GSU works. The Trustee Board is responsible for policy formulation, setting and monitoring of objectives, targets, and general development planning. The Chief Executive is responsible for the advice
9 and support of the Executive Committee, overall co-ordination, staff and financial management. All other staff are then responsible for their own areas of work through their Line Manager, to the Chief Executive and ultimately to the Executive Committee. Staff are clearly employed to carry out the wishes of the Union’s membership which is reflected through the Union’s decision-making structure and Executive Committee. However, it is vitally important that such wishes are channelled through the Line Management structure in the correct manner. In this way, staff can be clear about what it is they are expected to do by their employer.
Ultimately the following diagram outlines the difference between Union Governance and Union Management.
Trustee Board Governance Student Assembly Chief Executive
Front line and student staff
The student/ staff protocol further clarifies this relationship in Appendix 6.
2.4 GSU Departments General Management The Union has a Chief Executive who liaises directly with the Executive Committee on strategic issues, overseeing the day-to-day running of the organisation. He is supported by the Deputy Chief Executive and line managers - each with specific areas of responsibility.
Membership Services Membership Services are at the heart of the Union’s work. The staff within the Membership Services department are responsible for the day-to-day running of the non-commercial business of the Students’ Union including the Student Activities Hub, the Advice Centre, clubs, societies and volunteering schemes. The Student Activities Hub is where the Union’s volunteering schemes are run and where professional support is given to clubs and societies. The Advice Services Co-ordinator provides confidential, academic (including appeals) and non-academic advice and support to students. The Democracy and Representation Co-ordinator supports the Union’s governing bodies and elections, as well as organising the Departmental Student Co-ordinator scheme. The Student Development Co-ordinator assists the Union’s societies, develops programming
10 for students, and co-ordinates volunteering schemes. The Sports and Recreation Manager co-ordinates all aspects of sporting life at Goldsmiths, both competitive and non-competitive and for both students and staff. She also oversees Goldsmithsâ€™ on-campus gym, Club Pulse.
Commercial Services The Union is dependent on the income made from our commercial services (bars, entertainments, retail and catering) to fund the non-commercial part of the organisation. There are two bars within GSU. The Greenroom is on the first floor and the Stretch is on the second floor. The Venue and Marketing Supervisor is responsible for a team of student publicity staff, as well as marketing and advertising income. There is a gallery in the Greenroom that showcases student and alumni work. The Studentsâ€™ Union Shop is based in the Main College (Richard Hoggart) building , on the right-hand corridor.
The Office Manager manages the Receptionist and the Union Porter. The Finance Administrator deals with cash handling, bookkeeping and the production of the management accounts. Permanent Staff and Line Management Structure Chief Executive Deputy Chief Executive Commercial Services Manager (Venue) Commercial Services Manager (Retail) Venue and Marketing Supervisor Retail Supervisor Retail Supervisor Sports and Recreation Manager Advice Service Co-ordinator Democracy and Representation Co-ordinator Student Development Co-ordinator Office Manager Finance Administrator Porter Receptionist
Graham Gaskell Sarah Chowdry Wil Fincher Laura Adams James Bates Alice Missen Claudia Navarro Ruth Gibson Limahl MacFarlane James Harvey Rebecca Heyes Doreen Duffin Pauline Joyce Alec Reed Yvonne Smith
LINE MANAGEMENT STRUCTURE President (Chair of Trustee Board) Jess Tratt
Chief Executive Graham Gaskell
Deputy Chief Executive Sarah Chowdry
Office Manager Doreen Duffin
Sports & Recreation Manager Ruth Gibson
Student Development Coordinator Rebecca Heyes
Advice Service Coordinator Limahl Macfarlane
Retail & Commercial Services Manager Laura Adams
Democracy & Representation Coordinator James Harvey
Shop Supervisor Claudia Navarro
Venue & Commercial Services Manager Wil Fincher
Shop Supervisor Alice Missen
Venue & Marketing Supervisor James Bates
Finance Administrator Pauline Joyce
Student Staff Receptionist Yvonne Smith
Porter Alec Reed
TERMS AND CONDITIONS OF EMPLOYMENT
3.1 Hours of Work Your Line Manager will notify you of your hours of work. Some jobs will involve a regular pattern of hours, but in most cases, hours will vary from week to week. Your Line Manager will advise you of your hours for each week in advance, although you may be required to work additional hours at short notice, due to staff illness and other factors. Although we will obviously take account of individual circumstances, it is essential that student staff are flexible and generally available to accommodate these demands. You must arrive at your place of work at the time specified by your Line Manager. You should allow sufficient time to hang up your coat and make any other preparations before the start of your work. Student employees should particularly note that during term time, employment might include duties up to and including the last day of term. There may be opportunities for some departments to work during the holiday periods, due to conference and party bookings. The requirements of your post will be outlined in your job description and on the student staff training day, and you should raise any queries before you accept an offer of employment.
From 1st August 2008 – 30th September 2008 will be £5.52 per hour + £0.45 holiday pay. Holiday pay will be paid on a monthly basis. This is a set hourly rate which does not vary depending on the numbers of hours worked, or the time of day on which the work is carried out. From 1st October 2008 pay will be £5.73 per hour + £0.47, per hour holiday pay.
Wages are paid on 24th of each month, one month in arrears. Payment is made by direct bank transfer and cannot be made in cash.
Tax and NI:
Upon commencement, you are required to complete an Employee’s Personal Details form. You will need to know your National Insurance (NI) Number and Bank details (name, address, sort code and account number). You will also be asked to sign a P46 Tax Form, unless you are able to produce a P45. A single person is allowed to earn up to £4615 per annum without having to pay tax. This applies to students as well as non-students. You will be liable to pay National Insurance contributions on wages over £75.00, which is not reclaimable. During the Academic Term, an average maximum hours working restriction of 16 hours per week will normally apply. This restriction should ensure that work does not impinge on your academic commitments. If you have any queries relating to wages, tax or National Insurance please contact your Line Manager in the first instance or Doreen Duffin, the Office Manager.
This contract will continue until terminated as follows: 1. During your first two months employment, GSU may terminate your employment on one day’s notice. 2. After two months employment, GSU may terminate your employment on one week’s notice, and after one year’s service entitlement rises to one week per year of service to a maximum of 4 weeks. 3. You may terminate the contract by giving one week’s notice in writing. 4. The contract shall terminate automatically without the need for either side to give notice, if for any reason, you do not actually undertake any work for GSU for any
12 5. 6.
period of 28 days during term-time. This restriction is lifted outside of term-times. Subject to express contrary written agreement, your employment will terminate automatically without the need for either party to give notice on the day on which you cease to be a registered student at Goldsmiths. All contracts not terminated for any of the above reasons will automatically terminate on the date indicated on the contract.
If you are unavailable for work due to illness, you should telephone your Line Manager as soon as possible before the start of your shift. In most circumstances, we would expect staff to contact their manager at least four hours before the start of their shift so that alternative arrangements can be made. You will be paid statutory sick pay, if eligible, on production of valid Medical Certification. There is no right to any additional sick pay.
1.1 Useful Addresses and Telephone Numbers Main College Emergency Security internal line: GSU Telephone number: GSU Fax Number: GSU Website address: Extensions: Union Reception The Greenroom The Stretch The Shop The Shop office The Commercial Services Office
02079197171 666 02086921406 02086949789 www.goldsmithsstudents.com extension 21 extension 31 extension 30 extension 39 extension 41 extension 35, 36, 42
4.1 Training and Development Opportunities
The Union is committed to your development and this begins from your first day of employment. Your line manager will have arranged an induction programme for you that should ensure you quickly become familiar with the Union and the requirements of your job. An induction checklist should be designed and completed throughout the induction process. Your line manager will also explain the process surrounding your probationary period. Your probationary period lasts for two months. At the end of the two month period you will have a final review with your line manager and as a result of this your line manager will take one of the followings steps. 1. Your appointment will be confirmed as you have satisfactorily completed the requirements of your probation concerning standards and expectations in your role. 2. Your probation will be extended for a further period as you have not yet reached the competency required, however it is believed that with further time and development you will reach a satisfactory standard. 3. Your employment will be terminated as you have not reached the standard required and it is felt that you are unlikely to be able to do so. The Training and Development Policy, with guidance on how to request training appears in Appendix 2.
4.2 Investors in People In 2002 GSU was recognised with the prestigious Investors in People accreditation, this was re-recognised in 2005. Investors In People (IIP) is about good management and business
13 principles based upon the belief that GSU’s success and performance is directly linked to the quality, ability and commitment of our staff. It is rooted in the principle that our staff count and they have an important contribution to make to our overall success. Organisations that are recognised as being committed to IIP: • Have a shared vision, achieved by the fact that staff will know their contribution • Have an understanding of job roles and responsibilities which in turn means that staff will understand what others are trying to achieve • Have a training and development plan for all staff with targets and performance standards • Develop all staff through the identification of job-related training needs • See training as an investment, because the business and market environment is always changing and, therefore, new skills and the flexibility to develop them will always be necessary.
5.1 Equal Opportunities
GSU is opposed to unfair discrimination in employment and expresses its commitment to a comprehensive policy of equal opportunity. The selection and promotion of staff at the union is based solely on the criteria of merit, suitability for the post and ability. All appointments shall be made without discrimination on the grounds of age, gender, race, religion, creed, sexuality, nationality, size, socio-economic background, disability or medical condition, except that positive action may be taken to aid any disadvantaged section of society. GSU upholds the right of all its members to be shown respect and treat each other as valued members of a Union. This commitment requires all members of staff to work towards a fully inclusive environment which upholds the rights and celebrates the diversity of individuals who come from diverse backgrounds and have diverse interests, strengths and needs. It is the responsibility of all staff to adhere to this policy, behave in a non-discriminatory manner and to help change practices and procedures that deny or limit equality of opportunity or treatment. Therefore you should familiarise yourself with the Union’s Equal Opportunities policy (see Appendix 1) and ensure that you adhere to its requirements.
Working in the Students’ Union is, by its very nature, a post in an informal and social environment. However, in no way should this lead to an unprofessional approach by student staff. Professional relationships must be retained at all times with the Executive Officers, staff, students and visitors, and any evidence of a breakdown in this relationship will be viewed most seriously.
5.3 Confidential Information
No confidential information relating to the Union, its activities or employees should be disclosed to any unauthorised person.
5.4 Personal Information
Staff members are required to inform their Line Manager in writing of any changes in their personal circumstances, e.g. address, phone number. This information will be treated as confidential and managed in accordance with the Union’s Data Protection policy (see Appendix 5).
5.5 Dress and appearance Where you have been supplied with a uniform this must be the outer garment you wear. Name badges, if issued, must also be worn whilst working in the Union. Your clothes should always be clean and in good repair. Your hair should also be clean and tidy, and jewellery
14 should be kept to a minimum. Long hair should be tied back when working in the Bars and in Catering areas, and jewellery should be kept to a minimum. Good hygiene, in accordance with a customer-facing position, should be observed at all times.
5.6 Uniforms and protective clothing Uniforms and/or protective clothing will be provided free by the Union where necessary, and must be worn at all times when on duty. This clothing must not be worn when off duty or lent to any other person and contravention of this rule will lead to dismissal. The clothing will remain the property of GSU, but it is the responsibility of the members of student staff to ensure that it is clean, ironed and presentable at all times. The arrangements for uniform will vary between departments, and you also may be required to wear appropriate personal clothing (for example dark trousers or skirts of a specified colour and standard). Appropriate footwear must be worn at all times whilst you are working. You may also be required to wear promotional clothing (e.g. T-shirts) linked to special events.
5.7 Telephones Telephones should not be used under any circumstances to make personal calls, both incoming and outgoing the Students’ Union, except in an emergency or if given direct permission by a member of permanent staff. There are public telephones situated on the ground floor of the Union Building. Mobiles must be switched off whilst you are working, unless you are awaiting an important call in which case you should inform your Line Manager at the start of your shift.
5.8 Staff Drinks and food
You should check with the Duty Manager what the rules are for your work section on food and drinks during or after work. Soft drinks will be provided at the Duty Manager’s discretion.
5.9 Alcohol Use of alcohol by employees must not impair the safe and efficient running of GSU. Staff are not permitted to drink whilst on duty. Staff should also take a responsible attitude to drinking at work, particularly at lunch and break times, or whilst on Students’ Union business. Intoxication at work due to excess alcohol, or drinking whilst on duty, will be regarded as a disciplinary matter.
5.10 No Smoking Policy
The Students’ Union operates a No Smoking Policy throughout the building except in the designated outdoor balcony areas in the Stretch bar .
5.11 Staff Transport The Union tries to provide transport home after late night work shifts. On event nights, this will normally be by taxi. The Duty Manager will arrange transport home if you feel it is necessary.
5.12 Environmental and Ethical Practices From time to time GSU will have in place policies and procedures that relate to environmental and ethical practices. You should ensure that you adhere to these in all aspects of your work and promote their use amongst your colleagues.
5.13 Bringing Personal Property/Belongings into work Personal belongings brought into the workplace remain your responsibility. GSU will not be liable for theft of personal belongings under any circumstances. You should be aware of opportunist thieves and if you feel it necessary to bring personal belongings into the workplace you are advised to ensure that they are put in a safe, secure place. We recommend that only insured personal belongings are brought into work. You should be aware that it is a requirement of our Health and Safety Policy that all electrical appliances are PAT (Portable Appliance Test) tested. You should therefore refrain from
15 bringing any personal electrical appliance (e.g. laptops, stereos) unless it has a current PAT certificate. Members of staff are insured against accident and injury on Union premises.
POLICIES AND PROCEDURES
6.1 Student staff protocol
Criticisms of members of staff or suggestions regarding their working behaviour are always going to occur within a Students’ Union. The issue therefore is not that such criticism takes place, but the manner in which it is dealt with. The protocol and procedures outlined in appendix a will therefore apply.
6.2 Grievance Procedure
1. The employee should first raise a grievance with the relevant Line Manager. 2. The Line Manager should reply orally as soon as possible (and in any case within two days). 3. If you are dissatisfied with the reply you receive, you will be allowed to see your Union representative, who may take the matter up with the Line Manager. 4. If you continue to be aggrieved you and your Union representative should submit the grievance to the Chief executive and the President. The grievance should be put in writing. 5. The Chief Executive shall, within five days, arrange a meeting with the interested parties. 6. Within five working days of this meeting, the Chief Executive shall confirm his decision in writing. 7. Should you continue to be aggrieved in respect of your original complaint, the grievance shall be taken to the next Joint Negotiating Committee. 8. Thereafter, further procedure should lie with the appropriate negotiating machinery. N.B. An employee can be represented or attend without representation. The procedure should be available to a group of employees sharing a grievance.
6.3 Disciplinary Procedure Purpose and scope This policy and procedure is designed to help and encourage all members of staff to achieve and maintain standards of conduct, attendance and job performance. The aim is to ensure consistent and fair treatment for all. It is not intended to unnecessarily penalise staff, but to encourage improvements in individual conduct and performance. Principles • No disciplinary action will be taken against an employee until the case has been fully investigated. • At all stages in the procedure the member of staff will have the right to be accompanied by a Trade Union representative or a colleague. • At every stage in the procedure the member of staff will be advised of the nature of the complaint against him or her and will be given the opportunity to state his or her case before any decision is made. • No member of staff will be dismissed for a first breach of discipline except in the case of gross misconduct, when the penalty may be dismissal with or without notice or payment in lieu of notice. • The member of staff will have the right to appeal against any disciplinary penalty imposed upon him/her self. • The procedure may be implemented at any stage if the alleged misconduct warrants such action. • Either party may invite appropriate witnesses to attend any formal disciplinary hearings to
16 give evidence on the matter under discussion. Details of any witnesses and any documentation to be relied on, will be advised to the other side prior to the disciplinary interview. • Disciplinary proceedings, witness statements and records will, as far as is practicable, be kept confidential. Types of problems that may warrant a disciplinary process to be undertaken: Performance Failure to achieve or maintain an acceptable level of performance in the duties of the post Misconduct Examples in this category could include: • Unauthorised absence • Failure to comply with a reasonable request from your supervisor/manager • Persistent unsatisfactory timekeeping • Careless damage, destruction or waste of GSU property • Failure to follow accepted regulations, procedures and practices • Misuse of facilities (e.g. internet) Gross Misconduct Examples in this category could include: • Theft, fraud, deliberate falsification of records • Physical violence • Harassment or bullying • Breach of Health and Safety regulations • Wilful refusal to carry out the duties of the post • Failure to adhere to the Union’s Financial Procedures • Serious incapability through alcohol or being under the influence of illegal drugs • Serious negligence which causes unacceptable loss, damage or injury These lists are designed to provide guidance on the types of matters that could be covered but are not intended to be exclusive or exhaustive. Procedure If your line manager considers that your performance or conduct in post is not satisfactory it is hoped that an informal discussion will solve any problems. However, if this does not produce the required improvement, or the misconduct is of a more serious nature, he or she may decide to take formal action. This will firstly involve an investigation where appropriate into the circumstances of the case, including taking witness statements if necessary. Then a disciplinary interview will be held at which you will be given an opportunity to state your case. You will be entitled to be accompanied by a trade union representative or colleague of your choice at the interview. Notification of the interview will be given in writing at least three working days in advance, and will include confirmation of the complaint against you and may include further relevant evidence where appropriate. Disciplinary interviews will be held by your Line or Senior Manager for first or less serious allegations, or by the General Manager (except in the case of disciplinary action against the General Manager in which case the interview will be held with the President). Your Line Manager will conduct the initial investigation and is likely to be present at the interview to present the case against you. After the interview you will receive written confirmation of any warning issued to you, and an outline of the improvements expected of you, the timeframe within which to achieve that and the length of time the warning will remain on your file. An alternative outcome may be that counselling or further training or coaching are more appropriate in the circumstances. These will be discussed fully with you.
17 The procedure has the following levels: First oral warning – In the case of minor infringements you will be given a formal oral warning. A note of the oral warning will be kept but will be disregarded for disciplinary purposes after a specified period (eg, six months), subject to an interview indicating satisfactory conduct and performance. First written warning – If the infringement is regarded as more serious you will be given a first written warning. A copy of the warning will be kept on file but will be disregarded for disciplinary purposes after a specified period (eg, 12 months), subject to an interview indicating satisfactory conduct and performance. Final written warning – Where there is a failure to improve or change behaviour during the currency of a prior warning, or where the infringement is sufficiently serious, you will normally be given a final written warning. You will be notified that any further offence at this stage may lead to dismissal or to some other action short of dismissal. The final written warning should normally be disregarded for disciplinary purposes after a specified period (eg, 12 months), subject to an interview indicating satisfactory conduct and performance. Dismissal or other sanction - If your conduct or performance still fails to improve the final step will be dismissal or other sanction short of dismissal such as disciplinary transfer, disciplinary suspension without pay, demotion, loss of seniority or loss of increment. If you are dismissed you will normally receive the notice as required by your contract, or payment in lieu of notice. In certain cases of gross misconduct, where the facts are not in dispute, you may be summarily dismissed without notice or payment in lieu. Suspension Any member of staff may be suspended while a disciplinary matter is being investigated, usually for no more than five days. In cases of gross misconduct you may be instantly suspended until the disciplinary interview whilst the matter is being investigated. The suspension does not amount to disciplinary action in and of itself. If you are then dismissed for the gross misconduct this will be without notice or pay in lieu of notice. Right to appeal You have the right to appeal at any stage of the disciplinary procedure. Should you wish to appeal against a warning or dismissal you should do so, in writing, to the General Manager within 10 working days of the issue of the warning or the dismissal. A further meeting will be convened at which your appeal will be heard by the General Manager, the President or by an Appeals Board comprising of the Staffing Committee, whichever is the most appropriate. You will be given 3 days notice in writing of the date of the hearing, which will normally be held within 15 working days of receipt of the appeal letter and you shall be entitled to be accompanied by a trade union representative or colleague of your choice. At the appeal any disciplinary penalty imposed will be reviewed but it cannot be increased. It should be noted that an appeals hearing is not intended to repeat the detailed investigation of the disciplinary hearing but to focus on specific factors which the employee feels have received insufficient consideration, such as: • An inconsistent/inappropriate harsh penalty • Procedural irregularities • Extenuating circumstances • Bias of a disciplining manager • Unfairness of hearing • New evidence subsequently coming to light Where an appeal against dismissal fails, the effective date of termination shall be on the date on which you were originally dismissed. The decision of the person or panel conducting the appeal hearing shall be final and will be confirmed in writing.
7.1 Student Staff Joint Negotiating Committee (SSJNC)
Provision exists for representation to be made by elected members regarding terms and working conditions through a Joint Negotiating Committee. Such a committee meets once a term or at the request of either side to the negotiating committee. The terms of reference for the JNC shall be: • • •
To facilitate communication between student staff representatives and student officers as employers. To resolve disagreement and avoid disputes. To negotiate changes to working practices and procedures, terms and conditions and salaries (collective).
The membership of the JNC shall be as follows: Employers Staff Side
Chief Executive and the sabbatical officers Three representatives elected by the student staff
Team meetings will be held at least once a term and it is vital that you attend. The Team Meeting will give you the opportunity to discuss any issues that you may have relating to your job here at GSU. It will also give the Line Managers the opportunity to give feedback on performance, as a group.
HEALTH AND SAFETY
This section is designed to help you keep safe at work. It should be read in conjunction with the Union’s Health and Safety Policy and Its Implementation. You should have received a copy of the Union’s Heath and Safety Policy and Its Implementation when you joined GSU. If you do not have a copy of this document it can be obtained from the Office Manager. The Union has an obligation to take reasonable care of your safety while you are at work. However, you also have a duty to take reasonable care of your own safety, and a duty not to put anyone else at risk by what you do or fail to do. In addition, you must know that it is an offence to misuse or interfere with any safety equipment. All staff must be familiar with the Fire Alarm procedures (detailed in appendix 8). Fire doors must be kept shut at all times and must never be wedged open.
8.1 What to do if someone is hurt or ill If a qualified First Aider or an Appointed Person is available, send for them quickly. The first aiders for the Students' Union is James Bates, or one of the security team on the night or the Duty Manager for the night. A sign at the front of the venue clarifies who is the first aider for the night. There are First Aid boxes in all main trading outlets and at Reception.
8.2 Reporting accidents
If you or someone with you has an accident, however slight, it must be reported to your Line Manager immediately, preferably in person, and an Accident Report form must be completed. Any potentially dangerous incidents or 'near misses' should also be reported to your Line Manager.
8.3 Health and safety problems in the workplace
The Union depends on you to help keep everyone safe. If you notice a Health and Safety risk
19 where you work, such as a broken chair or a hole in the carpet, which could cause a fall, please report it to your Line Manager. This also applies to any other building problems, such as a broken window, blocked sink or a faulty plug. Do not wait for someone to have an accident before you report it. If you spill liquid on the floor, or find a spillage, arrange for it to be cleared up immediately.
8.4 Electrical Equipment Visually inspect any electrical equipment before use. If you find any worn cables, loose or broken plugs or sockets, or anything else which seems to be wrong, do not use the equipment. Report it to your Line Manager. Make sure that you switch off the equipment and the power sockets before disconnecting. Do not drag on flexes and, as far as possible, avoid trailing leads across areas where people walk. Also, remember that water and electrical equipment can be a lethal combination.
8.5 Lifting and carrying
If you need to lift or carry as part of your job, it is important to do so correctly to avoid injury. Never attempt to lift something that is too heavy or awkward. Always get help if you think that you need it. In normal lifting, remember to keep a straight back and use your leg muscles to do the work. Avoid trying to hurry, twisting or over-reaching.
8.6 Working above floor level Never stand on chairs, stools, tables or boxes and be careful not to over-reach on steps or ladders. Make sure that they are in good condition and on a firm, stable surface. Ladders must always be lashed or ‘footed’ and not used at too steep an angle.
8.7 General Behaviour Running, throwing and similar ‘fooling around’ are strictly prohibited. Even in an emergency, it is usually more sensible to walk quickly than to run.
8.8 Further information
If you have any doubts or queries about safety matters, please consult your Line Manager.
8.9 Fire Instructions
These are detailed in appendix 8. It is essential that you are familiar with this procedure.
Appendix 1 1
Equal Opportunities Policy
Goldsmiths Students’ Union (GSU) is working towards being an Equal Opportunity
20 Employer. The aim of this policy is to ensure that no job applicant or member of staff receives less favourable treatment on the grounds of age, gender, sexuality, marital status, religion, race, colour, nationality, disability, socio-economic’ background, ethnic or national origins, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable. Selection criteria and procedures are reviewed to ensure that individuals are selected, promoted and treated on the basis of their relevant merits and abilities. All members of staff will be given equal opportunity, and where appropriate, special training to progress within the Union. GSU is committed to ensuring that this policy remains fully effective. 2
The policy of protection against unfair treatment, harassment or unjustifiable disadvantage includes not only discrimination on the grounds of membership of those groups specified in the Sex Discrimination Act 1975, the Race Relations Act 1976 and the Disability Discrimination Act 1995, Employment Equality Regulations (Religion or belief) 2003 and Employment Equality Regulations (Sexual Orientation) 2003, but also discrimination on the grounds of parental status and age.
As an employer, GSU is bound by law to promote equality of opportunity by removing or avoiding discriminatory practices in accordance with the statutory Code of Practice of the Commission for Racial Equality. On more general matters of discrimination, GSU will observe, as far as possible, the recommended Code of Practice of the Equal Opportunities Commission and the Code of Practice for the elimination of discrimination in the field of employment against disabled persons or persons who have a disability. Under the various legislation referred to above, ‘discrimination’ means treating one person less favourably than another on the grounds of sex and race. Discrimination may be ‘direct’, that is to say, intentional, and is always illegal. Discrimination is ‘indirect’ when a condition or requirement not necessary for the job is imposed either intentionally or inadvertently such that the proportion of members of one group who can comply with it is considerably smaller than the proportion of other groups. For example there may be an age or language requirement which is not justifiable by the nature of the employment in question. Indirect discrimination is illegal when unjustifiable. Under the Disability Discrimination Act discrimination occurs when a disabled person is treated less favourably than someone else, the treatment is given for a reason relating to the person’s disability, that reason does not apply to the other person and this treatment cannot be justified.
All members of GSU staff are encouraged to assist in the removal of any discriminatory practices that may exist in GSU by drawing them to the attention of the General Manager. In order to promote practices which will lead to an increase in equality of opportunity all staff should be made aware of this.
GSU will state that it is working towards being an Equal Opportunity Employer on all recruitment material, including job advertisements and further particulars sent to prospective applicants.
It is the general policy of GSU to advertise all posts externally and as widely as possible, though it is recognised that it is occasionally necessary to restrict the field of applicants to the Students’ Union’s own employees. In such a case advertisement will be widely circulated throughout the GSU and, where appropriate, throughout the whole College.
GSU will endeavour to ensure that notices of job vacancies reach all members of the
21 appropriate groups. Vacancies are displayed on the Staff Noticeboard in the Staff room, which is located in the GSU Offices. 4
GSU will issue guidelines for all interviewing panels setting out acceptable practice under this statement and in law.
Employment environment 1
GSU is committed to maintaining an environment which encourages all members of staff to contribute fully and on an equal basis in their work to the life of GSU.
GSU will continue in its efforts to ensure that so far as is reasonably practical, all parts of the Union building is accessible and safe for all staff, regardless of physical disablement. It will make reasonable adjustments to existing stock where possible and will take this into account in the planning and design of new buildings.
GSU recognises that actions or words reflecting prejudice against members of disadvantaged or minority groups and liable to cause offence to them are not conducive to a good working environment. Behaviour of this kind will be subject to disciplinary action.
GSU will respond sympathetically to members of staff whose personal circumstances change and will endeavour to meet their needs through agreement on retraining redeployment, and/or flexible working arrangements where practical.
The Union will keep under constant review the need to provide adequate maternity and compassionate leave for all members of staff, and adequate day-care facilities for the pre-school children of staff, through facilities provided by the College.
Promotion and career development 1
The Union is committed to offering all members of staff opportunities for training and promotion within the terms of their employment and on the basis of their relevant qualifications and abilities. It supports the principle that career development and promotion prospects should not be jeopardised by discrimination on any of the grounds. For further details on career development please refer to the staff training and development policy in appendix 2.
GSU will continue to keep under review the criteria for promotion.
Grievance Procedure Any member of staff who alleges that he or she has been the subject of discrimination or harassment by the Union or by one of its members of staff may invoke the Union established grievance procedures as specified in the Harassment Policy (see appendix 3). Union Procedures 1
The Union will endeavour to use non-discriminatory language in all its internal and external documents and official correspondence and Union informal and formal meetings.
Special efforts will be made to ensure that committees of GSU which have responsibility for staffing matters are made fully aware, where appropriate, of the interests of women, of people with disabilities, and of members of racial, ethnic or sexual minority groups.
Information and training on equal opportunities 1
This statement will be published in appropriate ways within the Union and a copy will be issued to all members of staff. GSUâ€™s equal opportunities policy will be explained to new members of staff when taking up an appointment or at their induction.
GSU will continue to give guidance on equal opportunities to members of staff, particularly those with managerial responsibility. Appropriate training will be arranged.
Monitoring A statistical record will be maintained of the representation of women, people with disabilities and members of racial or ethnic minorities among current staff, applicant for posts, candidates interviewed, new appointments and staff applying for or proposed for promotion.
Appendix 2 Staff Training and Development Policy Policy
23 Goldsmiths Students' Union has a commitment to the personal development of its staff through training. Training can be summarised as any formalised instruction or activity designed and undertaken with the intention of improving or reaffirming personal skills of any team member. Responsibility of Training Responsibility for training lies with both the line manager and the staff member. If a staff member identifies a training need, they should raise this with their Line manager. Similarly, a Line Manager should speak to a staff member about their training needs, to ascertain whether any training is required. Line Managers are available at any time to discuss training requirements, but 'one to ones' and appraisals are good places to raise discussion about training needs. Indeed, as part of your personal development plan within your appraisal you will be asked to identify any potential training needs. How to find out about Training Courses available • • • •
On the staff noticeboard in the staff room in the Union Offices Via your line manager Your colleagues The General Manager and Office Manager have a details of possible courses available as do the Training and Development Unit of the College
How to request a course In the first instance, if a staff member has identified a course they should approach their Line Manager with the request. Then you should fill in the training request form, which will be forwarded to the General Manager. Notification of the outcome should have been received within 3 weeks. If it has not, then the Line Manager should be chased for the outcome. On the successful completion of a staff member's probationary period the staff members progress will be evaluated by the Line Manager and if any training is required this will be organised. Learning Agreement Each staff member will meet with their Line Manager to complete a learning agreement before taking part in any training. This will be filled in by the Line Manager and the staff member. The staff member will then take part in a follow-up meeting four weeks after the training to fill in the final part of the form, in order to monitor the benefit of the training to the individual and the organisation. The completed learning agreement will be put on the staff member's file. Appraisals Appraisals will be carried out after six months service. The staff member's Line Manager will carry out the appraisal meeting. During the appraisal meeting, training needs will be evaluated, previous training will be both reviewed and evaluated and the team member will both give and receive feedback on their own performance through the previous six months. A record of the appraisal meeting will be written up by the Line Manager and will be signed off within two weeks of the meeting. The Line Manager and team member will meet again on a pre arranged date to conduct a review of the progress made at that stage. Qualifications and Recognition Where a course is not directly related to an employee's job within the organisation, GSU will consider contributing towards the cost of the course. This will be at the discretion of the General Manager. Time off for taking and revising for exams will be granted on a case by case basis. This will be at the discretion of the General Manager.
24 Conclusion All staff will be trained and encouraged to fulfil the maximum of their potential both in direct relation to GSU's strategic plan and individually to enhance the capabilities of the employee. Goldsmith's Students' Union recognises that each member of staff makes a vital contribution towards achieving the aims and objectives of the Students' Union, contained within the strategic plan.
25 Training Request Form This form should be filled in by anyone wishing to attend a training course. Name
Training Course Requested
Why do you want to attend the above course?
Which skills or knowledge gaps will you develop as a result of attending this course?
What will be the benefit to the organisation? (Please be as specific as possible. For instance, attending a 'training the trainers' course might mean that you will train three people before the end of the year)
Comments from the Line Manager
Further comments from the Staff Member
Signed by the Line Manager Signed by the staff member
26 Learning Agreement Name
Title and Organiser of Training
Date of Course/ Training Event
Course Objectives (outlined in information sheets normally)
Personal Objectives (What skills will participation on this course improve?)
Organisational Objectives (What will be the benefit to the organisation? Please be as specific as possible. For instance, attending a 'training the trainers' course might mean that you will train three people before the end of the year)
Assessment (What evidence will be used to demonstrate learning by the individual and the organisation)
How has the course been of benefit to the individual and the organisation? (To be filled in four weeks after the person has attended the course)
Signed by the Line Manager Signed by the staff member
27 Appendix 3 Harassment Policy In line with our equal opportunities policy, GSU will not tolerate behaviour which amounts to harassment and will take action to address it. We believe: -
that people work best in an environment which is free from discrimination or intimidation in treating people with respect, and we expect our staff to do the same for their colleagues and customers that respect for the individual is missing where a person is subjected to behaviour which is unwanted, inappropriate, unreciprocated and regarded as offensive by the recipient.
Scope of Policy This policy specifically covers incidents of harassment by colleagues and managers. If an individual experiences harassment from an external source they should refer to the grievance procedure under section seven of the Staff Handbook. Definition of Harassment We define harassment as any behaviour that is inappropriate, unwelcome, unreciprocated, offensive to the recipient, and which makes the recipient feel threatened, humiliated, patronised, and which creates an intimidating working environment. Often harassment is based upon certain traits such as race, sex, disability, sexual orientation and religion. Harassment may also come in the form of bullying, eg by a line manager. Standards Staff should be aware that harassment is taken seriously and is a form of misconduct for which dismissal may be considered. All dealings with complaints of harassment will be managed with strict confidentiality for all parties, and complaints will be investigated promptly and discreetly. Training All new staff will undertake training on harassment and equal opportunities as part of their induction process. Line Managers, Senior Manager and appointed advisors will receive appropriate training on handling incidences of harassment within their remit. Confidential Adviser GSU has appointed a confidential adviser as a contact point for people experiencing harassment at work. This person is Limahl Mair-Macfarlane and can be contacted on email@example.com or via 0208 692 1406. Alternatively you may wish to contact the College Staff Counsellor on 0207 919 7472. Anyone experiencing harassment is welcome to contact this person as an alternative to speaking to your line manager should you feel more comfortable doing so. You will be able to talk through the situation with them to assist you in deciding what action you wish to take to stop the harassment. All discussions with the confidential adviser will be treated in the strictest confidence. The confidential advisers are a source of support only for people experiencing harassment. Any other queries about the policy should be addressed to the Chief Executive.
28 Action This policy provides for three courses of action for individuals who are experiencing harassment. Individuals are advised to discuss their situation with their line manager or confidential adviser before undertaking any action. 1. Personal We hope that most harassment can be dealt with informally by the individuals concerned in the first instance. 2. Informal Action Alternatively the individual could ask their line manager to approach the harasser on their behalf. 3. Formal Action The matter is reported formally to the Chief Executive who will ask an appropriate Line Manager to undertake an investigation, which may lead to disciplinary action. However, we aim to stop harassment and prevent its recurrence. We would wish to take informal action wherever possible to explain how the behaviour is causing offence, gain commitment to change and thereby alleviate the problem quickly, effectively and confidentially. Where this approach does not work or where the incident is more serious, disciplinary action will be considered.
Appendix 4 Health and Safety Policy 28
29 Statement of Policy Goldsmiths Students’ Union (GSU) acknowledges that it is its duty to ensure, so far as is reasonably practicable, the health, safety and welfare of all who are affected by the way it’s undertaking is conducted. This refers to members and staff of GSU, its students, clubs and societies, contractors and anyone else who comes into contact with the Students’ Union and its activities. It is the policy of Goldsmiths Students’ Union to provide and maintain, as far as is reasonably practicable, a working environment that is safe and without risk to health. To this end it will allocate sufficient resources and sound management systems to the fulfilment of this policy. Goldsmiths Students’ Union will comply with the Health and Safety at Work, etc. Act 1974, all its relevant statutory provisions, College regulations, and follow the best current practice in all aspects of its undertaking. In particular, the Students’ Union will, through its Committees and Line Managers, so far as is reasonably practicable: • • • • •
provide and maintain safe and healthy working conditions and systems of work provide and maintain safe plant and machinery provide information, instruction, training and supervision to enable members, staff and students to perform their work safely provide suitable and appropriate protective equipment and supervise its use, and maintain high standards of health, safety and welfare in all its activities.
All Students’ Union staff shall receive a copy of this policy statement. Copies shall also be kept in the General Office and within the operational areas. In return, the Students’ Union requires its staff to take reasonable care of themselves and other persons who may be affected by their acts or omissions whilst at work. GSU will annually review this policy statement and the systems in place to ensure their effectiveness. The full Health and Safety Policy and its Implementation will be made available to you when you are employed.
30 Appendix 5 Data Protection Policy All Union employees must comply with the 1998 Data Protection Act. The Union is registered through the College and full details of the Collegeâ€™s policy are detailed at http://www.gold.ac.uk/data-protection/data-protection.pdf The 8 Data Protection Principles If you hold or process any information whatsoever about people then this applies to you. â€œProcessingâ€? includes obtaining, recording, holding or storing information and carrying out any operations on the data, including adaptation, alteration, use, disclosure, transfer, erasure and destruction. The 8 principles that must be followed are: 1. 2. 3. 4. 5. 6. 7. 8.
Personal data shall be processed fairly and lawfully. Personal Data shall be held only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or purposes. Personal data shall be adequate, relevant and not excessive in relation to the purpose for which it is processed. Personal data shall be accurate and where necessary kept up to date. Personal data processed for any purpose shall not be kept for longer than is necessary for that purpose. Personal data shall be processed in accordance with the rights of data subject under the Data Protection Act. Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of the data. Personal data shall not be transferred to a country or a territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
Appendix 6 Student Staff Protocol 30
31 1. Introduction a)
The student-staff protocol exists for the benefit of Goldsmiths College Students’ Union members, its officers and its staff. The Union recognises that its staff are central to its activities, providing continuity, advice and managerial expertise. As such they are a valued resource. 1.
The protocol seeks to clarify the working relationship between the Union’s members, officers and its staff. The protocol must be adhered to at all times by the members, officers and staff of the Union.
2. Any queries concerning the interpretation of this document should be addressed to the Chief Executive. 2. Statement of Intent 2.1 There shall be a staff-student protocol which shall be binding upon all members, officers, committees and staff. The purpose of the protocol is: a) To provide clear guidelines for members of staff, elected officers and members of the Union in their working relationship, by outlining their mutual rights and obligations. b) To protect individual employees from breaches of contract on the Union’s part and from breaches of reasonable confidentiality in respect of their personal affairs. Further, to comply with employment protection legislation currently in force and best management practice. c)
To protect the Union from any interference in the conduct of its policy-making by employees of the Union.
3. Implementation 3.1 The Staffing Committee shall be responsible for supervising and implementing the protocol and for reviewing this document on an annual basis. 3.2 The Students’ Union President shall be principal representative for Union members, officers and committees in all staffing matters. S/he will ensure that each new committee member is issued with this document and that the relationship between officers and staff is explained. 3.3 The Union Chief Executive shall be the principal representative for the Union’s staff in matters pertaining to Union members, officers and committees. S/he will ensure that each new member of staff is issued with this document, and that the relationship between staff and officers is explained. 4. Obligation of Officers 4.1 Line Management: a)
Matters of Union Policy (in so far as they affect the duties staff perform), and requests for staff resources to be allocated to a particular objective shall be conveyed to staff by the Students’ Union President (as representative of the Executive Committee) to the General Manager, the head of the Union’s staff.
The above provision shall not apply to routine functions where there is established custom and practice. If an officer requires emergency support/assistance in such a way as to override the work in hand this should be accomplished through consultation with the appropriate senior staff member of the area concerned.
The General Manager shall have managerial responsibility for the specific allocation of
32 staff resources to achieve a given objective; this shall be achieved in consultation with officers and staff through the appropriate channels. d)
Officers may not normally give instructions to staff (including student staff) outside the line management structure.
Union staff shall not be placed in a situation of receiving contradictory instructions from officers and staff.
4.2 Staff Conditions of Service: a) All officers must strictly observe the principle of non-involvement in discussion with Union employees regarding the terms of staff employment, grievance or matters of discipline, and shall not enter into such discussion with employees even if they are approached on an informal basis. b) All officers must strictly observe the confidentiality of all personal terms and conditions of employment under which staff are employed. The Chief Executive shall be responsible for keeping staff records and individual remuneration; these shall not normally be kept by Union Officers. 4.3 Complaints Concerning Union Staff: a) Where an Officer/Union member has a complaint regarding a member of staff that complaint shall be referred to the Students’ Union President, who shall then ask the General Manager to investigate the matter. If after the General Manager has reported back to the Students’ Union President further action is required this should be pursued through the disciplinary procedure. b) Officers/members of the Union shall not permit discussions relating to the terms and conditions of employment, performance, or the conduct of staff in: • meetings, formal or informal with members of the Union or College • articles, correspondence or other publications. 4.4 Breaches of the Student-Staff Protocol: a) Any Officer/Union member or staff member who deliberately contravenes this protocol may be subject to disciplinary action for misconduct. 5. Obligations of Staff 5.1 Line Management: a) Staff of the Union, including student staff are subject to the authority of their line managers, not officers; staff are obliged to refuse instructions from those who are not defined as having a supervisory or managerial capacity over them. b) The above procedure shall not apply to routine functions where there is an established custom or practice. If an officer requires emergency support/assistance in such a way as to override the work in hand, this should be accomplished through consultation with the appropriate senior staff member of the area concerned. 5.2 Grievances and Disciplinary Matters: a) Staff grievances and disciplinary matters shall be dealt with in accordance with the grievance procedure contained within the Students’ Union Handbook (see section 7). b) Staff may not approach officers on matters concerning terms and conditions of
33 employment, grievance or staff discipline, even on an informal basis. All such discussions must be conducted through the appropriate channels. 5.3 Union Policy and Union Meetings: a)
Staff shall strictly observe a policy of non-involvement in the internal affairs of the Union, and shall refrain from comment upon the Policies of the Union.
Staff of the Union may advise Officers of the Union on any matter within their work, but shall not seek to influence the policy making processes of the Union or its constituent bodies.
Permanent staff may not take part in public discussion of Union Policy issues, nor give public expression to views contrary to the Policies of the Union. This is in no way intended to proscribe the activity of Union staff or societies or organisations which operate outside of the Union.
Permanent staff may not actively involve themselves in any way in the democratic activities of Union Clubs and Societies.
Staff may not comment to representatives of the media, including the student media as members of staff, unless it is with the express permission of the Chief Executive.
Staff may not take part in public discussion of, nor give public expression to views concerning the Unionâ€™s elections or candidates therein. Staff may not involve themselves in any partial way in the elections of any officers or representatives of the Union.
Staff shall refrain from commenting publicly upon the performance of officers and personal or other frictions between officers or members of the Union.
Permanent staff may not attend meetings of any body of the Union except where they are required to do so under the Union constitution, or by invitation of the Studentsâ€™ Union President.
Staff may not exercise a vote at any meeting of the Union.
5.4 Complaints Concerning Officers/Members:
a) Staff grievances concerning the behaviour of an Officer or member of the Union must be dealt with through the Chief Executive, and where necessary the staff grievance procedure. 5.5 Breach of the Student-Staff Protocol: a) Any Union staff member who deliberately contravenes this protocol may be subject to disciplinary action for misconduct. 6. Casual Staff This protocol applies to student casual staff only whilst they are on duty.
Appendix 7 Fire Instructions to Staff
34 IF YOU DISCOVER A FIRE 1. Operate the nearest fire alarm call point. 2. NEVER use the FIRE in public; always use the code word Mr Sands. E.g. Mr Sands is in the cloakroom would indicate a fire is in the cloakroom. 3. Attack the fire if possible with the appliances provided but ‘WITHOUT TAKING PERSONAL RISK’. 4. On hearing the seeing the alarm of fire or being informed of fire, the Person in Charge will instruct a member of staff to call the Fire Brigade. 5. If you are instructed by the Person in Charge to call the Fire brigade use the nearest Landline Telephone (if available) Mobile if necessary. Report back to the Person in Charge that the Fire brigade has been called. ALERT PROCEDURE 1. Flashing lights or buzzer units of the Fire alarm will activate intermittently. 2. When the light or buzzer units operate all designated staff shall proceed directly to their allocated stations, acting quickly and quietly and doing nothing to attract attention, so that they are ready to take further instructions. 3. All house lights will be put on. EVACUATION PROCEDURE 1. Only the Person in Charge can decide whether to evacuate 2. If the decision to evacuate is made 3. Any staff not allocated evacuation duties should join the public and leave the premises by the nearest exit and then report to the assembly point. 4. Staff stationed at the exit doors should open them, and in a firm voice repeat “THIS WAY OUT PLEASE “. 5. When the evacuation is complete, CLOSE ALL EXIT DOORS; SEARCH YOUR AREA AND TOILETS. Designated staff should report to the Person in Charge, that your section is clear. 6. Proceed directly to the assembly point or where directly by the fire marshall ‘OUTSIDE THE PREMISES, ACROSS THE ROAD IN THE CAR PARK’ for a roll call. DO NOT STOP TO COLLECT PERSONAL BELONGINGS DO NOT RE-ENTER THE BUILDING DO NOT USE THE LIFTS REMEMBER THE CODE WORD and THE ASSEMBLY POINT.
DECLARATION I have read and understood everything contained within the Goldsmiths Studentsâ€™ Union Student Staff Handbook. NAME (PRINT):