Staff news June 2015
WARWICK SU WINS EQUALITY IN EDUCATION AWARD HOLIDAY ACCRUAL CHILDCARE VOUCHERS ENVIRONMENTAL IMPROVEMENTS MIXED RECYCLING ACCESSIBILITY SUSTAINABILITY CHAMPIONS TOP 10 ENVIRONMENTAL TIPS HEALTH & SAFETY CYCLE TO WORK SCHEME WARWICK STUDENTS UNION PENSION SCHEME DISCRETIONARY INCREMENT SCHEME STAFF CHANGES QUIZ
WARWICK SU WINS EQUALITY EDUCATION AWARD We’re delighted to announce that Warwick SU won the Equality in Education Award at the recent NUS Black Students’ Conference. This was in recognition of a series of campaigns run this year related to educational equality, specifically Black History Month, the Open Education series, our Challenge Islamophobia campaign, and the RAAE research into Race, Academic Attainment & Equality. We want to say a massive thank you to everyone who was involved in the organisation and delivery of these successful initiatives, in particular our Education Officer, Maahwish Mirza, and Ethnic Minorities Officer, Cindy Asokan (both pictured right with the award) for all their hard work in this area!
HOLIDAY ACCRUAL If you are a member of weekly paid (or student) staff, please be aware that it is a good idea to book and be paid for holiday before the end of term. If you don’t book and take it, then the total holiday accrued (but not taken) will be paid to you a couple of weeks after the end of term 3 (on 24th July 2015). It is in your interests to book and be paid for holiday throughout the term rather than to be paid it all at the end of term, as being paid a large amount may take you over tax, N.I. and pension thresholds.
CHILDCARE VOUCHERS Childcare vouchers are a Government-approved, tax-efficient way of paying for childcare. If you join the scheme, you can exchange up to £243 a month (£55 a week) of your gross salary for childcare vouchers. The part of your gross salary you exchange for childcare vouchers is tax-free and exempt from National Insurance contributions (NI). It doesn’t cost you anything to sign up for childcare vouchers and the scheme applies whatever rate of tax you pay. What’s more, both parents can request childcare vouchers. If you would like to find out how much you can save and if childcare vouchers are for you visit Computershare.co.uk, or email parent@computershare.co.uk, or call 0845 002 1111 for more information. If you would like an information booklet please visit the Finance Office or email payroll@warwicksu.com If you decide you would like to register for Childcare Vouchers and are on the SU Monthly Payroll you can do this on the Computershare.co.uk website or by calling 0845 002 1111. You will need your NI number, employee BERT number and our scheme number which is 315547.
ENVIRONMENTAL IMPROVEMENTS
At the time of writing, we are awaiting the results of our 2014/15 Green Impact submission. We are hoping for our sixth Gold award in a row and have continued to improve our environmental performance over recent months. Here are a few of the highlights:
GENERAL WASTE •Collections reduced from twice weekly to once a fortnight – decreasing amount of transport movement •Volumes reduced by over 20% over the last 6 years and continue to improve this year. As of the end of May, our general waste volumes are down by 10% compared to the same period last year
ENERGY
•Reduced our carbon footprint by 46 tonnes (5%) in 2012/13 compared to 11/12 •Energy efficiency of both SU buildings is still B but our score has improved for both buildings
FOOD WASTE •Our food waste continues to be sent for anaerobic digestion •The volume of waste cooking oil that we save for conversion to Bio-Diesel is 20% of the total that the whole of Warwick University send (more than University House, Scarman and Radcliffe combined).
More information can be found @ http://www.warwicksu.com/ yourunion/environment/
MIXED RECYCLING
Please use mixed recycling bins for:
TINS & CANS - drinks, food, aerosol, foil, metal PLASTICS - all, including carrier bags, bottles, trays, packaging. FIBRE - newspaper, thin card, cardboard, leaflets, magazines As long as they can fit in the bin and are clean and dry as reasonably possible. For OFFICE PAPER, please use the pink bags There are still small bins left if anyone would like one. Talking of recycling, we are considering removing general waste bins from all offices in SUHQ and having central refuse areas. All offices would be equipped with appropriate recycling facilities but general waste would have to be taken to the central area. The theory of this is that it will make us all think a bit more before just throwing our rubbish into a bin.
More info will follow before it happens, so no need to panic yet.
If anyone would like to trial for this or has any concerns about the plan, please email andy.bastable@warwicksu.com
ACCESSIBILITY After meeting Jenny Wheeler, the SU Disabled Students Officer last Summer, and arranging a tour of the SU, we quickly realised that despite the Students’ Union being a relatively new building following the refurbishment, we were not as accessible as we had believed. Most of the changes we have made as a result of working with Jenny have been no/low cost and feedback has been very positive. Having already achieved a bronze award with “Attitude is Everything”, we are now looking at what we need to do to achieve silver.
We now have an SU Accessibility page that gives more information of what we have done and where we want to get to http://www.warwicksu.com/accessibility/
SUSTAINABILITY CHAMPIONS
To help us comply with NUS Green Impact Criteria, a number of staff have been asked if they would be happy to become a Sustainability Champion. The aim of this role is to actively champion sustainability within their department This role can be as big or as small as people want to make it. it can be as simple as reminding people about the “Top 10 Environmental Tips” you have just read. Or of course, it could be become much bigger & very competitive with points scoring for good practise within departments and across the whole business!
The Sustainability Champions to date are: Marketing – Sarah Finance – Jacqui Food & Beverage – Kayleigh Ents – Vas Venues – Mark Advice Centre – Amanda Facilities & Safety – Andy Central Admin – Lesley MSL – Dan
(afte
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If anyone else is interested in becoming Sustainability Champion (there is no reason why there should be only one for each department), please email andy.bastable@warwicksu.com
TOP 10 ENVIRONMENTAL TIPS
The easy/no cost wins in the battle to reduce the SU's emissions are the little changes we can all make to our lifestyles that will collectively make a significant impact. In a bid to help, here are some actions that everybody can take. 1.Switch off lights when leaving an unoccupied room 2.Use natural daylight as much as possible 3.Switch off your monitor when not in use. Even if it’s only for 5 minutes 4.Turn PC’s and other equipment off (not just onto standby) when it’s not in use 5.Make sure shared equipment isn’t forgotten about – turn it off when not in use 6.Make sure any energy saving features on PC’s, printers and copiers etc. is enabled 7.Unplug phone chargers when not being used 8.Adjust the valve on your radiator to suit the conditions. Ideal setting is “3”. If you cold, turn to 5, if your hot, try turning it off and adjust in increments until its comfortable 9.Keep windows and doors closed when heating or cooling is on. Use blinds to reduce solar gain 10.Dress for the season
Other green tips •Report maintenance issues, like leaking taps or drafty windows •Walk, don’t take the lift if you don’t need to - it uses lots of energy, and the stairs help keep you fit! •Print on both sides of the paper •Use recycling facilities wherever possible •Encourage your colleagues to go green in the office
HEALTH & SAFETY
ACCIDENTS/NEAR MISSES Accident and near miss reports continue to remain quite low. This can obviously be seen as a positive and that there are less than in previous years which would be great news, but it could also mean that people are not reporting accidents or near misses. If this is the case, it’s not only a breach of SU policy but not reporting accidents is a criminal offence. PLEASE MAKE SURE YOU REPORT ACCIDENTS and anything that you think could result in an accident. If you are not sure how to do this, please speak to your supervisor, line manager or just email the details to andy.bastable@ warwicksu.com
FIRE We are currently in the process of reviewing the SU Fire Risk Assessment which includes information regarding what to do in the event of a fire. The basic information you need to remember is: IF YOU DISCOVER A FIRE: Raise the alarm and vacate the building as quickly as possible UPON HEARING THE FIRE ALARM: Vacate the building as quickly as possible FIRE WARDENS: Ensure your area of responsibility is clear and then vacate the building as quickly as possible If you haven’t picked up the theme yet - VACATE THE BUILDING AS QUICKLY AS POSSIBLE! FIRE WARDENS A fire warden is someone who during an evacuation, takes on the responsibility to ensure a specific area of the building is empty before they evacuate the building themselves. If you think you are a fire warden or have a specific responsibility for anyone other than yourself during an evacuation, please send a brief email to andy.bastable@warwicksu.com stating your area of responsibility. If you would be interested in becoming a fire warden, please email andy.bastable@warwicksu.com
CYCLE TO WORK SCHEME
The Cycle to Work Scheme is a government initiative that allows you to get a brand new bike and safety equipment for your commute to work – all tax free. Warwick SU has chosen Cyclescheme Ltd to run our scheme and provide contact with approved suppliers. For more information visit www.cyclescheme.co.uk
ELIGIBILITY TO JOIN THE SCHEME Please read the following criteria carefully to see if you are eligible for the scheme: •You must be on the monthly salaries payroll and have a contract of employment that has at least 12 months to run •You must use the bike on journeys or part of journeys between your home and workplace or between one workplace and another in connection with your duties. •The bike must be ridden for at least 50% of the time on trips to work (note: you do not have to cycle to work at least 50% of the time, but at least 50% of the journeys you make on your bike must be to work).
WHAT WILL THE SAVINGS/COSTS BE? Savings will depend upon your individual circumstances, and the Cyclescheme calculator at www.cyclescheme.co.uk/calculator can help you work out how much you can save. Your payments are deducted from your Gross Pay so you save on tax (at 20% or 40% depending on how much you earn) and National Insurance (at 12%, or at 2% if you earn over £42,385 p.a.*). You will also benefit from spreading your payments over 12 months, and the hire payments will be deducted direct from your gross monthly salary. At the end of the repayment (hire period) period, the Warwick Students Union may choose to sell you the bike. The Union cannot guarantee it will sell you the bike; otherwise it would constitute a benefit in kind and would not be eligible for any tax savings. The sale has to be at Fair Market Value, as determined by HMRC figures for a fair valuation. For more information on The End of Hire process please refer to the Cyclescheme website FAQs at www.cyclescheme.co.uk/help/faqs/end-of-hire. For more information on how to apply for the Cycle to Work Scheme go to Grapevine, Pay and Benefits – Benefits, or log onto www.cyclescheme.co.uk and enter Employer Code 69daa *Figures for tax year April 2015-March 2016
WARWICK STUDENTS UNION PENSION SCHEME Employers in the UK are now required by law to automatically enrol certain workers into a pension scheme.
WE HAVE CHOSEN NEST AS OUR WORKPLACE PENSION SCHEME
NEST is a straightforward, government-backed, pension scheme that gives you one retirement pot for life. As long as you are making contributions, we will also make contributions on your behalf and you’ll receive extra money from the government through basic rate tax relief. If you would like to know more about NEST you can visit their website at www.nestpensions.org.uk As a member of NEST you have an online account. Once you’ve switched it on you can check the value of your retirement pot, see what your employer is contributing or use the NEST Pension Calculator to find out what you could get back in the end. For more information visit the NEST website at www. nestpensions.org.uk Your NEST Pension will travel with you. This means every member has one NEST retirement pot that they can keep paying into whether they change employment, stop working or become self-employed. At present, employees who meet the following criteria will be automatically be enrolled into the NEST pension scheme: •Aged at least 22 but under State Pension age •Earning more than the threshold (£10,000 per year, £833 per month or £192 per week*) •Working, or ordinarily working, in the UK These employees are called Eligible Jobholders If you aren’t eligible for automatic enrolment you can choose to Opt In, or join the pension scheme. If you would like to Opt In to the pension scheme please contact the Finance Office at payroll@warwicksu.com or call 02476 572802.
YOUR CONTRIBUTIONS Your employee contributions are deducted from your wages each payday. Your total employee contribution is 4%, but you will only see 3.2% come out as the remaining 0.8% is tax relief which NEST will claim back for you and add to your retirement pot. Warwick SU will pay an employer contribution of 5.38% of your wages each payday. We auto enrol all eligible employees into out Category 3 Pension Scheme, with contributions as details above, but you can opt to change your category, and the table below details the different categories that are available.
You can, in addition to the contributions detailed in the table above, opt to pay an additional employee contribution, which we call an Additional Voluntary Contribution if you chose to. You need to advise the Finance Department in writing or by email at payroll@warwicksu.com if you would like to do this. We would advise you to seek independent financial advice on your pension and more information can be obtained from:
The Pension Advisory Service | www.pensionadvisoryservice.org.uk | 0300 123 1047
Promotion
DISCRETIONARY INCREMENT SCHEME
If you believe that you deserve a pay increase, the Warwick SU discretionary increment/salary acceleration scheme is open to all staff members. In order to demonstrate that a member of staff should be awarded a discretionary increment, the following criteria should be used:
• SUBSTANTIALLY ABOVE AVERAGE JOB PERFORMANCE. Standards of work are above the basic requirements of the job in the majority of areas of the job description. Above average speed, accuracy and over achievement of goals (Annual staff development review could provide appropriate supporting evidence, as could records of agreed goals from one to one discussions). • SUBSTANTIALLY ABOVE AVERAGE INDUSTRY AND DEPENDABILITY. Indicated by: excellent attendance, punctuality and flexibility. • SUBSTANTIALLY ABOVE AVERAGE ATTITUDE TO COLLEAGUES, CUSTOMERS AND ORGANISATIONAL NEEDS. Indicated by; willingness to contribute to areas outside normal work, receipt of customer letters in praise of service and conversely, lack of complaint letters received, flexibility in helping colleagues with work load even when outside their area of work. • SUBSTANTIALLY ABOVE AVERAGE JUDGEMENT AND RESOURCEFULNESS. Indicated by: making decisions on own authority when appropriate, following up tasks to ensure completion even when handed to others to complete, demonstrating initiative to get things done. • SUBSTANTIALLY ABOVE AVERAGE BREADTH OF UNDERSTANDING. Indicated by: high levels of contribution to discussion, willingness to look at other perspectives, willingness to listen to other views. The applicant should submit their request in writing to their line manager who will discuss their application and determine whether there are grounds for awarding a discretionary increment taking into consideration all factors including performance and budgets. If the line manager supports the application they will make their recommendation to the Senior Manager responsible for the department. For those currently at the top of their pay scale who are considering applying for a discretionary increment, please note that you must have been at the top of your pay scale for at least twelve months before submitting an application.
STAFF CHANGES There have been lots of changes at the SU since the last newsletter. Adam Dale left the marketing department and is yet to be replaced. Our IT Technician, Samir Heer left the SU and was replaced by Vishal Puri. In mid-June 2015, we will be sad to be saying goodbye to both Rich McNicol from Xananas and Christina O’Neill from reception. Sarah Harris and Alana Sweeney from the Finance department both commenced maternity leave in early 2015. Alana was replaced by Ellie Kostadinova. Both Sarah and Alana are due to return to work at the end of 2015. Rebecca Quansah from Student Development returns from maternity leave in June 2015. On a very sad note, we were extremely sad to hear of the passing of Jeanette Mander at the end of April 2015. Jeanette was an employee at Warwick SU, working in the Food and Beverage department for almost fifteen years. Jeanette worked most recently in the Bread Oven. Jeanette was known by colleagues and customers for her friendly and bubbly personality and her customer service skills were exceptional. We will all miss her immensely.
HEALTH & SAFETY QUIZ! This issues’ prize will be a Meal Deal of your choice from The Bread Oven. All of the answers for this quiz can be found on the SU Environmental page, SU Accessibility page or in the SU Health & Safety Policy. Email your answers to andy.bastable@warwicksu.com by Friday 3rd July. The winner will be advised by email and their name will be published in the next newsletter
Q1. What Energy Display Certificate grade do both SU buildings currently have? A. B. C. D.
A B C D
Q2. Which building has the best Energy
Q5. What no/low cost improvements have
made regarding accessibility issues within the SU? A. B. C.
Priority seating labels added to a number of tables within the SU Longer viewing panels created in meeting room doors Grab rails put on all accessible toilet doors All of the above
Display Certificate rating?
D.
A. B. C.
Q6. Where can the SU Health & Safety Policy
SU SUHQ Both the same
Q3. How much has the amount of general
waste we produce decreased by since 2008/9 A. B. C.
It’s stayed about the same Less than 20% More than 20%
Q4. Where in Students’ Union can you recycle pens, batteries and mobile phones: A. B. C. D.
No where Any mixed recycling bin Central Admin Facilities & Safety Office
be found? A. B. C. D.
Grapevine Staff Rooms Health & Safety Notice board in SUHQ All of the above
Q7. What do all employees have a responsibility to do under the Health & Safety at Work etc. Act 1974? A. Cooperate with supervisors and managers on health and safety matters; B. Not interfere with anything provided to safeguard their health and safety; C. Take reasonable care of their own health and safety; and D. Report all health and safety concerns to an appropriate person E. All of the above