Appendix A

Facilities for Officers and representatives of the JCUSS and of Unison and Unite

The University recognises the contribution made by the officers and representatives of Unite and Unison to its employment relations generally and specifically to the effective operation of its personnel policies and practices, including those covering employee information and consultation and those which, like the grievance and disciplinary procedures, can from time to time require that individuals be given the right to representation. The University takes the view that those who carry out such roles are serving its wider interests, and values such effort.

The facilities described below are, therefore, provided by the University to officers of JCUSS and representatives of Unite and Unison to enable them to fulfil this role and to deal generally with matters relevant to the conduct of employment relations between the recognised trade unions and the University. Any queries or concerns in respect of these arrangements may be addressed to the officers of Personnel Services, who can also provide further advice and guidance on request.

In the interests of promoting an effective and constructive relationship between the parties to this agreement, employing departments are asked to make operational arrangements for release from work for representatives and officers to carry out their roles in accordance with the framework set out below. Those responsible in departments for making such arrangements are also asked to foster an understanding within the department of the important role that an officer or representative is undertaking when he or she is so engaged.

It will be equally important that representatives and officers afforded these facilities recognise the additional operational burden that their involvement can place on their department and that every effort is, therefore, made to minimise the impact of these arrangements on departments. The arrangements for release from work set out below are subject to the agreement at the time of release of the employee's head of department (the term 'head of department' should be understood to include anyone nominated by the head of department for this purpose). It is understood that agreement may from time to time have to be withheld for operational reasons. However, such agreement will not unreasonably be withheld.

The recognised trade unions will also ensure so far as is practicable that their representatives and officers are distributed between departments so as not to unduly to disrupt the work of individual university departments.

Accreditation

On appointment, each officer or representative covered by this agreement will receive credentials signed by the University's joint secretary and the appropriate trade union secretary, together with a copy of this and other relevant agreements. A copy of each officer or representative's credentials, which will include an explanation of his or her specific role and, broadly, of the facilities required, will be supplied to his or her department. A list of the officers and representatives covered by this agreement is in Appendix B.

Facilities for the employees' representatives on JCUSS

It will be the individual responsibility of the member of the JCUSS to seek the agreement of the head of department in advance of requiring facilities to carry out his or her role or specific periods of release.

The JCUSS Employees' Joint Secretary

The JCUSS Employees' Joint Secretary holds a particularly important role as he or she is required to work with officers of the University outside his or her department to ensure the smooth operation of all aspects of the University's employment relations with its support staff. The Employees' Joint Secretary's role includes (but is not limited to): liaising with the University's Joint Secretary and other officers, for example where consultative meetings are arranged with the University's senior lead officer in pursuance of the University's objectives; preparing agendas, papers and minutes for meetings of the JCUSS; dealing with formal correspondence, and with both formal and informal consultation between the University and the employee representatives; and acting as the main contact point for the JCUSS employee representatives.

The Employees' Joint Secretary will be granted reasonable time off his or her normal duties to carry out the responsibilities of JCUSS business, if necessary leaving the place of work during working hours (with the approval of the head of department). This includes time off to attend the termly JCUSS meeting.

In addition, he or she will have one day off per week to attend to JCUSS matters. This includes time off to attend a termly meeting to discuss that term's JCUSS agenda with the University's Joint Secretary.

Personnel Services will make the appropriate arrangements with the Employees' Joint Secretary's department for his or her release from work. However it will be the employees' joint secretary's individual responsibility to seek the agreement of the head of department in advance of requiring specific periods of release. The department will maintain a record of the joint secretary's involvement in issues of mutual concern to the University and the union.

The JCUSS Employees' Vice Joint Secretary

The JCUSS Employees' Vice Joint Secretary will be a member of the union which is not represented by the Employees' Joint Secretary. He or she will be kept informed of JCUSS business as necessary by the Employees' Joint Secretary.

The Employees' Vice Joint Secretary will be granted reasonable time off his or her normal duties to meet the responsibilities of JCUSS business, if necessary leaving the place of work during working hours (with the approval of the head of department). This includes time off to attend the termly JCUSS meeting and to attend, with the Employees' Joint Secretary, a termly meeting to discuss that term's JCUSS agenda with the University's Joint Secretary.

Accredited members of the JCUSS

Employee representatives serving on the JCUSS are expected, in addition to attending its meetings and the associated meetings of employee representatives, to consult with those who they represent about the business of the committee.

The accredited members of the JCUSS will be granted reasonable time off their normal duties to meet the responsibilities of JCUSS business, if necessary leaving the place of work during working hours (with the approval of the head of department). This includes time off to attend the termly JCUSS meeting.

Facilities for the accredited trade union representatives

1. Officers and members of the Unite Branch Committee and Unison Branch Committee

All officers and members of the branch committees will be granted reasonable time off to attend to issues of mutual concern to the union and the University (with the approval of the line manager), if necessary leaving their place of work during working hours (with the approval of the head of department).

All officers and members of the branch committees will be granted time off their normal duties to attend regular meetings of their committee, such time off not to exceed two hours per meeting.

In addition, the following special arrangements will apply:

2. Branch officers

Unite Branch Committee:
Chair, Vice-Chair, Secretary, Treasurer, Senior Safety Representative

Unison Branch Committee:
Chair, Secretary, Treasurer, Membership Secretary, H&S Branch Officer

It is recognised that officers of the Branch Committees (as specified above) may require time off occasionally, and for short periods, to attend union meetings outside the University. Permission to attend such meetings will be sought from the appropriate head of department. Such permission will not be unreasonably withheld.

3. The Chair of the Unite Branch Committee

The chair (or the secretary) will be granted time off his or her normal duties to attend monthly meetings of the laboratory representatives, such time off not to exceed two hours per meeting.

4. The Secretaries of the Branch Committees

The Secretary of each branch committee will normally be in attendance at the union office for a period during the morning of each working day. He or she will be granted time off his or her normal duties for this purpose, such time off not to exceed one hour per day.

The secretary (or the chair) of the Unite Branch Committee will be granted time off his or her normal duties to attend monthly meetings of the laboratory representatives, such time off not to exceed two hours per meeting.

5. The Treasurers of the Branch Committees

The treasurer of each branch committee, by arrangement with his or her department, will be granted three days off each year as required to attend to union business at Head Office.

6. Unite Laboratory Representatives and Unison Workplace Representatives

Unite laboratory representatives and Unison workplace representatives will be elected by their respective union to represent members in accordance with the terms of this agreement. The number of such representatives and the areas within which they will act will be as specified in the annexe to this agreement, subject to such amendments as may be agreed from time to time. The names and departments of such representatives will be formally notified to the University's Joint Secretary of JCUSS by the Branch Secretary of the union.

Laboratory and workplace representatives will be granted time off their normal duties to attend to issues of mutual concern to the union and the University (with the approval of the line manager), if necessary leaving their place of work during working hours (with the approval of the head of department).

Unite laboratory representatives will be granted time off their normal duties to attend monthly meetings of the laboratory representatives, such time off not to exceed two hours per meeting.

Other facilities and related matters for Unite and Unison

(a) Meetings

Meetings between representatives of the University and the union will normally be held during working hours.

It is recognised that some staff covered by this agreement work outside normal working hours and that, from time to time, a staff representative might be required to attend a meeting outside these hours. In such cases the staff representative will have time off in lieu (with the approval of the head of department) or be paid overtime at the plain-time rate.

Where an urgent issue requires immediate discussion between the officers of the union and the members, a request to the Director of Personnel and Administrative Services for a meeting in working hours will be considered.

(b) Rooms

Facilities for members of the union to meet on university premises, normally outside working hours, will be made available whenever practicable. The union will be responsible for obtaining the necessary approval for the use of such facilities from the appropriate head of department or university officer.

If staff representatives wish to meet among themselves on university premises outside working hours, facilities will be made available whenever practicable.

Staff representatives will be allowed the use of a suitable room for private interviews with members of staff during working hours, with the approval of the appropriate head of department or university officer.

(c) Training

Members of the union will be allowed reasonable time off their normal duties by arrangement with their head of department to attend such training courses relevant to their responsibilities as representatives under the terms of this agreement as are accepted by the Joint Committee as being of benefit to both sides.

(d) Communications

The use of departmental notice boards will be granted for the staff representatives and for formal union business.

All officers and members of the JCUSS, Unite Branch Committee and Unison Branch Committee will be allowed reasonable use of the internal telephone, e-mail, messenger service and reprographic facilities free of charge for employment relations purposes.

The Joint Secretary and Vice Joint Secretary of the JCUSS and the chairs of the Unite Branch Committee and the Unison Branch Committee will also be allowed to make reasonable external telephone calls free of charge for employment relations purposes.

The secretaries and treasurers of the Unite Branch Committee and Unison Branch Committee will be allowed to use department telephones for external calls on union business, the union paying for such calls.