4 October- Email to all PS staff about the process
28 October- Deadline for line manager to submit work mode
Early January- Confirmation of work mode
Confirming your Ways of Working
Confirming Ways of Working
We are now in a position where we can confirm the ways of workings for professional service colleagues across our campuses. This will be done through the process of better defining employees work location, we have outlined four ‘work modes’ and colleagues will fit into one of these modes. This will be reflected in a change to your contract. Details on these modes and the process for identifying your own mode with your line manager, is outlined below.
Below is the 5 step process all Professional Services staff will be asked to complete to formalise their working arrangements:
1. Conversation between manager and individual- Managers will discuss work mode with their direct reports and business requirement. It will be agreed which one of the four work modes the employees role most aligns to:
- On campus worker
- Hybrid worker (mixture of on campus and home working)
- Remote worker- UK*
- Remote worker- Overseas*
Definitions of work modes can be viewed here. Please note that the decision will be made based on the role and with business need in mind. This conversation can happen as part of regularly 1-2-1s or team meetings depending on what is appropriate for the line manager and employee.
2. Manager logs work mode in iTrent- Following this conversation, managers should log onto iTrent People Manager and update the work location for each member of their team. Please follow the guidance on how to do this in iTrent here. The deadline for managers to submit work modes in iTrent is Friday 28 October.
3. Divisional Director approval- HR will provide each divisional director with a report showing the work modes for all employees within their directorate. Directors will then give final sign-off on the work modes. Should a work mode not be approved by a director, the manager should be notified and a further conversation will take place with the team member.
4. Letter of amendment- Once approved by directors, HR will update employee records on iTrent, and issue an electronic contract amendment letter via iTrent employee self-service to all employees to confirm their new work mode. This letter is expected to be sent to colleagues in early December.
5. Confirmation of work mode- On receipt of the contract amendment, employees will be asked to e-sign and confirm their new work mode. This process will take place in iTrent (alternative arrangements will be made for employees unable to access the digital letters). Once confirmed by the employee, a copy of the signed letter will be saved on the employees HR file.
If at any time you have any questions about the process you can contact your HR advisor.
*please note that for remote workers a business case is also needed with approval from divisional director and HR.
Below are a series of key dates for the confirming ways of working:
|4 October||Email to all professional services staff|
|28 October||Deadline for managers to submit work mode on iTrent.|
|Early January||Letter confirming work mode to all PS employees.|
Will hybrid workers be issued with a new contract? Our current contracts are for on-campus working, so it is necessary for colleagues defined as hybrid workers to be issued with an amendment to their contract, which they will be asked to e-sign via iTrent. We will make alternative arrangements for those colleagues who prefer to receive this amendment in hard-copy.
What will be my primary campus location? Your primary campus location will remain unchanged and as a hybrid worker you will still be assigned to either Streatham, Penryn, RD&E Truro or St Luke’s.
At different times of the year, there may be different expectations for colleagues to be on campus- does the policy reflect this? Absolutely, for hybrid workers we have purposely not defined in the policy the time colleagues are expected to be on campus vs at home as business need should be at the heart of these decisions. We also realise that due to business need the time spent on campus might change throughout the year for example during freshers, graduation and clearing.
How will the changes to work mode affect recruitment? Our recruitment processes have already been updated to provide for managers to state whether roles are appropriate for hybrid and in some cases remote working. When issuing employment contracts we are now stating what work mode new employees will be.
If I am a hybrid worker, will my employment contract detail exactly how much time I should spend working at home and on-campus? The exact ratio of home to on-campus working will not detailed in your contract. Managers will agree locally with their colleagues and across teams how to coordinate on-campus working in line with business need and needs of our academic community throughout the year.
I have joint reporting lines - how will this decision be made? If you are line managed jointly by more than one member of staff (e.g. you are an embedded PS colleague embedded in a Faculty) the decision regarding work mode will be made with the agreement of both line managers.
Will line managers be expected to monitor colleagues time on campus and at home? Our hybrid working policy encourages a culture of trust focused on measuring productivity, by our results and outcomes, rather than our physical presence. There will however be an expectation from managers that hybrid workers spend a proportion of their working week on campus.
Can I claim expenses to travel to work if I am a hybrid worker? No. Hybrid workers cannot claim travel expenses to travel to their primary campus. HMRC regard this as home-to-work travel, which is the responsibility of employees. All other arrangements still apply as set out in the University’s expenses policy.
Does the University’s insurance cover me when I am working from home? Yes, the University’s public and employer’s liability insurance extends to home working. Please check the detailed guidance on our ways of working pages for advice and reassurance.
For Hybrid workers with DSE requirements will they get equipment at both home and in the office? We want to ensure that employees have adequate equipment in both work locations and are provided for. Please visit the Health and Safety DSE webpages for further guidance.
What IT equipment can I expect to be provided with? IT has created a recommended list of IT equipment for employees based on their defined work mode. Should an employee require additional IT equipment to perform their role effectively they should speak to their line manager.
Is there any support or guidance for managers on managing hybrid teams or having hybrid meetings? The learning and development team already have guidance on this area on their website.
I have reasonable adjustments in place as recommended by Occupational Health, will these be affected? No, your current arrangements still apply. Any further changes to reasonable adjustments should go through the usual occupational health referral process through your line manager.
Are my current flexible working arrangements affected? If you have an agreed flexible working arrangement in place (agreed under the right to request flexible working), this remain in place and will continue to be implemented alongside your agreed working pattern. Colleagues may wish to discuss this with their line manager as part of the implementation of the new ways of working.
There is a variety of support and guidance available to both employees and line managers through this process. Below is a list of what is available:
We have created a webpage dedicated to giving managers guidance to guide them through this process, which can be viewed here. We also want to remind line managers of the support and training delivered by the Learning and Development team, including courses such as how to handle difficult conversations and leading and handling hybrid teams.
The Learning and Development team have a wide range of training and support available for colleagues. You can read about the training available on the learning and development webpages.
Further help and advice
If at any point through the process employees or line managers need further guidance they can speak to a member of the HR team, details of which can be found here.