STAFF HANDBOOK
Swindon College ...the success story
Contents
Staff Handbook Contents
Welcome to Swindon College 3 Introduction from the Principal Mission Statement, Strategic Aims and Core Values
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Overview of Swindon College
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Joining our Organisation 6 Probationary Period 6 PRADAS 6 Induction for all new starters 6 ID Badge 6 ICT 6 Intranet 7 Finding people in the college 7 Phones & Messages 7 Post Room Facilities 7 Order approvals 8 Stationery 8 Print Room Facilities 8 Refreshments 9 Car Parking 9 Little Stars Nursery 9 What is expected from you as an employee? 10 Staff Code of Conduct 11 Your Pay 13 Pay Day 13 Pay queries 13 Tax Office details 13 Part-time Lecturing Process 13
Safeguarding 17 Communication in the College 18 New to Teaching? 19 Teaching & Classroom preparation 19 What you need to know about your role 19 Evening Class Security arrangements 19 Problems attending a class 19 How the College can support you 20 Dealing with Stress 20 Employee Assistance Programme (EAP) 20 Special Leave Arrangements 20 Multi Faith Team 20 Occupational Health 20 Developing Skills & Capabilities 21 CPD 21 Staff Development 21 PRADAS 21 Observation of Teaching & Learning 21 Professional Long Courses 21 Recognised Trade Unions 22 UNISON 22 UCU 22 ACM 22 Your Health, Safety & Welfare 22 Equality & Diversity 23
Expenses 13
Thinking Green 24
Your Pension 14 Teachers Pension Scheme 14 Local Government Pension 14 Scheme
Staff Intranet 25 Key Contacts Names and Numbers 26
Other Benefits 15
Campus Map 27
Policies 16 Annual Leave Policy 16 Staff Development Policy 16 Smoking Policy 16
Welcome
Welcome
Swindon College
Introduction from the Principal Dear Colleague, Swindon College has achieved so much in recent years and it is on a journey to become an outstanding provider of education and training to its local community. The staff that the College employs play the most important role in helping us achieve this status. Everyone in the College is entitled to know what is expected of them, to be well trained and to be supported by their line manager. Delivering our mission and strategic plan requires the involvement of everyone in the College. With the right skills, motivation and team ethos, there are no limits to what we can achieve for the benefit of our learners, employers and the wider community. This staff handbook has been prepared to help everyone working in the College to ensure that you are well informed and to let you know that your contribution is valued. I hope you find it informative and helpful. Your views on how we can improve the content are always welcomed. Best Wishes
Andrew Miller, Principal
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ission
Mission Statement, Strategic Aims and Core Values
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Swindon College The College Mission: iring and supporting
We will be ambitious for all our learners, insp
hing and learning employment or further study. Outstanding teac gnised for this. is at the heart of what we do and we will be reco
The College’s Strategic Aims: ve their best and to raise their 1. To inspire and support all our learners to achie ing. aspirations through outstanding teaching and learn providing a dynamic, relevant and 2. To be recognised as an outstanding college, and employers. responsive curriculum for young people, adults 3.
. ort high quality teaching and 4. To have good resources and facilities to supp learning. college services to our learners, 5. To work with partner organisations to improve local community and employers. 6. service to our learners.
College Values: • • • • •
Creating a learner centred environment Exceeding expectations Valuing and respecting everyone loyers Collaborating with our local community and emp
Overview
Overview of Swindon College
Swindon College is a medium-sized, general further education college operating mainly from one site near the town centre. With an annual turnover of around £22 million it offers courses primarily in work related areas and has industry standard facilities in a number of these, including construction, engineering, hospitality and catering, art & design, hairdressing and beauty therapy. The college has approximately 8,000 students enrolled, including 2,500 in further education students, 850 apprentice and 500 higher education students. Its main higher education partners are the University of Bath and Oxford Brookes University. The focus of provision is vocational education and training, taking into account local skills needs, progression to higher education, further training opportunities and the 14-19 strategy for Swindon. The College’s success rates have increased significantly over the last three years to 85% in 2010/11. This improvement trend, alongside sustained improvements in success rates for Apprenticeships, puts the College in the top 10% of Colleges nationally. Swindon has traditionally been characterised by low unemployment and relatively high wages but despite this the college serves many areas of social and economic deprivation. The economic downturn has had a significant effect on the town and unemployment has increased. The college has responded well to this and has run a number of courses aimed at the unemployed in addition to working proactively with employers. The College continues to work with the Borough and other agencies to reduce the numbers of young people not in education, employment or training (NEETs) and runs a number of innovative projects in the community in order to meet the needs of this market. The College underwent a satisfactory Ofsted inspection in March 2009 and the last Ofsted monitoring visit in 2010 noted that the College had made significant progress in all areas including 16-18 success rates. In 2011 it was identified as the Best Performing College in Wiltshire for FE long courses (Framework for Excellence data). The College was awarded the Matrix standard in 2010 and the Training Quality Standard in 2011, respectively recognising the quality of its advice and guidance and its high standards of business training and work with employers. In early 2012 it was re-accredited for the Investors in People (IIP) Standard. Working closely with Oxford Brookes University and Johnson Matthey Fuel Cells it has helped to gain approval for a UTC that will focus on engineering and STEM subjects to be opened in Swindon in 2014. The College main campus is at North Star but it also has learning facilities at The Orbital Centre in North Swindon, Ferndale Road and Kembrey Park Industrial Estate.
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The Team
Joining our organisation In this section you will find important information you need to know when joining the College, including details about your induction sessions, the use of ICT and Print Room Facilities. Probationary Period
When you join us, the first six months of your employment will be a probationary period. Your suitability for the position to which you have been appointed will be assessed and during this time you will take part in three and six month review meetings with your line manager.
PRADAS Following successful completion of your probationary period, you will then move on to the College’s annual appraisal system which is known as the Performance Review and Development Appraisal Scheme (PRADAS).
Induction for all new starters We aim to provide all new starters with a comprehensive induction within the first two weeks of joining the College. During this period, you will be assigned a mentor - this is a colleague who will assist you during your early days of employment and will explain to you important parts of your department.
ID Badge All staff must wear their photo ID badge at all times and this should be clearly visible. You will be given a badge following your induction session. Alternatively this is available from Beckie in the Human Resources department, ext 4948.
ICT
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Staff must be aware that private and confidential information is accessible via the college computer systems and by logging in to these systems you are accepting responsibility for your access to that data.
You must always ensure that you never leave a computer logged in and unattended. You should ensure that your password is never compromised and if you think it has been, you should change it immediately. It is good practice to change your password every two or three months. Under no circumstances must you share your password with anyone else or log someone else in using your account, especially students. Computer equipment is vulnerable to theft, particularly laptops, mobile equipment and memory sticks. These should never be left unattended and you should ensure these are locked away or secured to the desk when not in use. You should not use memory sticks to store confidential information such as student reports or personal details unless it is encrypted and password protected. Remember that memory sticks are as unreliable as any other form of data storage and should always be backed up. If you have any questions or problems with any of the computer systems, please contact the helpdesk on: email: helpdesk@swindon-college.ac.uk Tel: Ext 3049 (01793 498349) Some staff may need to have specially adapted computer equipment. If you are unsure, or would like further information, please contact Meryl Hamilton on Ext 4000. A new assessment may need to be completed if you move desk or change job roles.
The Team
Intranet The College Staff Intranet contains various documents such as policies and procedures, forms, job advertisements, the staff directory and a Trade It page to post items for sale. Further information on how to use the College intranet is given during your induction session. It also contains the College’s Wellbeing portal which includes information for parents and carers and information on travel, leisure, health and more including special offers which are exclusive to College staff. All HR employment polices mentioned in this document can be found on the Intranet.
Finding people in the College For quick and easy access to College contact details you can search a directory on the Intranet. This will give you information on a person’s job title, department, telephone number and email address.
Phones & Messages Many areas of the College use the Cisco Digital Telephone System. A tutorial on how to use this system is available on the College Intranet or by contacting the Helpdesk (Ext 3049).
Post Room Facilities Incoming and outgoing mail is processed in the Post Room which is in room N1.38 on the ground floor of the Pegasus Building. Incoming post for all buildings, except Phoenix, is sorted and placed in the mailboxes in the Post Room. Post for the Phoenix building is delivered to mailboxes located near the Senior Leadership offices on the ground floor, Phoenix. If you move offices or change departments, please let the Post Room know so that your post can be sorted into the correct mailbox.
Incoming post from Royal Mail is usually delivered to College at 10.00 am. Specialist deliveries and packages can arrive at any time during the day. If you are expecting a special delivery, please let the Post Room know in advance. All goods ordered via Purchasing are delivered to the Post Room and to avoid any delays in delivering the goods internally, please make sure the delivery details include the name of the person requiring the goods. We aim to process all outgoing mail on the same day providing it has been received in the following places by the times shown: North Star campus – N1.38 Monday – Thursday by 3.30 pm Friday by 3.00 pm Kembrey Park – Staffroom Monday – Friday by 2.15 pm However, if you have post that needs to be sent urgently and you can’t meet the above times, please call the Post Room for assistance. To keep costs down all post is sent by second class mail. Please contact the Post Room if you need to send anything by first class, special delivery or courier. For further advice on any aspect of Post Room services, please visit the Post Room or call Ext. 4076, external 498476.
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The Team
Order approvals The Purchasing function is based within the Finance Department, room N2.25 of the Pegasus Building and is responsible for the procurement of all goods and services within the College. Any requirements should be directed to your Departmental Administrator or Curriculum Area Administrator who will then liaise with Purchasing to check prices, availability and lead time. Further guidelines for this process can be found on the College Intranet.
Stationery If you require any stationery, your line manager will be able to tell you where supplies are stored, or who you need to ask to order anything new. Any new orders should follow the process outlined above.
Print Room Facilities The Print Room is located in room N1.38 which is on the ground floor of the Pegasus Building. The Print room is open from 8.30 am to 5.00 pm Monday to Thursday and 8.30 am to 4.30 pm on Fridays. The Print Room welcomes photocopying requests from staff and learners. The services provided by the Print room include: • • • • •
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Requests for photocopying can be made in several ways: • • • •
visit the Print Room bringing your request and materials on a memory stick or as paper copies; email _Print Room, attaching your request and items to be copied; send your request and materials through the internal mail; leave your request and materials in the Print Room tray in the Post Room.
Specialist photocopying requests, e.g., carbonless forms, maps, large prints, spiral bound booklets, etc., are handled by our external partner but are managed by the Print Room. The Print Room should always be used for large amounts of photocopying. Not only will this save you time, but it will generally save the college money as well. Large amounts of photocopying are delivered back to you; smaller items are put in your mailbox or sent through the internal mail. Photocopying requests are generally completed within three days of receipt; however urgent requests are always considered and will be completed whenever possible.
black and white and colour photocopying For further advice on any aspect of comb binding photocopying please visit the Print Room laminating or call Ext. 2059, external 498259. booklet making white and coloured paper for offices and departmental photocopiers (this is usually ordered by the department/ curriculum administrators).
Refreshments
The Tea
The main food court, or Refectory, is located on the ground floor of the Phoenix Building. The College prides itself in operating a refectory service that offers a diverse, affordable and exciting daily menu with plenty of healthy options. The menu also caters for special dietary needs.
Bar
Barista
Payment is dependant on your annual salary, as detailed below and can either be paid monthly or yearly. There is also a daily rate which can be paid for at pay & display machines. Annual Salary Over £60,000 £40,001 to £60,000 £30,001 to £40,000 £20,001 to £30,000 £10,001 to £20,000 Under £10,000
Yearly permit cost £200 £150 £120 £90 £60 £45
The Bar Barista Coffee Shop is located on the first floor of the Catering Block in the Lyra Building. Open during term time, it offers light lunches, cakes, pastries and a range of fresh coffees. All preparation and serving is carried out by supervised Little Stars Nursery students training for a career within the The College’s Nursery is open for 48 weeks industry. of the year and provides high quality, Opening times are 10.00am to 1.00pm affordable childcare for the local Monday to Thursday and until 12 noon on community, as well as students and staff of Swindon College. Fridays.
Little Stars Nursery
The
Restaurant
‘The Restaurant’, also located in the Catering Block, is a training environment and offers both a lunch and dinner service. Parties are welcome and special diets can be provided for.
For more information on activities, routines and a guide to prices, please contact Kelly Stoneham (Manager) on 01793 498430 or by emailing nursery@swindon-college.ac.uk
Car Parking If you need to park your car at our North Star site, you will need a car parking permit. These are issued by the Finance department following completion of a form. Forms are available during your induction session, or from Finance in the Pegasus Building, Room N2.25.
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mployment 10
What is expected from you as an employee? Keeping your personal details up-to-date
Things to do when joining the College
Ensure you keep your personal details up-to-date by informing Human Resources of any relevant changes such as change of name, address, bank details or telephone numbers. Change of circumstances forms are available from Human Resources in room N7.5 of the Pegasus Building or by telephoning Ext 4948 (01793 498948).
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Flexibility & Efficiency
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Work flexibly and efficiently to maintain the highest standard in line with the policies of the College.
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Adhere to College Policy Comply with College policies and procedures to ensure the efficient operation of its business and the welfare and interest of its students and employees.
Participate in your own Personal Development Participate in PRADAS and Staff Development activities for your further training and development as approved by the College.
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Check that you have received all of your employment starter paperwork from HR Return your paperwork to HR within five days of receiving it Provide HR with the relevant ID for a DBS and Asylum & Immigration check (a list of acceptable ID is included in your starter pack). Provide HR with evidence of your qualifications as per your Person Specification Attend the HR induction session where you will be set up on the College network and given access to College email. This will assist you with your new role.
Code of Conduct The College wants you to enjoy your work and ensure that you are safe and happy. We expect all staff to comply with the College code of conduct which can be found on the next page.
ode of Conduct
Staff Code of Conduct 1. INTRODUCTION Swindon College relies upon the goodwill, reliability and loyalty of its employees. It is important that the College ensures that all employees are made aware of the standards of conduct expected of them. This code sets out those standards of conduct, and will be reviewed from time to time. If employees are unsure about any aspect of this code, they should seek guidance from their manager or Human Resources. 2. SCOPE The code applies to all employees and embraces all those who work under a contract of employment or a contract of service with the College. 3. PUBLIC CONFIDENCE The public expect conduct of the highest standards from our employees and public confidence would be damaged should the least suspicion arise that any employee might be influenced by improper motives. Employees who have public funds entrusted to them must use them responsibly and lawfully. 4. EQUALITY AND FAIRNESS Employees should always remember their responsibilities to the community they serve and ensure courteous, efficient and impartial service delivery to all groups and individuals. Within the workplace, there should be mutual respect and employees’ language and behaviour should be conducive to a productive and harmonious work environment with all employees having the right to be treated with fairness and equity. For further details, please see the College Equality Policy. 5. BEHAVIOUR All employees must behave in a polite, respectful and helpful manner towards their colleagues, students and members of the public. Employees are required to perform their duties with skill, honesty, care and diligence using authority in a fair and equitable manner. Staff should challenge poor behaviour of students and staff whenever it occurs. 6. PERSONAL APPEARANCE AND PROFESSIONAL WORKING Whilst wishing to recognise the cultural, religious and individual rights of employees, the College expects employees to observe a standard of personal appearance and hygiene which is appropriate to the nature of the work undertaken and which portrays a professional approach in which the public will have confidence. We expect staff to use their professional judgement in their choice of personal appearance to suit the circumstances in which they are working but inappropriate personal appearance will be challenged by managers. Where appropriate, staff will be issued with uniforms supplied by the College. Staff who are dealing face to face with customers should not eat food at their desks. 7. GIFTS AND INDUCEMENTS Apart from gifts of very small intrinsic value and minor items such as calendars and diaries which can be used in the workplace, employees should not accept gifts from suppliers in any form, since acceptance could be considered to favour a particular supplier of service to the College. If there is any doubt, the gift should be refused. 8. HOSPITALITY AND ENTERTAINING Employees should exercise great care in offering or accepting hospitality. Full guidance is given in the College Financial Regulations. 9. CONFIDENTIAL INFORMATION Employees will from time to time receive College information of a confidential nature. Any processing or disclosure of confidential information must be for legitimate College reasons and must comply with the College Data Protection Policy, a copy of which can be found on the College staff intranet. 10. PERSONAL INFORMATION All requests for confidential or personal information must comply with the College Data Protection Policy. 11. FINANCIAL DEALINGS/REGISTER OF INTERESTS Employees must declare (in writing) to the Principal any financial interest or dealings they, or any person living with them or any close member of their family, may have in any business or contract which may have a business relationship with the College. Should an employee wish to become so involved in any such business they must first receive the permission of the Principal.
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ode of Conduct 12
Staff Code of Conduct 12. CONFIDENTIALREPORTING PROCEDURE (WHISTLEBLOWING) The College is committed to the highest possible standards of openness, probity and accountability, and expects employees who have serious concerns about any aspect of the College’s work to come forward and voice these concerns, using the Public Interest Disclosure Procedure (Whistleblowing) if appropriate. 13. HEALTH & SAFETY The Health & Safety at Work Act 1974 places a duty on employees whilst they are at work to take reasonable care for the health and safety of themselves and others. Consequently, employees are legally bound to comply with all safety rules and instructions set by the College. 14. TIMEKEEPING Employees are expected to be punctual and comply with the hours of work stated in their contract of employment. Any variation to the hours stated must be agreed with their Head of Department. Employees are also expected to comply with the provisions stated in the College’s sickness notification or special leave policies. 15. PERSONAL RELATIONSHIPS Employees should ensure that any personal relationships with members of the Corporation, colleagues or members of the public, are conducted such that no suspicion of improper influence or lack of impartiality could arise in their work. Employees should not be involved in any appointment decision if they have an association with the applicant. Relationships with students under 18 and vulnerable adults are strictly forbidden and will be dealt with under the College Disciplinary Policy as an act of gross misconduct and criminal law. 16. OTHER PAID EMPLOYMENT Employees must not allow their private interests to come into conflict with their work. Employees must not, without the written consent of the Principal, undertake any employment or engagement which might interfere with the performance of their duties or conflict with the interests of the Corporation. All employees must obtain written approval from the Principal for any employment outside of their contract with the College, any reasonable requests will not be denied. The purpose is to ensure that the work does not conflict with that undertaken for the College. 17. ALCOHOL, DRUGS AND OTHER SUBSTANCE MISUSE The College wishes to promote the health and well-being of employees and minimise problems at work arising from the effects of alcohol, drugs (whether prescribed or illegal), solvents, etc. At celebratory College events, staff may consume alcohol in moderation. The College will not accept liability for any accidents that may occur as a result of misuse of alcohol. Staff operating machinery may not under any circumstances consume alcohol during working hours. Employees are encouraged to seek help as soon as they believe they have a substance misuse problem. Any such help or onward referral will be handled confidentially by HR. Employees whose performance or behaviour falls below the acceptable standard or who cause danger or inconvenience as a result of alcohol, drugs or other substance misuse may be the subject of the College’s Disciplinary or Capability Procedure. Employees taking prescribed drugs are required to advise their manager if any such drugs being taken are likely to have an effect on their ability to drive, to use equipment, etc. as required by their employment with the College. All staff are expected to uphold the smoking policy and abide by the rules relating to smoking areas. 18. FIDELITY In addition to the express terms, employees have common law duties implied in their contracts of employment which generally reflects the personal nature of the contract. These duties require the employee to obey lawful and reasonable instructions, serve the employer personally and faithfully, exercise reasonable care and skill in carrying out their work, abide by the law as established by Parliament and the Courts and not to disclose confidential information after the employment ends. Serious breaches of these terms could, if proven, lead to disciplinary or legal action being taken against the employee. 19. APPOINTMENTS AND OTHER EMPLOYMENT MATTERS Employees must not be involved in decisions relating to appointment, promotion, pay, discipline or grievance where the person is a relative, partner or personal friend. Should such a situation arise the member of staff is required to make the College aware of such a relationship and withdraw from the process. If in any doubt the member of staff should seek advice from the Human Resources department. 20. CONDUCT AND PERFORMANCE The Corporation determines standards of conduct and performance; a full explanation of conduct considered to be unacceptable is contained in the College Disciplinary Procedure. Any member of staff who contravenes this code of conduct may, depending upon the circumstances, face action under the College’s Disciplinary Procedure.
inance
Your Pay Your remuneration package is benchmarked against other Colleges so that we can attract and retain those people who have the skills and experience required to provide a quality service to our students.
Pay Day
Tax Office details
You are paid monthly by direct credit transfer into a bank/building society account on the 25th of each month. Should this fall on a non-working day or a Bank Holiday, payment will be made on the nearest available date prior to the 25th.
HMRC contacts: 8.00am - 8.00pm Monday - Friday 8.00am - 4.00pm Saturday Income Tax enquiries: T 0845 300 0627
Pay queries Should you have any queries regarding your pay, please contact the Payroll Department on Ext 4017 (01793 498417). If you are a Part Time Lecturer, please contact your Curriculum Area Administrator in the first instance.
National Insurance enquiries: T 0845 302 1479 8.00am - 5.00pm Monday - Friday Reference number: 470/PS5
Part Time Lecturing Process For all timetabled hours, two copies of a ‘Notification of Hours’ will be sent to your home address for you to check, one copy to be retained and the other signed and returned to payroll. A claim form will be sent out at the end of each month which needs to be checked, signed and returned to payroll before payment can be made. Hours worked will be paid a month in arrears.
Expenses
If you travel in the performance of your duties, you may be entitled to claim travel and subsistence expenses at the published rates. A copy of this can be accessed from the College Intranet, or alternatively from your department administrator.
Insurance
Authorisation
Before driving your own car on college business you must ensure you have adequate insurance cover - a current insurance certificate, stating cover for use on business/ profession, must be forwarded to payroll before any business travel is undertaken.
Authorisation prior to travel and indicated on the claim form should be obtained from your line manager. Completed forms should be forwarded to Payroll in room N2.25 of the Pegasus Building by the cut off date. This date will be printed on the bottom of your pay slip each month.
Expense Claim Forms These are available from your administrator, line manager or the Payroll Department.
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ensions
Your Pension
One of the many advantages of working at the College is that you will automatically be entered into one of the College Pension schemes. These Pension schemes are approved by the Inland Revenue and therefore enjoy tax advantages. The schemes include the following key benefits: • • • • • • •
An index-linked pension on retirement Peace of mind for the future Security for you and your dependants A lump sum payment if you die before retirement Substantial contributions towards the cost of your pension from your Employer The option to increase your pension credit by buying extra pension and transferring pension credit from another scheme No administration charges.
Types of Pension Scheme Available The College has two final salary scheme pensions available to all employees dependent upon what type of contract you have. The schemes are a Defined Benefit Final Salary Scheme (sometimes referred to as an occupational scheme) which means that the benefits you get are based on your final full time salary (or full time equivalent if you are part-time) and your length of pensionable service. The two schemes are: Teachers Pension Scheme (TPS) Your contribution is a tiered structure and is based on your Full Time Equivalent salary and will range between 6.40% and 8.80% dependant on your salary. The College contributes 14.10% to your pension. Local Government Pension Scheme (LGPS) This is known as the Wiltshire Pension Fund and is administered by Wiltshire County Council. Your contribution rate will depend upon your full time equivalent salary, and be between 5.5% and 7.5% of pensionable pay. The College contributes 14.90% to your pension. If you require further information on the pension schemes, please contact Payroll, or visit the following websites: TPA www.teacherspensions.co.uk LGPS www.wiltshirepensionfund.org.uk
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Other Benefits
enefits
The College offers staff the opportunity to contribute to Dental, Health and other money saving schemes and access to further on and off site discounted services. Details are available in the Wellbeing portal on the College Intranet and include: •
Dental Cash Back Plan: Immediate cover for dental treatment with a choice between NHS or private dentistry and assistance with necessary treatment including check-ups and crowns.
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Benenden Health Care Society: A mutual non-profit society with services designed to complement the NHS providing assistance with the costs of diagnosis and minor outpatient treatment. They also provide a wide range of medical treatment and surgery at specially selected hospitals around the country.
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Health Cash Back Plan: The BHSF Health Cash Plan can help with the cost of everyday healthcare enabling you to claim cash reimbursement, up to an annual limit for routine and emergency healthcare.
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Osteopathy: Oxford Brookes University offer free and substantially discounted Osteopathy consultations through their teaching clinic in Ferndale Road, Swindon. College staff are offered 2 free sessions and thereafter the cost is only £10.00 per session.
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Sports Therapy: Situated in room N6.7 in the Pegasus building the students currently studying on the Honours and Foundation Degree Sports Therapy courses offer treatments every Wednesday with appointments starting at 3.35 pm, 4.25pm, 5.20pm and 6.10pm. Treatment cost is £10.00 per 45 minute session.
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Cycle to Work Scheme: In conjunction with Halfords cycle2work. You can purchase a new bike via the college and the appropriate cycling safety accessories and, providing the main use of the bike is for commuting to work, you will incur no tax or National Insurance on the benefit.
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College Social Group: The College Social Group organises recreational events for staff which are extremely good value for money. By working jointly with the nearby Research Councils, the group are able to offer College staff the opportunity to also take advantage of trips and events organised by the Research Councils Social Club.
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Childcare Vouchers: Childcare Vouchers are a benefit available to all eligible working parents at the College who can exchange up to £243.00 per month of their gross salary for childcare vouchers. The exchanged part of the salary is exempt from tax and national insurance allowing parents to make substantial savings on registered childcare costs.
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Hair and Beauty: Inspirations and Equilibrium, our on campus training facilities, offer a wide range of hair and beauty treatments and products at highly competitive and discounted prices.
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Car repairs and servicing: The learners of the motor vehicle department have the ability and skills to maintain your vehicle to ensure optimum performance and reliability. These services are provided at a reduced labour rate and by sourcing non genuine parts they offer extremely good value for money.
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Bar Barista and The Restaurant: Under the close supervision of experienced staff, learners prepare, cook and serve high quality fresh food at very affordable prices in both our on campus coffee bar and restaurant.
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olicies
Policies HR Policies and Procedures are available on the College Intranet. If you need any assistance in finding a policy or require any advice, please contact HR. Some of the main policies are briefly outlined below. Annual Leave Policy The holiday year runs from August Bank Holiday Monday to the eve of August Bank Holiday Monday the following year. Entitlement is shown below: • • •
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Lecturers / Associate Lecturers 39 days pro-rata annual leave excluding public holidays Trainee Lecturers / Associate Trainee Lecturers 35 days pro-rata annual leave excluding public holidays Business Support Staff / Part-time support staff 25 days pro-rata annual leave excluding public holidays. After completing 5 years continuous service, this will rise to 30 days pro-rata at the start of the next annual leave year Management Spine Staff / Part-time Management Spine Staff 35 days pro-rata annual leave excluding public holidays.
Annual Leave for Part Time Lecturers You will be entitled to receive paid holiday in each annual leave year. Paid holiday is due only in respect of the days of the week on which you normally work and you will receive a pro-rata amount of a full time member of teaching staff’s entitlement, including Bank and Public Holidays. A proportion of your hourly rate is in respect of these holidays and will be banked and paid as below. The College holidays are: 29th Oct 2011 - 2nd Nov 2012 - paid in Nov 24th Dec 2011 - 4th Jan 2013 - paid in Jan 11th Feb 2013 - 15th Feb 2013 - paid in Mar 25th Mar 2013 - 5th Apr 2013 - paid in May 27th May 2013 - 31st May 2013 - paid in Jun 10th July 2013 - 2nd Sept 2013 - paid in Aug
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By signing your contract of engagement, you are agreeing to take holiday and to receive your holiday pay as above. The breakdown of your pay which identifies the holiday pay is clearly shown on your notification of hours.
If you intend to work for us or any other organisation during the designated periods above, you must let us know and we will discuss with you when you are able to take your holiday. You will be responsible for ensuring that the appropriate pro-rata annual leave periods are taken.
Staff Development Policy Swindon College is committed to providing all staff with fair and equal access to appropriate learning opportunities to enable them to fulfil the requirements of the College Mission and strategic direction. The policy outlines the procedure for applying for staff development and what training and associated costs the College will support.
Smoking Policy The Smoking Policy outlines how the College seeks to: •
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Guarantee a healthy working environment and protect current and future health of employees, students, customers and visitors Guarantee the right of non-smokers to breathe in air free from tobacco smoke Comply with Health & Safety Legislation and Employment Law Raise awareness of the dangers associated with exposure to tobacco smoke Take account of the needs of those who smoke and to support those who wish to stop.
Further information on this policy, and any of the others outlined above can be found on the College Intranet. Information on help and support to give up smoking is also available on the Wellbeing portal on the Intranet under Health Matters.
Safeguarding
Safeguarding Swindon College is committed to prioritising and promoting safeguarding and protecting all children, young people and vulnerable adults from harm whatever their age, gender, ethnicity, disability, language, faith or sexual orientation. The term ‘safeguarding children and young people’ embraces both child protection and a preventative approach to keeping young people safe. ‘Safeguarding’ therefore encompasses learner health and safety, bullying, meeting the medical needs of those with medical conditions, providing first aid, security, support / safeguarding from drugs and substance abuse etc. ‘Safeguarding and promoting the welfare of children’ is defined as: • • • •
protecting children and young people from maltreatment preventing the impairment of their health or development ensuring that they are growing up in circumstances consistent with the provision of safe and effective care enabling them to have optimum life changes and enter adulthood successfully.
Swindon College has clearly defined responsibilities under the Children Act 1989 for learners aged under 18. The College extends these responsibilities within the scope of it’s Safeguarding policy to learners with learning difficulties, irrespective of age, if they are vulnerable to abuse as a result of their learning difficulty. This policy also applies to people enrolled as learners of Swindon College or for whom the College has accepted a responsibility for care. This policy is applicable to all learners, staff, volunteers and visitors to Swindon College as well as children who are in the care of learners whilst on placements and/or employees of Swindon College.
Policy (incorporating Child Protection and Vulnerable Adult Procedures). Also, a handy credit card sized safeguarding guide will be given to you at your induction event. This offers advice on what to do if someone discloses abuse to you, points of contact, where to get support and explains the different types of abuse for clarification. The Safeguarding and Intensive Support Manager for the College is Mark Burton, who can be contacted on Mobile 07709439601, Tel. (01793) 498940 or internally on 4090 If you call him urgently and if Mark has not responded in 15 minutes, contact any of the following: • • • • • • •
Jo Kelly (Student Engagement Manager) – Ext 2023 Jo Heaven (SEM) – Ext 2033 Claire Purnell (SEM) – Ext 2031 Kate McDonald (SEM) – Ext 4020 Dean Parsons (SEM) - Ext 4024 Mike Wadley (Student Advisor) - Ext 4922 Duty Manager/Security Guards on - Ext 2006.
Amanda Burnside and the Principal also have key SLT safeguarding responsibilities and can be contacted on Ext 3075. All new members of staff are required to complete a DBS check. Those members of staff that require an Enhanced DBS check due to the nature of their role will not be left unsupervised with any students until Human Resources have confirmed that the Disclosure is satisfactory.
A full copy of the Swindon College Safeguarding policy can be found on the intranet in HR policies, entitled Safeguarding
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Communicate 18
Communication in the College The College has many channels through which you can communicate, with a high priority placed on the need to monitor and improve communications between members of the College. Some of the daily communications with management and colleagues include: • Face to face discussions, meetings and interviews • Telephone conversations • Emails.
How is information relayed to you? Senior Leadership Team (SLT) Meetings Fortnightly on Tuesdays
C U R R I C U L U M
B U S I N E S S S U P P O R T
College Management Team (CMT) Meetings 8 times annually
Directors of Learning Meetings Held weekly on Fridays Directorate Team Meetings Held weekly on Mondays Course Team Meetings Held weekly on Thursdays
Senior Leadership Team (SLT) Meetings Fortnightly on Tuesdays
College Management Team (CMT) Meetings 8 times annually
Business Support Team Meetings Held weekly (various)
Other forms of communication include the following:
college intranet Common Interest Group - monthly from Sep - Jun
H&S Committee
SLT update emails - monthly
Communications
Induction Sessions Swindon College Green Group Notice boards around college
Te a c h i n g
New to teaching? Staff with academic contracts who are new to teaching will be supported by a Learning Coach. There are a number of Learning Coaches in the College who can help you with a range of tasks such as lesson planners, classroom management, differentiation and checking learning etc. If you are not allocated a Learning Coach, please contact Charlotte Corfield, Teaching and Quality Manager. For further information relating to your own personal development, please see page 19 Developing Skills and Capabilities.
Teaching & Classroom Preparation An important part of your teaching role involves time given to planning and organisation prior to lessons. Listed below are areas you should be familiar with. If you need any further assistance regarding classroom preparation, please liaise with your line manager, or contact the Learning Coaches in N4.6. • • •
• • •
Learning objectives for each session, shared with students How learners will be assessed - what do they have to do to meet the awarding body requirements? Lesson planners to include: Activities, assessment checks, differentiation, key/functional skills, instructions to learning support colleagues, reflective commentary, ILT opportunities and allowance for learning styles Different activities taking place during the lesson Student evaluations of lessons Arriving before your students and challenging latecomers accordingly.
What you need to know about your role Your key responsibilities are summarised in your Job Description. Student attendance and changes to student status and circumstances must be monitored in line with Register and College Information Services (CIS) Policies and
Procedures. Remember that the register is an important auditable document. Further guidance on how to submit attendance information will be provided by CIS, based in room N2.25 of the Pegasus Building. Remember to maintain your Course File, which is an essential working document holding records of all work set and records of student progress. Your working weeks will be scheduled within College terms, the dates and details of which are set out in the College Calendar. If you need to purchase teaching materials, please discuss your requirements with your Line Manager. Do not commit the College to expenditure without prior authorisation.
Security arrangements whilst teaching evening classes If you encounter any difficulties or need help to deal with an emergency whilst teaching during the evening, please contact the Receptionist at North Star who will notify the Duty Manager or Security Staff. If you are working at a different venue, please report any difficulties to the appropriate person there and follow up with a report to your Line Manager. Contact details are found on page 24.
Problems attending a class You will need to inform your line manager or Curriculum Area Administrator as soon as possible. If possible, provide suitable work for your students to complete in your absence.
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How the College can support you Dealing with stress
Support
The College operates a Prevention and Management of Work Related Stress Policy, which recognises that stress exists and advises on how to deal with it. A copy of this policy can be found on the College Intranet. Please discuss any concerns with a member of the HR team.
Employee Assistance Programme (EAP) The Employee Assistance Helpline, funded by the College, offers you and your immediate family access to information, advice and counselling on a number of personal and workplace issues and is provided by an external company WSM Ltd. You and any family member who lives with you can make contact with their helpline 24 hours a day 7 days a week and they will arrange for a counsellor, lawyer or adviser to call you back. You can also book an appointment on line. Their counsellors and advisors can help with a wide range of issues including: • • • • • • •
Coping with workplace change Managing work-related pressures Balancing work and home life Debt and money worries Legal advice on personal matters Bereavement and loss Depression and anxiety.
To contact the Helpline call free on 0800 328 1437 or by e-mail via the website: www.employeeassistance.org.uk The Employee Assistance website will also link you to sources of practical help and advice including factsheets, telephone numbers and the opening times of other specialist helplines.
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To access the website you will need to use the access code allocated to Swindon College which is swinc. Confidentiality is a priority and will only be broken if for example a counsellor considers you may be a significant danger to yourself or others around you. WSM abides by the Code of Ethics and Confidentiality of the British Association for Counselling and Psychotherapy (BACP).
Special Leave arrangements Various types of leave, such as dependency and compassionate leave are available upon request and are set out within the College Policies.
Multi Faith Team Confidential guidance is available from the Multi Faith Team who are in the Avenue (next to the Information Point) Phoenix Building from 11.00am – 1.00pm Monday – Friday. Kayleigh Winbow will also be in the SEC on Thursdays from 12.00 noon - 2.00pm. Alternatively, if you wish to speak to a member of the team contact Jo Heaven on 07872 423135. Further information is available on the Intranet and Wellbeing portal.
Occupational Health IMASS is Swindon College’s Occupational Health provider. As part of their service, they work closely with Human Resources and employees who may be on long term sick, or require specialist advice to assist them in their role. For further information, please contact a member of the HR team.
Developing
Developing Skills & Capabilities We will support employees in developing the skills, knowledge and experience to enable them to meet the ever changing needs of our students, in line with our strategic objectives. Access to a wide range of development and training options are available in the College. Continuous Professional Development (CPD) It is the responsibility of the individuals to take an active part in developing their own skills and abilities. The CPD process can range from individual reflection and self assessment, identification of training needs, developing training and development plans, undertaking and accessing training, reflecting upon and evaluating the impact of training and development activities.
Staff Development Department The Staff Development Officer, Chris Howell, is part of the Human Resources Department and is responsible for organising training and development events for all staff. The following event forms are available on the Intranet: • • • •
Individual Staff Development Application Group Proposal Application Evaluation Form Pay Claim Form.
Staff Development Days
academic year on the College Calendar. The College is registered as an Investor in People and is committed to supporting our employees’ continuous professional development.
PRADAS
The Performance Review and Development Appraisal Scheme Process is managed by the Staff Development Officer and further information can be obtained by contacting him directly on Ext 4065.
Observation of Teaching and Learning
As part of our quality assurance and development of academic staff, we have an internal programme of lesson observation and feedback.
Professional Long Courses Staff can apply for funding to undertake a professional qualification, i.e. a degree. The policy and application form is available on the Intranet and applications are submitted normally by the end of June each year for the following academic year.
Strategic plans emphasise specific areas for development and Staff Development days are organised throughout the year. All staff are required to attend and the dates are identified at the start of the
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Information 22
Recognised Trade Unions UNISON
The recognised Trade Union for Business Support staff is UNISON. UNISON representatives meet regularly with College Management. Joining a trade union is the best way to make your voice heard as an employee and to have your say on the big issues like pay and pensions. College reps and our Branch officers can help resolve workplace issues. Joining UNISON also brings a range of discounts on everything from insurance to holidays which means membership can often pay for itself. For further information, please contact the college’s UNISON Workplace Representative Emma Bushell on: Ext 2093 (01793 498293)
Association of College Managers
ACM. Please contact employment relations on 01858 464171 or the general enquiry number 01858 461110.
University and Colleges Union
UCU represents full-time and part-time teachers in Swindon College. It is the major trade union and professional organisation in post-school education. Branch Officers, who have a wide understanding of teaching jobs and work-place issues, can assist staff members with their problems. These local Officers are themselves backed by regional and national advisers and specialists. UCU also provide staff with a range of legal and financial services. For further information please contact Jack Gough on Ext 4629 (01793 498629) or Geoff Brookes on Ext 2013 (01793 498213).
College Managers may choose to join the
Your Health, Safety & Welfare The College is committed to achieving high standards of health and safety in all of its operations and to providing a safe and healthy environment in which to work and learn. The College operates a Health and Safety Policy that places obligations on all staff to observe good practice in the performance of their duties and on the College to maintain a duty of care towards you as an employee. All people within the College need to act in a responsible manner at all times and follow safety instructions including the evacuation procedures. The College actively promotes a culture of good
health and safety practices, focusing on prevention rather than treatment where risks are known and managed but not feared and where hazards are reduced to the lowest practical level. The Health and Safety Policy, Statement of Intent and Procedures can be found on the Staff Intranet. You will receive further information on health and safety during your induction session, but if you miss this or need to speak to someone in the meantime, please contact Meryl Hamilton on Ext 4000 or external 01793 498400.
Equality
Equality & Diversity The College strongly believes that the diversity of our local communities is one of our greatest strengths and our most valuable asset. The College is fully committed to equality of opportunity and we believe that all individuals, whether as a member of staff or a learner, have an equal right to develop and achieve their full potential. Our strategic aims reflect this, taking full account of the Government’s priorities for the UK economy and the skilled workforce needed to deliver future prosperity at local and regional level. Equality of opportunity and freedom from discrimination are fundamental rights and Swindon College uses it’s legal and moral duty to exercise leadership in advancing equality of opportunity. We challenge all forms of discrimination through our role as a service provider, community leader and local employer whilst fostering good relations between different people. Equality of opportunity means more than disregarding differences such as gender, disability, race, religion or belief, sexuality or age. It means ensuring that different people receive services, specifically admissions, learning and employment opportunities, in a fair and equal way. This means recognising, accommodating and valuing diversity across the College and the community with which we work.
partners and other agencies, will assist in pulling together to promote a culture that celebrates and welcomes diversity. We will follow best practice in all of the equality areas and work to: • • • •
Eliminate unlawful discrimination, harassment and victimisation. Advance equality of opportunity. Foster good relations between different groups in our community. Recognise and celebrate people’s differences. Swindon College
Our goal is to foster an environment that offers people inclusivity and security, achieving an improvement in the quality of life for all who learn or work at the College. Our commitment to equality and diversity is intrinsic to the way we think and is therefore central to everything that we do. Swindon College takes a strategic approach to the delivery of services which is supported by our Performance Management Framework. We firmly believe that our work within the College, with local communities,
Designed by Charlotte Utton | Graphic Design Student
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Thinking Green
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Swindon College Thinking Green!
Staff Intranet
All staff information is available on the Intranet! This can be found on your homepage on your Internet browser.
A Quick Overview Search Button Looking for a document? All you need to do is type in the document you are looking for. Animated Banner All the latest internal college news!
My Profile Update information about yourself or create a blog! Request forms For Facilities, IT, Marketing and ILT etc.. Documents Download or view all the latest documents from the College. View Content
College websites Add Content Do you want to advertise an event? Or have you got something to sell? Would you like to know more? Please contact: Marketing on ext4068 _marketing
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Contacts
Key Contact Names and Numbers We hope that this Handbook has been useful for you. If you require any advice or guidance on any issues raised within the Handbook, please contact the HR Department on Ext 4928 (01793 498928).
Important telephone numbers Name Internal External North Star Reception
2006
01793 498206
Human Resources
4928
01793 498928
Staff Development
4065
01793 498465
Payroll 4017 01793 498417 Health & Safety - Meryl Hamilton
4000
01793 498400
IT & Facilities Helpdesk
3049
01793 498349
Senior Leadership Team Name Position Andrew Miller Principal & Chief Executive Nick Letchet Vice Principal John Evans Vice Principal Amanda Burnside Executive Director of Enterprise and Learner Services
Senior Team Managers Name Position Penny Page Head of Human Resources Evelyn Little Director of Employer Responsiveness & Business First Karen Barber Director of Curriculum Kate Coughlan Director of Curriculum
Chair and Vice Chair of Governors Name Position Anthony Cohen Chair of Governors Adrian Moore Vice Chair of Governors
Your telephone numbers Internal External Curriculum Area Manager Curriculum Area Administrator Line Manager
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Reception, Main College and Refectory
Classrooms & Business Support
Engineering Centre
The Lyra Building
Hairdressing Centre
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Little Stars Nursery
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Hospitality & Catering Centre Living for Learning and Work
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The Lynx Building
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The Cygnus Building
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