General Arrangements and Procedures - Terms and Conditions

1.   CONDITIONS OF SERVICE FOR STAFF

These are issued to all new members of staff along with their contract along with other general personnel procedures.

2.   ANNUAL LEAVE AND HOLIDAY ARRANGEMENTS FOR STAFF

These are as outlined within the Conditions of Service for staff and as described on the Human Resources Website. There is no carry forward of Annual Leave entitlement from one leave year to the next except in exceptional circumstances.

3.   GUIDELINES FOR SPECIAL LEAVE FOR PUBLIC DUTIES

Voluntary Public Service

1. Employees should obtain the agreement of the University by putting requests in writing to the University Secretary, before undertaking voluntary public service. For such employees the University shall grant, subject to the exigencies of the service, special leave with pay, not exceeding 18 days in any period of 12 months for the purpose of carrying out duties such as:
   • a Justice of the Peace
   • a member of a local authority
   • a member of any statutory tribunal, etc.
2. Any special leave authorised for public duties may be taken in days or half days, as required, with the prior agreement of the employee's Head of Department/School/Division, or their Nominee, for each absence from duty. Such agreement should not be unreasonably withheld.
3. An employee who is appointed Chairperson, or equivalent, of a public body and thereby attracts additional duties, may be granted up to an additional 6 days' paid leave for carrying out such additional duties including any magisterial duties.
4. Employees who are granted paid special leave in accordance with paragraph (i) to (iii) above should undertake to refund to the University any fees for attendance allowances received other than fees or allowances paid specifically as travelling and subsistence expenses. If the attendance allowance is greater than a day's pay, then unpaid leave should be given. The University shall pay no travelling or subsistence expenses.

Volunteer Reserve Forces

The University will grant, in addition to the normal leave entitlement, 5 days with pay for employees who are required to attend training exercises, summer camps etc. This should be agreed with the Head of Department/School/Division.

4.   JUDICIARY / COURTS / TRIBUNALS

Jury Service

Employees who are called for Jury service will be granted special leave with pay. Employees who are granted paid special leave for Jury Service should undertake to refund to the University any fees for attendance allowances received, other than fees or allowances paid specifically as travelling and subsistence expenses. The University shall pay no travelling or subsistence expenses.

Witness having a Crown Citation

Employees who are cited by the Crown as a witness will be granted special leave with pay. Employees who are granted paid special leave as a witness should undertake to refund to the University any fees for attendance allowances received, other than fees or allowances paid specifically as travelling and subsistence expenses. The University shall pay no travelling or subsistence expenses.

No Formal Crown Citation

No paid leave granted. Employees are required to use holiday entitlement or request unpaid leave when absent.

Employment Tribunals

Paid time off to attend will be granted as an Applicant or as a Witness where the University of Dundee is the Respondent.

Other Tribunals

No paid leave granted for attendance at other tribunals. Employees are required to use holiday entitlement or request unpaid leave when absent.

5.   APPOINTMENTS

General Practitioner/Dentist

Employees are encouraged to look after their health and wellbeing and should make medical appointments (doctor/dentist) out with normal working hours wherever possible, however where this may not be practical, employees should endeavour to obtain appointments which cause least disruption to their work area e.g. first thing in the morning or last thing at night. All requests for time off should be made to the appropriate line manager.

Hospital

For personal hospital appointments, (reasonable) paid time off will be granted on request. (Evidence of appointment may be requested.)

6.   TIME OFF IN LIEU (TOIL) (Clerical & Technical Staff)

University Policy is that TOIL is granted rather than payment for overtime. TOIL should be managed such a way that there is not a large balance outstanding and TOIL agreed should be given/taken as soon as is practicable. It is recommended that the outstanding balance of TOIL should not exceed one week. It should also be noted that, unlike annual leave, the balance of TOIL might be carried forward from one leave year to the next.

In exceptional circumstances where an excessive amount of TOIL has been worked, Heads of Department/School/Division should consult Personnel Services regarding payment for all or a proportion of this time. The importance of management and employee mutually agreeing TOIL and Annual Leave arrangements is emphasized.

Additional : Framework Agreement: Terms and Conditions Appendix 11