Academic and Administrative and Other Related Staff Annual Review Intrductin Heads f Cllege/Budget Centre (r nminated representative) have the pprtunity t cnsider and t make the fllwing recmmendatins fr Academic and Administrative and Other Related staff in the Annual Review: 1. T award an additinal increment belw the cntributin threshld 2. T award a cntributin increment 3. T award a ne-ff payment 4. T withhld an increment up t the cntributin threshld This guidance sets ut the prcess yu need t fllw fr each ptin. It als prvides: 5. A reminder regarding academic prmtins belw the level f Senir Lecturer 6. A reminder regarding re-grading prcedures fr academic related staff (There is a separate prcess and criteria fr prmtins t Senir Lecturer/Senir Research Fellw and cnferment f title f Prfessr r Reader at https://intranet.birmingham.ac.uk/hr/benefits/prgressin/academic-prmtins.aspx, and fr regrading f research staff belw SL/SRF at https://intranet.birmingham.ac.uk/hr/benefits/prgressin/grading/research6-7.aspx). Pay arrangements fr Academic and Administrative and Other Related Staff The salary fr all staff is fr ding the jb well. Salaries nrmally prgress by an increment each year [1] until the pint belw the cntributin threshld (thick black line) n grades 6 t 9 (https://intranet.birmingham.ac.uk/hr/benefits/pay/salary-scales.aspx) is reached. This prgressin depends partly n length f service in the grade and partly n the assessment f cntributin. The award f increments (cntributin pints) abve the threshld is dependent n exceptinal perfrmance, as defined by the University. Threshld f perfrmance t be met t receive an increment until the cntributin threshld is reached An increment, up t the cntributin threshld, will be awarded t each Academic and Administrative and Other Related member f staff [1] each year, unless the Head f Budget Centre demnstrates that a member f staff s perfrmance, with reference t their agreed duties, bjectives and criteria is nt sufficient t warrant the award f an increment. [1] Administrative and ther related staff nrmally receive such an increment frm 1 August and Academic staff nrmally receive such an increment frm 1 Octber. Where a member f administrative and ther related staff is appinted t start between 1 July and 31 July inclusive, the first increment is payable n 1 August f the fllwing calendar year, subject t the prvisins utlined abve. Where a member f academic staff is appinted t start between 1 September and 30 September inclusive, the first increment is payable n 1 Octber f the fllwing calendar year, subject t the prvisins utlined abve. Finalised 14.01.2015 Page 1 f 6
Withhlding an increment up t the cntributin threshld Academic staff and Administrative and Other Related Staff The Head f Cllege/Schl/Budget Centre may recmmend that an increment up t the cntributin threshld shuld be withheld, if s/he demnstrates that a member f Academic r Administrative and Other Related staff s perfrmance has nt been sufficient. There is a dcumented prcess fr withhlding an increment up t the cntributin threshld fr Administrative and Other Related staff, as utlined belw, but there is n such dcumented prcess fr Academic staff. If the Head f Schl/Unit thinks it may be apprpriate t prpse withhlding an increment fr an academic member f staff, they shuld seek advice frm the relevant Human Resurce Manager befre prceeding with such a prpsal. Withhlding an increment up t the cntributin threshld Administrative and Other Related Staff Fr Administrative and Other Related staff, the Incrementatin prcess fr Academic Related Staff shuld be fllwed: https://intranet.birmingham.ac.uk/hr/dcuments/public/incrementatinprcess.pdf. An extract frm this prcess is belw. A member f staff is granted an increment until the cntributin threshld is reached, if s/he demnstrates cmmitment in all f the areas listed belw, where they have the pprtunity t d s. (The list is illustrative, nt exhaustive). S/he has, n an nging basis, develped the necessary knwledge, skills and experience and has taken advantage f pprtunities t cntribute t the wrk f the University t the best f their abilities and at least t a level fully acceptable t the University. This has included: Active participatin in University activities, including, but nt limited t Staff Develpment Review; Wrking practively with clleagues t ensure the efficient and effective delivery f services t users within and utside the University; Ensuring that staff, budgets r services fr which they are respnsible are managed in the mst efficient and effective way pssible; Apprpriate levels f attendance, having due regard t cntractual arrangements and taking accunt f issues such as disability and ill health, where reasnable and apprpriate; Flexibility f apprach, in rder t ensure that targets are met; Acting as an ambassadr fr the University bth within and beynd their immediate wrk area. Please nte that the standard f perfrmance t receive an increment until the cntributin threshld is reached is deliberately higher fr administrative and ther related staff than the standard f perfrmance that supprt staff are required t meet t receive such a cmpetence increment until the cntributin threshld is reached n bands 100 t 500, i.e. acquire the knwledge, skills and experience necessary t d the jb well, and d the jb well. It is standard management practice in Budget Centres/Schls fr managers t hld regular meetings with each member f administrative & ther related staff in which prgress at wrk is reviewed and discussed. (These are regular 1:1 peratinal meetings, nt the annual Staff Develpment Reviews.) These peratinal meetings with yur staff prvide yu with the pprtunity, during the nrmal curse f management, t prvide feedback n their perfrmance. Finalised 14.01.2015 Page 2 f 6
Regular, timely feedback enables staff already perfrming well t imprve still further and enables thse nt meeting expectatins t reflect, be advised, encuraged and supprted and imprve. If perfrmance is at a level likely t result in an increment being withheld, the discussin needs t cver yur cncerns and set ut the imprvements needed clearly. It is ften helpful t draw up and discuss a perfrmance imprvement plan in thse circumstances. If yu are intending t recmmend withhlding an increment n the upcming 1 August, yu (r yur representative) will need t have had such discussins with the member f staff cncerned between 1 August and 31 July prir t this. An additinal increment belw the cntributin threshld and/r a cntributin increment Academic staff and Administrative and Other Related staff These ptins are available in circumstances where perfrmance is exceptinal fr the rle undertaken. There are tw pssible recmmendatins, depending n where the individual is n the scale: Additinal increment: Staff nrmally receive an increment each year [2] until the cntributin threshld is reached, based partly n length f service and partly n perfrmance, as defined by the University. (The threshld f perfrmance that an Administrative and Other Related member f staff is required t meet t receive an increment until the cntributin threshld is reached is utlined abve and in the incrementatin prcess fr such staff at: https://intranet.birmingham.ac.uk/hr/dcuments/public/incrementatin -prcess.pdf). Additinal increments shuld be used nly fr exceptinal perfrmance by Academic and Administrative and Other Related staff. [2] Effective date is 1 August fr Administrative and Other Related staff and 1 Octber fr Academic staff. Cntributin increment: Staff wh perfrm well will reach the cntributin threshld fr their grade in due curse. Once the cntributin threshld is reached, they receive n further increments unless an bjective case is made t award a cntributin increment. Again, cases can nly be made n the grunds f exceptinal perfrmance. The exceptinal perfrmance shuld nrmally have been delivered ver a perid f at least 6 mnths f the 12 mnth review perid because this indicates that the individual is likely t cntinue t d their jb t this standard n an nging basis and that it is, therefre, apprpriate t increase their base salary t reward this nging standard f perfrmance. This means that individuals with less than 6 mnths service/at wrk during the 12 mnth review perid shuld nt nrmally be prpsed fr an additinal increment and/r a cntributin increment. Yu will need t take int accunt the grade f the particular rle when making yur assessment, alng with the cntext in which the individual was perating during the assessment perid. Since nly a minrity f staff will d their jb t an exceptinal standard (nrmally ver at least 6 mnths), nly a minrity shuld receive an additinal increment belw the cntributin threshld and/r a cntributin increment. T make a case fr an additinal increment r a cntributin increment, yu shuld cmplete the frm prvided fr either administrative and ther related r academic staff, as apprpriate, specifying what sustained exceptinal cntributin the member f staff has made (t the budget Finalised 14.01.2015 Page 3 f 6
centre and/r the University) between 1 April and 31 March and is likely t cntinue t make, taking accunt f the cnstraints f the rle. Fr academic staff, yu shuld als describe n the frm hw the individual perfrms the rle exceptinally against at least ne f the areas belw. Research Teaching Administratin/management Fr administrative and ther related staff, yu shuld als describe n the frm hw the individual f staff perfrms the rle exceptinally against at least ne f the criteria belw, nting which f these criteria is relevant may depend n the rle. An exceptinal level f initiative, flexibility and cmmitment is used Exceptinal and significant interpersnal and cmmunicatin skills are used. Exceptinal and significant management, prblem-slving and rganisatinal skills are used. The maximum number f extra increments that can be awarded is nrmally tw, including, where applicable, any nrmal increment (dependant partly n length f service and partly n the assessment f cntributin) belw the cntributin threshld. Absence during the review perid (1 April t 31 March) A member f staff nrmally needs t have been at wrk fr at least 6 mnths f the 12 mnth review perid t be eligible t be cnsidered fr 1 r 2 extra increments. This is because fr staff t be prpsed fr 1 r 2 extra increments, the individual must be ding their jb t an exceptinal standard, and shuld nrmally have been perfrming at this exceptinal standard fr a perid f at least 6 mnths in the 12 mnth review perid. 6 mnths perfrming at an exceptinal standard indicates the individual is likely t cntinue t d their jb t this standard n an nging basis and that it is, therefre, apprpriate t increase their base salary t reward this nging level f perfrmance. A member f staff wh was at wrk fr less than 6 mnths f the review perid may be cnsidered fr a ne-ff payment fr a ne-ff task, if they meet the criteria fr recmmending such a payment ( ne-ff payments paragraph belw refers). Finalised 14.01.2015 Page 4 f 6
One-ff payments Academic staff and Administrative and Other Related staff One-ff payments are t reward a member f staff fr undertaking a ne-ff task that: is nt nrmally an bjective fr the rle is unlikely t be repeated, has been dne particularly well, and invlved a substantial amunt f time and effrt. This might, fr example, include cntributing significantly t a successful QAA. If the task has been cmpensated in any ther way (i.e. an hnrarium, r acting up allwance r an additinal and/r cntributin increment), n recmmendatin fr a ne-ff payment shuld be made. T make a case fr a ne-ff payment, yu shuld cmplete the frm prvided, stating clearly the reasns fr yur recmmendatin and the level f payment. Payments in multiples f 250 up t a maximum f nrmally n mre than 2500 may be awarded in any 12 mnth rlling perid. The value f the ne-ff payment recmmended shuld depend n the cntributin made and shuld nt be pr-rata simply because a member f staff is part-time. A ne-ff payment is nrmally paid int the individual s salary. Hwever, if the individual wuld prefer t have the payment made int a research (BDX) accunt then this might be pssible subject t the fllwing cnditins. The agreement f the Head f Cllege/Prfessinal Service (r nminee) and the Directr f Finance (r nminee) The Head f Cllege/Prfessinal Service (r nminee) infrming the individual in writing that: the allcatin f the mney t a research (BDX) accunt means the individual n lnger cntrls the funds and the use f these funds is subject t authrisatin by the Head f Cllege/Prfessinal Service (r nminee). the ne-ff payment paid int the research (BDX) accunt will be at the agreed value, nt increased by a percentage (e.g. natinal insurance at 13.8%) in rder t allw fr emplyer s n-csts that are nt incurred by the payment being made int a University accunt rather than int an individual s salary. A recmmendatin fr a ne-ff payment fr an academic r academic-related member f staff may be made at any time f the year. If a recmmendatin is made utside f the annual review rund by: A Cllege, it shuld be reviewed and mderated by the Cllege with a view t ensuring fairness and cnsistency acrss the Cllege and University. A Prfessinal Services Budget Centre, r fr a Cllege fr a Directr f Operatins, then it shuld be reviewed and mderated by the Registrar and Secretary, as apprpriate. One-ff payments awarded utside f the annual review rund are included by HR and Finance in expenditure infrmatin n additinal increments and/r ne-ff payments fr administrative and related staff. Since nly a minrity f staff will undertake a ne-ff task that meets the criteria utlined abve, nly a minrity f academic and administrative and ther related staff shuld be prpsed fr a ne-ff payment fr a ne-ff task. Finalised 14.01.2015 Page 5 f 6
Prpsal t re-grade an administrative and ther related pst Fr an administrative and ther related pst t be re-graded, fur requirements shuld be met: There shuld be a requirement fr the Schl/Cllege t have the rle at the higher grade The Schl shuld have the funding in place t meet the cst f the rle at the higher grade The rle-hlder shuld have the capacity t perate at the higher grade The rle shuld be evaluated as being at the higher grade If a Head f Schl/Budget Centre (r representative) is prpsing t re-grade an administrative and ther related pst during the annual review, s/he shuld submit a cmpleted jb descriptin and ratinale, in the standard frmat (available at https://intranet.birmingham.ac.uk/hr/benefits/prgressin/grading/regrading.aspx) t the relevant Head f Cllege with a nte utlining: The requirement fr the Schl/Cllege t have the rle at the higher grade The Schl s budgetary prvisin fr the prpsed re-grading The capacity f the rle-hlder t perate at the higher grade If the Head f Cllege decides it is apprpriate t prceed with cnsidering the recmmended regrade, subject t the rle being evaluated at that grade, s/he will submit the jb descriptin t the HR Business Partner fr the Cllege/Prfessinal Services, as apprpriate. Human Resurces will review the rle against the jb family framewrks and undertake a full evaluatin t advise the Head f Cllege f the apprpriate grade. Budgetary prvisin fr additinal increments belw cntributin threshld, cntributin increments and/r ne-ff payments Academic staff and Administrative and Other Related staff As nrmal, yu will have made budgetary prvisin fr increments and/r ne-ff payments granted t academic and administrative and ther related staff and will cnfirm in writing (n the relevant attached pr-frma prpsing the increment(s) and/r ne-ff payment) that yu can meet the increased csts within budget. If it is necessary t secure the written agreement f external funding bdies yu will need t d this in advance. Diversity review The University is bliged under emplyment legislatin t avid discriminating against staff n the basis f varius equality factrs including gender, race and disability. Each Head f Schl (Operatins Manager)/Head f Budget Centre/Head f Cllege (r Directr f Operatins) shuld undertake a diversity review f the perfrmance-based pay rewards (additinal increment belw the cntributin threshld, cntributin increment, ne-ff payment) befre submitting the recmmendatins by the deadlines specified in the timetable belw. Frms and spreadsheet t cmplete Attached t this guidance is a cpy f the frms fr Heads f Budget Centre t use t recmmend a member f Academic r Administrative and Other Related staff fr an additinal increment belw the cntributin threshld r a cntributin increment abve the cntributin threshld, and/r a ne-ff payment. Spreadsheets will be sent ut in March. The current salary scales are available at: https://intranet.birmingham.ac.uk/hr/benefits/pay/salaryscales.aspx Finalised 14.01.2015 Page 6 f 6