Staff Handbook | University College Cork [PDF]

This Handbook has been prepared to provide new and existing staff with an overview of the University in terms of governa

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SAVE TO

Human Resources (/en/hr/)

FAVOURITES

Wellbeing & Development (/en/hr/wellbeingdevelopment/)

In This Section

Orientation (/en/hr/wellbeingdevelopment/orientation/)

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Staff Handbook

Home

Staff Handbook

People

Athena Swan

( https://www.ucc.ie/en/support/preside

Staff Handbook

Recruitment & Selection

This Handbook has been prepared to provide new and

Job Vacancies

existing staff with an overview of the University in terms of governance, policies, procedures and physical layout.

Research

To get a good understanding of the University, this

HR Excellence in Research

document should be read in conjunction with

Pay & Benefits

the University's Policies and Procedures Manual Equality

( (http://www.ucc.ie/en/SupportandAdministration/PoliciesandProcedures/), the University's http://www.ucc.ie/en/hrresearch/uccre Strategic Plan

Managing Performance

(http://www.ucc.ie/en/strategicplanning/2013/) and the UCC Calendar of Events. (http://www.ucc.ie/en/events/)

Promotions

The Handbook is divided into the following parts: Wellbeing & Development

Leave Snapshot

Staff Wellbeing



Training & Development

Leave

Orientation Pensions

Adoptive Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/adoptiveleave/index.htm

Policies & Forms HR Information System

Career Break (http://www.ucc.ie/en/media/support/hr/policiesandprocedures/CareerBreak.pdf)

Carer’s Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/carersleave/index.html)

Compassionate Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/compassionateleave/index.html)

Conferring Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/additionalspecialleave/index.html)



Exam Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/staffdevelopment/examinationleav

Force Majeure Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/forcemajeureleave/index.html)



Jury Duty (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/additionalspecialleave/index.h

Marriage/Civil Partnership Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/additionalspecialleave/index.html)



Maternity Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/maternityleave/index.htm



Military Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/additionalspecialleave/ind



Parental Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/parentalleave/index.html)



Paternity Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/paternityleave/index.htm

Reduced Working Week

(http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/unpaidleavereducedworkingweekpolicy/i



Sabbatical Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/sabbaticalresearchleav



Shorter Working Year (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/shorter-year/index.



Sick Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/sickleave/index.html) (Certifie

Sick Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/sickleave/index.html) (Casua

Sporting Competition (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/additionalspecialleave/index.html)

Study Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/staffdevelopment/studyleave/)

Training Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/staffdevelopment/trainingleave/index.html)

(http://www.ucc.ie/en/policiesandprocedures/humanresources/staffdevelopment/trainingleave/index.html) Unpaid Leave of Absence

(http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/unpaidleavereducedworkingweekpolicy/i



Wedding Leave (http://www.ucc.ie/en/policiesandprocedures/humanresources/leave/additionalspecialleave/in



Governance and Management The Governing Body Comprehensive information on Governing Body is provided by the Office of Corporate and Legal Affairs (http://secretary.ucc.ie/governingbody/index.asp). On their site you will find [amongst other things ]information on the following: Members Committees Schedule of Meetings Reports to Staff of Meetings Minutes Code of Practice - GB Members

Academic Council Responsibility for the academic affairs of the University lies with the Academic Council, subject to review by the Governing Body. Members ofthe Academic Council include officers of the University, senior academic staff and heads of departments. The Academic Council has the following specific responsibilities: to manage and carry out the curriculum, instruction and education afforded by the University to make recommendations for scholarships and other prizes to carry out the regulations made by the Governing Body on the above matters to regulate and carry out the discipline of the students of the University to transact such other matters as may be committed to the Academic Council by the Governing Body The following sub-committees of Academic Council hold responsibility for the development of policy in certain areas: Inter-faculty Graduate Studies Board Research Committee Staff Enhancement & Development Committee Student Needs Teaching and Curriculum Development Committee

Academic Board The Academic Council has delegated certain responsibilities to an Academic Board. The Resigtrar chairs the Academic Board on behalf of the President. The Academic Board comprises members nominated by Academic Council and ex-officio members. The Academic board takes decisions and makes recommendations to Governing Body and Academic Council in regard to the following matters: Student Discipline Scholarships and Prizes Ratification of Examination Results Appointment of Examiners and Examination Boards Appointment of Selection Committees Approval of recommendations of Board of Assessors and Promotions and Establishment Boards Temporary and Part-time Staff Appointments Nomination of Emeritus Professors Minor Changes in Courses and Regulations Matters of a routine nature

Schools and Departments Full list of Schools and Departments (Full%20list%20of%20Schools%20and%20Departments)

Policies & Procedures Full list of policies and procedures (http://www.ucc.ie/en/hr/policies/)

Code of Conduct Telephone Use Staff are permitted to make occasional use of the University's telephone system for urgent private business, provided that the call is a local one and of short duration. They may also occasionally use the telephone system for long distance calls, provided that these are placed through the University switchboard and are identified as private calls. The switchboard staff will issue an invoice in respect of the cost Computer and Network Systems Acceptable Use Policy Providing an efficient and reliable computing and networking service depends on the co-operation of all users. It is therefore important that you are aware of your responsibilities to other users and to the providers of the service. You must use the resources in a responsible manner and you must respect the integrity of computer systems, networks and data to which you have access, and follow any rules and regulations governing their use. In particular staff are not permitted to: engage in activities which waste resources (people, networks, computers) engage in activities which are liable to cause a disruption or denial or service to other users use computer or network resources to access or distribute offensive, obscene, abusive, or threatening material use computer or network resources for any activities which contravene the laws of the State, or of the destination country in the case of data being transmitted abroad use computer or network resources for commercial activities which are not a part of your work in UCC infringe copyright or the proprietary rights of software share user IDs or usernames, transfer them to other users, or divulge your passwords to other users access, modify, or interfere with computer material, data, displays, or storage media belonging to the University or another user, except with their permission connect unauthorised equipment to the campus network or public data networks Confidentiality There is a general obligation on all staff of the University to respect the confidentiality of the business of the University. If approached by the press or communications media for a comment on matters concerning the business of the University, staff should refer such enquiries to the Office of Media and Communications on extn: 2371. While staff members are quite entitled to write to editors of newspapers, journals, etc., expressing their views on current topics, they should refrain from using University headed notepaper, or using the title "University College Cork" as an address, lest their views be interpreted as in any way reflecting the opinion of the University. Identity Cards Each member of University staff is advised to carry an official identity card (ID), available on application from the Department of Human Resources on extension 3603. This ID card must be used to access the Library, avail of staff discounts through the UCC Advantage Scheme. ID cards must be returned on termination of employment with the University. Changes to Personal Data Staff members should notify the Department of Human Resources in the event of changes of address, contact details or personal circumstances which may be relevant to the processing of data or benefits related to the employee. Security of Personal Property All staff members should take every precaution to safeguard personal as well as University property by keeping all valuables locked away. This applies particularly to valuable goods of any kind, e.g. cash, cheques, petty cash, handbags, purses, briefcases, jewellery, etc. The University does not hold itself responsible for the safety of any articles or valuables left on University premises. Doors, office drawers, filing cabinets, etc., should be locked where possible.

Pay & Tax Pay arrangements Depending on grade/category, employees are paid weekly or monthly. Weekly-paid staff are normally paid on Thursdays (in respect of the week ended on the previous Saturday); pay day may be adjusted on an ad hoc basis for certain shift staff. Monthly paid staff are normally paid on the last working day of each month in respect of the current month. Employees are paid by cheque or direct deposit to a bank account. In the case of direct deposit, new staff members receive a form with their offer of employment in which they are requested to provide details of their bank account. On completion and submission of this form to the Payroll Office, staff will receive pay by direct transfer. This facility is available to both permanent and temporary staff. Further information is available from the Payroll office on extn 2360 Tax On commencement of employment with the University, employees should submit to the Payroll Office a P45 from their previous employer, of a tax credit certificate from the Tax Office. Should up-to-date documentation not be provided, tax at emergency rates will be deducted initially. Further information is available from the Revenue Commissioners (http://www.revenue.ie/) orUCC Payroll Office. (http://www.ucc.ie/en/financeoffice/payroll/)

Disability Census The Higher Education Authority (HEA) requests UCC to furnish statistical information on the number of people with disabilities employed in the university on an annual basis. This request is made on foot of Part 5 of the Disability Act 2005 which requires all public sector bodies to reach a minimum 3% target of the employment of people with disabilities. 1. Legal context 2. Definition of disability 3. Collecting the data 4. Use of the data 5. Confidentiality 6. Your right to see or alter the data 7. Related policies and publications 1. Legal context Under the Disability Act 2005, public sector bodies are obliged to: promote and support the employment of people with disabilities ensure, where practicable, that 3% of all staff employed are people with disabilities report each year on the number and percentage of staff with disabilities To achieve these aims, UCC must build an accurate record of the number of staff members with disabilities who come within the legal definition. 2. Definition of disability The Disability Act 2005 defines disability as: 'Disability, in relation to a person, means a substantial restriction in the capacity of the person to carry on a profession, business or occupation in the State or to participate in social or cultural life in the State by reason of an enduring physical, sensory, mental health or intellectual impairment'. 3. Collecting the data To enable UCC to meet its requirement to report each year on the number and percentage of staff members with disabilities, and to ensure that the returns are accurate and complete, every new staff member is asked to complete a disability request form enclosed with their employment pack. The completion of this form is voluntary and the information disclosed is kept separate to all personnel files. Completed forms should be returned to Catherine Murphy, HR Department, Block E-Food Science Building, UCC. The envelope should be marked Personal and Confidential. 4. Use of the data Each year, the number and percentage of staff with disabilities employed by UCC will be reported to the Department of Education Disability Act Monitoring Committee via the HEA. This Committee monitors the achievement of the 3% employment target in educational bodies, and furnishes statistical data to the National Disability Authority (NDA). The NDA provides an annual progress report to the Minister for Justice, Equality and Law Reform. This report is made available to the public on the NDA website:- www.nda.ie (http://www.nda.ie/) The information provided by UCC to the HEA is provided on an anonymous basis. The information collected is kept on file until staff leave employment with the university, or if the HR Department is informed by an individual that there is a change in their disability status. Any staff member can ask to change the information on a disability record at any time if it is believed that it is no longer accurate. 5. Confidentiality Only nominated staff, authorised for this purpose, will be allowed to access the information on the disability status of staff. The information that UCC supplies to the HEA is anonymous group statistical information. The information on the disability status of staff will be kept separate from the main HR personnel file and therefore will never be used for any purpose other than reporting to the HEA on the number of people with disabilities employed by the university. 6. Your right to see or alter the data You have a legal right to see the information on record about your disability status, and to seek to change it if you believe it is no longer accurate. Please contact the HR Department for further details. 7. Related policies and publications UCC Code of Practice on the Employment of People with Disabilities (http://www.ucc.ie/en/media/CodeofPracticeontheEmploymentofPeoplewithDisabilities.pdf) Guide to the 2005 Disability Act (http://www.nda.ie/website/nda/cntmgmtnew.nsf/0/A3FA97F7EF093251802573D900393654? OpenDocument) For further information on the 3% people with disabilities employment target you may also contact the National Disability Authority (http://www.nda.ie/)

Dispute Resolution Staff Charter The UCC Staff Charter

(https://www.ucc.ie/en/media/support/ocla/statutesregulations/html/ACharterforUniversityCollege,Cork.htm) outl the responsibilities of UCC as the employer and UCC Staff as employees to each other. It is not a legal document and does not establish legal obligations on the University, but is intended to help create a positive and supportive work environment for all the staff of the University. Dispute Resolution Policies and Procedures The policies and procedures for resolving disputes in the university are encompassed in the following five documents: The UCC Grievance Procedure Duty of Respect and Right to Dignity Policy The Dispute Resolution Procedure The UCC Disciplinary Procedures UCC Alternative Dispute Resolution Policy Dispute Resolution Mechanisms in UCC The head of school/department/discipline is responsible for resolving disputes in their area of responsibility. The Employee Relations team in the Department of Human Resources and/or local HR Managers are available to provide assistance and advice. The Welfare Contact Person in the Department of Human Resources is available for confidential one-toone consultations. The Independent Staff Ombudsman (https://www.ucc.ie/en/staffombudsman/) is appointed by the President and endorsed by both Management and Unions. It is anticipated that the holder[s] of the role will provide greater access to local resolution, both directly and through mediation, to the University community.

Staff Training & Development Training and Development courses are listed on the Staff Welfare & Development (/en/hr/wellbeingdevelopment/) webpages

Safety, Health and Welfare Overview of Occupational H&S at Work download (2014) (http://www.ucc.ie/en/media/support/healthandsafety/documents/010904013OverviewofSafetyatworkinUCC.doc) (88kB) For any queries contact the Health and Safety Office, 021 490 2817 / [email protected]

An Ghaeilge Is mian leis na hÚdaráis go gcuirfí an Ghaeilge chun cinn i ngnáthshaol an Choláiste i measc na foirne agus na mac léinn. Chuige seo tá an bheartaíocht seo leanas déanta acu i measc nithe eile: Cúrsaí deonacha sa Ghaeilge labhartha a chur ar fáil don fhoireann agus do na mic léinn nach bhfuil an Ghaeilge mar ábhar scrúdaithe acu. Cúrsaí Gaeilge i scileanna feidhmeacha e.g. ríomhaireachta Dioplóma sna hEalaíona (An Ghaeilge Fheidhmeach) Cúrsaí seachtaine agus deireadh seachtaine a sholáthar do mhic léinn i nDún Chíomháin, áitreabh de chuid an Choláiste i nGaeltacht Chorca Dhuibhne, i gcaitheamh na bliana. Scéim na dTeaghlach a eagraítear i rith an tSamhraidh i nDún Chíomháin Sraith léachtaí poiblí as Gaeilge ar ábhair speisiúla le cainteoirí aithnidiúla Cabhrú le himeachtaí áirithe i measc na mac léinn (agus an phobail), ar nós Spraoi Cois Laoi. Seomra Caidrimh Gaeilge don fhoireann: bíonn cead isteach ag mic léinnann faoi stiúrú baill den fhoireann. Bíonn irisí, nuachtáin agus leabhair Ghaeilge ar fáil ann Seisiúin Cheoil - Am lóin gach Céadaoin i rith an téarma bíonn seisiún ceoil traidisiúnta sa Seomra Caidrimh agus fáilte roimh chách ann Cnuasach de théipeanna bunaidh (fís agus fuaim) ón nGaeltacht Is féidir gach eolas faoi na cúrsaí teanga agus na himeachtaí thuas afháil ó Phól Ruiséal, Stiúrthóir, Ionad na Gaeilge Labhartha, Áras Úi Rathaille, Coláiste na hOllscoile Corcaigh. Láithreán Idirlín: http://www.ucc.ie/igl (http://www.ucc.ie/igl)

Strategic Development Please click here (http://www.ucc.ie/en/strategicplanning/) for information on the strategic plan of the university

Staff Wellbeing & Development

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