HR policies, pay and visas

In response to the changing situation, we are reviewing some of our HR policies. This page also covers pay and visa updates.

This content was last updated on 30 April 2020 at 12:04 (GMT)

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Job retention scheme and furloughing

The University – like many employers – is considering where it may be appropriate to furlough staff and make a claim through the UK government’s Coronavirus Job Retention Scheme.

The scheme supports employers in continuing to pay staff if their role means they are unable to work due to the pandemic. This might include situations where work can't be delivered from home or carried out due to the temporary closure of buildings or services. The scheme can also support employees who are unable to work due to significant caring or shielding responsibilities at home.

The government scheme refunds up to 80% of relevant staff salary costs (up to a cap of £2,500 per individual per month). The University will top-up salary payments for furloughed staff so that they continue to be paid 100% of their contracted salary.

The University has prepared information for staff and managers to help explain what furloughing is and to provide more information about the scheme. HR are currently working with senior managers to identify staff who are unable to work due to the current outbreak and for whom furloughing may be appropriate.

We will begin contacting staff who have been identified for furloughing from week commencing Monday 27 April. If you have any questions, email hr@nottingham.ac.uk.

Easter holiday

The Vice-Chancellor announced that three days of exceptional leave will be added to the Easter holiday to thank staff on our UK campuses for their hard work. The break will now run from Thursday 9 April to Wednesday 15 April.

If you already had these dates booked as annual leave, you can take them back within your 2019/20 allowance.

Line managers with any further queries (not covered below), should contact their HR busines partner or hr@nottingham.ac.uk.

Part-time staff

If your non-working day was already planned on Thursday 9, Tuesday 14 or Wednesday 15 April, you will be able to take an exceptional leave day on another date (one per non-working day).

For most staff, these should be taken on your next working day(s) from Thursday 16 April, unless you are required to cover a business critical service. In this case, you should take them at the earliest opportunity, as agreed with your line manager. These exceptional leave days cannot be accrued to be taken later in the year.

Casual workers

If you were scheduled to work on Thursday 9, Tuesday 14 or Wednesday 15 April and are no longer required to complete this work on these dates, you will still be paid.

If your work is still required on these dates, you are expected to fulfil your agreed assignment. You will be paid for the work as agreed. Additional leave will not be taken under these circumstances.

Pay

Cannot work from home

You should speak to your line manager about what homeworking or alternative duties are possible.

If you cannot work from home or take alternative duties, your manager must complete the online form or email HR. You will continue to be paid normally.

This policy is subject to review and was last updated on Friday 20 March 2020.

Experiencing coronavirus symptoms

If you suspect you have symptoms of coronavirus, let your line manager and HR know as soon as possible.

Complete our online form or email our helpline.

Where colleagues are unable to contact HR, their line manager can complete an online form on their behalf.

If your symptoms are mild, speak to your manager to discuss whether working from home is possible and appropriate. If it is agreed that working from home is possible, normal pay will apply. Where it is not possible to work from home, the normal sick pay policy will apply.

This policy is subject to review and was last updated on Friday 20 March 2020.

Casual workers

As a casual worker, if you are:

  • unwell and have to self-isolate in accordance with Public Health England advice, you may be eligible for Statutory Sick Pay from the first day of your illness
  • not unwell but required to self-isolate according to Public Health England advice, the University will, as an exceptional measure, pay you for any work that has been agreed and scheduled.

In the event of our campuses being required to close, the expectation is that casual workers will continue to deliver work by alternative means if possible, for example using technology where appropriate, and continue to be paid as usual. Casual workers in this situation should submit timesheets electronically for approval in accordance with School/Department instructions

If casual workers cannot deliver their work during a period of closure, they will be paid for the work that was agreed and scheduled and then, by agreement, will catch up on delivery of work at a later stage. Where this later proves not to be possible, for example because the work is no longer required, the earlier payment will not be reclaimed by the University.

Casual workers in this situation should contact the line manager/person responsible for their casual assignment to arrange payment of the hours they were due to deliver.

This policy was updated on Tuesday 7 April 2020 and will be reviewed on Monday 18 May 2020.

Caring responsibilities

We ask line managers to be supportive of colleagues with caring responsibilities. Colleagues should have a discussion with their manager which helps focus on prioritising the goals that need to be achieved in line with current University needs and requirements.

Please contact your line manager to discuss what work could be undertaken at home, taking account of these responsibilities.

Flexible working hours

We recognise that school and nursery closures will impact on many colleagues’ working patterns. If there is work for you to do – and you are able to work but require flexibility in your working hours to do so – discuss and agree new arrangements with your line manager. We anticipate that this will be possible in the majority of cases.

Reduced hours

Some colleagues will want to continue working during this period, but on reduced hours. Work with your manager to agree what hours you are available to work and whether you would like to agree a temporary reduction to your working hours. Where a formal change to the number of hours you are able to work is agreed, your pay will be adjusted accordingly for the relevant period. HR should be notified of any requests agreed via hr@nottingham.ac.uk.

Please also consider whether it may be helpful for you to use some of your annual leave allowance to maintain normal pay but enable a reduction in working hours.

Annual leave

All colleagues are able – and encouraged – to book and take annual leave during the COVID-19 lockdown. While working through balancing work and childcare please remember that you can use annual leave to help manage this while maintaining your normal pay.

Visas and immigration

Visa expirations

Current visas will be extended to Sunday 31 May 2020 if you:

  • are in the UK on a visa in any category which expires between Friday 24 January and Sunday 31 May 2020
  • cannot leave the UK before your visa expiry date due to travel restrictions or self-isolation

You must let the Home Office know that your visa has expired and they will issue you with an extension. Contact their dedicated COVID-19 immigration team at cih@homeoffice.gov.uk.

Your email should include:

  • your full name
  • nationality
  • date of birth (dd/mm/yyy)
  • previous visa application reference number
  • brief explanation of why you cannot return to your home country (for example, the border has closed or there are no flights)

Make sure to also include the same information for any family members who are with you in the UK. For full details, see the government website.

If you have any questions, contact the HR’s staff immigration team at staff-immigration@nottingham.ac.uk or on +44(0)115 951 5202.

Parking on campus

Car parking enforcement ceased from Friday 20 March 2020 until further notice.

This will enable critical staff who remain on campus to carry out their work without a permit. Restrictions will still apply to any vehicles which present an obstruction.

Some parking spaces are offered to staff working for Nottingham University Hospitals Trust, to enable them to carry out essential front-line services. Spaces are available in the Medical School car park, on University Park and on Jubilee Campus.

Parking permit refunds

There are currently no plans to issue refunds, cancel or extend permits for:

  • staff who are working from home
  • staff who have self-isolated
  • students who have returned home

This will be kept under review by the Transport Planning Group.

University of Nottingham

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Nottingham, NG7 2RD

telephone: +44 (0) 115 951 5151
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