News 2011-2014


University Policy and Procedure on Harassment (3 December 2014)

A revised University policy and procedure on harassment has been developed. Information can be found in PERS(14)11.

Shared Parental Leave (2 December 2014)

The new Shared Parental Leave and Pay system will enable eligible parents (including adopters) to share a period of leave and pay following the birth or placement of their child. The new provision came into force on 1st December 2014, and applies to parents whose children are due to be born or adopted on or after 5th April 2015. SPL may be taken by each parent separately or together at the same time.

A new policy and guidance on SPL will be published as soon as possible. Employees must give a minimum of eight weeks’ notice if they wish to opt into SPL, and requests can be submitted immediately. Departments should contact Tonya Iasisen-Kandola, if requests or queries are received from employees before the guidance is published.

Additional Paternity Leave will be replaced by the new arrangements from 5th April 2015. The existing statutory rights to maternity leave, ordinary paternity leave and parental leave will remain unchanged.

2014 Compliance (1 December 2014)

The annual personnel compliance audit is now open and can be found at  Departmental administrators have been circulated with the details and a pdf of the questions can be downloaded here [2014 Compliance Audit (326kb) so that departments can prepare their responses before going to the online survey.  The closing date for submissions is 16 January 2015.  If you have any questions please contact Kate Butler (89925).

Unauthorised absence (23 October 2014)

New guidance on unauthorised absence is available, which explains what needs to be done in case of unexpected absence of staff members of the University.

Internships (15 October 2014)

New guidance on paid internships is available, which explains how to set up internships, and clarifies that these may not be offered on an unpaid basis.

Salaries for clinical academic and related staff - April 2014 (22 August 2014)

Information on the salary arrangements for clinical academic and related staff can be found in PERS(14)10

Support staff – revision of the disciplinary, grievance and redundancy appeals procedures (30 July 2014)

The University is introducing revised support staff disciplinary, grievance, and redundancy appeals procedures, which will come into effect on 1 August 2014. Information can be found in PERS(14)09

Staff – Student Relationships Policy (30 July 2014)

The University has introduced a new Staff – Student Relationships Policy, which will come into effect on 1 August 2014. Information can be found in PERS(14)08

August 2014 salary scales (17 July 2104)

Information on the August 2014 revision of university salary scales: all non-clinical staff can be found in PERS(14)07

Pre-employment health assessment: new process and questionnaire (1 July 2014)

The new process for the pre-employment health screening is now live. Click here to view the revised process and to download the new CoreHR pre-employment health questionnaire template, which should be saved in the 'Coreapps' folder on the C drive. Please ensure that older versions of the pre-employment health questionnaires are not used. To ensure that the latest content is displayed, click 'Ctrl' and 'F5' to refresh your browser.

Flexible working (26 June 2014)

Information on changes to the University's procedures for considering requests to work flexibly can be found in PERS(14)06

Arrangements for pre-employment screening for employees of the University (6 June 2014)

Information on the changes to the pre-employment screening guidance can be found in PERS(14)05.   

The EJRA (17 February 2014)

Information on changes to the Procedure for considering requests to work beyond the EJRA can be found in PERS(14)03

Industrial action (21 January 2014)

Information on the planned industrial action by the University and College Union (UCU) on 23, 28 January and 10 February 2014 can be found in PERS(14)02  

Immigration Compliance presentation 9 and 14 January

You can download the recent presentation here: Immigration Compliance presentation 9 and 14 January (297kb)

 Change to Grade 1 of the salary scale to reflect the Living Wage (8 January 2014)

For full information see circular PERS(14)01


Revised University procedures on sickness absence, and induction and probation (18 December 2013)

The University’s policies and procedures on sickness absence management and induction and probation have been reviewed and updated.
The revised procedures and associated guidance may be found at: Sickness, Induction,  Probation

Academic titles and merit pay (18 December 2013)

The resolutions concerning titles and merit pay were published in the Gazette on 17 October 2013, and have now been declared carried. The legislative changes needed to establish the grade of associate professor were published in the Gazette on 28 November 2013, and they too have now been declared carried.  The grade of associate professor comes into effect from 1 January 2014. Full details are available here.

August 2013 salary scales (16 December 2013)

August 2013 revision of university salary scales: all non-clinical staff

Audit 2013 (12 December 2013)

Departments and faculties are now asked to complete the on-line self-assessment questionnaire for 2013. Divisional offices are also required to submit a response in relation to the personnel areas for which they have lead responsibility.  Julian Duxfield's message to administrators and a pdf version of the survey can be downloaded here.

Once you are ready to complete the online questionnaire, please go to  and follow the instructions.

Non clinical pay uplift (20 November 2013)

An update on the 2013-14 non clinical pay uplift can be found in circular PERS(13)11.

Industrial Action (22 October 2013)

Information regarding the industrial action planned for 31 October 2013 can be found in circular PERS(13)10.

Launch of the Reward and Recognition Scheme (3 October 2013)

The Reward and Recognition Scheme has been launched. Details can be found in circular PERS(13)09.

Revisions to the grading and regrading procedures (18 September 2013)

The grading and regrading procedures have been revised. Details can be found in circular PERS(13)08.

Working in hot weather

As the hot spell continues you may like to be aware of the following University guidance:

  • The Occupational Health service have guidance on “Working in a Heatwave”.  This also links to the HSE website on working in high temperatures which can be downloaded for free.
  • There is no national regulation on ‘maximum working temperatures’ (see HSE guidance)  however the Safety Office can advise departments on any specific problems with working environments that local Safety Officers are unable to answer.
  • Our severe weather policy is not primarily intended to cover hot weather but gives some guidance on practical adjustments.

You may also like to be aware of the advice issued by Public Health England (PHE), which states:

"During very hot weather, pregnant women and people who have chronic illnesses, including cardiovascular, respiratory, renal conditions, diabetes or Parkinson's disease, may experience discomfort if indoor temperatures are particularly hot and in using public transport. Employers should ensure indoor areas are kept cool and consider allowing these individuals to travel to or from their place of work during cooler, or less busy, times of the day. For those working or exercising outdoors, strenuous physical exertion during the hottest part of the day should be kept to a minimum." (see the full advice issued by PHE)

2013 salary increases for clinical academic and related staff (16 July 2013)

2013 revision of salary scales for clinical academic and related staff.  Details can be found in circular PERS(13)07.

Revised guidance for the recruitment and selection of academic staff (13 June 2013)

Guidance for the recuitment and selection of academic staff has been revised. Details can be found in circular PERS(13)06.

Reward and recognition scheme - introduction (30 May 2013)

Introduction of a reward and recognition scheme for academic-related and support staff. Details can be found in circular PERS(13)05.

Retirement and pensions update (21 May 2013)

Changes have been made to the University's policy and procedure on the Employer Justified Retirement Age (EJRA). Details can be found in circular PERS(13)04.

Staffing figures 2011/12 (13 May 2013)

Latest staffing figures are available.

New International staff website now available (25 April 2013)  is a website which provides information to help new staff moving to UK Universities.  The site has been customised with local links,  including how to find accommodation and schools in the Oxford area as well as lots of information to help new starters settle into living and working in Oxford. We will be linking many webpages for new starters to this site in the coming weeks.

Change to grade 1 of the salary and grading structure to reflect the "Living Wage" (19 March 2013)

Adoption of the current "Living Wage" as the minimum rate of pay for university employees. For full information see circular PERS(13)03.

Change to length of unpaid parental leave (8 March 2013)

Each parent can now take up to 18 weeks' unpaid leave for each child. Full details are available in the parental leave area of the web.

Latest maternity tables (7 March 2013)

The maternity tables showing important dates for SMP and maternity leave has been updated for 2013/2014. This can be found in the maternity section.

Auto-enrolment for pensions (1 March 2013)

A circular is available explaining how the new auto-enrolment for pensions regulations will be implemented across the University.

The Pensions website now has information about auto-enrolment. There is a web page for managers, which includes the slides from the recent briefings together with downloadable copies of the recent communications to staff.

Casual pay spine with equivalent grades (17 January 2013)

A revised chart of hourly rates is available

See also guidance on casual workers.

August 2012 salary scales (14 January 2013)

August 2012 revision of university salary scales: all non-clinical staff


Operational Compliance with HR policies and procedures - 2012 Audit (December 2012)

Departments and faculties are now asked to complete the on-line self-assessment questionnaire for 2012. Divisional offices are also required to submit a response in relation to the personnel areas for which they have lead responsibility. Please note that only one submission should be made per department.

The audit can be accessed at

The audit is open from 7 December 2012 until 21 January 2013.  If you would like to read the questions before starting to complete the online survey the PDF version is available here:

 2012 compliance audit (100kb)

HR briefing sessions (12 November 2012)

The next termly HR briefing sessions for administrators and departmental HR staff will be held on:

  • 6 December 11.00–12.30 in the Medical Science Teaching Centre (MSTC), South Parks Road
  • 14 December 10.30–12.00 in Meeting room 3, University Offices, Wellington Square

The Agenda includes: round-up of current HR issues, senior appointments (ALC6/RSIV), EJRA/retirement update, support for research staff.

Disclosure and Barring: changes to the Criminal Records Bureau screening service (9 November 2012)

Circular PERS(12)07 explained changes that have taken place  to the Criminal Records Bureau (CRB) screening service and barring arrangements since September 2012, with the launch of a new Disclosure and Barring Service (DBS) which will merge the work of the CRB and Independent Safeguarding Authority (ISA) on 2 December 2012.

Holiday calculator 2012/2013 (1 October 2012)

The 2012/2013 holiday calculator is available in the calculating holiday entitlement section.

OSPS consultation (16 April 2012)

The University, Colleges and other associated employers who offer membership of the University of Oxford Staff Pension Scheme (OSPS) are consulting active members of the pension scheme.  Full details of the OSPS consultation document are available.

New Flexible retirement pages and circular (23 March 2012)

Guidelines for the implementation of flexible retirement are now available. This allows an eligible employee to take partial retirement, whilst staying at work in a reduced capacity.  Circular PERS(12)04 give a short overview of the guidelines.

New Discounts pages (7 March 2012)

A number of external companies offer discounts to University employees and these have been put into some new discounts for staff webpages. These pages will be added to as we are made aware of further offers.

Olympic planning (7 March 2012)

Circular PERS(12)03 provides guidance for departments of planning for the management issues associated with the forthcoming Olympics.

August 2011 revision of University salary scales: all non-clinical staff (1 February 2012)

The latest salary scales are now available. The pay uplift is a consolidated, flat-rate increase of £150 for each full-time employee (pro rata for part-time staff) with retrospective effect from 1 August 2011.  It will be implemented in the February 2012 payroll, together with back pay.

Updated guidance on redundancy (January 2012)

Updated guidance on handling the termination of fixed-term contracts and redundancies is now available.  The aim has been to simplify and clarify previous guidance rather than to make major revisions, but we have taken the opportunity to introduce a few changes, in particular to improve the working of the procedure for ending fixed-term contracts. You might therefore wish to familiarise yourselves with these procedures which come into effect immediately.

There are two procedures, the choice of which to use depends on the type of contract being terminated and the cause of the termination.

1) The procedure for normal termination of a fixed-term contract applies to the termination of a fixed-term contract at the expected date. 

2) The procedure for considering the termination of contracts on grounds of redundancy applies to all academic, academic-related and support staff on permanent contracts, self-financing contracts, open-ended externally-funded contracts (for academic-related staff only), and fixed-term contracts (where the contract is being terminated prematurely).


Introduction of Employer Justified Retirement Age (28 October 2011)

Council has adopted a retirement age for university academic and academic-related staff, including (in respect of university appointments) the holders of joint appointments. Council Regulations 3 have been amended accordingly.

All existing members of academic and academic-related staff are deemed, with effect from 1 October 2011, to have a retirement date of 30 September preceding the 68th birthday. This is the Employer Justified Retirement Age (EJRA). Where, under the Personnel Committee’s procedures applying until 30 September 2011, a member of staff has a retirement date set by individual agreement, that retirement date will continue to apply.

Council has also adopted a procedure for considering requests from members of academic and academic-related staff who are due to retire on or after the EJRA, but who wish to extend their employment.
EJRA guidance

New website goes live (4 October 2011)

The content from our old website has been migrated into this new format.  We hope that you will find the new format more user-friendly.  In developing the new site we have responded to your feedback from the 2009 and 2010 Personnel audit forms and have worked hard to deliver on the requests for:

  • improved navigation
  • greater simplicity
  • a section for pro-forma documentation
  • information on the website, and not just in circulars
  • clear indications of when information has changed
  • printable versions of documents such as maternity leave packs. 

Updating the website is a work-in-progress, and we will be making further improvements over the coming weeks, so you will  find a few 'web page under construction' areas and your Sector Personnel Officer will be able to assist you in these areas until the guidance is available.

Until you are familiar with the new site the site-search facility at the top of each page should help you to find the content you are looking for.  We have also put together an A-Z search and also grouped information into headings that we hope are intuitive to use. Unfortunately your bookmarks, aside from to the main landing page, will no longer work into the new site and will need to be reset.

We welcome your feedback, and any suggestions you have as to how we can build on the improvements to date as we work our way through to review all the content.  Please contact Kate Butler with your comments.

New contract templates introduced for Academic-related and Support Staff (30 September 2011)

A revised format for contracts of employment for academic-related and university support staff has been introduced for use from 4 October 2011.

The new format is intended to make the completion of contracts more straightforward, and facilitate future updating. The template will also be compatible with the HR Information System (HRIS).  Full details.

Changes to retirement age for Support Staff (26 September 2011)

The statutory Default Retirement Age is being abolished from 1 October 2011.

With effect from 1 October 2011 there will be no normal or fixed age at which university support staff must retire.

The University will no longer be able to request support staff to take retirement at a particular age or to suggest that they consider doing so. It will be for individual members of support staff to decide when they wish to retire and to communicate this to their managers. The University will, however, continue to be a source of information and support to staff in helping them make their decision.

The support staff handbook has been amended to take account of these changes.

Full information is available in the Retirement web pages.

Relocation allowance scheme revised (1 September 2011)

Changes to the University’s scheme for reimbursing relocation expenses will apply to appointments made on or after 1 September 2011. In future,

  • departments and divisions will have discretion as whether to offer the relocation scheme  in individual recruitment exercises;
  • expenses will normally be capped at £8,000;
  • in exceptional circumstances, when particular recruitment imperatives apply, more than £8,000 may be made available if authorised by the head of department;
  • where a relocation allowance is offered, this should be stated in the further particulars for the post; and
  • departments should notify the Finance Division of the amount authorised for each relocation allowance to before any payments are made.

Full details of the relocation scheme are available on the web at

Agency Workers Regulations (26 August 2011)

The Agency Workers Regulations 2010 came into force on 1 October 2011. These give agency workers (primarily 'temps') an entitlement to the same or no less favourable treatment than direct employees of the University with respect to basic employment and working conditions. The Regulations require agency workers to be given access to collective facilities and information on job vacancies from their first day of work. Other entitlements come into effect if and when the agency worker completes a qualifying period of 12 weeks.

Agency worker guidance

Download the circular.

Changes in holiday arrangements (1 August 2011)

The arrangements for carrying over leave and for dealing with holiday which is affected by sickness have been clarified. These changes, summarised below, also reflect recent developments in employment case law.

  • The introduction of a cap of five days in the amount of leave that may be carried over from one leave year to the next.
  • Amendments to the arrangements for untaken holiday for employees leaving the University.
  • Clarification of the arrangements which apply when sickness interrupts or prevents a period of annual leave.
  • Clarification of the arrangements for taking holiday during a period of sickness absence.

Following consultation with staff side representatives, the staff handbooks and this website have been updated to reflect these changes.