STANDARDS OF PROFESSIONAL BEHAVIOUR

Standards of dress

As you will come into contact with visitors, members of the College and members of the public, it is important thatyou presentaprofessionalimage. Where a uniform or work wearis provided and it includes the College crestor logo, it mustbe worn at all times whilst at work and laundered on a regular basis. Where no work wear is provided, you should wearclothes appropriate to yourjob responsibilities. You are expected to maintain a high standard of personalhygiene.

Punctuality

If your contract specifies yournormal working hours and you have been asked to start work at a particular time you should make sure to arrive punctually, and you should complete timesheets where required. Any time lostas a resultof lateness mustbe made up. If you experience difficulty in gettingto work on time for family or health reasons you should discuss this as soon as possible with your line manager. Persistentlateness may resultin disciplinary action.

Discrimination and harassment

We provide equalopportunities forall our staff and are committed to the principle of equality regardless of race, colour, ethnicor national origin, religious belief, political opinion or affiliation, sex, marital status, sexualorientation, genderreassignment,age ordisability. Linacre College aims to provide an environmentin which all employees, contractors, students, and visitors are treated with dignity and respect, and in which they can work and study free from any type of discrimination, harassment, orvictimisation.

If you have been treated less favourably because of yourrace, colour, ethnicor national origin, religious belief, political opinion or affiliation, sex, marital status, sexualorientation, gender reassignment, age ordisability then you have been subjectto discrimination.

If you believe thatsomeone has violated yourdignity or created an intimidating, hostile, degrading, humiliating or offensive environmentforyou by their behaviourtowards you then you have been subjectto harassment.

If you believe thatyou have been subjectto harassmentor discrimination then the College recommends that, as a firststep, you should discuss the situation confidentially with a harassment adviser. Talking through the events and yourfeelings with the adviserwill help you decide on the bestway to deal with the behaviourand will clarify the options available to you. The College’s HarassmentAdvisoris the Director of Estates.

If you would like to speak to a HarassmentAdvisorwho is outside the College then you can contact the University HarassmentAdvice Service on 01865270760 or harassment.line@admin.ox.ac.uk

You can find further information on harassment and the support available on the University website: https://edu.admin.ox.ac.uk/harassment-advice

You can download a copy of the College’s policy on dealing with harassmenthere: https://www.linacre.ox.ac.uk/sites/default/files/linacre_college_code_of_practice_and_policy_on_h arassment_august_2018.pdf

Conflict of Interests

The high professionalintegrity of our staff is greatly valued and depended on by the College. It is therefore importantthatall staff members are aware of potential conflicts of interests that can arise at work. If you feelyou could be affected by aconflict of interest, you should advise your line managerimmediately, so any potentialconflict of interestissues will be dealt with equally, fairly and confidentially.

An example of aconflict of interestwould be if a relative or close friend applied for a job with the College and you were asked to be part of the interview panel. In this case, you should declare this as a conflict of interest, because you mighthave an interestin the relative or close friend being appointed to the job.

Anotherexample of a potential conflict of interest would be if the College is in a tenderprocess or is seekingservices from a service provider for catering, maintenance, training, temporary labour, etc. As an employee of the College, you should receive no benefits or financial incentives for the appointmentof a provider. If you have a relative or close friend employed by a potential service provider, you should reportthis to the Bursar; in mostcircumstances the Bursar will simply ask you not to participate in the selection process. Senior staff and those most likely to be in a position where they may be in a position of conflicted interests are required to complete an annual declaration.

You can download acopy of the College’s bylaw on Conflictof Interests here: https://www.linacre.ox.ac.uk/sites/default/files/by_law_5_conflicts_of_interest.pdf

Bribery

It is prohibited for any employee orperson workingon our behalf to offer, give, requestoraccept a bribe, directly or indirectly. A bribe is a gift, loan, payment, reward oradvantage given to corrupt a person and induce him/herto act unethically in the interestof the College or the giver.

Linacre College realises that the giving and receivingof gifts and hospitality as a reflection of friendship or appreciation where nothingis expected in return may occur. This does notconstitute bribery where it is proportionate and recorded properly. However, allgifts with a value in excess of £25 mustbe recorded with the Bursar or the Principal.

The College’s bribery policy can be found here: https://www.linacre.ox.ac.uk/sites/default/files/anti_bribery_policy.pdf

Linacre’s environmental values

We promote a policy of environmentalawareness, and we aim to keep waste to a minimum. Please promote this policy by taking extracare duringyour normal duties to avoid unnecessary use of services and energy.

Confidentiality

You mustkeep confidentialall information that: a. you learn during or because of your employment; b. that relates to College business, or to the business of other people or organisations that College deals with; and c. has notbeen made public with College approval. d. Exceptin the course of College business oras required by law, you must not, before orafter the e. termination of your employment, disclose this information to any person withoutwritten consentfrom College. f. You mustexercise reasonable care to keep safe all documents containing confidentialinformation.

When you end youremploymentwith us, or atany othertime upon demand, you mustreturn to us any confidentialmaterial in yourpossession.

Statements to the media

Any statements to reporters from newspapers, radio, television, orothermediaoutlets about College business will be given only by the Principal or a nominated deputy. If you are approached by a reporterand asked to make a statementorexpress aview on behalf of the College, please refer them to the Principal’s PersonalAssistant.

Information Security

The College gives a high priority to maintaining the confidentiality of information aboutits staff, students, visitors, and alumni and its affairs generally, whilst makingsure that this data is up-to-date and available to those who are authorised to use it. It is also extremely importantto the College that it does notput its reputation and the reputation of Oxford University atrisk by breakingthat confidentiality. Compliance with legal and regulatory requirements with respectto this information is fundamental.

The College has an Information Security Policy: https://www.linacre.ox.ac.uk/sites/default/files/data_protection_policy_linacre.pdf and all members of staff who have access to data should make sure that they are familiar with it.

Use of social media

The College makes frequentofficialuse of social media(including Facebook, Twitterand LinkedIn). You are not permitted to postmaterial on a social mediawebsite in the College’s name and on ourbehalf withoutspecific authorisation from the Principal or Communications Officer.

Employees are encouraged to make reasonable and appropriate use of social media as part of their work. We recognise thatthis is an importantpart of how the University communicates. We expect you to uphold the same standards of professionalbehaviouras you do in the workplace when using social media.

It is a disciplinary offence to bring the College into disrepute, to breach confidentiality or to post damaging or libellous comments aboutthe College or its members (includingstaff, students, Fellows or alumni). Please do not use social networkingsites, emails or otherforms of social media to air grievances. Yourgrievances should be addressed usingthe College’s complaints procedure. Any memberof staff who feels thatthey have been harassed or bullied, or are offended by material posted or uploaded by a work colleague onto a social media website should inform theirline manager. You may download a copy of the College’s Social Media Policy here: https://www.linacre.ox.ac.uk/sites/default/files/linacre_social_media_policy.pdf

Use of College IT facilities

ConfidentialCollege data or documents mustnotbe copied onto removable mediaor personal devices withoutguidance from the IT Department. The ITDepartmentwill instruct you in the use of encrypted flash drives where this is appropriate.

In orderto preventmalicious software damagingourcomputernetwork, please do notrun or install any software includingpublic domain software, magazine coverdisks/CDs orInternet/World Wide Web downloads withoutfirst checkingwith the IT Manager. All software mustbe virus checked usingstandard testing procedures before beingused.

Office staff using computers which have internetand email should keep personaluse of these facilities to a minimum. The College reserves the rightto monitorcomputeruse if it is believed that abuse may have occurred.

Entering a student room

At reasonable times and aftergiving at leastseven days’ notice, members of staff may entera college-owned studentroom forthe purposes of viewing, inspection, maintenance orrepair. No notice is needed in an emergency, forroutine cleaningon designated days, or where the need for repair (or any othermatter affectingthe suitability of the accommodation for habitation) has been requested by the student.

Bringing children to work

Children are welcome in most parts of the College and at mostevents when accompanied by their parents oran adult with parentalresponsibility. Yourchildren are welcome to visit you briefly at work but they should only do so at times and in parts of the College where they will not disruptyour workingday or the work of others. If you plan a visit of more than a few minutes during your workinghours you should discuss this beforehand with yourLine Manager.

At times when you are notworking you are welcome to bring your children into the College but you or someone else with parentalresponsibility must accompany them at all times. There are baby changing facilities in toilets adjacentto the Dining Hall. Please rememberthatthis is a place of work, quietstudy and residence and ensure thatyour child behaves in a way which does notdisrupt these activities. Children should notbe taken into the Library or Small Common Room at any time.

Children are welcome to eat in College at lunch time and ordinary dinners. There are three high chairs available for infants. Children are welcome in the large Common Room, and in the gardens. You are asked to rememberthatmany offices and study-bedrooms overlook the gardens and noisy games can be disruptive for those trying to work. Please do not leave children unsupervised in the gardens.

HEALTH, SAFETY, WELFARE AND HYGIENE

You should make yourself familiarwith ourHealth and Safety Policy, and yourown health and safety duties and responsibilities, particularly those relatingto yourjob. A copy of our health and safety policies and procedures willbe given to you separately. You mustbe aware of and understand our Fire and Evacuation Procedures and the responsibilities you may have in the eventof an emergency.

You mustnot take any action which could threaten the health or safety of yourself, other employees, students orCollege members ormembers of the public.

If you become aware of any potentialhealth and safety risks or hazards, whereverpossible,without endangeringyourown safety, you should make them safe or easily identifiable to otheremployees, and reportthem to yourline manager immediately.

Protective clothing and otherequipmentwhich is issued for your protection because of the nature of yourjob must be worn at all appropriate times. This is a part of yourhealth and safety responsibilities. Once issued, this protective wearis yourresponsibility.

All injuries that happen atwork, even minor ones, mustbe recorded by the Director of Estates.

Personal circumstances that affect your ability to work.

You should tell your line managerif you are takingprescription medication that may affectyour ability to perform yournormal duties, or if you have been prescribed drugs or medication that if NOT taken may give rise to an adverse effect.

Personalcircumstances may arise which do not preventyou from attendingwork, butwhich prevent you from carrying out yournormal duties (for example, problems with walkingor generalill health). If this happens, we willnormally need to have details of your medical diagnosis and of how your health might progress;this will usually mean asking yourown doctor for a medical report. We would need yourpermission to geta report from your doctor, so we hope that you will give this permission. When we have received as much information as possible aboutyour condition, we will consult with you to make a decision aboutyour future employmentwith us in yourcurrent role or, if possible, in a more suitable role.

There may also be personalcircumstances which preventyou from attendingwork eitherfor a long period, or for frequentshortperiods. If this happens, we will need to know when we can expectyou to attend work normally again. This will often mean asking yourdoctor for a medical report. When we have obtained as much information as possible aboutyour condition or personalcircumstances and afterconsultation with you, we will consult with you to make a decision aboutyour future employmentwith us in your currentrole or, if possible, in a more suitable role.

Eye tests for users of display screen equipment (DSE)

Linacre adopts the University’s DSESelf-Assessmentprogram and arrangements forDSErelated eye sight tests, details of this policy can be found here: https://safety.admin.ox.ac.uk/display-screenequipment-0

Smoking and vaping

Smokingand vaping (usingelectroniccigarettes) are prohibited inside any College building, on and off the College site and are notpermitted in the College van. This applies to all College members, service users, customers and visitors. There is one designated smoking/vapingareaoutside the main College building, located nearto the cycle racks.

This is the only place where smokingand vapingis permitted on the College site. Please dispose of all litter in the bins provided in this area.

Hygiene for those handling food

All food handlers mustpossess aBasic Food Hygiene Certificate. In addition:

• You mustwash your hands immediately before you begin work afterusingthe toilet and aftersmoking.

• Any cut or burn on yourhand or arm must be covered with an approved dressing.

• Head coverings, overalls/uniforms and protective footwear, where provided, must be worn at all times.

• No jewellery should be worn, otherthan weddingrings, withoutthe permission of the Head Chef. You should not wearexcessive amounts of make-up orperfume, and nail varnish / false fingernails should not be worn.

• If you are sufferingfrom an illness which may be infectious orcontagious, you should ask your doctorto tellyou when itwould be safe to return to work. You should letyour line managerknow immediately. He/she may refuse you permission to work on the grounds of Health and Safety. Normally, staff who are absenton these grounds willbe entitled to paymentunderthe College Sick Pay Scheme.

• Training forfood handlers may be arranged from time to time by the Domestic Operations Managerand you are required to complete it should you be asked to do so.