STUDENT STAFFTERMS AND CONDITIONS OF EMPLOYMENT

(PRINCIPAL STATEMENT PART 2)

1. Appointment You are employed by the University of Essex Students’ Union (hereafter the Students’ Union) and any of its subsidiary companies. 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 and any of its subsidiary companies, 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 or via the ‘Staff Comms Group’. 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 be communicated via the Staff Comms Group, and Student Staff meetings will be called if necessary.

Contracts of Employment (Principle Statement Part 1) end on the last day of the Summer Term each year (usually end of June/beginning of July), 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 do not need to complete new forms for payroll unless bank details or any other personal information has changed, in which case you will be required to complete a ‘change of details’ form on your return to work (available from the Students’ Union Personnel Office).

2. Pay Structures You are employed on the Student Staff Grade, which currently has 4 points. Details of the Student Staff pay structure can be requested from the Students’ Union Personnel Office. 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 WorkYour 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 average of 16 hours per week (in accordance with any personal VISA restrictions) during term-time (definition of ‘term-time’ is stipulated by the official University calendar). Postgraduates may work up to a maximum of 35 hours per week (in accordance with any personal VISA restrictions).

International students are personally responsible for ensuring that they are legally allowed to work in the UK, and do not work over their maximum number of hours

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stipulated in their visa. It is the responsibility of the student to report to the Personnel Office if they are asked to work over their maximum hours per week.

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.

4. Communication with your EmployerA condition of your employment is that you are required to regularly check your Essex email account as this will be our main point of contact with regards to your employment. You are also required to respond where necessary. It is vital that you communicate well with your manager(s), in particular with regards to your shifts and any issues you may have. It is your responsibility to let your manager know as soon as possible if you cannot work a shift, and you must arrange appropriate cover which must be authorised by your Manager.

In addition to the above, when you receive your payslip via email you must ensure you open and read it, as on occasions we will add important messages to that email.

5. Schedule for PaymentYou will be paid weekly, in arrears. You will receive your payslip by Wednesday each week, and the money will be credited to your Bank Account on a Friday. The hours you work from Monday to Sunday each week will be submitted to Personnel at the beginning of the following week by your Manager. You are responsible for keeping an accurate record of the hours you work, and any errors should be reported to your Manager in the first instance.

6. Continuous EmploymentEmployment with any other employer, other than the University of Essex Students’ Union and any of its subsidiary companies, 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 prior to ‘Arrivals Sunday’ in the Autumn term, and this will not be deemed as continuous employment. These dates will be circulated to all Student Staff well in advance each year.

7. HolidaysHoliday entitlement for student staff (‘Casual Workers’) is calculated as a percentage of 12.07%, which is equivalent to the permanent staff entitlement (28 days per annum including public holidays). Holiday pay is paid at the end of each academic term (the week it is paid will depend on payroll procedures and dates), and the % will be calculated on the hours you have worked during that period.

8. Other LeaveThe 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

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organising work rosters but these arrangements must be agreed with sufficient notice to ensure service to the membership is not reduced.

9. 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).

10. Year Abroad If you are taking a year abroad as part of your study, you must notify the Students’ Union Personnel Office by the end of the Spring Term of your resignation, in writing, indicating the anticipated date of your return. On your return, a new contract of employment will be issued to you, and your new contract will not be deemed to be continuous from your previous contract. The Students’ Union will aim to re-appoint on your return but cannot guarantee the nature or venue of the post offered.

11. Training PeriodThere is a maximum 10 week training period for all new members of Student Staff. It is a requirement that you complete Induction training prior to commencing your post. You must then complete your ‘on-line’ Student Staff training modules (Generic and Specific Modules) and on the job training (verified by your Team Leader or Manager, to ensure that your appointment is confirmed. As soon as your Manager confirms in writing to the Learning and Development Manager that you have completed all training to a satisfactory standard, you will put on the ‘trained’ pay rate. 12. NI NumbersYou must provide us with your permanent NI number, which we will note and keep on your personnel file. You may commence work without an NI number, however it is your responsibility to ensure you apply for one as soon as you start working (an information/guidance leaflet is enclosed in your contract pack), and then bring your official documents in when you have been allocated one.

13. Eligibility for employmentUnder the terms of the Asylum & Immigration Act 2006, and as a condition of your offer of employment, ALL prospective employees must provide us with an original document for us to photocopy, in accordance with the ‘Employment Document Checklist’ (Appendix A attached). You will not be able to start work until you have produced one of the relevant documents from Lists A or B (Appendix A), and if we have not been provided with these prior to you starting work, then your contract will be withdrawn.

Anyone who provides documents from List B (i.e. those who need permission to work in the UK) will be required to re-present their documents to the Personnel Office at the beginning of each academic year i.e. October, and if you leave your employment and return at a later date, this also applies to you. Please note that you will not be able to commence work again without re-presenting these documents.

14. Pension SchemeThe 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.

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15. Termination of EmploymentThe minimum period of notice to be given by the Students’ Union will normally be one week, with an additional week for every year of continuous service. You (‘the employee’) are required to give the Students’ Union one weeks’ notice, which will be given 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 be permitted to continue to work for the Students’ Union if you are elected to a Part-time Officer position or Student Trustee. However, if there could be a conflict of interest, the Students’ Union will assist in finding alternative employment on campus. This would be effective from the date you take up your elected position.

16. Trade Union MembershipAll Student Staff are welcome to join the recognised Trades’ Union on Campus for this group of staff, currently Unison or Unite. If you wish to join, please speak to the Personnel Office for further details. Membership fees could be deducted from your weekly salary.

17. Occupational HealthYour 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.

18. Individual GrievanceThere are informal procedures for solving grievances. The Grievance Procedure is the formal process which allows you to raise any issues connected to your employment. Please refer to the Students’ Union Personnel Office for any copies of policies and procedures.

19. Disciplinary and CapabilityThere 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 can be obtained from the Students’ Union Personnel Office.

20. Equal Opportunities and DiversityThe Students’ Union is committed to equality of opportunity and recognising diversity in all aspects of employment. The Equal Opportunities Policy can be obtained from the Students’ Union Personnel Office.

21. Personal ResponsibilityYou should make yourself familiar with the contents of the Student Staff Handbook which is not part of your Terms and Conditions, but it is considered best practice to do so (an updated version will be available for viewing on our website in due course). 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.

22. Deduction ClauseThe 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,

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excess holiday taken, advances, cost of repairing any damage or property caused by you and any uninsured losses caused by negligent driving.

23. Training and MeetingsThere may be the requirement to attend meetings or training relating to your job role which you will be expected to attend.

You are also required to return to campus for Freshers’ training and Ambassador duties each year. Freshers’ training commences the week before Arrivals Sunday, and the Ambassador duties continue throughout Freshers’ week.

You will be paid for attending compulsory training at the basic rate, except for induction training which is mainly unpaid. Student Staff attending the main full day induction sessions may receive a token payment for attending.

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APPENDIX A EMPLOYMENT DOCUMENT CHECKLIST

A person who is not subject to immigration control, or has no restrictions on their stay in the UK, should produce a document, or specified combination of documents, from List A.

A person whose leave to enter the UK is time-limited must provide a document, or specified combination of documents, from List B. It will be necessary for the University to repeat the document check at least once every 12 months, until evidence from List A is provided to show that the person can remain permanently in the UK, or their employment ends.

List A Documents 1. A passport showing that the holder, or a person named in the passport as the child of the holder, is a British citizen or a citizen of the United Kingdom and Colonies having the right of abode in the United Kingdom.

2. A passport or national identity card showing that the holder, or a person named in the passport as the child of the holder, is a national of the European Economic Area or Switzerland.

3. A residence permit, registration certificate or document certifying or indicating permanent residence issued by the Home Office or the Border and Immigration Agency to a national of a European Economic Area country or Switzerland.

4. A permanent residence card issued by the Home Office or the Border and Immigration Agency to the family member of a national of a European Economic Area country or Switzerland.

5. A Biometric Immigration Document issued by the Border and Immigration Agency to the holder which indicates that the person named in it is allowed to stay indefinitely in the United Kingdom, or has no time limit on their stay in the United Kingdom.

6. A passport or other travel document endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely in the United Kingdom, has the right of abode in the United Kingdom, or has no time limit on their stay in the United Kingdom.

7. An Immigration Status Document issued by the Home Office or the Border and Immigration Agency to the holder with an endorsement indicating that the person named in it is allowed to stay indefinitely in the United Kingdom or has no time limit on their stay in the United Kingdom, when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

8. A full birth certificate issued in the United Kingdom which includes the name(s) of at least one of the holder’s parents, when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

9. A full adoption certificate issued in the United Kingdom which includes the name(s) of at least one of the holder’s adoptive parents when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

10. A birth certificate issued in the Channel Islands, the Isle of Man or Ireland, when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

11. An adoption certificate issued in the Channel Islands, the Isle of Man or Ireland, when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

12. A certificate of registration or naturalisation as a British citizen, when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

13. A letter issued by the Home Office or the Border and Immigration Agency to the holder which indicates that the person named in it is allowed to stay indefinitely in the United Kingdom when produced June 2011

in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

List B Documents 1. A passport or travel document endorsed to show that the holder is allowed to stay in the United Kingdom and is allowed to do the type of work in question, provided that it does not require the issue of a work permit.

2. A Biometric Immigration Document issued by the Border and Immigration Agency to the holder which indicates that the person named in it can stay in the United Kingdom and is allowed to do the work in question.

3. A work permit or other approval to take employment issued by the Home Office or the Border and Immigration Agency when produced in combination with either a passport or another travel document endorsed to show the holder is allowed to stay in the United Kingdom and is allowed to do the work in question, or a letter issued by the Home Office or the Border and Immigration Agency to the holder or the employer or prospective employer confirming the same.

4. A certificate of application issued by the Home Office or the Border and Immigration Agency to or for a family member of a national of a European Economic Area country or Switzerland stating that the holder is permitted to take employment which is less than 6 months old when produced in combination with evidence of verification by the Border and Immigration Agency Employer Checking Service.

5. A residence card or document issued by the Home Office or the Border and Immigration Agency to a family member of a national of a European Economic Area country or Switzerland.

6. An Application Registration Card issued by the Home Office or the Border and Immigration Agency stating that the holder is permitted to take employment, when produced in combination with evidence of verification by the Border and Immigration Agency Employer Checking Service.

7. An Immigration Status Document issued by the Home Office or the Border and Immigration Agency to the holder with an endorsement indicating that the person named in it can stay in the United Kingdom, and is allowed to do the type of work in question, when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

8. A letter issued by the Home Office or the Border and Immigration Agency to the holder or the employer or prospective employer, which indicates that the person named in it can stay in the United Kingdom and is allowed to do the work in question when produced in combination with an official document giving the person’s permanent National Insurance Number and their name issued by a Government agency or a previous employer.

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