Induction HandbookPERMANENT STAFF

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Dear Colleague

Welcome aboard!

You have just become a vital part of one of the biggest Students’ Unions in the UK.

Here at Warwick SU, we endeavour to provide our students with the absolute best in social, welfare and support services.

We pride ourselves on offering the highest quality support and opportunity to our customers and staff alike. We of course expect the highest standards of commitment, loyalty and teamwork, and in return will provide a challenging and stimulating environment , plenty of good times and, if you wish to progress, personal development opportunities.

Starting somewhere new can be a daunting experience, and our aim is to make you feel welcome and part of the team the moment you step through the door. It is important to us that you quickly familiarise yourself and feel comfortable with the organisation, and this booklet has been designed to contain all the information to enable you to do that in an easy and understandable fashion.

Please do not hesitate to ask any questions, no matter how trivial they may seem - we are here to help!

May I take this opportunity to once more welcome you to Warwick Students’ Union and wish you every success in your new role.

Jacqui Clements WARWICK SU CHIEF EXECUTIVE

OUR MISSIONWarwick Students’ Union – Creating a better experience for students at WarwickWARWICK SU MISSION STATEMENT

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ECONTENTSPART 1 04WARWICK SU

Warwick Students’ Union Facts Warwick SU Strategic Plan | Aims & Values Senior Management Team Warwick SU Organisation Chart Union Staff – Who’s Who?

PART 2 12YOUR INDUCTION

Before I Start Identity Cards Parking Staff Rooms

PART 3 13EMPLOYMENT T&CS

Probation Periods Attendance Changes to your job Recording Working Hours (BERT) Holiday Request Form Change of Details Pensions

PART 4 16WARWICK SU STANDARDS

Customer Service Corporate Image Internal Communications Security of Personal Belongings Uniform, Appearance and Personal Hygiene Mobile Phones Accessibility

PART 5 18 HEALTH/SAFETY & ENVIRONMENT

Responsibilities Protecting Yourself Reporting Accidents and Near Misses Near Miss Reporting Fire Evacuation Procedure Safety Committee First Aid Ethics & Environment Environmental Policy

PART 6 21EMPLOYMENT POLICIES

Staff / Student Protocol Equal Opportunities Grievance Procedures Trade Union Membership Data Protection Whistle-blowing Dignity at Work Disciplinary Procedure Smoking Policy Drugs and Alcohol Policy Capability Procedure Computer Use Policy Maternity and Family Leave Using Your Own Vehicle for Work Purposes Flexible Working policy

PART 7 28TRAINING & DEVELOPMENT

Staff Development Reviews (SDRs) Vision Day Training Courses Job Opportunities Investors in People Award (IIP) Make a Difference Awards

PART 8 29USEFUL INFORMATION

Staff Consultative Forum Team Briefings BUPA Cash plan Expenses Grapevine Guest List Policy Travel Card Cycle to Work Scheme Childcare Vouchers Salary Advances Tax Office Useful Contact Numbers

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WARWICK STUDENTS’ UNION FACTS Warwick Students’ Union has been

operating for over 40 years.

Warwick SU is a charity, and we solely exist to provide services for our members.

Warwick SU is a self-run, self-sustaining operation – all the revenue we bring in gets divided up between different areas of the organisation to ensure that we’re able to provide a wealth of services for the student body. Warwick SU does not make a profit.

Warwick SU receives a grant from the University and the rest of its finances are derived from our commercial services.

The original building (where the Atrium is) was opened in 1975 and now provides a focus for approx. 23,000 students’ social life.

The SUHQ building opened in 1998 giving 2000 sq. ft. of extra space.

There are approximately 314 sports clubs and societies.

Warwick SU employs approximately 90 permanent members of staff, and up to 350 student staff are employed each year.

Everyone is trained and supported to ensure work is professional, appropriate and safe.

PART 1 Warwick SU

Policies exist to ensure a high standard of operation.

The Board of Trustees is responsible for making sure that the SU is run effectively, complies with the law, has a strong strategic plan based on members’ needs and is financially secure .

The Chief Executive manages the day to day operations of the SU and enacts the strategy determined by the Trustees.

Seven Sabbatical Officers are elected each year. Each is responsible for a different area of the Union’s activities, while also being on the Board of Trustees.

The SU is run on a day-to-day basis by its staff, officers and volunteers, as directed by its members’ needs.

RaW (Radio Warwick) broadcasts digitally around campus.

The Boar, the student newspaper, is published regularly.

The Bubble is a Students’ Union publication listing information and events, which is also available online.

The Students’ Union’s website is the main source of Union-related information: www.warwicksu.com

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WARWICK SU STRATEGIC PLAN In 2011, Warwick SU developed a new strategic plan that will direct us through the next three years (2011 – 2014). Comments, questions and feedback were taken on board, as well as the research and knowledge of everything that is going on externally.

The detailed actions in the plan will be reviewed every year to account for changes in the student population, changes that are made to Union policy and changes as a result of the manifestos of the students who are elected as representatives. It is really important that Warwick SU keeps a close eye on the external environment and makes sure that we account for legal, social, political, technological and economic changes. The overall objectives will be reviewed every 3 years.

WARWICK STUDENTS’ UNION MISSION:

Warwick Students’ Union – Creating a better experience for students at Warwick.WARWICK SU MISSION STATEMENT

WARWICK STUDENTS’ UNION AIMS:

Representing Students & Campaigning to Achieve Change

Promoting a Strong & Vibrant University Community

Supporting & Informing Students about Issues Affecting their Lives

Transforming Students’ Lives & Enhancing Employability

Delivering a Strong, Effective & Sustainable Organisation

WARWICK STUDENTS’ UNION CORE VALUES:

DEMOCRATIC We are student-led, member-focused and representative.

INDEPENDENTWe are the independent voice of Warwick students.

ETHICAL We are fair, principled, transparent and environmentally sound.

FUN We are friendly, vibrant and entertaining.

INFORMATIVE We are supportive, knowledgeable, responsive and useful.

ENRICHING We help students develop, we nurture their aspirations.

ACCESSIBLE We are diverse, welcoming, tolerant and inclusive.

This document is widely available and can be found on the Warwick SU website at www.warwicksu.com/yourunion/publications/strategicplan

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SENIOR MANAGEMENT TEAMAlongside the seven Sabbatical Officers elected by our members each year, Warwick SU is run by the Chief Executive and the senior management team as detailed below:

Jacqui ClementsWARWICK SU CHIEF EXECUTIVE

Steve RussellCOMMERCIAL OPERATIONS DIRECTOR

Jackie HarteMARKETING DIRECTOR

David DedmanMEMBERSHIP SERVICES DIRECTOR

Kate DolanHUMAN RESOURCES DIRECTOR

Tracey GrantFINANCE DIRECTOR

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Warwick SU employs approximately 90 permanent staff, and at peak times up to 350 student staff, in our various departments!

WARWICK SU ORGANISATION CHART 2013The structure of Warwick SU is detailed below:

WARWICK SU ORGANISATION

Jacqui ClementsCHIEF EXECUTIVE

David Dedman

MEMBERSHIP SERVICES DIRECTOR

Julie King

PA TO CHIEF EXECUTIVE

Steve Russell

COMMERCIAL OPS DIRECTOR

Kate Dolan

HR DIRECTOR

Jackie Harte

MARKETING DIRECTOR

Tracey GrantFINANCE

DIRECTOR

Advice & Welfare

Central Admin Venue HR Marketing Finance

Student Activities

Food & Beverage Reception IT

Student Development Ents

Democratic Services

Facilities & Safety

MaintenanceHousekeeping Technical Services

Educational Services

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CHIEF EXECUTIVE Chief Executive

Jacqui Clements

PA to Chief Executive Julie King

Executive Support Mary Lynch

SENIOR MANAGERS Membership Services Director

David Dedman

Commercial Operations Director Steve Russell

Finance Director Tracey Grant

Marketing Director Jackie Harte

HR Director Kate Dolan

SABBATICAL OFFICERSEach year, the student body elects seven new student officers, all of whom take a year out from their studies to preside over the Union.

MEMBERSHIP SERVICESDEMOCRATIC SERVICESResponsible for co-ordinating and administering every Union Democratic process. Whether candidates are interested in standing for a position or proposing policy to be debated at an All Student Meeting, then Democratic Services can help.

Democratic Services Co-ordinator Jacquie Page

Education Policy Manager Mike Towl

Academic Representation Co-ordinator Roisin O’Brien

STUDENT ACTIVITIESThe Student Activities Team co-ordinate and support each of the Union’s hundreds of Societies and Sports Clubs.

Student Activities Manager Gerard Henry

Societies Co-ordinators Indy Sanghera

Danielle Bonsor Becky Robinson

Sports Administrators Hollie Miles

Natalie Walker

STUDENT DEVELOPMENTThe Student Development Department helps students achieve their full potential by supporting extra-curricular activity to enhance employability. We do this through campaigning, development, enterprise, volunteering and training.

Student Development Manager Rebecca Quansah

Campaigns Coordinator Laura Dickens

UNION STAFF - WHO’S WHO?

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STUDENT ADVICE CENTRE a.k.a. Advice & Welfare

Handling over 6,000 enquiries each year, this free and impartial advice service can support students in every area. Whether it’s advice about housing, immigration, money or courses, this department can help.

Advisor Centre Manager Amanda Woodfield

Welfare Advisor Meena Devlukia

Welfare Advisor Sue Brown

COMMERCIAL SERVICESFOOD & BEVERAGE

Food and Beverage Manager Becci Burrows-Watson

THE BREAD OVEN & CURIOSITEAThe Bread Oven - Bespoke sandwich bar and bakery which serves freshly-baked breads or made-to-order salad boxes with a range of fillings and a daily selection of hot fillings.Curiositea - Vintage Tea Shop which offers a quirky medley of traditional English refreshments in a cool modern environment.

SU Catering Manager Alexis Lyon-Sinclair

Bread Oven Supervisor Allison Biggs

Curiositea Supervisor Adam Hussain

THE DIRTY DUCKSituated in the centre of campus between Warwick SU and SUHQ, The Dirty Duck is the Union’s traditional pub and all-round student favourite.

The Dirty Duck Manager Lindsey Kettle

The Dirty Duck Deputy Manager Lee Solloway

The Dirty Duck Supervisor Nathan Busby

ENTERTAINMENTSEnts are responsible for the running and development of every single night at the Union. If you’ve got an idea for a night or want some advice on how to set up your own, these are the people to see!

Entertainments Manager Rob Chamberlain

Promotions Manager Vas Stylianos

VENUE/SECURITYThe Terrace Bar - The Terrace Bar is the perfect place on campus in which to relax and unwind with its prime location, overlooking the entire Piazza.

The Copper Rooms - When it comes to entertainment on campus, Warwick SU covers everything from big-name DJs and established acts to student bands, theatre, comedy, sport and dance.

Venue Manager Duncan Parkes

Deputy Venue Manager Mark Barnham

The Terrace Bar Supervisor Kashmira Hayer

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SUPPORT SERVICESCENTRAL ADMINResponsible for everything you’d expect of a Central Admin department, including Minibus driving cards, money requests and sales invoices, together with the taking of bookings for conferences, transport, buffets and room bookings.

Central Admin Manager Julie King

Central Admin Supervisor Lesley Shortland

Administrator Margaret Wood

Administrator Jenny Luciano

HUMAN RESOURCES The Human Resources team provide customer-facing, proactive advice and deal with all HR-related issues including recruitment and selection of all staff, rewards and benefits, training and development, salary administration, terms and conditions of employment, employee relations, employee well-being, HR Management information systems and HR policies and procedures.

HR Director Kate Dolan

HR Advisor Lauren Smith

HR Administrator Lyn Wears

FINANCEThis is the part of the organisation that manages its money. The Finance team are responsible for planning, organising, auditing, accounting for and controlling company finances. This includes Payroll.

Finance Director Tracey Grant

Deputy Finance Manager Jacqui Anderson

Management Accountant Sarah Harris

Pensions and Payroll Co-ordinator Becky Powis

Finance Assistant - Purchase Ledger Alana Sweeney

Finance Assistant - Sales Emma Harper

Finance Assistant - Cashier Amanda Simpson

Finance Assistant - Counter Paula Thomas

FACILITIES & SAFETY (inc. Technical Services / Housekeeping)

The Facilities and Safety Department consists of Maintenance, Housekeeping and Technical Services and is responsible for ensuring that the SU and SUHQ are both kept clean, well- maintained and safe.

Housekeeping - Warwick SU manages a massive entertainment venue with several thousands of customers each week. Our buildings take some looking after, and the Housekeeping team are responsible for this!

Technical Services - We assist in the preparation and maintenance of stage, technical equipment and décor for the successful production of Union events, membership activities, society hires etc.

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Facilities & Safety Manager Andy Bastable

Housekeeping Manager Karl Perry

Event Technician Tom Schofield

MARKETING Marketing - All marketing activity for outlets, departments and Sabbatical Officers is developed and delivered by the Union’s Marketing Department. The department also offers support and advice to clubs and societies who want to market an event, order clothing or enhance their web pages. Warwick SU Print Shop is also run from here.

Reception - If you have a question about the SU, Reception are the people to ask. A veritable fountain of knowledge about Union activities, they will have the answer or be able to point you in the direction of whoever will! As well as offering help with your queries, they also offer all of these other services: Lost property, Cloakroom, Locker hire, Printing, sales and collection of tickets, refunds.

Marketing Director Jackie Harte

Marketing & Media Sales Co-ordinator Helen Morris

Communications Co-ordinator Chris Carter

Web Developer James Deane

Web Design Assistant Adam Dale

Web Design Assistant Saul Cross

Graphic Designer Sarah Richards

Graphic Support Staff Jade Mobley

Reception Supervisor Christina O’Neill

MEMBERSHIP SOLUTIONS LIMITED (MSL)Membership Solutions Ltd (MSL) is a subsidiary company of Warwick Students’ Union and provides website and membership systems for some of the largest SUs in the UK, as well as charities, universities and other membership organisations.

Chief Executive Colin Watson

Technical Director James Bonsall

Business Development & Services Manager Emma Penny

Web Designer Dan Connolly

Web Developer Laura Merris

Web Designer Gurpal Nagra

Customer Support & Sales Coordinators Kaylee Cox

Lizzy Reid Amy King

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Every staff member will go through a structured induction process. This handbook gives the first welcome, plus important information about the organisation and the terms & conditions of your employment. It includes details of the structure of Warwick Students’ Union and summarises the policies that underpin the whole organisation you are now a part of. Initial training to undertake your role within the SU will follow and will be arranged with your Line Manager. Your induction also offers you the opportunity to ask questions and you are encouraged to do so, now and throughout your employment! Your Manager will have a form to go through with you when you start.

BEFORE I STARTWHERE DO I GO ON MY FIRST DAY?Your offer letter / contract letter should provide details of where you need to go, what time and who to report to on your first day. If you are unsure or need further information, please contact your Line Manager.

DO I NEED TO FILL ANYTHING IN?You will be asked to complete a number of forms when you join Warwick SU - these include a New Starter Form (we need to have your full name including middle names, full address including postcode, date of birth, gender, NI number and next of kin information), P46 (unless you have a P45), Medical Questionnaire, Equality Form and confirmation of your identification in order for us to comply with prevention of illegal working. You will either receive these forms with your offer letter or on your first day.

ID CARDS Warwick SU staff can register for a staff card - see Lyn Wears, HR Administrator in order to do this. This card will allow you access to specific car parks, sports facilities (for which there is a charge), the library and certain other buildings.

PARKING The University provides and runs all car-parking on Campus. We do our best to notify staff ourselves of any changes to carparking arrangements. The nearest parking to Warwick SU for staff is at the bottom of Health Centre Road (Car Park 6) or the Multi-Storey Car Park just before Health Centre Road (Car Park 7). Both these car parks operate card entry. To register for staff car-parking, see Lyn Wears, HR Administrator, who can arrange this for you and discuss your options.

WHERE DO I PARK?You will be given a map of the campus car parks in your offer pack. You can visit the car parking web pages for more information via www.warwick.ac.uk/carparks

STAFF ROOMSThere are two staff kitchens, both in SUHQ - one on the ground floor and one on the first floor. Feel free to use the microwave, kettles and fridge, but be considerate and wash up and please clean the area after use! Please note that milk is only to be used for tea & coffee, so make sure to buy your own for cereals. There is another staff room at the SU (behind The Bread Oven) and there are lockers in each staff room which you can use.

PART 2 Your Induction

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As an employee of Warwick SU, you will have received an offer letter / contract of employment setting out specific terms and conditions of employment as they relate to your post. This will have included details of:

Names of the employer and employee

Date when the employment (or period of continuous employment) began

Job title

Permanent / fixed term contract

Place of work, if required to work in more than one location and indication of this and employer address

Details of employment if expected to work out of the UK

Salary and when it is to be paid

Hours of work

Holiday entitlement

Sick leave entitlement including any entitlement to sick pay

Pensions and pension schemes

Notice of termination (employer and employee)

Further detailed policies and procedures which may not be mentioned as part of these documents can be accessed through your Line Manager, HR or by logging onto the SU Staff intranet.

PROBATION PERIODSEach member of staff will serve a probationary period of either 10, 16 or 26 working weeks (your contract will specify which one, depending on your grade) from your start date. During this period you will be assessed on your suitability for the post and you are encouraged to use the time to decide whether the job you are doing is for you or not. It is a two-way decision.

You will have a mid-term probation review and at the end of the period you will have a discussion with your line manager regarding your progress. If you are doing the job to the required standard, you will be told that you have successfully completed your probationary period. If at any time during your probation period your work, attendance or conduct is not satisfactory and it is considered that you will not be able to reach the required standard before the end of the probationary period, your appointment may be terminated within or at the end of that period. The probation period may in certain circumstances be extended but the appointment may still be terminated if the conditions of the extension are not met. Appropriate notice will be given if your appointment is to be terminated.

CHANGE OF DETAILS Please inform your line manager, HR and the Finance Office if you have any changes to your name, address, telephone number, e-mail address or next of kin. (Members of the pension scheme will also need to tell us if your dependents’ status changes).

PART 3 Employment T&Cs

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Contact the person in charge of your department or outlet at least two hours before you are due to start work - or, if office-based, by 9am each morning of your sick leave.

Make contact personally (no texts, e-mails) and do not depend on someone else to pass on a message.

Follow the same procedure for any subsequent days’ illness unless you have already given a date for return or discussed arrangements with your manager.

You will be required to produce a statement of fitness for work note from your GP if you are off work for 7 or more days (including days that you were not required to work).

Your line manager will conduct a return-to-work interview with you to ensure that you arewell enough to be at work and to establish if there is anything that we need to do to help you get better.

EMPLOYMENT TERMS & CONDITIONS

ATTENDANCEWarwick SU values full attendance at work and is committed to improving the wellbeing of its employees to achieve this. However, there may be occasions when you will be unable to attend work, whether due to sickness or other emergencies. In situations when you are ill, we expect the following:

For shift staff - if possible, try to get someone else to cover your hours for you.

Each department has its own procedures for swapping shifts to allow days off for specific personal reasons. You should find out from your manager what these are.

You will be given a number to contact your manager on during your induction and, should your manager be absent or on annual leave, an alternative will be provided.

If another form of emergency means that you cannot attend work then you should follow the first two points above and also:

If you need to arrange a doctors or dentist appointment, these should be at the beginning or end of your working day and the time made up wherever possible using holiday/time off in lieu (TOIL), unless it is an emergency.

Should you be late for whatever reason, you need to ensure your manager is kept informed as above as persistent poor timekeeping puts your colleagues under pressure to cover your duties and is not acceptable.

Failure to turn up for work is considered unauthorised absence and failure to notify your manager of your absence is also classed as unauthorised absence. This is classed as misconduct and could lead to disciplinary action being taken.

Payment of occupational sick pay will be made on a sliding scale depending on grade and length of service - see your contract of employment for more information.

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CHANGES TO YOUR JOB On occasion, it may be necessary to vary your duties or your hours. This will be done as sensitively as possible and following discussion with you. The variation of duties will generally be in line with your job purpose and the responsibilities of that post. Variation in hours will generally be in response to changes in customer needs and patterns. There are clear procedures for handling contract variations that can be accessed from your line manager or the HR department.

RECORDING WORKING HOURS (BERT)BERT (Biometric Employee Register Terminal) is Warwick SU’s Time and Attendance system. It ensures that all data relating to absence, timekeeping and pay (for student staff) is correct and updated as soon as an employee uses BERT.

BERT terminals are located in SUHQ (opposite reception) and another in the SU staff room behind The Bread Oven. All employees are required to log in to the machine at the beginning and end of each shift/working day using your personal ID number (same as payroll number) and hand. The terminal then verifies the hand with the employee’s unique recorded image. If the image matches, BERT stores the time & date information and uploads it to the software system for payroll processing (student staff only). If you forget to clock in or out, you must let your Manager or representative know as soon as possible and they will update this onto the system. Failure to clock in or out correctly will result in student staff not being paid, and persistent failure to use the BERT system correctly may lead to disciplinary action. Falsifying information on BERT Is considered an act of dishonesty and will result in disciplinary action being taken.

HOLIDAY REQUEST FORM Warwick SU’s holiday year runs from 1st October to 31st September. Full time members of staff who are employed on Grades 1-5 are entitled to 20 days holiday per year, for Grades 6+, they are entitled to 22 days per year. All permanent staff are also entitled to a total of not less than 15 days for bank holidays and customary days where the SU is closed. Once staff have completed five years’ service they are entitled to an additional 2 days leave. All part time staff will be entitled to pro rata of all of these entitlements.

There is a Holiday Request form for you to complete for any holiday leave - all holiday should be requested at least two weeks in advance, and authorised by your line manager.

PENSIONS After qualifying periods, subject to eligibility criteria, staff are entitled to join the National Union of Students’ Pension Scheme. The scheme is contributory and is contracted into the state second pension. The Company reserves the right to vary the terms of the Pension Scheme in accordance with the provisions of the Pensions Act 2004, where significant changes will be the subject of consultation. Please see a Becky Powis in Finance for more information.

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CUSTOMER SERVICE Customer Service is crucial to the Union’s overall business performance. The average customer has become more demanding and has higher expectations than ever before. Warwick SU is committed to providing the highest standards of customer care across the variety of services it provides for its members. As a member of Union staff serving and supporting our members and customers, it is your responsibility to help make a difference.

CORPORATE IMAGE Warwick SU has a corporate identity including fonts, letter and memo styles, use of logo etc. Please ensure that you know what and where these are if producing material on behalf of the Union. The corporate font is Franklin Gothic Book, and you should try wherever possible to use no less than font size 12. Any headings or titles within documents should be in Century Gothic and must be in bold. The logo can be found on the L: Drive / Logos and the letter and memo templates can be found when you open Microsoft Word (File / New / Warwick SU Templates).

INTERNAL COMMUNICATIONS Internal communications can be by face-to-face interaction with colleagues, by telephone or by reading memos, e-mails, newsletters or other printed material circulated. Check with your line manager which system is in operation for you. If you are required to answer the telephone, please do so courteously, saying something like “Hello, Warwick Students’ Union - give your name - how can I help you?” There are instructions on every department and how to use the telephone system (for example, how to transfer a call), so please take time to look at these - your manager should be able to locate this for you. Telephone numbers are also accessed via Microsoft Outlook + Public Folders that have been set up on your computer. In many areas of the Union, internal interaction can be viewed by outsiders, so be aware of how your communications may impact upon others. Warwick SU has an internal intranet site which is accessed by logging onto the Warwick SU website. This will have access to information on policies, procedures, forms, events, news etc.

SECURITY OF PERSONAL BELONGINGS Staff should act to ensure personal property is always left safely. If you work in an outlet, during your shifts you should lock any valuables in the lockers provided. When leaving your office unoccupied, make sure you lock the door. It is important you do not bring large amounts of cash or credit cards to work unnecessarily. If any items go missing, inform your line manager immediately. Warwick SU is not liable for any loss or damage of personal belongings unless negligence is identified.

PART 4 Warwick SU Standards

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UNIFORM, APPEARANCE & PERSONAL HYGIENE It is expected that everyone working for Warwick SU will ensure they arrive at work in a clean, smart and tidy state. Where uniforms are provided, it is important that these are kept washed and ironed or dry-cleaned. Your line manager will go through their expectations with you during induction. As most jobs involve interaction with other people within the SU, a high level of personal hygiene is expected. Customers will base their opinion of the organisation on how you appear, meaning that a good standard of personal hygiene and a tidy appearance is essential. It is important to respect yourself and others around you. At the end of your contract, you will be required to return your uniform to your line manager. In certain roles there are dress requirements, to ensure safety in addition to smartness. Your personal appearance not only reflects your own standards but also the standard of your colleagues, so it is important to maintain a clean and professional image at all times.

MOBILE PHONES Unless your work requires that you need a mobile phone for internal communications or for external work related contracts, mobile phones should not normally be used during working hours. This is particularly the case if you are working directly with customers in front line service. Using mobile phones for personal non-urgent matters during working hours is not allowed. If you have a serious reason to need your phone during working hours, you must clear this with your line manager.

ACCESSIBILITYAccessibility doesn’t just mean wide-door toilets or ramps, and disability doesn’t just apply to people in wheelchairs. Many disabilities are hidden and every person experiences disability differently. Hidden disabilities can include dyspraxia, dyslexia, Autistic Spectrum Disorders, Attention Deficit Disorders and so on. Sometimes people with mental difficulties (e.g. anxiety, depression) will identify as disabled,but sometimes they won’t. Similarly, people with long-standing medical conditions may be classed as disabled and be entitled to support.

The spectrum of disabilities is wide and varied, and it is important to keep this in mind when undertaking work for the SU. Our disabled members often experience additional barriers when accessing their education, and this includes SU activities such as eating in our outlets, participating in a club/society, getting involved in democracy, or going out in the venues.

It is virtually impossible to cater for every kind of access need, but simply making the effort has a huge effect on the culture of the SU. If in doubt, please ask a member of Advice Centre Staff or HR.

One of our 2011-14 Strategic Values is Accessibility, and we are also signed up to Attitude is Everything’s charter at Bronze level. We also signed a pledge with Time to Change in February 2011 to pledge to take action in order to reduce mental health discrimination.

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RESPONSIBILITIES Everyone has an individual moral and legal responsibility for their own safety and the safety of others. It is important that you are vigilant at work to ensure you and your customers are not exposed to potential problems. Where you can remedy a situation, i.e. in the case of spillage or trailing wires, you should do so. However, for a more serious problem you should report to your line manager who has a duty to report this to the appropriate person for action. It is in your best interest to ensure that any issue is dealt with quickly, so do ask for feedback on any action taken. Reporting issues which could result in an accident is known as “Near Miss Reporting” and, if used effectively, this will significantly reduce the number of accidents that occur. There is a procedure in place which must be followed when considering introducing new electrical items or work. The Health & Safety Policy is displayed in Staff Rooms and noticeboards in outlets and Reception. You should ensure that you are familiar with the procedures in your department.

PROTECTING YOURSELF Any protective clothing required for your job will be supplied by Warwick SU. This is known as “Personal Protective Equipment” (PPE). If you feel you need special clothing to carry out your duties, please speak to your line manager. The most common items of protection are rubber gloves for First Aid staff, specific footwear for staff involved in manual handling, aprons and gloves for Food and Beverage staff, ear protection for staff exposed to noise in the Venue / Bars (this is mandatory, not optional). You will be shown how to make sure it is used and fitted properly. It is your responsibility to wear protective clothing issued to you. Not using appropriate PPE is not only an offence under the Health & Safety at Work etc Act 1974 but also a disciplinary offence. All regular users of computers, in line with recent legislation, should have regular eye tests (see HR department for details) and a display screen assessment - please contact your line manager or Facilities and Safety Manager to arrange this.

REPORTING ACCIDENTS AND NEAR MISSES Every accident, however minor, should be reported to your line manager as soon as possible. Accident reporting books are held at Reception and in all outlets. They will ensure you receive any necessary treatment. First Aid staff will treat and record any injury. First Aid is always available at evening or social events. A list of trained First Aid day staff is kept on Reception and the Health & Safety notice board. However when the building is closed, University Gate House staff should be contacted. The Facilities and Safety Manager views all incidents and will identify any wider issues or areas of particular concern that need to be addressed. Additionally all incidents are reported to the University Safety Office and serious incidents are reported to the Health and Safety Executive as required by law RIDDOR) Accident statistics are recorded and discussed at the SU Health & Safety Committee meetings that are held every six weeks.

PART 5 Health/Safety and

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NEAR MISS REPORTINGA Near Miss is an unplanned event that did not result in injury, illness, or damage – but had the potential to do so. Only a fortunate break in the chain of events prevented an injury, fatality or damage. Often, the label of ‘human error’ is applied to an initiating event but a faulty process or system invariably permits or compounds the harm, and should be the focus of improvement.

Although the Facilities & Safety Department carries out regular inspections, we do not see everything and need your help in reducing accidents. To help do this, we really do need you to report near misses. The theory is that if we are aware of a near miss, we can do something to stop it becoming an accident. A recent example of a reported near miss involved a redundant piece of safety equipment that had become a hazard and it was likely that at some point, someone would hit their head on it. The maintenance team resolved this, therefore no accident!

Reporting a Near Miss – Ultimately, Andy Bastable, Facilities & Safety Manager needs to know about a near miss but it really doesn’t matter how this gets passed on. Please just make sure that it is at the earliest opportunity.

FIRE EVACUATION PROCEDURE It is important that you are very familiar with Warwick SU’s Fire Evacuation and fire alarm testing procedures, and these will vary depending on particular events or functions and for the area of work you are involved with. At your induction training you will be informed of the procedure so that you are familiar with this and will be able to carry it out in an emergency. It would be valuable if your manager walks through this with you and gives a tour of the building. If you have any concerns about these procedures, speak to your line manager.

The assembly point is: THE GRASS ADJACENT TO CAR PARK SEVEN and in front of SENATE HOUSE.

There is a scheduled fire alarm test every Monday morning at approximately 9am.

SAFETY COMMITTEE Warwick SU has a Safety Committee made up of Sabbatical Officers, Managers, and Trade Union Representatives. This committee meets to address all safety issues and to develop action plans to minimise risks. The committee also oversees the implementation of the Health and Safety Policy. For safety representatives, see the Health and Safety rules on noticeboards. The Departmental Safety Officer is the Facilities and Safety Manager. The Facilities and Safety Manager has a current list of members of the SU Safety Committee. If you have any issues you feel should be discussed, raise them in the first instance with your line manager, who will normally take them to the Committee. In some cases, the issue may be raised with your staff safety representative.

Environment

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FIRST AIDThere are a number of First Aid Trained Staff in Warwick SU that work a variety of shifts from early morning, to evenings. Please see the staff notice boards for a comprehensive list or visit Grapevine, the SU Staff intranet. All first aid boxes are kept at Reception and in the Venues. All bars and outlets have a basic first aid kit which contains dressings and plasters.

Should a First Aider be unavailable, please contact Gatehouse Security on 22083

ETHICS & ENVIRONMENTWarwick SU recognises that it has a responsibility to the environment beyond legal and regulatory requirements. We are committed to reducing our environmental impact and continually improving our environmental performance as an integral part of our business strategy and operating methods. We will encourage members, customers, visitors, suppliers, partners and other stakeholders to do the same. To help us achieve this, our areas of focus are:

Policy Aims | Energy & Water | Food & Drink | Office Supplies | Paper | Maintenance & Cleaning | Transportation | Staff Culture | Monitoring & Improving.

For more information about Warwick SU’s areas of focus please visit www.warwicksu.com/yourunion/ethics

ENVIRONMENTAL POLICY We all play a part in actively improving environmental efficiencies. For the previous 3 years, we have been awarded Gold in the NUS Green Impact awards, which is an environmental accreditation scheme specifically for Students’ Unions. The purpose is to encourage and reward environmental best practice and provide practical action which helps reduce impact on the environment. We are committed to the environment and these actions will save money and make the Union more attractive for environmentally-conscious staff and students. Please ensure that you are familiar with our activities and use them wherever possible. Recycling at Warwick SU:

Cardboard, plastic, cans are all recycled in the blue bins in the backyard

Segregated glass recycling for bars

Office paper is recycled through the campus-wide Pink Sack Scheme

Energy Saving at Warwick SU

Think before you print!

All PCs should be set to duplex print

Print Preview before printing

Switch off computer screens when away from your desk (e.g. during lunch and meetings)

Do you need to print all your emails?

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There are a number of policies and procedures in place at Warwick SU and all can be obtained from the intranet site or from the HR Department. Listed below are a few of the policies:

STAFF / STUDENT PROTOCOL A protocol exists that clarifies the relationship between students, their elected representatives and staff. This protocol is posted on staff noticeboards. You should familiarise yourself with its contents.

In brief:

Staff should raise grievances through their line manager as set out in the grievance procedure and can raise collective issues through the Staff Consultative Forum.

Students employed as staff enjoy the same rights and benefits of membership of Warwick SU as those not employed, including participating in meetings.

Student staff cannot raise any matters about their employment with Union officers or in any Union forum or meeting.

Staff cannot comment to the media, including the student media as members of staff of the Union without the permission of the President.

Staff are protected against any breach of confidentiality regarding personal employment matters that are set out in this protocol.

It is important to recognise that as a member of staff you may be entrusted with confidential information and that there is a mutual duty of trust and confidence between employer and employee which should be respected. The protocol is contractual and must be adhered to.

EQUAL OPPORTUNITIES Warwick SU is committed to equality of opportunity. The following is the policy statement of Warwick SU. It is the personal responsibility of each of its staff and members to uphold the policy, and failure to do so will result in disciplinary action.

PART 6 Employment Policies

“Discrimination of any nature is unacceptable and as a result will not be tolerated by Warwick SU. Furthermore Warwick SU resolves to create a positive and welcoming atmosphere for its staff, students and visitors and ensure they are treated fairly.”

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GRIEVANCE PROCEDURES Unfortunately, at some time during your working life you may have a problem that you wish to raise with your employer. There is a clear procedure that supports you in doing this. Firstly, you should raise the matter with your immediate line manager (supervisor or manager) in writing. Following a meeting, if you fail to get a satisfactory response, you should then appeal in writing to the next manager in the line (usually your Head of Department). All employment issues should be raised with your line manager and not Sabbatical Officers (refer to Staff Student Protocol section). Further details / guidance is available from the HR department.

TRADE UNION MEMBERSHIP Warwick SU recognises three Trade Unions for negotiation purposes: these are UNITE, UNISON and the UCU (Universities and Colleges Union). You are entitled to join any Trade Union you wish, whether it is one of these recognised Trade Unions or not. Joining a Trade Union can be done through contacting a Trade Union Representative (see below) or by contacting the Trade Union directly.

UCU Mike Joy m.s.joy@warwick.ac.uk

UNISON Sittu Ahmed sittu@unisonwmc.org.uk

UNITE Jim Smith james.w.smith@warwick.ac.uk

Our Advice Centre can put you in touch with other Trades Unions should you wish, but they cannot represent you as an employee of Warwick SU. If you have an issue with your employment, however, they can point you in the right direction of where to get advice or support if you need it.

DATA PROTECTION There is a Data Protection Policy and a Computer Use Policy to protect all information held within Warwick SU (your Manager will discuss this with you during your induction). Any member of staff who can access computer information needs to be aware of the policy and be particularly careful when using the IT facilities. Respect confidentiality when you have access to any personal details about individuals - it is the law. Only appropriate business use of the internet is permitted. Inappropriate use of the internet for recreational purposes, or purposes that may breach the Equal Opportunities policy are not acceptable and could result in disciplinary action. Make sure all information you hold is secure and, where personal information is concerned, ensure no one can access it who shouldn’t be able to.

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WHISTLEBLOWING The word whistleblowing refers to the disclosure internally or externally by workers of serious malpractice, as well as illegal acts or omissions at work.

Warwick SU encourages staff to use internal mechanisms for reporting any serious malpractice or illegal acts or omissions by its employees or ex-employees. The policy should be read in conjunction with the Staff/Student Protocol that sets out the relationships between students, their elected representatives and staff. Examples when the policy may need to be invoked may be if:

Serious malpractice or ill treatment of a customer/member by a member of staff.

A criminal offence has been committed, is being committed or is likely to be committed.

Suspected fraud.

Deliberate disregard for legislation, particularly in relation to health and safety at work.

The environment has been, or is likely to be damaged.

Serious deliberate breach of regulations.

Showing undue/inappropriate favour over a contractual matter or to a job applicant.

Information on any of the above has been, is being concealed.

This list is not exhaustive; there may be other examples.

The policy is available from your departmental manager, your Trade Union or Staff Consultative Forum representative or the Human Resources Department.

The following members of staff are designated officers and are the point of contact for employees wishing to raise concerns under this policy.

Jacqui Clements Chief Executive 72787

David Dedman Membership Services Director 72791

Kate Dolan HR Director 72787

Becci Burrows-Watson Food and Beverage Manager 73047

Gerard Henry Student Activities Manager 72811

Duncan Parkes Venue Manager 73053

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DIGNITY AT WORK Warwick SU is an organisation committed to creating a work environment free from bullying and harassment, and where everyone is treated with dignity and respect.

It is Warwick SU’s policy:

DEFINITION OF BULLYING:“Persistent, offensive, abusive, intimidating, malicious or insulting behaviour, abuse of power or unfair penal sanctions, which make the recipient feel upset, threatened, humiliated or vulnerable, which undermines their self-confidence and which may cause them to suffer stress.”

DEFINITION OF HARASSMENT:“Unwanted conduct based on gender, age, race, ethnic origin, sexual orientation, disability, religious belief, political belief, appearance affecting the dignity of men and women at work. This can include unwelcome physical or nonverbal conduct.”

To actively promote an environment free from discrimination, intimidation or victimisation on any grounds (including gender, age, race, sexual orientation, disability, religion or belief, gender reassignment, marriage or civil partnership or Pregnancy and Maternity).

To provide clearly defined and effective procedures to ensure anyone who has been bullied or harassed feels sufficiently confident to raise problems they experience.

To provide examples and definitions of unacceptable behaviour, wherever possible.

To comply with the law.

To provide effective procedures for dealing with the perpetrators of bullying or harassment.

To ensure the effects of bullying or harassment on individuals are understood and minimised.

To ensure targets of bullying or harassment receive the support required, in whatever form is deemed appropriate.

To communicate to all staff and members that it is our mutual responsibility to comply with anti- bullying or anti-harassment legislation, and that both Warwick SU and the individual can be held liable if they contravene the law.

Warwick SU will not tolerate any such conduct, and complaints of either bullying or harassment will be treated seriously, confidentially and with sensitivity. In the interests of impartiality and fairness, every effort will be made to carefully establish the facts of the case before the appropriate course of action is determined. The policy is available from your department manager and the Human Resources Manager. Your Trade Union representative is also trained to support anyone who feels they have been bullied or harassed.

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DISCIPLINARY PROCEDURE: There are sadly occasions where the behaviour of individual members of staff means that disciplinary procedures are set in motion. There is a clear procedure for doing this and it is based on certain principles:

Cases must be properly investigated before any hearing takes place.

Individuals have the right to be accompanied in any formal meetings by a Trade Union representative or a colleague.

Members of staff must have the opportunity to state their case and explain their actions.

Members of staff have the right to appeal against any disciplinary action.

The sorts of things that are considered serious enough to warrant dismissal for first offences are (this list is not exhaustive and is intended to give guidance):

Theft or Fraud

Sexual or racial harassment

Bullying

Failure to follow Health and Safety regulations/procedures

Failure to adhere to venue security policy

Failure to follow procedures relating to cash or stock

Malicious damage of company property, colleagues. property or customers’ property

Refusal to obey reasonable and lawful instructions of a line manager

False claims for company sick pay.

The sorts of things that may result in a written warning for first offence are (this list is not exhaustive and is intended to give guidance):

Negligent breaches of organisational regulations or procedures or misconduct

Failure to follow absence reporting procedures

Unacceptable reasons for absence

Poor timekeeping or attendance

Misuse or wastage of organisational resources

Provision of incorrect information on an application form

Behaviour towards colleagues or customers which cause difficult working relationships or damage the organisation’s reputation

The procedure states that an investigation will take place. If a hearing is to be convened, you will be informed in writing. Once a decision is taken, you will have the outcome in writing and you will have the right of appeal.

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SMOKING POLICY Warwick SU is a non-smoking building in line with UK law. You are only permitted to smoke outside in designated areas and during breaks. Smoking inside and in non-smoking areas will result in disciplinary action up to and including dismissal. You should not smoke on duty where you are identifiable as a member of staff.

DRUGS AND ALCOHOL POLICY Staff are not allowed to buy or consume an alcoholic beverages whilst at work. No alcohol must be consumed before starting work.

The only circumstances under which an employee is allowed to consume an alcoholic beverage whilst at work is during a meeting at which refreshment is provided for guests, as long as the amount is not excessive (i.e. more than two units, a pint of beer or glass of wine).

The following sets out behaviour that will not be tolerated and which will result in disciplinary action being taken:

The possession of or being under the influence of, illegal drugs while at work.

The handling (supply or receiving) of illegal drugs on Warwick SU premises, whether during work time or not.

Being under the influence of alcohol whilst on duty.

The use of any substance that affects your capability to carry out your work safely, particularly if you are operating any machinery.

CAPABILITY PROCEDUREWarwick SU recognizes that there will be occasions where someone’s performance at work falls short of the standard required. Usually, this will be dealt with on a day-to-day basis. When performance has become problematic, a formal procedure exists to support staff to improve. It starts with a Performance Improvement Meeting. Further information can be obtained by the HR team.

COMPUTER USE POLICY Warwick SU recognises the significant benefits of effective use of electronic forms of communication and working. It is committed to complying with legislation and good practice in order to meet its obligations as an employer and an ethical membership organisation. This policy sets out the aims, procedures and responsibilities that fulfill this requirement. It clarifies what is deemed acceptable usage of computers and what is unacceptable.

The Students’ Union has policies relating to Data Protection, Telephone Usage, Equal Opportunities and a Staff/Student Protocol and these should be referred to where applicable.

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MATERNITY AND FAMILY LEAVE If you find yourself in a situation where either you or your partner are expecting a baby, it is our policy to make sure that you are supported at this time through the application of our Maternity Policy and/or paternity policy or adoption policy. Please speak to your line manager in the first instance to find out how we can help. You will then be referred to the Human Resources Department or, if you would prefer, you may go to the Human Resources Department in the first instance.

USING YOUR OWN VEHICLE FOR WORK PURPOSESThis applies to any member of staff who use their car for business use – this includes deliveries, travelling to a training course or conference, travelling to an alternative place of work (including, University House!) and picking up/dropping off guests. This list is not exhaustive

Before using your vehicle for business purposes, you must ensure that your own motor insurer is aware of the use of your vehicle for such purposes and that it has granted cover on your motor insurance certificate. This type of cover is called Business Use: Class One.

The cost of such cover, from your private car insurer is usually very small, if any. If the vehicle is registered in your own name then your insurer would normally add cover for use of the vehicle for the business of your employer at little or no charge. This is called Class 1 use by insurers and only provides cover whilst you, as the policyholder, are using the vehicle for the business of your employer. If anybody else is to use your vehicle for the Students’ Union’s business then you must specifically speak to your insurer to ensure that it provides cover for persons other than you as policyholder to drive for the business of your employer.

The Students’ Union can accept no liability for use of an employee’s own vehicle on the business of the Students’ Union. Employees who need to travel for business reasons have the choice of getting public transport if they don’t wish to appropriately insure their own vehicle.

FLEXIBLE WORKING POLICYWarwick SU recognises the importance of helping its employees balance their work and home life by offering flexible working arrangements that enable them to balance their working life with other priorities, including parental and other caring responsibilities, leisure activities and other interests. Warwick SU in turn recognises that staffing levels must at all times remain in line with the demands of the organisation. There are certain eligibility criteria of which you would need to meet. If you are interested then this can be discussed with your Line Manager in the first instance.

Should you require any further details relating to any of these policies or for more Warwick SU policies please visit the staff intranet – Grapevine via www.warwicksu.com/staff

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Everyone receives training to enable them to undertake their tasks effectively and appropriately. Further training could be available, and you should speak to your line manager or supervisor if you have any training needs or wish to discuss your progress. The annual staff development process runs from November to May inclusive and it is during this review that permanent staff’s training need might be identified. Student staff training needs are identified on an ongoing basis.

PART 7 Training & Development

SDRSAll permanent staff members, regardless of role and hours worked, should receive a Staff Development Review. The SDR provides an opportunity to formally receive feedback on your performance – both on what is going well and what is not. SDRs are focused around development and a way of helping an individual to develop their skills, behaviour at work, knowledge etc.

The SDR is a two-way meeting – both manager and employee should have an input into the meeting and both should provide feedback for each other. The SDR also provides the opportunity for managers to say thank you to employees and to recognise the contribution that individuals have made to the success of our business.

INVESTORS IN PEOPLE AWARD (IIP) IIP provides a framework that helps organisations to improve performance and realise objectives through effective management and development of their people. Warwick SU set out to achieve IIP as part of its Strategic Plan and as a clear recognition of the work and commitment of its staff team.

Each department has Key Performance Indicators (KPI) – the standard requires clarity in the measures used to determine the success of learning and development activities, as well as progress in delivering the Strategic Business Plan. These are available from your line manager.

TRAINING COURSESWe are committed to developing your skills so that you can excel in your role. At the beginning of your employment with us you will be asked to complete a series of compulsory training courses, which must all be completed in order for you to pass your probation.

VISION DAYEvery year – around December - the SU organizes a Vision Day, where all staff are invited to attend. It offers an opportunity for staff to take part in a variety of workshops related to wider issues within the SU. It is also where the Make a Difference Awards are presented to permanent staff members.Student staff receive awards at the Student Staff Party.

MAKE A DIFFERENCE AWARDSMake a Difference awards were designed to recognise, acknowledge and thank staff who’ve made a difference to our members, customers, visitors and their colleagues. Fellow colleagues or customers nominate staff for awards within various categories.

If you see someone making a difference, please nominate them by sending an email to: madawards@warwicksu.com

JOB OPPORTUNITIESAll vacancies available at Warwick SU will be advertised at warwicksu.com/jobs

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STAFF CONSULTATIVE FORUM The Staff Consultative Forum exists:

To allow the Board of Trustees to seek the views of its employees on matters of importance relating to Terms and Conditions of Employment.

To allow employees to make representations to the Board of Trustees on matters relating to Terms and Conditions of Employment.

The Staff Consultative Forum is not a decision-making body - its aim is to consult staff on employment issues. It meets at least every six weeks and there are staff representatives who represent all staff. Please read the staff noticeboards to see recent minutes of meetings and for a list of who your representatives are. Any notice of nomination processes for the forum will also be placed on the noticeboards. Representatives from the three recognised Trade Unions also attend (Unison, Unite and UCU).

TEAM BRIEFINGSThese briefings are an opportunity for all staff to attend and are organised at some point during Weeks 6/7 of each term. Sessions are usually no longer than an hour and are arranged throughout the day and early evening to encourage as many staff as possible to attend.

Should staff be unable to attend, their Managers will be responsible for ensuring information that was discussed is communicated.

Team Briefings are usually run by the Management team and issues discussed have ranged from Health and Wellbeing Initiatives, Pensions, Sustainability of the SU, Health and Safety, Emergency Planning, Financial Processes, New Policies etc. The briefings are used to communicate information to staff ensuring that all staff have the opportunity to feed in ideas and support improvements in any services. We hope that by staff being more informed and updated about what is happening in the SU, they feel more committed and valued for their contribution to Warwick SU.

BUPA CASHPLAN Warwick SU has a BUPA Cash plan scheme. Staff can join and pay their own contributions if they choose to do so - please contact the Finance Office for more information.

EXPENSES All members of staff must agree with their line manager any travel or subsistence costs before their journey, and must make the most cost-effective arrangements. These costs will be reimbursed on production of the receipts.

PART 8 Useful information

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NGRAPEVINEThis is Warwick SU’s intranet site. It has been designed to provide members of staff with a whole host of information from policies, how to get involved at the SU, Pay and Benefits, forms and templates and lots of other useful information.

To access Grapevine you need to ensure you create an account on the Warwick SU Website. To do this, go to www.warwicksu.com, then at the top of the screen you will need to click on login/register tab and create an account, this will then take you through the steps to create an account. You will then need to wait 24 hours for your account to be authorised and you will then be given access to Grapevine. If you have already registered then just enter your user name and password.

GUEST LIST POLICYWarwick SU Venue and Entertainments department host a rich programme of entertainment and, as a valued member of staff, we’d like you to be able to enjoy those events as a guest whenever you are not required to work!

As permanent staff (full time or part time), you simply need to turn up to the event and give us your surname. Unfortunately the Summer Party and Graduation Ball are not included and there are certain events (such as Skool Dayz), where we always reach full capacity. In this instance, you would have to take the risk of the event being full when you turn up so you would need to arrive early to have a good chance of getting in, otherwise, if you didn’t want take that risk, then you would need to buy a ticket to guarantee entry. For live gigs that are put on by external promoters, the ticket money does not belong to the SU so we cannot reserve places on the guest list, you would need to ask the Entertainments Manager and it would be at their discretion whether there is any space available.

CHILDCARE VOUCHERS The provision of Childcare Vouchers are Non-Taxable and exempt from National Insurance Contributions (NIC) for all employees, and offer National Insurance reductions to employers up to a certain level. Working parents (or legal guardians) with children under 16 are entitled to Childcare Vouchers regardless of tax status as long as their salary is above the lower earnings limit for National Insurance purposes. The scheme works by allowing employees to sacrifice some of their annual salary (usually on a monthly or weekly basis depending on how they get paid) in exchange for an amount of childcare vouchers. These vouchers are then given to their registered and approved childcare provider. Computer Share Vouchers has been chosen as a provider for Warwick SU. Please visit their website (www.computersharevouchers.com) for further information.

CYCLE TO WORK SCHEME Warwick SU has signed up to the Cycle to Work Scheme which enables staff to purchase cycles for travelling to work purposes whilst receiving tax relief on the purchase price. Please visit www.cyclescheme.co.uk to check eligibility and to see how much you could save, or speak to Beck Povis in the Finance office.

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NCAR PARKING LOANSStaff at the SU are entitled to obtain a loan for car parking, these can be arranged when you start with the HR Department. As at 2013/2014 the cost is £189 for staff in grades 1-6 and £246 for staff in grades 7+. These costs are all pro rated for part time staff.

TRAVEL CARDThe University offer University travel cards and reduced bus fares for bus services subsidised by the University, the SU is able to offer this same benefit to Students’ Union staff. This is on applicable to De Courcey Bus Services on specific routes.

Staff who receive a monthly salary from payroll can apply for the Travel Card and can pay through a salary deduction of 12 equal monthly payments. The card will allow the holder to travel on any of the bus services operated by Travel De Courcey at any time. The cost of the Travel Card is based on grades, currently costs are £150 per year for Grades 1-6 and £200 per year for Grades 7+.

Alternatively, all staff can pay subsidised fares for the new bus service by purchasing one of three ticket types. These can be purchased on the bus with cash on production of your university ID card. The ticket types available are a single ticket, a return ticket or a multi-journey ticket (10 journeys). More information can be obtained from Grapevine, the SU Staff intranet.

SALARY ADVANCESA salary advance is a payment issued to an employee in the form of a short-term loan, for emergency situations, on a date in advance of the employee’s regularly scheduled payday. The amount of the advance will be recouped from the next available pay. Requests are limited to no more than two in a rolling 12 month period and up to £100 per request (providing that the individual has earned in excess of this in their net pay per month/week). There are certain conditions that need to be met in order to receive an advance.

TAX OFFICE Warwick SU’s Tax Office details are: Inland Revenue | Warwickshire/Coventry area Sherbourne House, 1 Manor House Drive, Coventry, CV1 2TA Telephone: 02476 508600 | Employer reference number: 190/W 512

USEFUL CONTACT NUMBERS SUHQ Main Reception 02476 572777

Finance Office 02476 572806

Human Resource Office 02476 572757/572813

The Gatehouse (University Road - open 24 hours) 02476 522083

University Main Exchange 02476 523523

www.warwicksu.com