Human Resources

Frequently asked questions

What is the purpose of the statement of terms and conditions?

It is a legal requirement to provide employees with a statement outlining the main terms and conditions of employment. This is normally issued when staff first join the University and sets out the obligations of both parties under the employment relationship. The University is re-issuing this document to reflect recent changes in employment law and the revised employment procedures agreed with the Trade Unions.

Why is the University changing the statement of terms and conditions of employment?

Following agreement with the recognised Trade Unions, in May 2011 the University introduced revised employment procedures covering areas such as discipline, grievance, capability etc. As a result of these changes some of the references within the current statement are no longer valid and a revised statement has been developed.

The University also needed to update the statement of terms and conditions to reflect recent changes in employment legislation (e.g. removal of the default retirement age) and has taken the opportunity to incorporate other aspects of the employment relationship within a single statement.

The new statement of terms and conditions takes effect from 1 October 2011.

Have the Unions been involved?

The Unions have been fully involved in the process and have agreed the changes to the statement of terms and conditions.

Why are there different statements of main terms and conditions?

Some terms and conditions (e.g. overtime payments) apply to certain groups of staff only. The different versions of the statement of terms and conditions reflect these differences as follows (all documents are PDF, staff only):

• Academic, Research and Teaching staff: Grades 6-8
• Marie-Curie Experienced Researcher
• Professorial Staff
• Senior Managers
• Support staff: Grades 1-5
• Support staff: Grades 6-8
• Training Positions - Apprenticeships, Interns, Marie Curie Early Stage Researchers
• Tutors

If you are not sure which statement applies to you, you should raise this with your line manager in the first instance or contact hr-enquiries@york.ac.uk.

How will these changes affect me?

The revised statement will not significantly change the terms of your employment and your grade, role and continuous service date will remain unchanged. We have, however, made reference in the statement to other elements of the employment relationship e.g. University regulations relating to intellectual property and the use of IT equipment and services, and to your other responsibilities as a member of staff.

In line with the Equality Act 2010, we have removed reference to a compulsory retirement age. Employees wishing to retire now need to give notice of their intention to leave the University in line with their contractual notice provisions, although an earlier indication would be appreciated.

Allowances for sickness pay, holiday entitlements, and eligibility for pension scheme membership remain unchanged.

In relation to holiday entitlement, it has been agreed that the University may designate up to 4 days from the 38 day holiday entitlement as closure days. Currently 3 days are designated as closure days. A fourth closure day may be added when:

• the Christmas bank holiday falls on a Tuesday, or
• the New Year bank holiday falls on a Thursday

This is intended to avoid the University opening for a single day in the week when the Christmas and New Year closure occurs. This has been introduced in response to concerns about departments needing to provide cover on such occasions and the cost of providing that service. The Joint Negotiating and Consultative Council, made up of University and Trade Union representatives, will decide whether the extra closure day will be invoked in any particular year. Employees will be notified prior to the start of the leave year in October so that they can plan to take their annual leave entitlement accordingly.

The revised statement will not impact on any other aspect of your employment.

How is the University introducing these changes?

Under the terms of your existing employment contract, agreements reached with the recognised Trade Unions may be incorporated into your terms and conditions of employment. These changes have been introduced following a lengthy process of negotiation with the recognised Trade Unions and are intended to reflect more fully the nature of the employment relationship.