Absence & Sickness:
Absence must be reported to your line manager by telephone during the first hour of your normal working day. For further information please see links below or contact Sharon Thompson: x3584, e: email@example.com
Self Certification Form | Return to Work Interview | Staff Attendance Returns | Sickness Absence Information
The University has updated its Sickness Absence Policy and Procedure. The revised document incorporates legal requirements, ACAS guidance, best practice within the sector and University values. Should you have any queries regarding the document, please contact a member of the HR team.
Sickness Absence Policy and Procedure
Always report every incident, no matter how minor, and make sure an accident report form is filled in. Accident report forms are available from the link below. For further information, please contact the Specialist Services and Safety Manager, Graham Kearsley: x3577, e: firstname.lastname@example.org
Accident Report Form
Adoption leave gives eligible employees the right to take leave when a child is newly placed for adoption. For further information please see the link below.
Every Friday, Marketing & Communications issue an All-Staff Bulletin updating staff on news and events from around the University. if you wish to place an item in the bulletin please email: email@example.com
The University of Bolton holiday year runs from 1 September to 31 August.
All annual leave must be agreed locally between you and your line manager prior to leave being taken. Although it is a matter of local determination for line managers to define when employees in their area should avoid booking holidays, the University has identified specific periods where employees should avoid the booking of annual leave due to the possible need to redeploy staff to assist with frontline activities.
For further information please see the links below.
Annual Leave Entitlement | Annual Leave Expectations | Annual Leave: 40 Week Contracts |
Academic Leave Memo (2017/18)
Armed Forces Personnel & Support for Reservists:
This statement sets out how the University of Bolton supports its employees who are reservists in the British Armed Forces and also ex- British Armed Forces personnel. The reserve forces include the Army Reserve, Royal Naval Reserve, Royal Marine Reserve and Royal Auxiliary Air Force Reserves.
The University recognises the vital role that the armed forces play, the valuable contribution that reservists make to the national interest and the general community. It also values the transferable skills developed by employees who are reservists – skills that can be of benefit to the University.
The University will assist reservists as far as possible, for example, by taking into account unusual leave requirements or the need to amend working patterns.
Statement on the Employment of Armed Forces Personnel and Support for Reservists
Benefits Scheme for University of Bolton employees:
UoB Employee Benefits gives employees access to a great range of discounts on: travel bookings, high street vouchers, gift cards, cinema tickets, days out, leisure activities and day to day spending. There is something for everyone with thousands of ways to save through the scheme whether you like to shop in store or online.
To register visit: www.uobemployeebenefits.co.uk and click join now. You will need to enter your name and unique identifier which is your University email address e.g. firstname.lastname@example.org.
Further details are available from Sharon Thompson: t: 3584, e: email@example.com.
Your university Staff ID card gives you access to the University car parks. Car parking is on a first-come, first-served basis.
A cash machine is located within Cafe Athena, by the side of the Cash Office.
Catering requests should be sent to firstname.lastname@example.org with the relevant catering form attached, these are available from Facilities. A minimum of 24 hours notice must be given when requesting beverages, with a minimum of 48 hours when ordering food.
The Chaplaincy is a place where you will find a quiet room, a prayer room and a resource area, as well as chaplains and pastoral assistants from different traditions, faiths and world views. The Chaplaincy is located in the Chancellor's Mall. For further information contact Co-ordinating Chaplin Dr Gill Smart: x3415, e: email@example.com
The University offers employees the opportunity to participate in a salary sacrifice scheme and purchase childcare vouchers via Sodexo Childcarepass, giving employees' savings on their tax and national insurance contributions. For further information please see the link below or contact Sharon Thompson: x3584, e: firstname.lastname@example.org
For further information and to register for the scheme, please visit: https://uk.childcare-vouchers.sodexo.com/
A guide for parents is also available: How To Guide for Parents
The University closes during the week between Christmas and New Year. Professional staff are expected to save days from their annual leave entitlement to cover the shutdown period. Academic staff are given the Christmas/New Year closure as part of their entitlement.
Compassionate leave of up to 5 days - without loss of pay - is given on the death of an immediate family member - parent/guardian, brother/sister, child or spouse/partner/civil partner. Paid time off will also be granted to attend the funeral of other close relatives i.e. grandparents.
These guidelines have been developed to provide employees and students with information on the University of Bolton’s expectations regarding conflicts of interest and relationships, the associated dangers of and the reporting requirements. This document covers consensual relationships between employees and also between employees and students.
Guidelines on Consensual Relationships
The Cycle to Work Scheme is a government initiative that allows you to save money on a bike and/or accessories up to £1,000 and spread the cost. There are three types of package available that are outlined below:
- A 'Cyclescheme Package' includes a bike and accessory items.
- A 'Bike Package' if you only need a bike.
- An 'Accessory Package' for just accessories.
All of these options offer tax savings of at least 25% while enabling you to spread the cost (usually over a 12 month period) and are available from over 2,000 retailers nationwide.
For further information please see the link below or contact Sharon Thompson: x3584, e: email@example.com.
Employees cycling to work can also take advantage of University facilities to park their bike, shower and change. For further details, please see below:
Bicycle Parking | Changing Facilities
Disciplinary & Grievance:
The University has formal disciplinary and grievance procedures which have been agreed with the representative bodies. For further details please see the links below. Copies are also available from Human Resources.
Disciplinary Procedure | Disciplinary Procedure - Designated Senior Post Holder | Grievance Procedure
Academic staff are allowed 5 days (which are not part of the annual leave entitlement) discretionary leave. Members of Professional staff may be granted reasonable discretionary days, at their line manager's discretion, under exceptional circumstances.
Doctors / Dental appointments:
Staff are not expected to make appointments during working hours. If it is unavoidable, time off work with pay to attend is normally given at the line manager's discretion (time may have to be made up). Although appointments should be as early or as late during the working day as possible and notice should be given in advance to your line manager. If follow up treatment is required which can only be arranged during working hours, then time off with pay will normally be allowed.
In the event of the sounding of the alarm all persons should evacuate the building and seek out the nearest emergency meeting point. The alarm is always tested on a Monday morning at approximately 9.00am.
The University offers emergency childcare provision for staff who may be in need of an emergency nursery place, childminder or nanny. It is an additional service, provided by Sodexo Pass, the childcare voucher provider.
Emergency Childcare Information
The primary aims of the UoB Employee Forum is to ensure all employees across the institution feel that they have a voice on matters relating to their work at the University and that they understand the direction of the University through improved communication. The University will use the Forum to inform, communicate and consult on relevant matters.
This Forum will supplement but not replace other methods and channels of communication at the University. Matters that should be raised with line managers (such as individual grievances) will not be dealt within the Forum.
The Employee Forum will be a self-standing body and is not formally part of the University governance structure and, as such it shall have no decision making powers.
Employee Support Provision - amian Ltd:
The University recognises that all employees may need support or assistance at some point in their lives. amian can offer employees an independent, impartial and confidential range of services designed to provide them with information, support and advice in relation to work, health or home related difficulties. Amian has a 24/7 telephone help and advice line and have specialist counsellors and advisors who can provide employees with information and signposting.
amian can refer you to a counsellor for face to face counselling close to work or home or can arrange telephone counselling.
If you would like to access any of the specialist services provided by amian or have any questions, please call them on 01204 418 183 or 07872 423 088. Alternatively employees can email if they prefer on firstname.lastname@example.org. For further information about the services AMIAN have to offer employees, please visit their website: www.amianltd.co.uk.
This service is completely confidential and is available 24 hours a day, 365 days a year and is available to all employees of the University.
Further information on the services provided can be found via the link below:
amian Ltd - Employee Support Provision
Equal Opportunities Policy:
The University is committed to equality of opportunity, the pursuit of diversity amongst its employees and student population and a supportive environment for all members of our community. This policy sets out the commitment of the University, its Board of Governors, Vice Chancellor and senior management to promote equality of opportunity and work to eliminate any unlawful or unfair discrimination and harassment in the workplace or at study.
Equal Opportunities Policy
Equality and Diversity:
The University of Bolton is a highly diverse organisation and here at Bolton we are committed to equality of opportunity and to an inclusive approach to equality - which supports all groups of society.
Equality and Diversity Information Report | Equality and Diversity Homepage
External Examining at other HEI's:
If you have external examining duties (for taught undergraduate or postgraduate programmes) at any other higher education institution(s) then you have an obligation to provide the University with the required information by visiting: http://eedatacapture.bolton.ac.uk/Programmes. This will give the University an overview of such commitments and enable provision of relevant support at institutional level and within your academic department.
The University offers free eye-screening for all staff who use display-screen equipment in the workplace, through Specsavers Opticians. Vouchers are available from Human Resources.
Eyecare Voucher Scheme
The Fire Evacuation Procedure is available from our Specialist Services & Safety Manager, Graham Kearsley: x3577, e: email@example.com.
First Aiders / Defib Responders:
Should first aid be required, you should either contact the Security Emergency number: x666 or Main Reception: x0. A list of current first-aiders is available from the Specialist Services & Safety Manager, Graham Kearsley: x3577, e: firstname.lastname@example.org or in Human Resources.
Employees who have a minimum of 26 weeks’ continuous service with the University have the right to request flexible working and have their request considered by their Line Manager. The relevant forms can be found via the links below.
Guidelines | Application Form | Application Form (MS Word Version)
Healthcare Scheme (AXA PPP):
Available exclusively to University and college employees, this scheme offers you and your family Private Healthcare Insurance. The scheme offers access to the eligible treatment when you need it and it is simple to join. Further details can be found below:-
AXA PPP Healthcare Information | AXA PPP Healthcare Benefits Summary
Every year, we send some of the information we hold about you to the Higher Education Statistics Agency (HESA). Your HESA Staff Record does not contain your name or contact details, but may contain your Open Researcher and Contributor ID (ORCID.org) number if you have one. If you leave your current employment and move to another higher education provider we may pass your HESA Staff ID number to your new employer to enable research into employment in the higher education sector.
All uses of HESA information must comply with the Data Protection Act 1998 (DPA): www.legislation.gov.uk/ukpga/1998/29/contents. From 25 May 2018, the DPA will be replaced by the EU General Data Protection Regulation (GDPR): eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679&from=EN. All uses of HESA information will comply with the GDPR from that date onwards.
Further details can be found here: https://www.hesa.ac.uk/about/regulation/data-protection/notices
Staff will receive time off work with pay to attend. If an employee receives treatment that necessitates further time off work, this will then be treated as sickness absence. Notice should be given in advance to your line manager.
Incrementation on Salary Scales:
Staff increment up the pay spine of a grade (where applicable) in August, until the maximum of the grade is reached. Staff must have been in post at 1 February in order to benefit from the increment in August of the same year, otherwise they will have to wait until the following August.
All new staff will undertake an induction process. The initial induction will take place at 9.00am on your first day of employment with the HR Administrators, Simon Booth: x3503, e: email@example.com and Kerry Prescott: x3574, e: firstname.lastname@example.org.
The University recognises that there may be exceptional occasions when employees choose to participate in industrial action. It has a formal policy for industrial action and a form for employees to use to declare their participation in any strike/action short of a strike. The policy provides relevant information in relation to how the University will respond to any form of industrial action and what is expected of employees.
Industrial Action Policy | Industrial Action Notification Form (Word) | Industrial Action Notification Form (PDF)
Investors in People (IiP):
Investors in People Assessment Report (January 2014)
Investors in People Development Visit Summary (Mid-Term Review October 2015)
New IiP Standard V6.
For further information on IIP please visit https://www.investorsinpeople.com/
The IST Service Desk provides ICT support for University staff (home or abroad), researchers, students and external customers. To ensure technical support for any meetings and/or interviews etc, please contact the IST Service Desk: Internal: x3444, External: t:01204 903444, e: email@example.com.
For further details with regards to pay, please contact the payroll section within the Finance Department on x3188.
If you are a member of staff and require a key for your office, please ask your manager to contact Facilities Helpdesk. For access to meeting rooms, interview rooms etc, please contact the caretakers on: Deane: x3123, Eagle: x3529.
The Library aims to provide an academic information resource supporting the teaching, learning and research needs of the user community, in such a way as to achieve the highest professional standards in a cost effective and user-friendly manner. The Library issues your staff ID card, which gives you access to Library Services and car park barriers (where appropriate).
Full details and guidance regarding maternity leave are available from Human Resources. For further information, please see the links below.
Maternity Leave Guidance | Maternity Leave - Guide for Managers | Pregnancy Risk Assessment
Staff are not expected to make doctor/dental appointments during working hours. If appointments can only be made during work time, then time off with pay will normally be allowed, though appointments should be as early or as late during the working day as possible.
Other Leave Entitlement
Frequently Asked Questions
A secure web-based application which allows employees of the University of Bolton to access, review and update personal information that is held within the University’s HR & Payroll system (iTrent). Using myHR you will be able to update details such as a change in address, as well as view and print your payslips. Further information and guidance is available via the link below.
Overtime/Time in Lieu:
Overtime is not payable to staff on AC1/Grade 6 or above. For staff graded 5 or below, hours in excess of 36.25 is paid at time-and-a-half (or double-time on a Sunday). Time in Lieu may be agreed as an alternative to payment for overtime hours worked. All overtime/time in lieu needs to be agreed locally with your line manager.
Academic Staff Monthly Claim for Additional Payments | Professional Staff Monthly Claim for Additional Payments
Parental Leave offers qualifying parents the right to take time off work to look after a children, or make arrangements for their welfare. It is available to help parents spend more time with their children to give a better balance between work and family commitments. For further information, please see the link below.
Parental Leave Guidance
Fathers are entitled to two-weeks off work after the birth of a child. The first week is paid on the basis of the employees weekly salary, the second week is paid on the basis of Statutory Paternity Pay. If you are having the full two-weeks' off, they must be continuous. For further information, please see the link below.
Paternity Leave Guidance | SC3 Form
There is an annual pay award (cost of living) review each August.
The University has a Performance Review policy an processes that applies to Academic and Professional Support Employees. For further information, please follow the link below or contact Human Resources.
Employees are automatically enrolled into a pension scheme (the scheme depends on your current role and previous provider). Full details for new starters are included in the appointment pack and are also available for all staff from Human Resources. For further details please see the links below or contact the Pensions Officer, Martin Evans: x3575, e: firstname.lastname@example.org for further details.
Pensions & Retirement | Teachers Pension Scheme | Local Government Scheme | USS Scheme
Performance Improvement Plan:
The University has a Performance Improvement Plan which has been agreed by the representative bodies. A copy of the plan is available from Human Resources.
Performance Improvement Plan
PhD/Professional Doctorate Policy:
Academic employees at the University of Bolton are expected to hold a PhD/Professional Doctorate. The policy below sets out the requirements and support available in cases where an employee has not completed his/her PhD/Professional Doctorate.
PhD/Professional Doctorate Policy
Print & Post Facilities:
The Print & Post Service is located to the side of the Services and Administration Centre. All post should be in the post room by 2.00pm. Any large scale mail shots should be there earlier. Please contact the Print & Post Service for further advice: x3528.
Photocopying and printing is available from any machine in the University. Accessed by a staff ID card.
All appointments are subject to satisfactorily completing a probationary period. The length of the probationary period is dependant on your grade and status (e.g. academic posts are normally 12 months, professional posts are normally 6 months). The University has the right to extend a probationary period, if deemed appropriate. For further information please see the link below or contact the HR Administrator, Simon Booth: x3574, e: email@example.com.
Probationary Review Form
Framework for dealing with the redundancy and redeployment of staff.
Refreshments are available at the Eagle Bistro, Cafe Athena and Deane Deli. There is a licensed bar within the Student Union (food is also available). A shop selling stationery, basic food and drink and other essentials is located by the side of Cafe Athena. There are also a number of vending machines located throughout the University.
The University aims to recruit the most talented individuals in key posts in order to support Bolton's strategic agenda of being a platinum, teaching intensive and research informed HEI. This policy is intended to support this aim by providing assistance to senior employees who have to relocate to take up a position.
Occasional room bookings can be made via CELCAT on the following link: http://celcatlive.bolton.ac.uk/# if you need to cancel a room booking, please email: booking-HD@bolton.ac.uk with the relevant information - name, Service/Faculty, date/time and room.
For access to meeting rooms, interview rooms etc, please contact the caretakers on: Deane: x3123, Eagle: x3529.
The vast majority of international working trips are safe. However, they can be made safer by observing a few simple precautions that are laid out in the information below. In the unlikely event you do have health problems, are injured or the victim of a crime whilst you are abroad, you need to know what to do to alleviate and minimise the effects.
Prior to first travelleing abroad for work, all employees are required to attend a Safe Travel Induction.
Safe Travel Induction Slides | Safe International Working - Guidance
Forms and other documents for your trip:
Intent to Travel Form | Oveseas Travel Risk Assessment Form | University of Bolton Travel Cover Summary | Health & Safety - Section 17 - Managing the H&S Risks of Working Overseas
Salaries are paid on the 18th of the month for professional staff (if the 18th falls on a weekend, payment will be made on the Friday); Academic staff are paid on the fourth Wednesday of the month (this is normally brought forward in December for payment before Christmas). For further information see the links below. For specific queries relating to payroll matters/tax, please contact payroll.
Salary Scales | Payroll Deadlines | Bank Nomination Form | Variable Hours Tutor - Claim for Fees (F9) | Temporary Supply - Monthly Payment Form | Academic Staff Monthly Claim for Additional Payments | Professional Staff Monthly Claim for Additional Payments HMRC Form
Season Ticket Loan - Northern:
The University of Bolton has teamed up with Northern to offer employees the opportunity to purchase an annual season ticket for rail travel.
The University will purchase the ticket on your behalf and you then pay the money back through monthly deductions from you salary.
Terms and Conditions | Apply
An around-the-clock security service is in operation at the University. Whilst security is provided on a sub-contracted basis, responsibility for the service is managed by the Facilities Service. The Security Control Room (based in the Services & Administration Centre) can be contacted on: x3700. For emergencies, please telephone: x666.
Smoking on-campus is allowed, provided it is outdoors and away from doors and windows. Smoking is prohibited in all public buildings and around their entrances and open windows.
This policy applies to all staff, including sessional staff, student staff, casual and temporary staff, and is intended to cover all social media activities which directly or indirectly identifies or discusses the University and/or its staff and students. This policy applies to all professional and personal social media communications made at any time, whether privately or publicly and from anywhere including off campus on personal devices or on campus using University devices and/or network.
Social Media Policy
Paid leave is available when undertaking public duties e.g. Jury Service. For further details, see the link below or contact Human Resources.
Other Leave Entitlement
Sport & Recreation:
Staff, students and the wider community are welcomed and encouraged to use the Bolton Sport & Recreation Service. Full details regarding activities, opening times etc are available from the Sports Services. Details of new classes etc are also posted in the all-staff weekly bulletin.
Sports Service Information & Contacts | Latest Sports Classes
Sport & Spinal Injury Clinic:
The Sports and Spinal Injury Clinic at the University of Bolton is a physiotherapy and sports rehabilitation clinic that is open to everyone. For further information, please see the link below:
Sports & Spinal Injury Clinic
It is important that an initial PDP is drawn up at the commencement of an appointment, which is intended to focus on the support and training that will be provided during the probationary period and the anticipated level of development into the role that is expected will be achieved by the end of that period. A PDP should be drawn up on an annual basis for all staff, to include further development and training and what will be expected for the following year.
Professional Development Planning | University Required Training | PDP Guidance | PDP Review Form | PDP Self Evaluation | PDP Policy | Workload Allocation Framework | Study Leave Entitlement | Staff Development Application Form
Staff ID Card:
You should be issued with your University Staff ID card during your induction on your first day with the University. The staff ID card will give you access to all library services and access to the University car parks (where appropriate). if you lose your staff ID card, please visit the Library help-desk to be re-issued with a card (there is generally a fee for this).
Staffing Committee and Requests:
It is expected that going forward Schools and Services will determine their workforce requirements through effective workforce planning (to include any changes to the number of posts, grades, FTE) on an annual basis as part of the University Local Planning process.
However, the University recognises that it will need an efficient process to consider ad-hoc requests to respond to resignations or changes in business needs that were not foreseen as part of the Local Plan.
The Staffing Committee will consider such ad-hoc requests. The Committee will oversee the intelligent shaping of the University and ensure that the workforce in our Schools and Services is of the right size, has the right skills, is structured effectively, is affordable, is organised and resources are fully and appropriately utilised.
Guidelines for Heads of School/Service| Staffing Request Form | Calendar of Dates
This policy is intended to act as a framework to ensure that the relationship between colleagues and the University of Bolton operates effectively for the benefit of all. It is intended to give a basic understanding of work related stress, how to tackle it and our respective responsibilities.
The policy also aims to make clear the actions required when faced with evidence of work related stress.
Stress Management Policy
Student Liaison Officers:
The University has dedicated Student Liaison Officers. As an academic member of staff, you may want to make contact with one of the team to find out how they can help you and your students - members of professional support staff may also find them useful/helpful for giving advice to students. Details will be available from the individual Academic Group Office and/or Student Services and Library.
Paid study leave is available when undertaking staff development courses, if authorised by your line manager. For further details please contact your HR Business Partner.
Talent Succession Planning Process
The UoB Talent & Succession Planning Process supplements and is a natural progression to our Performance Review process. It has been developed and implemented as a simple yet structured and fair process to enable the identification and development of future managers as well as individuals to fill other business critical positions.
For more details please see the links below or contact your HR Business Partner
Talent Succession Planning Guide
Your Faculty/Service should arrange to set-up your telephone extension priort to your start date. Getting to grips with the internal telephone system, as well as IST, should for part of your local induction.
Time off in Lieu:
Payable in excess of 36.25 hours at 1.5 hours for every hour worked extra. All time in lieu must be approved in advance with your line manager. The taking of accrued time in lieu must also be approved in advance with your line manager.
Toilets are located throughout the University for staff, students and visitors. Your nearest toilets will be shown to you during your local induction.
Everyday medical expenses seem to be forever on the increase. With Healthcare Cash Plans contributions ar made via payroll to help you with a whole range of everyday medical expenses. For further details see the links below or contact Human Resources for an application form.
UK Healthcare Cost/Premium | Benefits | Futher Information
UK Visa's and Immigration (UKVI) - Employing Staff who Require a Certificate of Sponsorship:
As an employer the University of Bolton has a legal responsibility to prevent illegal migrants working in the UK. The University is an A-Rated sponsor licence holder under the Points Based System (PBS) with the UKVI, and must comply with strict Home Office requirements in order to retain this licence to sponsor international talent. For detailed guidance on employing staff who require a Certificate of Sponsorship please see the link below:
Guidance on Employing Staff who reqire a Certifcate of Sponsorship
In unexpected circumstances where staff have exhausted their annual leave entitlement, staff are entitled to request unpaid leave. It is at the line manager's discretion whether to recommend that approval for unpaid leave is granted by Human Resources. Please note that this may have an impact on your Pension. For further information please contact the Pensions Officer Martin Evans on x3575.
Request for unpaid leave application form
In order to gain access to the computer network, you need to have a user ID and password. This should be set-up on your first day as part of your induction. it can take a day or so for the account to be fully up and running. If you forget your user ID/password, please contact the IST helpdesk: x3444.
All new vacancies are available to all staff via a vacancies bulletin which is sent out (as appropriate) by Human Resources. For further information, please see the links below:
Request to Fill a Vacancy Vacancies | FAQ | Policy | Application Form | Equal Opportunities Form | Guidance Notes | Interview Expenses | Interview Information | Accommodation | Visitors Guide
Visitor Car Parking:
To request a visitors car parking space, please email firstname.lastname@example.org to request a car parking permit.
The University of Bolton is committed to the well being of its employees. The University's occupational health policy promotes and maintains the physical, mental and social wellbeing of all staff. A number of health and wellbeing initiatives are in place. for further details, please see the links below:
Sports Service Information & Contacts | Sports & Spinal Injuries Clinic | UK Healthcare | Flexible Working | Eyecare Voucher Scheme | Employee Assistant Helpline/Information | Childcare Voucher Information | Cyclescheme Information
Wireless Access for All:
Staff and students can have free wireless access network access on campus - and around town! Anyone with a wireless capable laptop or Personal Digital Assistant (PDA) can register by picking up a voucher from the library.
Working from Home:
Working from Home guidelines and Health & Safety checklist
Guidelines | H&S Checklist
Workload Allocation Planning Framework | Workload Allocation Planning Guidance