INFORMATION FOR COLLEAGUES

HR policy and guidance

Government instructions to employers to help mitigate the impact of the global pandemic on public health and the economy through social distancing and infection control have forced us to make fundamental changes to our workplace.

These changes mean we can continue to provide services to our stakeholders, continue to provide employment to our colleagues, and help protect the health of students, colleagues and the wider community.

The guidance and policies set out below have been drawn up with the support of our recognised Trades Unions. 

This guidance takes precedence over the university’s other published policies, until the university advises otherwise. This is a fast-changing situation and we shall be keeping our policies and guidance under regular review.

Guidance for Managers

Colleagues within your teams may turn to you as their manager with questions and concerns relating to how the global pandemic may impact them individually.

We have therefore created a Covid-19 managers guide that will help support you to exercise your judgement as a manager and make decisions that are consistent with the wider University approach, while at the same time taking account of local circumstances and individual needs.

Annual Leave and Compassionate Leave

It’s important that all colleagues continue to take regular periods of annual leave. The expectation is that colleagues will take their leave entitlement in the current leave year.

If colleagues have any concerns around taking annual leave, then they should speak to their line manager about how their annual leave may be scheduled.

The usual policy is that colleagues can carry forward up to 5 days’ (pro-rata) untaken leave to the next leave year. This should be agreed with their line manager.

For academic and senior colleagues, an additional 5 days carry over in August 2021 can be approved if taking leave has been affected by COVID - either through illness, self-isolation, workload, additional duties. The additional 5 days can be taken at any time in the 2021/22 leave year. 

Some colleagues may not be able to take planned holidays away from home this year. However, it is important that colleagues still take regular leave even if they are unable to get away, as this will allow appropriate rest and recuperation.  

Rather than cancelling annual leave, colleagues should speak to their line manager about how they might schedule their annual leave over the coming months.

Line managers are able to delete any untaken annual leave in iTrent and can follow guidance on how to transfer holiday entitlement and delete untaken holiday (available on the Management Information, iTrent self-service webpage).

The Time Off for Public Duties and Special Leave Policy is available on the HR Policies A-Z . This includes provisions to take time off for compassionate, bereavement or domestic emergency reasons.

Flexible Working

Government instructions to employers require all colleagues to adjust the way that we work. These adjustments are for our own personal health and wellbeing and to make our contributions in our roles meaningful. The majority of colleagues, however, will continue to work from home. 

Up to this point, the university has taken a formal approach to considering flexible working requests and the default place of work has been on campus. Now is the time to change this approach and embrace a more informal approach to create the best working environment for colleagues to contribute in helping the university run its operations effectively.

Conversations about flexible working will focus on fairness, transparency, open mindedness and two-way flexibility, with colleagues trusted to give their best. New Principles on informally agreeing flexible working (both during lockdown and on return to campus) are available on the HR A-Z. 

We have also recently published a Homeworking Policy and Guidance in Response to Covid-19 which provides guidance on discussing work priorities, working hours and contact, equipment, data security/confidentiality and health and safety.

Ways of working

Nurseries, pre-school and schools are open. Where this isn't the case, or where there may be local school closures or your child is required to isolate, you should discuss with your line manager how you will be able to work during school closures, while you may also have childcare responsibilities. 

You are expected to make reasonable arrangements to accommodate the requirement to provide care, such as sharing this with a partner, periods of annual, parental or unpaid leave, and/or working during different times of the day if this is appropriate for your role (or a combination of these).  If you have any questions or concerns about this please speak to your line manager, who will contact the Employee Relations team at EmployeeRelationsTeam@leedsbeckett.ac.uk for further advice, as required.

Our Human Resources homepage has further information that you may find useful when trying to work from home, such as looking after your own mental health and wellbeing. Government guidance can be found on the Government website.

Sickness Absence

If you have symptoms of Covid-19 you must follow Government and Public Health England (PHE) guidance around self-isolating and testing and tracing.
You can stop self-isolating after 10 days if you do not have any symptoms or you just have a cough or changes to your sense of smell or taste (these can last for weeks after the infection has gone).

You must keep self-isolating if you continue to display symptoms after 10 days.

If you are unfit to work due to a diagnosis of Covid-19 or Covid-19 symptoms, you can self-certify for a period in excess of seven days, even if you have not attended a GP surgery or hospital due to the risk of further infection.

You must inform your manager on the first day of any period of absence, explaining you are absent and stating how long you expect to be absent – in line with the relevant PHE/NHS guidance provided at that time. When you report your symptoms or positive test result your manager will ask you a few questions. This will include enquiring about how you are currently feeling; some colleagues who do not have symptoms or feel unwell work from home during the period of self-isolation. Your manager will also ask if you have been on campus recently, and if you have, when this was and what contact you had with other colleagues, students or other visitors. This is important so that we can continue to maintain a safe working environment on campus for our whole community.  Please be as accurate as possible.

Your manager will maintain contact with you during your period of self-isolation and provide appropriate support.

Where colleagues are absent due to a confirmed diagnosis of Covid-19 or because they have Covid-19 related symptoms, it will not count towards their absence thresholds. 

Please see the following guide on how to put absence related to Covid-19 into iTrent.  

If a member of your household has Covid-19 symptoms, you must follow the PHE stay at home guidance and inform your line manager as soon as possible. If you are able to work from home, you should discuss this with your line manager who will instruct you on your duties during your period of self-isolation. If you are not able to work from home, you should still stay at home in accordance with the guidance.  

Colleagues will not be financially disadvantaged if they are not able to work during self-isolation.  

Line Managers should follow the steps regarding ‘other absence’ outlined in the guide on how to put absence related to Coronavirus into iTrent.

Further information

If you are required to work on campus and anticipate difficulties or have concerns regarding this, (for example if you or a family member are more vulnerable to COVID-19 or you use a busy public transport route), please discuss your concerns with your manager so that appropriate support/adjustments can be provided. More information, including risk assessments, is provided on the ‘Working Safely on Campus’ webpage.

If you have difficulties in working productively from home (for example, if you share a house with a number of people or have difficulties accessing appropriate IT equipment/internet) or you are experiencing financial challenges as a result of working from home, please discuss this with your manager.

We have recently published a Homeworking Policy and Guidance in response to Covid-19 which provides guidance on discussing work priorities, working hours and contact, equipment, data security/confidentiality and health and safety.

If you have caring responsibilities, please discuss with your manager how you will be able to work and whether it would support you to agree a temporary change to your working pattern or hours of work.

You can also access wellbeing information and support available on the wellbeing intranet pages.

 

All colleagues, and managers of colleagues, previously furloughed were provided with advice and guidance in relation to this. As the government’s Coronavirus Job Retention Scheme has been extended to 30 September 2021, further information will be provided to colleagues about this. Should colleagues require any further support, they should contact the HR Services Team (HRServicesteam@leedsbeckett.ac.uk).

As working remotely becomes the new normal, there may be new or ongoing employee relations cases which need to be addressed, for example, grievances, disciplinary matters or attendance management processes. In these circumstances, line managers should contact the named HR Adviser for their School or Service, and appropriate advice can be provided.

We all need to play our part in slowing the spread of Covid-19, and to protect our community. The 2020/21 academic year will be and will feel very different from what we have been used to and familiar with.

Although we are experiencing unprecedented constraints on our day to day lives, both within and outside of work, and heightened worry for ourselves, our family and friends, colleagues are still expected to continue to treat each other with respect, tolerance and dignity at all times. This includes postings on social media (guidance is available in the Social Media Policy)

More information about what colleagues on campus should do to maintain the health of our community is provided on the ‘Working Safely on Campus’ section of the microsite.

Leeds Beckett University is proud to be a diverse and inclusive global community.

We realise that there is the possibility that current events may cause an increase in incidents of racial harassment, aggression or abuse which some students and colleagues might face. This is completely unacceptable.

There is no place for behaviour which undermines the dignity and human rights of other members of the community. We have a zero tolerance approach to racial harassment, aggression or abuse.

We encourage anyone experiencing or witnessing inappropriate behaviour to report it to the University, so that action can be taken. You can find out more by reading our Dignity at Work Policy or, if you feel you need support, you can directly contact Human Resources.

We are mindful of the impact that Covid-19 has had on individuals and teams across our organisation, the complexity of this and the number of competing challenges that people are dealing with. We’re therefore suggesting that colleagues approach PDR discussions in a flexible way that works for them. It may be that conversations happen slightly later in the extended cycle, or that priorities and objectives are more focussed on the immediate and short term. People may also choose to have shorter, more regular ‘check-ins’ as opposed to a longer ‘one-off’ discussion. Our guiding principle is that PDR discussions between individuals and their manager take place in a way that suits both parties.  

To enable effective remote PDR discussions, we have added to our package of resources and support. This includes live webinar sessions scheduled throughout the cycle together with a range of online resources for both colleagues and managers.  

Further information and guidance can be found on the PDR webpage. Guidance on staying connected and supporting your team and colleagues is also provided on the ‘Wellbeing and Mental Health’ section of the microsite.

Only vacancies which are essential for us to deliver core services during 2020/21 will be recruited to.

For the filling of essential vacancies, managers should complete VRP documentation as normal but include additional justification for the filling of the vacancy and the financial impact on the School/Service budget (e.g. external funding).  

Short-listing meetings and interviews (including presentations, where appropriate) will take place remotely via Skype (or similar platforms approved by the university). Advice about remote recruitment and/or testing is available from the HR Services Team (HRservicesteam@leedsbeckett.ac.uk) or Natalie Smallwood (HR Recruitment Adviser).

Managers should make verbal offers as normal, but these will be subject to a right to work check in addition to other conditions such as satisfactory references, pre-employment health check, probation etc. The HR Services team will arrange for a remote right to work check for the successful candidate.

Managers will need to plan for remotely inducting new colleagues. Further information is available on the ‘Training and Development’ section of the microsite. There is also a new starter webpage (which includes a PODcast).

The Recruitment and Selection webpages also provide more information.

If you are required to work on campus and anticipate difficulties or have concerns regarding this, (for example if you or a family member are more vulnerable to COVID-19 or you use a busy public transport route), please discuss your concerns with your manager so that appropriate support/adjustments can be provided. More information, including risk assessments, is provided on the ‘Working Safely on Campus’ webpage.

If you have difficulties in working productively from home (for example, if you share a house with a number of people or have difficulties accessing appropriate IT equipment/internet) or you are experiencing financial challenges as a result of working from home, please discuss this with your manager.

We have recently published a Homeworking Policy and Guidance in response to Covid-19 which provides guidance on discussing work priorities, working hours and contact, equipment, data security/confidentiality and health and safety.

If you have caring responsibilities, please discuss with your manager how you will be able to work and whether it would support you to agree a temporary change to your working pattern or hours of work.

You can also access wellbeing information and support available on the wellbeing intranet pages.

 

All colleagues, and managers of colleagues, previously furloughed were provided with advice and guidance in relation to this. As the government’s Coronavirus Job Retention Scheme has been extended to 30 September 2021, further information will be provided to colleagues about this. Should colleagues require any further support, they should contact the HR Services Team (HRServicesteam@leedsbeckett.ac.uk).

As working remotely becomes the new normal, there may be new or ongoing employee relations cases which need to be addressed, for example, grievances, disciplinary matters or attendance management processes. In these circumstances, line managers should contact the named HR Adviser for their School or Service, and appropriate advice can be provided.

We all need to play our part in slowing the spread of Covid-19, and to protect our community. The 2020/21 academic year will be and will feel very different from what we have been used to and familiar with.

Although we are experiencing unprecedented constraints on our day to day lives, both within and outside of work, and heightened worry for ourselves, our family and friends, colleagues are still expected to continue to treat each other with respect, tolerance and dignity at all times. This includes postings on social media (guidance is available in the Social Media Policy)

More information about what colleagues on campus should do to maintain the health of our community is provided on the ‘Working Safely on Campus’ section of the microsite.

Leeds Beckett University is proud to be a diverse and inclusive global community.

We realise that there is the possibility that current events may cause an increase in incidents of racial harassment, aggression or abuse which some students and colleagues might face. This is completely unacceptable.

There is no place for behaviour which undermines the dignity and human rights of other members of the community. We have a zero tolerance approach to racial harassment, aggression or abuse.

We encourage anyone experiencing or witnessing inappropriate behaviour to report it to the University, so that action can be taken. You can find out more by reading our Dignity at Work Policy or, if you feel you need support, you can directly contact Human Resources.

We are mindful of the impact that Covid-19 has had on individuals and teams across our organisation, the complexity of this and the number of competing challenges that people are dealing with. We’re therefore suggesting that colleagues approach PDR discussions in a flexible way that works for them. It may be that conversations happen slightly later in the extended cycle, or that priorities and objectives are more focussed on the immediate and short term. People may also choose to have shorter, more regular ‘check-ins’ as opposed to a longer ‘one-off’ discussion. Our guiding principle is that PDR discussions between individuals and their manager take place in a way that suits both parties.  

To enable effective remote PDR discussions, we have added to our package of resources and support. This includes live webinar sessions scheduled throughout the cycle together with a range of online resources for both colleagues and managers.  

Further information and guidance can be found on the PDR webpage. Guidance on staying connected and supporting your team and colleagues is also provided on the ‘Wellbeing and Mental Health’ section of the microsite.

Only vacancies which are essential for us to deliver core services during 2020/21 will be recruited to.

For the filling of essential vacancies, managers should complete VRP documentation as normal but include additional justification for the filling of the vacancy and the financial impact on the School/Service budget (e.g. external funding).  

Short-listing meetings and interviews (including presentations, where appropriate) will take place remotely via Skype (or similar platforms approved by the university). Advice about remote recruitment and/or testing is available from the HR Services Team (HRservicesteam@leedsbeckett.ac.uk) or Natalie Smallwood (HR Recruitment Adviser).

Managers should make verbal offers as normal, but these will be subject to a right to work check in addition to other conditions such as satisfactory references, pre-employment health check, probation etc. The HR Services team will arrange for a remote right to work check for the successful candidate.

Managers will need to plan for remotely inducting new colleagues. Further information is available on the ‘Training and Development’ section of the microsite. There is also a new starter webpage (which includes a PODcast).

The Recruitment and Selection webpages also provide more information.