Policies and procedures

A

Adoption

Policy and procedure

Details of leave and pay for adoptive parents

Adverse weather conditions

Guidelines

What to do when severe weather (unusually heavy rain, snow or strong winds) restricts travel to work

Alcohol and drugs / substances at work

Policy / Procedure

Guidance on helping staff with alcohol or substance abuse or addiction

Annual leave

Overview, calculator, guidance on calculation, policy

Time off for holidays, including bank holidays and closure days

C

Capability

Procedure and guidelines

Procedure and guidelines on addressing capability issues

Career breaks

Policy

How to make and consider a request for an extended period of unpaid leave

Case conference

Protocol

Protocol for a meeting between an employee, Occupational Health, the line manager and HR

Case review

Protocol

Protocol for meetings between Occupational Health, HR and/or managers

Casual and temporary workers

Manager guidance

Overview of the appointment process for temp staff

Change management toolkit

Toolkit

Guidance on structure changes or restructures within a team or office

D

Deputy Heads of Department: role and remuneration

Policy

Includes allowances for Deputy HoDs

Direct appointment of Named Researchers

Guidelines

Procedure for appointing a researcher or technician for a research project

Directors of Centres: role and remuneration

Policy

Job description and allowance for directors

Disability in employment

Policy, procedure and guidelines

Intended to help staff who manage a person with a disability by describing how this support is delivered in practice

Discipline

Procedure and guidelines

Disciplinary procedure and guidelines; includes poor conduct, gross misconduct, written warning, suspension, hearing, exclusion, dismissal and appeal

Disclosure of information

Guidelines

Disclosing information to trade unions for the purpose of collective bargaining

Dismissal for 'some other substantial reason'

Procedure and guidelines

Procedure and guidelines for dismissal on grounds of illegality or some other substantial reason; includes suspension, appeals

DSE (Display Screen Equipment) assessments

Guidance

Setting up your workstation ergonomically

E

Employee assistance programme

Employee assistance programme

Access to free, confidential telephone support and counselling, plus online resources on a range of issues affecting personal well-being

Employee relations structure

Agreement

Negotiation, communication and consultation with trade unions

Equality and diversity in employment policy

Policy

Policy on discrimination/ bullying/ harrassment on basis of age, sex, gender, race, disability, religion, maternity, marriage, civil partnership, etc

Exit questionnaires

Procedure

Procedure for issuing questionnaires to leavers

External secondment

Guidance

Guidance on external secondments within the University

F

Fixed-term contracts: code of practice

Code of practice

Short term contracts, including expiry and redeployment

Fixed-term contracts: manager guidance

Procedure and guidelines

Includes terms, review, expiry, redundancy and redeployment

Flexible retirement

Policy

A form of flexible working that allows employees to receive some or all of their retirement benefits while continuing to work for the University

Flexible working

Overview, types of working, policy and procedure

Includes part-time, job share, term time, shift work, rota, staggered hours, unpaid leave, career break and flexible retirement

Flexitime

Policy

Core hours, working hours, sick leave, work-life balance

G

Grievance

Procedure and guidelines

Informal and formal procedure for dealing with concerns, problems or complaints raised by staff members

H

Harassment

Code of practice

Guidance on dealing with harrassment, bullyment, intimidation or victimisation

Heads of academic departments

Job description, policy on appointment and remuneration

Role, recruitment and remuneration for HoDs

Health assessments (Hazard group 3 human pathogens)

Guidance

Occupational Health checks for staff working with dangerous diseases or organisms

Health screening

Procedure

Assessments by Occupational Health

I

Induction policy

Policy

Policy on induction and resources

Induction: Guidance for employees

Guidelines

Induction information for new staff; includes research integrity and ethics

Induction: Guidance for managers

Guidelines

Guidance on inducting new staff members

Internal secondment

Guidance

Guidance on secondments within the University

Interview expenses

Policy

Reimbursements for travel, accommodation and meals

J

Job share

Policy

Policy on job share arrangements, including hours of work and resignation

L

Leave in special circumstances

Procedure and guidelines

Armed forces leave, bereavement, compassionate leave, domestic emergency, public service, community service and jury duty

Leave of absence for academic staff

Procedure

Policy and procedure on leave of absence for academic staff

M

Making the Difference bonus scheme

Policy and guidelines

Staff recognition to reward short term achievements

Management of industrial action

Policy

Policy on industrial disputes, strike action, partial performance (action short of a strike)

Managing and developing performance

Guidelines

Setting expectations, reviewing performance and managing performance

Market-related pay

Policy and procedure

Market supplements, pay premium

Maternity leave

Policy and procedure

Includes pregnancy, having a baby and maternity pay

N

NHS Research passports

Procedure

Pre-engagement checks for University employees undertaking research in the NHS

O

Organisational change

Protocol and guidance

Guidance on restructures within departments/ sections; includes ring-fencing, redundancy, matching posts and TRAs (temporary responsibility allowance)

P

Parental leave

Policy

Unpaid leave to care for a child under the age of 18

Paternity leave

Policy

Childcare leave for fathers/ partners

Postgraduates who teach

Policy

Policy on teaching work for postgraduate students

Probation

Policy and procedure

Probationary period for new staff members

Professorial pay review

Procedure and guidelines

Pay scale and pay bands for professors, senior staff teachers and senior staff researchers; also, applying for promotion or pay review

Promotion procedure for Academic, Research and Teaching staff

Procedure owned by Registrar and Secretary

Academic promotion

R

Recruitment policy

Policy

Policy on the recruitment process

Recruitment process

Guidelines

Step by step guidance on the recruitment process

Redeployment

Policy and guidelines

Finding suitable alternative employment in potential redundancy situations

Redundancy

Procedure and guidelines

Redundancy consultation, redundancy payments, appeals

Relocation

Policy

Reimbursement for moving costs

Research misconduct

Policy

Dealing with allegations of misconduct in research such as falsification, plagiarism, fabrication, misrepresentation or a breach of a duty of care

Retention of academic, research and teaching staff through promotion

Guidelines owned by Registrar and Secretary

Retention cases and promotion

Retention of academic, research and teaching staff through salary increase in existing grade

Guidelines

Retention payments/ market supplements for existing academic staff members

Retention of Professorial staff through promotion or salary increase

Guidelines

Retention payments/ market supplements for professors

Retirement

Guidelines, frequently asked questions

Retirement options, including flexible retirement

Rewarding Excellence pay scheme

Policy and guidelines

Employee reward and recognition scheme for long-term achievement

Rewards Extra scheme rules and terms and conditions

Brochure

Brochure with information on the staff benefit scheme

Rewards policy statement

Policy

Policy on staff remuneration, benefits and recognition

Right to request time off for training

Policy and procedure

Requesting unpaid leave to go on a course

Role evaluation and review

Overview, policy, guidelines

New role evaluation (grading) and role review (regrading), using the HERA system

S

Shared parental leave

Policy, procedure and guidance

Allows the parents of a newly-born or adopted child to share what would have been the mother's maternity pay and leave

Sickness absence

Procedure and guidance

What to do if someone is ill/sick

Social media

Guidelines

Twitter, Facebook etc and their use at work

Speak up (public interest disclosure)

Policy and procedure

Whistleblowing; internal disclosure / wider disclosure

Staff development

Policy

Policy on staff training and skills

Starting salaries

Policy

Guidance on starting salaries for all appointments in Grades 1-8

Statutory and compliance training

Policy

Mandatory training courses

Stress management

Guidance

Advice and support for staff suffering from stress

Support for external development programmes with or without qualification

Guidelines

Paying for external training courses

Supporting staff who have caring responsibilities

Guidelines

Guidance for supporting carers, special leave for carers and practical support you might be able to offer

T

Telephone or verbal employment references

Guidelines

Guidance on obtaining telephone or verbal employment references for candidates

Temporary responsibility allowances

Policy

Additional pay for employees working at a higher grade than normal

Time off and facilities for trade union duties and activities [doc]

Agreement

Downloadable guide to time off available to union representatives

U

University Information Policies

Policies owned by Information Directorate

Policies and information on using and protecting information at the University

University of York Pension Fund phased retirement policy

Policy

Taking your pension while remaining employed by the University

Explained: policy vs procedure vs guidance

Policy
A statement of guiding principles
Guidelines / guidance
Recommended best practice that may allow some discretion or leeway
Procedure
A prescriptive, step-by-step guide to implementation. May be designed to ensure compliance with legislation
 

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  1. All policies
  2. Capability, discipline, grievance and dismissal
  3. Contract management
  4. Employee assistance
  5. Employee relations
  6. Equality and diversity
  7. Flexible working
  8. Learning and development
  9. Leave and absence
  10. Leaving the University
  11. New starters
  12. Occupational health
  13. Organisational change
  14. Pay and grading
  15. Pensions
  16. Performance management
  17. Records and information
  18. Recruitment
  19. Redundancy and redeployment
  20. Rewards Extra
  21. Secondment
  22. Temporary workers