The 'Transition and Learn' learning phase has now ended, and the College is moving into the third ‘Ambition’ phase where we will continue to review, improve and establish our future ambitions for working arrangements. The Work Location Framework sets out a proposed approach to determining work location for staff and will be reviewed in early 2023. 

This guidance supports the Work Location Framework. The overarching principles of the Framework are delivery of the College Mission, with commitment to maintaining a supportive and positive culture in line with our values which support a diverse and vibrant environment where our staff and students feel a sense of belonging and are encouraged to be active participants in the College community onsite. To achieve this, members of staff will normally be required to spend 60% of their time onsite.   

The majority of staff are contracted to work from one of the College locations. The Framework provides an opportunity for managers and staff to think creatively and practically about future ways of working in a sustained and beneficial way for both the College and the member of staff and will be reviewed in early 2023. 

Preparation

Delivery of the College Mission and operational needs, and the needs of stakeholders and service users, are central considerations when determining work location. Heads of Department/senior managers should consider their operational, research and teaching requirements, including the needs of stakeholders and service users (including academic and research activities).

They should then set parameters for specific roles or job families including core hours, cover for each day of the week when a role is user-facing and requires in-person cover, and anchor days which will inform and guide discussions with their staff and teams. 

Team meeting

HoDs/senior or local managers should arrange to meet with team members to discuss and consider how the team can deliver the service within the parameters set.

Meetings should be approached with an open mind, aiming to balance the member of staff’s wishes with the team’s needs and operational objectives, and consideration given as to how to manage and support the team during the review period.

During the team meeting the following may be explored (this list is not exhaustive):

  • Who are our users and how do they like to access our services?
  • Who do you support and how do they like to receive support?
  • Consider what cover is required, when and how this will be provided?
  • What working arrangements suit the team best and why? Are these compatible with a-c above?
  • Are there aspects of any of the roles that can be better delivered remotely?
  • Consider the wider impact on the team and the value of working together in a shared space
  • Offer individual meetings for staff that may wish to discuss their personal circumstances privately

Where members of staff have a formalised pre-existing remote or hybrid work location employment contract, this should be honoured.

If a team member has a disability, please refer to our guidance for disabled staff

Individual staff

 Members of staff may wish an individual informal meeting to discuss:

  • Are there any disabilities, adjustments, or individual circumstances about which your manager needs to be aware of?
  • Would you like to return to your previous work pattern or a new work pattern?
  • Discuss any other factors/concerns.

Human Resources will not be present at an informal meeting. A Joint Trade Union representative or a work colleague will also not be present.

If a member of staff refuses to comply with the required period of time to work onsite

Some members of staff might feel they do not want to return to campus at all or feel unable to attend a College location for the minimum percentage set by Provost’s Board and/or their department if it is greater.

Where there is difficulty in reaching an agreement, it is best to meet with the member of staff to discuss the situation.  Managers should listen to any concerns staff may have and take any necessary steps to address concerns raised. In reaching a decision, managers will also need to consider the operational requirements, the impact on other members of teams or associated teams and where appropriate discuss this with their Head of Department/nominee/faculty/leadership team.  

Managers should also seek advice and support from their HR Strategic Partner on the best approach to progress these conversations, as clear and regular communication, together with early intervention and feedback may address any concerns. Managers can also access support and coaching in conducting difficult and challenging conversations from POD. It may also be appropriate to suggest a Facilitated Conversation. 

If staff member does not accept the work location proposal, eligible[1] staff may submit a statutory flexible working request. Whilst awaiting outcome of a flexible working request, the staff member will be expected to work in line with their contract of employment.

Questions

Managers who have questions about the Framework can contact the HR Policy team.

 

[1] staff will be eligible to request flexible working provided they have completed 26 weeks’ continuous service at the date the application is made and are only able to submit one formal application per year.