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TIME OFF FOR TRADE UNION DUTIES AND ACTIVITIES 1 Introduction 11
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TIME OFF FOR TRADE UNION DUTIES AND ACTIVITIES
1. Introduction
1.1 This document covers those arrangements for the handling of time off for trade
union representatives and members employed by the University. The context of
this document is determined by the Collective Consultative and Negotiation
Procedures Agreement.
1.2 It is acknowledged that representatives of the recognised trade unions have
certain statutory rights to take reasonable paid time off from work for purposes
connected with the conduct of workplace employee relations and health and
safety. Also staff who are members of a recognised trade union have the right to
reasonable paid time off to take part in union activities.
2. Trade Union Duties
2.1 In order to qualify for paid time off, the duties must:
a. relate to those matters for which the trade union has been recognised;
b. be performed on behalf of the University’s employees.
2.2 The specific activities for which paid time off will usually be granted are:
(i) Consultation and negotiation with management on terms and conditions of
employment (including pay and arrangements for pay determination).
Examples: rates of pay, hours of work, holidays, sick pay scheme, pensions,
staff development and training, equal opportunities, travel and subsistence,
notice periods, safety, occupational health.
(ii) Consultation and negotiation with management on the engagement or non-
engagement or termination or suspension of employment or the duties of
employment of staff. Examples: recruitment and selection policies,
workforce planning, grievance procedures, redundancy and dismissal
arrangements.
(iii) Consultation and negotiation with management on the allocation of work or
the duties of employment between staff. Examples: job evaluation, job
descriptions, working practices.
CRC/HW/HRD Sept 2001
Time Off for Trade Union Duties Policy 1
(iv) Individual representation. Examples: disciplinary procedures, internal
appeals and external bodies (i.e. Employment Tribunals), grievance
procedures.
(v) Consultation and negotiation with management on activities associated with
the membership of a trade union. Examples: involvement in staff induction,
provision of the names of new staff to trade unions, deduction of
subscriptions.
(vi) Consultation and negotiation with management on the facilities afforded to
representatives of trade unions. Examples: time off facilities, access to
equipment including communications media, notice-boards and
accommodation.
(vii) Consultation and negotiation with management on the arrangements for
consultation and negotiation and other matters relating to recognition rights
and communication. Examples: procedures for collective bargaining,
disputes, joint consultation, communicating with members and other trade
union branch officers.
(viii) Attendance at branch, regional or national meetings of the trade union
where the business of the union is under consideration.
2.3 Provided that the duties are connected to negotiations or the range of matters
outlined above, reasonable paid time off may be sought to: prepare for
negotiations; inform members of progress and explain outcomes to members.
2.4 The University will not unreasonably refuse paid time off, so long as the
following criteria are met:
a. Absences do not adversely affect the level of service given to
students/clients.
b. Absences place no risk in respect of health and safety matters.
c. Where possible reasonable notice is given.
When giving consideration to requests for paid time off, management will take
account of the difficulties faced by trade unions and their members due to the
nature of many staff’s work patterns, scattered workplaces, and the demands of
those with caring responsibilities.
CRC/HW/HRD Sept 2001
Time Off for Trade Union Duties Policy 2
3. Training
3.1 The University will support trade union representatives in receiving training to
undertake their duties. Paid time off will usually be granted for representatives to
attend TUC approved courses (or equivalent where provided by a representative’s
own trade union). Newly appointed representatives will be permitted reasonable
paid time off for initial training in basic representational skills as soon as possible
after his/her appointment. Further training will be considered appropriate for paid
time off where it relates to the specific duties listed in paragraph 2.2. of this
document.
3.2 To be granted paid time off for training purposes the trade union representative
must provide a copy of the course documentation, give reasonable notice, state
the purpose of the training and indicate its relevance to the representative’s
duties.
4. Trade Union Activities (by members of trade unions who are not representatives)
4.1 The University accepts that staff who are members of a trade union have a right
to unpaid time off work to participate in the activities of a recognised trade union.
4.2 Unpaid time off will be granted for staff to attend branch meetings with full time
branch officers to discuss issues relevant to the workplace.
4.3 The specific activities for which paid time off will be granted are:
(i) attendance at up to three extraordinary branch meetings a year to be held
during normal working hours; meetings to be of a maximum duration of
one hour; the date and time of meetings to be agreed in advance with the
Vice Chancellor;
(ii) meetings with local representatives to discuss individual disciplinary,
redundancy and grievance matters.
5. Time Off
5.1 The following schedule is given in order to provide a clear indication of the
University’s view on the amount of paid time off for trade union representatives
to carry out their duties.
(i) NATFHE - 620 hours per annum
- Additional 72 hours per annum where a representative
holds a position on a National Executive
Committee/Regional Committee.
(ii) UNISON - 800 hours per annum
Each trade union will provide to management on an annual basis details of the
allocation of hours to individual representatives. The hours given above should
not be reviewed as an entitlement.
CRC/HW/HRD Sept 2001
Time Off for Trade Union Duties Policy 3
The University recognises that the requirement to undertake trade union duties
will fluctuate throughout the year and that from time to time it will be in the best
interests of the University to give positive consideration to variation of the above
schedule.
6. Accreditation and Facilities
6.1 A representative must be an employee of the University who has been elected or
appointed in accordance with the rules of the trade union concerned.
6.2 The Director of Human Resources will provide accreditation to notified
representatives. Accreditation will be withdrawn following notification from the
trade union or on the representative’s ceasing to be an employee of the
University. Trade unions will advise the Director of Human Resources of any
changes on an annual basis.
6.3 The University will provide suitable accommodation and facilities to be used for
meetings by the trade unions.
6.4 Trade unions may utilise the University’s notice-boards and other communication
media to publicise activities and provide general interest. The University reserves
the right to challenge the propriety of any material displayed and following
consultation remove it.
7. Review
7.1. The operation of these arrangements covered within this document will be
reviewed after one year from implementation. The review will consider the
effectiveness of the arrangements and the level of paid time off given to trade
union representatives.
CRC/HW/HRD Sept 2001
Time Off for Trade Union Duties Policy 4
