Policies

This procedure acts as a guide for all staff to follow if you wish to purchase additional leave through salary sacrifice. It forms part of our Benefits Policy and is aimed to enhance the flexible working ethos which is fundamental to the principles of the great people and culture of the Union.

This policy sets out the rights of employees to statutory adoption leave and pay and provides detail regarding the Union’s enhanced pay for eligible employees.

This policy sets out clear expectations and a transparent process for the annual performance appraisal of all permanent staff within the organisation.

This policy sets out the key benefits available to all career staff at the Union. This includes staff on fixed term contracts but excludes student staff on casual contracts who are in receipt of a different benefits package which is more appropriate to your circumstances and requirements.

This policy sets out how the organisation deals with personal data relating to staff; the principles under which data will be processed by the organisation; and the expectation the organisation has on its staff in relation to their individual responsibilities regarding the processing of data.

As an organisation we strongly value diversity and are committed to creating a positive working and membership environment in which all members of staff and students are treated fairly, equally and with dignity and respect. This policy specifically covers bullying and harassment but should be read in conjunction with our Equality and Diversity Policy.

This policy sets out how we will deal with allegations of poor performance or misconduct.

The purpose of this policy is to assist in developing and encouraging a working and learning environment in which all forms of discrimination are known to be unacceptable.

The purpose of this policy is to set out the statutory requirements applicable to formal requests for flexible working and to ensure consistency and transparency in the handling of such requests across the organisation.

The purpose of this policy is to ensure that complaints, concerns, and problems to do with employment are dealt with fairly and consistently.

This procedure talks you through the systematic and objective method that is used within the organisation for determining the grade of permanent job roles within the organisation.

This policy covers everything to do with your holiday entitlement and explains what you must do to arrange time off for holidays. It also covers other types of leave (i.e. study leave, compassionate leave, time off for dependents and leave for assisted conception) and the arrangements in place for these.

This policy covers your rights in relation to statutory maternity leave and pay and provides details of our enhanced pay for eligible employees. It should be read in conjunction with the Shared Parental Leave Policy, which sets out information regarding the leave entitlements of parents and / or partners during maternity leave.

This policy covers your rights in relation to time off because your partner is having a baby, adopting a child, or having a baby through a surrogacy arrangement. It tells you about your rights to statutory paternity leave and pay and provides details of our enhanced pay for eligible employees. It should be read in conjunction with the Shared Parental Leave Policy, which sets out information regarding the leave entitlements of parents and / or partners during maternity leave.

This policy explains the arrangements around how permanent staff salaries are determined and the method of pay progression within the organisation. It also covers the principles of reward and how any performance awards are managed.

This document sets out the pay and grade scales for all permanent staff roles across the organisation.

This procedure acts as a guide for all line managers (including HR) to follow to ensure a fair and consistent on-boarding process for all new staff to the organisation, from identifying the vacancy through to induction and completion of any probationary review period.

All employees are covered by this policy. It sets out how we want to treat employees should we need to reduce the number of people we employ.

This policy sets out our provisions regarding relocation assistance, which may be given by the organisation to help with out-of-pocket expenses incurred when an employee relocates as a result of commencement of their employment with the organisation.

This policy sets out the entitlement for eligible mothers, fathers, partners and adopters to choose how to share time off work.

The policy covers everything you should need to know in respect of sickness absence and explains what you need to do if you are off work sick.

This policy covers everything you need to know when using social media in either a private or official function while employed by the Students’ Union.

The policy sets out how the organisation will formally engage with student staff representatives to ensure the student staff voice is heard effectively across the organisation.

This policy covers everything you need to know when working with third party clients to deliver advertising via the Students’ Union. This extends to all partnerships, promotions and sponsorship of goods, services, ideas, causes, opportunities, prizes and gifts that are included within a formal sales order agreement between the Union and a third party.

This policy details the requirements of the Union in employing students on Tier 4 visas, and the responsibilities of individual student staff members on a Tier 4 Visa.

This document sets out the procedure that staff should follow if they wish to cross-train to another team within Trading Services.

This document sets out the procedure that staff should follow if they wish to develop and progress in their roles and position themselves for available promotion opportunities.

This document sets out the methods for identifying training needs across the organisation, as well as the funding principles that will be applied. It also identifies the procedure staff should follow at various stages of the process.

This policy sets out the way in which you may raise a concern in relation to a reasonable belief that any of the following acts is being, has been or is likely to be committed: a criminal offence; a miscarriage of justice; an act creating risk to health and safety; an act causing damage to the environment; a breach of any other legal obligation; or concealment of any of the above.

RHSU is committed to being a responsible customer and building positive relationships with our suppliers. This policy covers our accounting policy for dealing with aged creditor balances.

This policy is concerned with acts, potential or real, of bribery, money laundering, fraud or dishonesty that could be detrimental (financial or otherwise) to the organisation.

Where we generate income via invoicing, it creates the potential for bad and doubtful debt. This policy covers the accounting policy for dealing with aged outstanding debt.

This policy sets out the process for a budget virement - a transfer of budget from one place to another - for when spend does not match the phasing of budgets at the point of budget setting.

This policy sets out the Union’s principles for a transparent and simplified approach to capitalisation and depreciation.

This policy sets out the responsibilities and procedure that all staff should follow in the handling of cash and cheques.

The purpose of this handbook is to provide a single reference document for all staff to be able to refer in order to understand how the Union manages its finances, who is responsible for what and what can and cannot be done within this framework.

This policy sets out the main financial risks to the organisation and the reserves we have committed to have in place to mitigate those risks.

This policy covers all aspects of staff claiming expenses, student group expenses are covered separately.

It is the policy of the Students’ Union to maintain, as a priority, the Health and Safety of its members, employees, and visitors. As such all members of staff have a duty of care to your fellow employees and you must familiarise yourself with the organisation’s Health and Safety Policy within the first two days of starting work with us.

As a member of staff you must show a high degree of personal responsibility and do everything possible to prevent injury to yourself or others.

If you have any concerns relating to Health and Safety these must be reported to either your line manager or the Deputy Chief Executive in the first instance.

This document sets out the procedure that applies when an accident, incident or case of disease occurs to an employee of Royal Holloway Students’ Union and in the event of a ‘dangerous occurrence’ taking place.

This policy sets out the responsibility of Royal Holloway Students’ Union (RHSU) to meet the Construction (Design & Management) Regulations 2015 (CDM).

This policy sets out the responsibility of Royal Holloway Students’ Union (RHSU) to meet the requirements of the Control of Substances Hazardous to Health Regulations 2002 (COSHH) (as amended).

The Health and Safety (Display Screen Equipment) Regulations 1992 require that the potential for harm to staff as a result of undertaking work with display screen equipment is either prevented, or where that is not reasonably practicable, is adequately controlled. The policy sets out who is classed as a Display Screen user and the requirements in place.

This document identifies the Union’s management arrangements for driving activities, taking into account the requirements of current health and safety legislation and road traffic law. It also details the requirements in respect of vehicles owned by members of staff and used on Students’ Union business.

This policy and procedure enables comprehensive management action to be taken to control potential hazards and risks with regards to emergency procedures and ingress/egress of buildings in the event of an emergency.

The purpose of this policy is to help us comply with our legal obligations to staff and visitors under the Regulatory Reform – Fire Safety Order 2005 and sets out employer and employee responsibilities.

This document sets out our commitment to meeting requirements of the Health and Safety (First-Aid) Regulations 1982 (as amended) to provide adequate and appropriate equipment, facilities and personnel to ensure that employees receive immediate attention if they are injured or taken ill at work.

This policy sets out our commitment to comply with the terms of the Health and Safety at Work Act 1974 and subsequent regulations: to provide and maintain a safe and healthy environment and working conditions for staff and students, as well as visitors and contractors working on our premises or who may be affected by our activities.

This Policy and Procedure sets out the Union’s management arrangements for the use of lasers. It requires that the potential for harm to staff, students and other persons from work with laser equipment is either prevented, or where that is not reasonably practicable, is adequately controlled.

This Policy and Procedure reflects the Union’s commitment to meeting its legal duties with respect to lone and out of hours working. It identifies the duties of each Head of Department and Line Manager, as well as individual employees, and provides guidance to those charged on their behalf with taking action necessary to ensure compliance.

This document sets out the Union’s responsibilities in relation to Portable appliance testing (PAT) (the term used to describe the examination of electrical appliances and equipment to ensure they are safe to use).

The purpose of this Policy, together with training provided, is to enable comprehensive management action to be taken to control potential hazards and risks from manual handling at departmental levels.

The purpose of this policy is to set out comprehensive management controls to ensure adherence to the Control of Noise at Work Regulations 2005.

This document sets out our responsibilities in relation to PPE. PPE is defined as ‘all equipment (including clothing affording protection against the weather) which is intended to be worn or held by a person at work and which protects them against one or more risks to their health and safety’.

RHSU uses pressure systems in its operations and accepts that it has a duty of care to ensure the use of these is done in a manner that is safe and legal as defined under the Pressure Equipment Regulations 1999 (PER) and the Pressure Systems Safety Regulations 2000 (PSSR).

This document sets out RHSU's responsibilities in relation to the Provision and Use of Work Equipment Regulations 1998 (PUWER) and is intended to ensure tools and equipment are managed in compliance with the regulations.

This document sets out responsibilities in relation to managing risk and the procedure for completing a risk assessment form.

General risk assessment form to be used to assess risk across the organisation.

This policy sets out how we will safeguard and promote the welfare of children or to protect the safety and welfare of vulnerable groups.

This policy sets out employer and employee responsibilities in relation to mitigating risk from slips and trips.

This document sets out the responsibilites of employees, employer, and line managers, in providing a safe working environment that minimises workplace stressors.

This policy sets out employer and employee responsibilities in relation to mitigating risk from thermal discomfort.

The purpose of this policy, together with the training provided, is to enable comprehensive management action to be taken to control potential hazards and risks at departmental levels. The requirements of this Policy are based on the principle that staff shall not undertake tasks having the potential to cause harm, unless they have been risk assessed and control measures implemented.

This policy sets out the responsibility of all line managers and provides guidance to the process and action that should be taken to ensure compliance with the Work at Height Regulations 2005.

This policy sets out the responsibility of RHSU, employees, and line managers in relation to the Confined Spaces Regulations 1997.