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					Northumbria University

Human Resources Department Standard Flexi-time Scheme

NORTHUMBRIA UNIVERSITY

STANDARD FLEXI-TIME SCHEME

SCHEME DOCUMENT

DOCUMENT TITLE AUTHOR AUTHORISED BY

Flexi-time Scheme J Colvin

DATE OF ISSUE LOCATION OF COPIES

January 2008 HR Website

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Human Resources Department Standard Flexi-time Scheme

Index Page 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Aims of a Flexi-time Scheme Staff involved Standard Office Hours Supervision Accounting Period Contracted Hours Carry Over Flexible Working Hours Flexible Leave Overtime Abuse Emergencies / Disruptions to normal working Sickness / Leave Day Release / Training Courses Business Leave Doctor / Dentist Visits Time Recording System Definitions Internal Staff Movement Review 4 4 5 5 5 6 6 6 8 8 9 9 10 10 11 11 11 11 12 13

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Human Resources Department Standard Flexi-time Scheme

Document Review History Review Date Reviewed by Signature

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Human Resources Department Standard Flexi-time Scheme

Flexible Working Hours - Standard Scheme - Support Staff 1 Aims of the Scheme 1.1 The aim of the scheme is to provide some individual flexibility in working hours for all staff, insofar as this flexibility is consistent with the efficient functioning of the University. The operation of the scheme is based firmly on the principle that the needs and present service levels of the University are paramount and must be given absolute priority. At the outset of employment the line manager and staff member should discuss the approximate attendance times and agree the usual pattern of work which the staff member will adopt. It will be accepted that unforeseen circumstances such as transport difficulties or disruption to care arrangements may affect this pattern occasionally. The pattern will be open to review at the request of either the management or the member of staff. It may also be necessary for certain staff to work rotas within the Flexible Bands to ensure full coverage of the service

1.2

1.3

1.4 2

This document outlines the University’s overarching Flexi-time Scheme and will apply in all areas unless a local scheme has been confirmed.

Staff Involved 2.1 With the exception of Security Staff, all staff employed under the University's Scheme of Conditions of Service for Support Staff will record attendance by use of the time recording terminals and cards. Staff not wishing to avail themselves of Flexible Working Hours must declare their intention not to do so and work Standard Office Hours, but nevertheless must comply with the requirement to record their attendance as in 2.1 above. Part-time staff may work under this scheme but the leave and carry over allowances will be calculated pro-rata to the number of hours of the
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2.2

2.3

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Human Resources Department Standard Flexi-time Scheme

appointment, calculated on the basis of a standard 37 hour week for a full-time appointment. Job Share staff are included as part-time staff for this purpose. Certain part-time staff may be excluded from the facility to work Flexible Working Hours. 3 Standard Office Hours 3.1 Standard office hours are: 8.30 - 17.00 Monday to Thursday 8.30 - 16.30 Friday 3.2 A one hour lunch break may be taken between 12.00 and 14.30, in agreement with the relevant manager, by those employees working standard office hours. It is a condition of the Flexible Working Hours Scheme that all work areas must have at least minimum cover during standard office hours.

3.3

4

Supervision 4.1 The successful management of the scheme is the responsibility of the local management team. This will entail: - ensuring that there is adequate cover to provide a minimum standard of service at all times during standard office hours; - ensuring that staff working during flexible bands are adequately provided with work.

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Accounting Period The accounting period is four weeks.

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Contracted Hours Full time staff will be required to work 148 hours per 4 week accounting period with the carry-over variations outlined below. (Pro-rata for parttime staff)

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Carry-Over 7.1 Members of staff are entitled to have a positive carry-over of 12 hours at the end of the accounting period. Carry-over in excess of this will be discounted. (Pro-rata for part-time staff) Members of staff are entitled to have a negative carry-over of 6 hours at the end of the accounting period. (Pro-rata for part-time staff). However this should not happen on a continuous basis. Staff who leave the service must have their carry-over reset to zero before leaving. Under no circumstances can the University make payments in lieu of credited hours, but it is under an obligation to the University to withhold payment for debit hours, i.e. hours not worked. Staff taking annual leave for periods of five consecutive days and over must ensure that their hours are within the above carry-over limits before leave commences. Payment in lieu of accrued carry over hours is not permitted.

7.2

7.3

7.4

7.5 8

Flexible Working Hours 8.1 Bandwidth 08.00 - 18.30 (Monday to Friday)

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8.2

Core Time 09.31 - 11.59 14.31 - 15.59

8.3

Flexible Bands 08.00 - 09.30 12.00 - 14.30 16.00 - 18.30

A minimum lunch break of 30 minutes must be taken between 12.00 14.30 . This will be unpaid. The time an individual member of staff actually takes their break should be determined after consultation with colleagues and the needs of the service. Staff taking an afternoon as leave must clock out before 14.00. Part time staff whose working hours span the lunch time period need not take a lunch break if they are working 6 or less hours on a particular day. Part time staff must therefore establish a pattern of taking or not taking such breaks as part of the discussions with their manager on their working pattern. 8.4 Standard Week 37 hours. 8.5 Standard Day 7 hours 24 minutes.

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8.6

Standard Halfday 3 hours 42 minutes.

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Flexible Leave 9.1 A maximum of 1 day per accounting period may be taken in either half days or one full day. It is not possible to take Flexible Leave in anything less than a Standard Day or Half-day. Flexible Leave is subject to management approval in advance, and will be considered in relation to the operational requirements of the Department/Service.

9.2

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Overtime 10.1 Overtime may not be worked during Standard Office Hours as defined in 3.1 above. Overtime worked outside Standard Office Hours must be approved in advance and will either be paid or subject to time off in lieu, in accordance with the relevant Conditions of Service. All overtime must be recorded 'in' and 'out' by means of the card and the time recording terminal. There must be at least a 30 minute break between 'clocking-out' from the normal (FWH) system and 'clocking-in' for overtime. In accordance with the Conditions of Service, overtime of less than 30 minutes is not payable and in all cases, overtime is eligible for payment in multiples of 30 minutes.

10.2

10.3

10.4

10.5

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Abuse 11.1 All cases of abuse will be treated in accordance with the Staff Management Procedure. Cases of minor infringement of the scheme should be resolved between the member of staff and the relevant manager. Serious cases of abuse such as 'clocking' for another employee or 'clocking in' whilst not working (eg artificially reducing one's lunch hour) are regarded as fraud. As such these are extremely serious abuses making the staff member(s) concerned liable to serious management action which, depending upon the merits of the case, could lead to a recommendation for dismissal. In minor cases of abuse, the employee may have the facility of FWH withdrawn for a period of up to one year during which time s/he must continue to record attendance.

11.2

11.3

11.4

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Emergencies/Disruptions to normal working 12.1 In emergencies discretionary action may be necessary to ensure comparability of treatment for all staff within the scheme, as determined by the Director of Human Resources. Where normal working has been completed for the first flexible band and the first core period (i.e. until 12 noon), actual hours worked will be credited to the member of staff. Depending upon the nature and timing of the emergency, either 3 hours 42 minutes will be credited to staff for the afternoon period, or an adjustment will be credited to staff for the afternoon period, or an adjustment will be made to the end of the core time or the end of standard office hours, based on the time 'clocked in'. Where normal working has been disrupted in the morning period but normal work has been able to resume at 12.30 either 3 hours 42 minutes will be credited to staff or an adjustment will be made to 12 noon based on time 'clocked in'.
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12.2

12.3

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12.4

Where it has not been possible to have normal working for any sustained period, a credit may be made of a standard working day (7 hours 24 minutes) to all the employees affected, depending upon the circumstances causing the disruption. The above adjustments will not be made in the cases of employees who have made arrangements for Flexible Leave on the day(s) in question.

12.5

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Sickness/Leave 13.1 Sickness/Leave will be recorded in multiples of half days or full days i.e. periods of 3 hours 42 minutes or 7 hours 24 minutes. Where travel for business leave (excluding training) is deemed to be excessive, the line manager should negotiate with the employee a mutually agreeable compensation of time. Staff are responsible for notifying their supervisor/manager before 10.00 am on the morning of the first day of sickness absence.

13.2

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Day Release/Training Courses 14.1 Staff on Day Release for Staff Development shall be credited with a standard 7 hours 24 minutes. Staff on Halfday Release in the morning will be credited with 3 hours 42 minutes for the morning session and shall be credited with hours actually worked after 12.30 pm. Staff on Halfday Release in the after noon will be credited with hours actually worked prior to 12.30 pm and shall be credited with a standard 3 hours 42 minutes for the afternoon period.

14.2

14.3

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Business Leave Where a member of staff is absent from their workplace on University business, this will be recorded in multiples of half days or full days i.e. periods of 3 hours 42 minutes or 7 hours 24 minutes. Where travel for business leave (excluding training) is deemed to be excessive, the line manager should negotiate with the employee a mutually agreeable compensation of time off in lieu, to be taken on date(s) agreed by the line manager and the employee. Where an employee's role necessarily incurs extensive/frequent business travel, appropriate arrangements for compensation should be negotiated in advance and subject to regular review.

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Doctor/Dentist Visits It is expected that staff will arrange these during Flexible Bands. In exceptional cases Departmental/Service managers may approve leave with/without pay during core time.

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Time Recording System Clock-Cards The four week accounting period will be covered by a series of 4, differently coloured cards. Week 1 - Blue Week 2 - Yellow Week 3 - Pink Week 4 - Green This is to ensure that there is a clear distinction between weeks within the period and avoid abuse of the system.

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Definitions Bandwidth The period between the earliest permitted start of work and the latest permitted finish.

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Human Resources Department Standard Flexi-time Scheme

Core Time The pre lunch period together with the post lunch period during which all employees MUST be at work. Flexible Band The periods at the beginning and end of the working day within the (a) bandwidth during which the individual is free to choose when she/he arrives or leaves work, subject to job requirements (eg staffing of offices during standard office hours). (b) The time between the earliest permitted break for lunch and the latest permitted lunch break finish.

Recorded Hours The recorded time during which an employee is at his normal work place or on duty elsewhere. Accounting Period That period in which recorded hours are accounted for. The aim is that the recorded hours equate (subject to any balance required) with the contracted attendance hours. Standard Working Day The total number of hours in the normal working week divided by the number of working days. The figure is used for recording adjustments through sickness, leave or training absences. Internal Staff Movement Where a member of staff moves from one service to another within the University, e. g. on promotion, arising from re-structuring of services, redeployment to avoid redundancy/owing to ill health/ grade assimilation, etc., they will be required to adopt the flexi-time scheme in operation within their new area. Where this causes individual difficulties outside of work every effort should be made to reach an agreed solution. Where the needs of the service dictate that a specific flexi scheme should be adhered to, the individual will be able to work in the new area on their pre existing working pattern for up to 12 weeks in order to have time to resolve these difficulties. In exceptional circumstances this period can be longer.
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Review The operation of the scheme shall be kept under review by the Joint Negotiating Committee.

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