What will be covered

1. Essential HR information on contracts and training from both the ECR and PI perspective Session Covering; ECR’s, concordat, contractual entitlements, appraisals, training and development, management roles and responsibly, management training, support services, flexible working and benefits

2. What will be covered • ECRS • Contractual entitlements • Appraisals • Training and Development available • Management Roles and Responsibilities • Support services • Flexible working • University Benefits

3. What is the definition of an Early career researcher (ECR)? • RCUK in its FAQs on Roberts distinguishes between early 'stage' and early 'career' in the following way: • "Generally, early stage researchers are those within 5 years of starting a PhD, early career researchers those within 10 years of starting a PhD. Researchers in posts funded through research grants are referred to as research staff and Principle Investigators (on research grants) as academic staff." http://www.rcuk.ac.uk/cmsweb/downloads/rcuk/researchcareers/faqs.pdf • The AHRC define an ECR, with respect to award eligibility, as "within eight years of the award of your PhD or equivalent professional training or within six years of your first academic appointment". This last point about appointments relates to applications for an ECR grant - but it is not 'lecturing' that defines an ECR, rather research does. So an ECR must be employed primarily to do research and, according to the ESRC, be "in the early stages of your research career". • There is some flexibility around what it means, in terms of timescale, between disciplines - so it will be someone who falls within a range of 6 to 8 years of completing a PhD, or within 10 years of a starting one. • Other defining characteristics: An ECR will be attempting to build a research career, and are quite likely to be in a temporary role and on a fixed term contract.

4. Concordat • The Concordat consists of: • A set of principles for the future support and management of research careers, and under each principle, an explanation of how it may best be embedded into institutional practice • A clear statement of the signatories collective expectations for the support and management of researchers • A selection emphasising the responsibility to researches to take control of their career and to further it through informed decisions

5. Concordat within Health Sciences • Dan Bader and Cheryl Metcalf are the faculty leads • Project group reviewing the importance of recruitment and selection methods for researchers and retaining talent within the Faculty and University • Review of current practices within the Faculty and how these can be improved • Achieving excellence in research

6. Fixed term Faculty Forum • The Fixed Term Faculty Forum is for both teaching and research FTC staff. We hold a meeting (one at highfield and one at SGH) every 2 months. The forums are designed to provide a regular meeting point for FTC staff and a 'safe' place for staff to discuss issues that they have encountered in the Faculty. If members of the forum, or their line manager would like any further information, they are to contact Cheryl Metcalf, who is concordat representative (deputising for Dan Bader, concordat champion). • Guest speakers to each meeting. • Issues raised by members at these meetings are cascaded back (anonymously) to the relevant groups such as Athena Swan, Concordat, Faculty Research Executive.

7. Concordat • Concordat to Support the Career Development of Researchers • Vitae is a national organisation championing the personal, professional and career development of doctoral researchers and research staff in higher education institutions and research institutes. The Vitae booklets for researchers offer practical information to support your  professional, personal and career development. Information and resources for professional development for researchers can be found at the below site: https://www.vitae.ac.uk/researchers-professional-development

8. Contractual Entitlements • Annual Leave • Increments • Probation • Leave Polices including Maternity, Adoption, Parental • Flexible working • Training and Development • Appraisals

9. Appraisals • New appraisal system has been implemented in line with the Reward Project • Appraisal training from Sept 14-May 15 then ongoing • E-learning for all Sept 14-May 15 • Appraiser half day Sept 14-Feb 15 • Appraisee road shows • Online guidance on appraisal system and appraisal process • Same online system for managing appraisals and probation

10. Training and Development • Equality and Diversity • Online training • We are pleased to offer an interactive e-learning resource to all members of staff. There are two modules available: Equality and Diversity Essentials and Managing Diversity. • Both modules are accessed through our Blackboard course. Once you have enrolled, you will be notified by email that you can access the course. You are free to log on as often as you like, and the courses can be completed in chunks - each section takes no more than 25 minutes. • Equality and Diversity Essentials covers the basic training which all staff are expected to know: current legislation and our policies; awareness of minority groups and the issues they face; stereotyping, prejudice and unconscious bias; and promoting an inclusive workplace culture. • Managing Diversity provides further training relevant to anyone with managerial responsibilities. The module includes details on: the business case for diversity; examples of managing staff with inclusively; recruiting a diverse team; and supporting flexibility.

11. Training and Development • Online Pocketbooks: • Learning and development online management pocketbooks help you get up to speed on a subject in a remarkably short space of time. • Covering a wide range of management skills and competencies, these commended online books condense large amounts of information into bite-sized chunks, using keywords, mnemonics, diagrams and cartoons to make the message both interesting and memorable. Further information can be found at: https://sharepoint.soton.ac.uk/sites/hr/Online/default.aspx • Further information on training and development opportunities: • The University’s Professional Development Unit (PDU) run a range of workshops and courses suitable for: • - Academic staff • - New staff • - Research Staff • - Technical Staff • - Leaders and Managers • - Professional services and technical staff • Additional learning and development resources are available online in the form of pocketbooks, videos and our “good practice” toolkit. For further guidance we recommend you visit the PDU website http://www.southampton.ac.uk/pdu/

12. Training and Development • Lynda.com - Software and business skills instruction videos • Lynda.com gives you unlimited access to thousands of online courses covering IT software and business skills. And you can use your University username and password to login. Further information can be found at: http://www.southampton.ac.uk/isolutions/services/lynda/ • Staff development briefing sheets • These are a series of briefing sheets written by a staff developer with information about various areas of development such as coaching and mentoring, building and leading teams, dealing with difficult conversations, and others. Further information can be found at: http://www.southampton.ac.uk/pdu/resources_links/

13. Management Role and Responsibilities • Inducting new staff into the organisation • Completing Appraisals • Performance management • Developing employees • Managing Leave

14. Management Training • Management Training • The University’s Professional Development Unit run a range of workshops and courses suitable for both new and experienced managers. They can also advise on bespoke training or other sources of assistance to development your management capabilities. Additional resources are available online in the form of pocketbooks, videos and our “good practice” online toolkit. For further guidance we recommend you consult the “Management” section of our Services A-Z or visit http://www.southampton.ac.uk/pdu/ • 100 days toolkit for new managers: • This toolkit has been designed to help you navigate your way through your first 100 days in your new role as a manager. This period in any new role is crucial and the actions you take can determine your future success. Further information can be found at: http://www.southampton.ac.uk/pdu/resources_links/ • Management development learning resources (Scott Bradbury) • The University has licenced several management development learning resources from ScottBradbury in the areas of performance, feedback, coaching and implementing change. To view all resources, go to http://video.scottbradbury.co.uk/soton/

15. Support Services • Occupational Health • The University is committed to providing our staff with an environment that promotes health and well-being and ensures safe working. Our occupational health service benefits both you and the University by promoting a holistic approach to health and reducing absence and potential issues with performance due to sickness. The service is provided in collaboration with the University Hospital Southampton NHS Foundation Trust. • You can access our occupational health support service either through your line manager or by self-referral. • EAP • You can access a confidential Employee Assistance Programme through Legal & General by calling 0800 316 9337, 24 hours a day, 365 days per week. An experienced counsellor is available to speak to or you can access web based information on health, personal and work related matters by logging onto www.legalandgeneral.com/eap. To log on please provide user name: worklife and the password is: solutions.

16. Support Services (2) • Counselling • You can also contact the University Counselling Service and Occupational Health Service which can be accessed via self-referral. • Mediation • The University’s Mediation service is an option to consider where a dispute occurs and is difficult for you to resolve alone. The mediation process involves those in the dispute working with an impartial mediator to find a solution together. • Mediation is voluntary, confidential and only takes place where all parties involved in the dispute agree to it. It offers you early assistance before a problem escalates into a major issue. We therefore encourage you to explore mediation as an option before taking any more formal action.

17. University Benefits • Working at the University offers you many benefits. The core ones include annual leave, maternity leave, paternity leave, adoption leave and sickness benefits. • Others available include: • On-campus arts and culture facilities • Car parking, • Childcare vouchers • Cycle to work scheme, a dental scheme • Eye tests for display screen users • Healthcare scheme • On-site nursery at Highfield Campus • Pensions • Sport & wellbeing membership • Range of staff discounts and offers. • You can access a number of these benefits through the University's salary sacrifice scheme.

18. What is Flexible Working? • a type of working arrangement which gives some degree of flexibility on how long, where and when employees work. The flexibility can be in terms of working time, working location or the pattern of working. • Chartered Institute of Personnel and Development (CIPD) Website. www.cipd.co.uk • Examples of flexible working practices include; • Part-time working; • Job-sharing; • Term-time working; • Career breaks; • Change in working patterns; • Days worked, times worked. • Working from home.

19. Maternity • Statutory Pay • Eligibility – 26 weeks service; • SMP payable for 39 week period; • 6 weeks at 90% of average weekly earnings; • 33 weeks at the standard SMP rate (currently £138.18) or 90% of average weekly earnings, which is lower. • University Contractual Pay • Eligibility criteria – 52 weeks continuous service; • Full salary for 26 weeks (including SMP)

20. Maternity • KIT days / contact (10 days) • Annual Leave accrual • Incremental progression • Fixed-term contracts • SMP payments • Redundancy and Redeployment • Return criteria relating to contractual pay • Can claim in retrospect should contact extension occur • Return to Work • Flexible working request • Must return for 52 weeks following maternity leave to retain any University maternity pay.

21. Paternity • Ordinary Paternity Leave and Pay (OPLP) • Maximum of 2 weeks full pay • Eligibility criteria (26 weeks service) • Consecutive weeks • Taken within 56 days of childbirth • Additional Paternity Leave • Allows between 2-26 weeks leave (after week 20 of the child’s birth) within first year • Eligibility criteria (26 weeks service)

22. Additional University Leave Policies • Career Break • To care for preschool children, care for elderly etc. eligibility 5 years service, granted between 1-3 years. Effectively resignation although have right to prior consideration of suitable vacancies upon return. Max of 2 career breaks. Application process. • Casual Leave • For attending conferences, for appointment as external examiner, max of 4 weeks paid. Application process. • Compassionate and Domestic Leave (max of 4 paid days) • Domestic incidents; ill dependent, gives birth or injured; arrange care for dependent, dealing with the death of a dependent. • Compassionate; e.g. bereavement • Study Leave • Academic Staff – eligibility of 3 years service. Maximum of 1 semester (normally paid) in every 4 years of service. Not carried over. Application process. • Able to accept temporary appointments elsewhere, not to exceed 2 years. Unpaid, application process.

23. Further Information • Sussed- http://www.southampton.ac.uk/hr/ • About HR • Services A-Z • Form Store • Job Opportunities • For Managers • MyView - HR Self-service • Professional Development Unit (PDU) • PDU Good Practice (resources) • Pay Scales • For Staff • Temp Bank • Vice-Chancellor's Awards • The Concordat to support Researchers • RDGC: supporting Doctoral Researchers • Support for Research Staff • Induction

24. Faculty of Health Sciences HR Contacts • Liz Pike • Faculty HR Manager e.pike@soton.ac.uk Tel: Extension: 27831 Works Monday to Fri, Based in Building 67, Room 4061 • Carol Read • Faculty Recruitment Advisor c.read@soton.ac.uk Tel: Extension: 23649 Works Monday to Fri, Primarily based in Building 37, Highfield Campus • Emily Enright • Faculty HR Officer Joining the Health Sciences HR Team shortly. Primarily based in Building 37, Highfield Campus

25. Any Questions