The International Colleges of Islamic Science (ICIS) believes its lecturers and employees are its greatest asset and recognises its responsibility to ensure they are afforded appropriate development throughout their employment. This development begins at the Induction stage when a new employee joins.
Our aim is to support and develop employees in their role so that they feel confident to undertake the responsibilities placed upon them and ultimately are able to contribute to the success of the organisation.
Induction will be spread over your first few months in post, and is generally planned on a first day, first week and first month basis. The content and duration of the induction programme will be dependent on the scope and complexity of your job, and your line manager will outline this in detail to you on your first day with us. Copies of your induction checklist and evaluation sheets will be made available to you by your manager on your first day with us.
Statement of Employment Terms and Conditions
As an employee of The ICIS you will have received a document setting out specific terms and conditions of service as they relate to your post (if you have not received this, you will do so within 8 weeks of your commencement date). This includes details of:
- the names of the employer and the employee;
- the date when the employment (and the period of continuous employment) began;
- remuneration and the intervals at which it is to be paid;
- hours of work;
- entitlement to sick leave, including any entitlement to sick pay;
- pensions and pension schemes;
- the entitlement of employer and employee to notice of termination;
- job title (or a brief job description);
- where it is not permanent, the period for which the employment is expected to continue or, if it is for a fixed term, the date when it is to end.
- either the place of work or, if required to work in more than one location, an indication of this and of the employer’s address; and
- details of the existence of any relevant collective agreements which directly affect the terms and conditions of your employment
- details of employment if expected to work out of the UK
Further detailed policies and procedures which may not be mentioned as part of this document, but which still form part of your conditions of employment with us can be accessed through your line manager. This handbook also summarises the main terms of your employment.
The International Colleges of Islamic Science reserves the right to change its terms & conditions and employment policies from time to time. You will be notified at the earliest opportunity of these changes by way of general notice to all employees affected by the change. Where a contractual change in your terms and conditions of employment results in a change to your written statement of particulars of employment, we will give you a written statement of the change at the earliest opportunity.
ICIS Relocation Policy
Assistance with relocation expenses will be granted if we are satisfied that your relocation is required in order for you to undertake the duties of the post for which you have been employed. Eligibility and any sums paid are purely at the discretion of the Administrator, and this is not a contractual right.
You will be required to sign a written undertaking to repay all or some of the expenses reimbursed if you leave within 24 months of receipt of these expenses.
All new staff are subject to a probationary period of 6 months. An initial informal review will take place after 3 months with your line manager, with a formal review after6 months.
Your appointment will be confirmed on satisfactory completion of the 6 month period.
During this probationary period you will be given appropriate support and development opportunity to help you reach the required standards.
Extension of the probationary period may be granted to enable the required standards to be achieved, but failure to do so could result in termination of your employment.
Your Attendance at Work
The ICIS values good attendance at work and is committed to improving the general wellbeing of its employees to achieve this. Although we aim to secure regular attendance, we do not expect employees to attend when they are unwell.
Notification of Absence
Your line manager should be notified as early as possible if absence from work is anticipated for hospitalisation and other medical treatment.
If you are unable to attend work due to sickness or injury, your line manager must be notified by telephone before your normal start time or as soon thereafter as possible on the first day of absence, if possible indicating a date of return. Notification should be made by you personally unless impossible due to the nature of the illness where you should arrange for someone else to call on your behalf. During prolonged periods of absence, your manager should be kept informed of progress and an expected date of return.
Any employee who has been absent due to sickness and is found not to have been genuinely ill will be subject to disciplinary action, which could include dismissal.
Payment of Occupational Sick Pay will be made on a sliding scale depending on length of service and sickness period. For more details please see the Handbook section on Pay and Benefits.
From your first day of absence you will be required to complete a self-certification form available through your line manager on your return; if greater than 7 days you will require a statement of Fitness for Work from your G.P.
Hours of Work
Your normal hours and working pattern will be specified in your Statement of Terms and Conditions of Employment.
The full-time contracted hours for all posts within the organisation are 40 hours per week excluding daily meal breaks. A daily unpaid lunch break of a minimum of 30 minutes must be taken if you work more than six hours daily.
The ICIS reserves the right to vary your hours and pattern of working, following consultation and agreement with you.
Persistent poor timekeeping means that colleagues are put under pressure to cover your duties. This is not acceptable and will therefore be treated as a potential disciplinary offence under our disciplinary procedures.
The ICIS has a policy of trying to assist staff to balance their work and home life, and is therefore willing to consider requests from staff to vary their working hours or work pattern. Such requests will be considered taking into account the impact on the organisation, work colleagues and any other relevant factors. Should you wish to discuss this you should speak to your line manager.
Staff with children under the age of six, or under eighteen if the child receives Disability Living Allowance have a statutory right to request flexible working and the organisation has a duty to seriously consider this request.
Criminal Records Checks
Certain employees of the International Colleges of Islamic Science may be required to undergo a criminal records office check.
Standards of Performance and Behaviour
The ICIS does not seek to inhibit individual choice in relation to your appearance. However, you are expected to dress appropriately at all times in relation to your role, and to ensure that your personal hygiene and grooming are properly attended to prior to presenting yourself at work.
If you have any queries about what is appropriate, these should be directed to your line manager.
You will be issued with an identity badge / appropriate PIN code allowing access to your workplace. This remains the property of The ICIS. Loss of your badge / PIN code (or accidental disclosure to someone) must be reported immediately to your line manager.
You must not bring any unauthorised person on to The property without prior agreement from your line manager, unless you are authorised to do so as part of your job.
In these circumstances you are responsible for ensuring that your visitors are appropriately monitored during their stay, and that they do not access areas or College property inappropriately.
You must not remove the ICIS property from the organisation’s premises unless prior authority from your line manager has been given.
Any personal property such as jewellery, cash, credit cards, clothes, cars, motorbikes or bicycles etc. left on The International Colleges of Islamic Science premises is done so entirely at your own risk. You are strongly advised not to leave any valuables unattended, either on our premises, in our vehicles or in your own vehicle.
The ICIS does not accept liability for loss or damage to any personal property whatsoever.
Telephones & Correspondence
College telephone / mobile phone or postal facilities must not be used for private purposes without prior permission from your line manager. If, for any reason, personal use is made of these items then arrangements must be made to pay the cost price of all services used.
Abuse of these facilities will be considered a potential disciplinary matter.
Smoking and Other Substances at Work
Legislation now exist which makes it illegal to smoke in enclosed public spaces. Smoking is therefore strictly prohibited on all the ICIS premises (including entrances and exits) and vehicles.
Outside areas have been identified for those who wish to smoke during their break-time. Should you wish to avail yourself of these facilities, please speak to your line manager
Bringing alcohol or any unlawful drugs to the workplace, and / or imbibing them there is strictly prohibited both during work time or during a period prior to work where the effects carry over to the workplace. Any such instances will be dealt with under the disciplinary procedure and may lead to your summary dismissal.
Computer, email and Internet use
If you have access to the College’s computers including email and access to the internet as part of your job, you must not abuse this by using these facilities for purposes unrelated to the ICIS.
Limited personal use of the internet is permitted during your formal breaks. All internet use is monitored and accessing pornographic or other unsuitable material, including auction or certain social networking sites is strictly prohibited and would be considered a serious disciplinary offence which may result in dismissal.
Only software packages properly authorised and installed by the College may be used on College equipment, you must therefore not load any unauthorised software onto the ICIS computers.
If you have a College email address, this is provided for responsible use on College business and should not be used in any other way whatsoever.
All staff must make themselves familiar with the College’s Internet & Email Policy available from your line manager.
Data Protection and Access to Information
The ICIS computers will comply with all statutory requirements of the Date Protection Act by registering all personal data held on its computer and/or related electronic equipment and by taking all reasonable steps to ensure the accuracy and confidentiality of such information.
The Data Protection Act protects individuals’ rights concerning information about them held on computer. Anyone processing personal data must comply with the eight principles of good practice. Data must be:
- fairly and lawfully processed
- processed for limited purposes
- adequate, relevant and not excessive
- not kept longer than necessary
- processed in accordance with the data subject’s rights
- not transferred to countries without adequate protection
Employees can request access to the information held on them by the College. All requests by employees to gain access to their personnel records should be made in writing. There is no charge for this service.
Changes in Personal Information for Employment Purposes
It is important that our records are correct, as inaccurate or out of date information may affect your salary or cause difficulties in situations where contact is required for emergencies. You must notify your Line Manager immediately of all changes in the following personal information:
- Home address
- Telephone number
- Examinations passed/qualifications gained
- Emergency contact
- Criminal charge, caution or conviction
- Conflict, or potential conflict of interest
Personal data on employees is held in accordance with the provisions of the College ’s Data Protection Policy which will be made available for inspection by you if required.
Dignity at Work Procedure
Policy on Preventing and Resolving Incidents of Harassment & Bullying
The International Colleges of Islamic Science is committed to working towards creating a climate in which all employees are treated fairly with dignity and respect.
We will aim to:
Ensure the dignity at work of all our employees
Respect and value difference
Make full use of all the talents of all our workforce
Prevent acts of discrimination, exclusion, unfair treatment, and other negative or demeaning behaviours
Demonstrate our commitment to equality of opportunity for all
Be open and constructive in our communications
Handle conflict quickly and decisively
Be fair and just in everything we do
Educate our workforce in the development of positive behaviours whilst working to eliminate negative behaviours
Definitions of Harassment and Bullying
The International Colleges of Islamic Science offers the following definitions:
Harassment, in general terms, is unwanted conduct affecting the dignity of men and women in the workplace. It may be related to age, sex, race, disability, religion, nationality or any personal characteristic of the individual, and may be persistent or an isolated incident. The key is that the actions or comments are viewed as demeaning and unacceptable to the recipient.
Bullying may be characterised as offensive, intimidating, malicious or insulting behaviour, an abuse or misuse of power through means intended to undermine, humiliate, denigrate or injure the recipient.
Bullying or harassment may be by an individual against an individual, or involve groups of people. It may be obvious or insidious. Whatever form it takes, it is unwarranted and unwelcome to the individual.
In deciding if harassment or bullying has occurred the key is not the intention of the perpetrator, but whether the behaviour is unacceptable by reasonable normal standards and is unwelcome to the person or people subjected to it or witnessing it.
Examples of Behaviours which could constitute
Harassment or Bullying
Harassment and bullying can range from extremes such as physical violence to less obvious forms such as excluding someone. It can occur in a variety of ways – with or without witnesses, be persistent behaviour over a period of time, or a one-off act. These behaviours may include the following, although this will depend on the perspective of the recipient.
This list is provided for illustrative purposes only and is not intended to be exhaustive:
• physical contact which is unwanted
• unwelcome remarks about a person’s age, name, dress, appearance, race or marital status
• offensive language or gestures
• posters, graffiti, inappropriate jokes, gossip
• isolation, non-cooperation or exclusion of individual/s
• pressure to participate in political/religious groups
• “cyber bullying” eg SMS messages or comments / images on external websites
• shouting at / humiliating staff
• setting unreasonable deadlines
• persistent unmerited criticism
• personal insults.
Positive Behaviours – Responsibilities of staff and managers
All staff are responsible for ensuring that their own behaviour is appropriate, and they comply with this policy.
Below are examples of positive behaviours which can be adopted, that can help prevent harassment and bullying, such as:
- be aware of this policy and comply with it.
• set a positive example by treating others with respect
• take care that jokes, banter, sarcasm are not potentially hurtful to others
• be mindful of body language – what an individual finds acceptable in terms of personal space, for example
• do not make personal comments, and take care not to make casual remarks which could be insensitive to issues individuals may be facing in private
• do not accept behaviour that may be offensive when directed against you or others, and take positive action to ensure that it is challenged and/or reported
• try to find the right balance between appearing uninterested and appearing intrusive
• don’t act on assumptions which may make others feel excluded
• be supportive of colleagues who may be subject to bullying and/or harassment.
All managers have a responsibility to implement this policy and to bring it to the attention of staff in their work area, in order to establish and maintain a work environment free of harassment.
- communicate with people privately, in a professional manner, as soon as a problem occurs.
• explain the reason for deadlines and timescales for work, and discuss them, ensuring that all involved are aware of the requirements for the work to be completed
• set a positive example by treating others with respect and setting standards of acceptable behaviour; also, promote a working environment where harassment is unacceptable and not tolerated.
• treat any complaint seriously and deal with it promptly and confidentially, giving all those involved full support as appropriate during the entire process
• tackle, and where possible, resolve incidents of harassment
• consider the diverse needs of individuals when planning events / meetings
• consult Human Resources for advice and support
Guidance for employees who feel they are being
harassed or bullied
If you feel that you are being subjected to harassment or bullying, do not feel that it is your fault or that you have to tolerate it. The College’s primary concern is that you should receive appropriate support, assistance, and confidential advice. There are various ways you can deal with harassment and bullying, ranging from simply asking the person to stop, to taking up a formal complaint.
Whilst you have the opportunity to make a formal complaint at any stage, wherever it is possible and appropriate to do so, efforts will be made to deal with complaints of harassment or bullying informally.
Informal actions you can take yourself
- Act promptly; do not wait until working conditions become intolerable
• Keep a diary of all incidents – relevant dates and times, locations, what was said, etc. Keep copies of any correspondence that may be relevant, for example reports, letters, memos, notes of any meetings that relate to you.
• In many instances it is possible for the complaint to be resolved quickly by explaining directly to the harasser the effect their behaviour is having and that you want it to stop.
• In some cases, the person against whom you have a complaint may be unaware that his or her behaviour is inappropriate or unacceptable, or it may happen that his or her words or actions have been misinterpreted. In such cases, the misunderstanding needs to be cleared up speedily
• You should always make it clear that if it continues you will make a formal complaint.
• If the behaviour of a person is aggressive it may be necessary to walk away making it clear you do not wish to be spoken to in that way.
If you do not feel able to raise your concerns with the person directly, you could write to them stating that you feel harassed, state where and when this occurred and how you wish to be treated. Always keep a copy.
If an individual believes they are being bullied or harassed, it may be helpful for them to contact the Staff Counselling service. Counselling provision is on an entirely confidential basis and is available to all members of staff.
If the steps you have taken, above, have not resolved the matter, you may wish to consider mediation as a means of finding common ground. This forms part of the informal stage of the ICIS Grievance Procedure and can be arranged by contacting Human Resources.
Mediation seeks to:
- resolve conflict
• treat people fairly
• create realistic, workable agreements
• change behaviour that is creating difficulty
and will provide opportunities to:
• speak and listen
• exchange feelings and ideas
If the informal steps have not been successful, or are not appropriate, you have recourse to the ICIS Grievance Procedure, which allows for such allegations to be dealt with in a formal, structured manner whilst ensuring sensitivity to the issues being resolved.
It may be appropriate, where possible, to take account of the nature of the issues involved in the complaint being made when determining who should hear the grievance – for example in cases of sexual harassment, racial harassment, age, disability or sexuality.
If, as a result of the investigation, it is identified that there is a case to answer, the ICIS disciplinary procedure will be invoked where appropriate. The disciplinary procedure may also apply in cases where the complaint of harassment or bullying, or the complainant’s behaviour, is deemed to be malicious or mischievous.
Protection from Victimisation
Any incident of alleged victimisation arising from a complaint having been made by an employee or group in accordance with this policy will potentially be treated as a disciplinary issue. Victimisation is when a person is treated less favourably because they have complained about bullying or harassment or supported someone else who has raised a complaint about bullying or harassment.
Pay, Benefits & Pensions
Your salary will be paid monthly in arrears by check to you.
If any queries arise with regard to pay, or if it looks as if a mistake has been made, speak to your line manager immediately so that they can take appropriate action. Unless agreed otherwise, any pay errors, whether of over or underpayment, will be rectified in the next salary payment.
Appropriate deductions will be made from pay including income tax and National Insurance contributions (NICs), which are subject to each employee’s earning level, family status and the number of hours worked.
Overtime is defined as all hours worked in excess of your full time contracted hours, which has the prior explicit approval of your manager.
Overtime is payable to posts which have been specifically designated as qualifying for overtime payment
If there are any changes in your personal circumstances which will affect your tax status, you should notify the Inland Revenue, who will automatically inform the College of any changes to your tax code. Addresses of local offices and enquiry centres can be found here:
Sickness Pay Provision
Most employees have a right to statutory sick pay as long as they earn more than the lower earnings level, and are not over state retirement age which is currently 65.
There is a limit of 28 weeks in any one period of sickness or linked periods. (Periods of sickness are said to be linked if the second period starts within eight weeks of the end of the first period.)
The ICIS reserves the right to refuse to pay sick pay if it has reasonable cause to think that an employee is not genuinely sick, if it has cause to believe that an employee is abusing the sick pay scheme, if an employee has failed to comply with the notification requirements, or has not supplied the appropriate certification. If the sick pay scheme has been abused, disciplinary action may follow.
Payments of sick pay may be terminated, suspended or reduced if an employee fails to notify the College of relevant facts, or if their absence or continued absence is due to their taking an unwarranted risk (in or out of work), conducting themselves in a way that prejudices their recovery, abusing alcohol or drugs or other substances, or recklessly endangering the health and safety at work of themselves and others.
Employees of the International Colleges of Islamic Science whether part-time or full-time are entitled to a minimum four weeks’ paid annual leave. A week’s leave allows you to be away from work for a week – that is the same amount of time as your working week.
If you do a five-day week, you are entitled to 28 days leave per year, if you do a four-day week the entitlement is 22.4 days leave etc. Your manager will let you know your annual leave entitlement for the current leave year.
Holidays must be agreed with your manager as early as possible. The ICIS will where possible try to accommodate individual preferences for holiday dates but the needs of the business may have to take precedence, particularly where short or inadequate notice is given.
- The holiday year runs from 1st January to 31st December.
- Leave for employees joining after the start of the leave year accrues at the rate of one twelfth of the annual entitlement for each complete calendar month of service
- Leave for employees who terminate their employment during the leave year is calculated on the same basis. If, however, the annual leave entitlement has been exceeded, a deduction calculated on the same basis will be deducted from the final salary payment.
- Holiday pay in lieu of accrued leave will be paid only on termination of employment and will normally be subject to a maximum of 10 working days.
The ICIS also recognises the 8 statutory Bank Holidays in addition to basic annual leave entitlement. However, some of these holidays have been replaced with Islamic calendar holidays to accommodate needs of the majority of our teachers and staff. Please refer to the Administrator for details.
Maternity Leave and Pay Policy
Pregnant employees will be entitled to take 26 weeks’ Ordinary Maternity Leave and 26 weeks Additional Maternity Leave, irrespective of their length of service or the number of hours worked each week.
You may not return to work during the two weeks immediately following the birth of your child.
You are free to chose when you would like your maternity leave to start, however, the earliest you can chose to start your maternity leave is during the 11th week before the expected week of your child’s birth.
In certain circumstances, your maternity leave may start automatically earlier than the date you chose as the start date for your maternity leave. This applies where you are absent from work wholly or partly because of pregnancy at any time during the four weeks before the expected week of childbirth or if you give birth early.
If you have at least 26 weeks’ service by the end of the 15th week before your child is expected to be born, you may be entitled to Statutory Maternity Pay (SMP), provided your average weekly earnings are at or above the Lower Earnings Limit for National Insurance.
SMP is payable for 39 weeks. For the first six weeks, SMP will be paid at 90% of your average weekly earnings. For the remaining 33 weeks, SMP will be paid at the standard rate which is prescribed by regulations and is adjusted from time to time. The College will inform you of the applicable rate. If your average weekly earnings fall below the standard rate, SMP will be paid at 90% of your average weekly earnings throughout.
SMP will be paid subject to deductions for tax and National Insurance contributions in the normal way.
In order to be eligible for maternity leave and SMP, you are required to notify your Line Manager in writing by or during the 15th week before the expected week of your child’s birth. You must inform your Line Manager of the following:
- you are pregnant
- the week in which your child is due
- the date you intended to start your maternity leave
- the date from which you will be claiming SMP
You should enclose a MAT B1 certificate with your written notification signed by your registered doctor or registered midwife to confirm the expected week of childbirth.
Within 28 days of receiving your notice, the College will notify you in writing of the date when your maternity leave will end.
You may change the date you start your maternity leave providing you give at least 28 days’ notice in writing of either the new start date or the original start date (whichever is earliest).
Within 28 days of receiving your notice, the College shall notify you in writing of the date when your maternity leave will end.
Prior to your departure on maternity leave, your line manager will meet with you to discuss your rights and entitlements during maternity leave, the possibility of flexible working on your return to work and the level of contact you would like with the College during your maternity leave. You should feel free to raise at this meeting any queries or concerns you have.
Your line manager may also offer you up to 10 days work during your maternity leave. It is up to you if you wish to work these days. The rate of pay for the work will be agreed in advance with you. Your right to maternity leave and SMP will not be affected.
During Ordinary Maternity Leave, you will continue to receive your contractual benefits and your normal terms and conditions will continue to apply, except for those terms relating to wages and salary. You will continue to accrue holiday [but holiday must be taken in the year it is earned].
During Additional Maternity Leave, the rights and obligations under your contract of employment are reduced, but you must still give notice in accordance with your contract of employment if you want to leave. In addition, you will continue to be bound by your obligations of confidentially and loyalty. Only statutory holiday will accrue.
If any pregnant employees, or employees who have recently become mothers or who are breastfeeding are employed in positions which have been identified as posing a risk to their health and safety or that of their baby they will be notified immediately and arrangements will be made to eliminate the risks.
If you have concerns about your own health and safety at any time you should consult your Line Manager immediately.
You do not have to notify the College separately of your return date. It will be assumed that you will come back to work on the date the College has notified you is the end of your maternity leave period. However, if you wish to return to work before the end of your full maternity leave entitlement, you should give your line manager at least 8 weeks notice in writing of your intended return date.
If you return to work immediately after a period of Ordinary Maternity Leave you will return to work in the same job you left before you started your maternity leave.
If you return to work from a period of Additional Maternity Leave, you will return to the same job you were employed to do. If this is not reasonably practicable, you will be offered a similar job on equally favourable terms and conditions.
If you decide not to return to work after maternity leave, you should confirm this in writing and give the notice required by your contract of employment.
On your return from maternity leave, your line manager will arrange a meeting with you to discuss any changes which have taken place during your absence. This will be an opportunity to discuss any issues relating to breastfeeding. You should also feel free to raise at this meeting any queries or concerns you have.
Statutory Paternity Leave is a maximum of two weeks’ leave, following the birth of a child, taken in order to support the mother or care for the new child. It can be taken as a single week or two consecutive weeks. It cannot be taken as odd days or as two separate weeks.
Statutory Paternity Leave must be taken within 56 days of the birth. If the baby is born earlier than expected, it must be taken within 56 days from the date the baby was due.
To qualify you must have worked for the College for at least 26 weeks by the end of the 15th week before the expected birth week.
Statutory Paternity Pay is paid at a fixed rate per week (determined in legislation) or 90% of average earnings if that is less. It is paid less tax and National Insurance contributions in the normal way.
During Statutory Paternity Leave, you are entitled to all of your normal contractual terms and conditions as if you were not absent, apart from basic wages and salary. You have the right to return to exactly the same job, on the same terms and conditions after Statutory Paternity Leave.
An employee who has or expects to have responsibility for a child is entitled to take Parental Leave to care for that child. This includes the child’s registered father or anyone else who has or expects to have formal parental responsibility for the child. To be eligible to take Parental Leave, an employee must have been employed by the College for at least one year. Both parents can take Parental Leave for each child they have who was born after 15th December 1999.
Parental Leave consists of 13 weeks’ unpaid leave or 18 weeks’ unpaid leave if the child is disabled. It can be taken at any time up to the child’s fifth birthday or up to the child’s 18th birthday if the child is disabled. Up to four weeks’ Parental Leave can be taken in respect of each child, each year, in blocks of one week or more. Employees cannot take the leave in blocks of less than one week, unless the child is disabled. You must give your line manager at least 21 days notice of your intention to take Parental Leave.
Health and Safety
The International Colleges of Islamic Science recognises and accepts its responsibility as an employer to maintain, so far as is reasonably practicable, the safety and health of its employees, and of other persons who may affected by its’ activities.
It is your duty as an employee not to put at risk either yourself or others by your acts or omissions. You should also ensure that you are familiar with the ICIS health and safety arrangements. Should you feel concern over any health and safety aspects of your work, this should be brought to the attention of your line manager immediately.
Procedure in the event of an accident
An Accident Book is available from your line manager and it is the responsibility of each individual employee to report and record any accident involving personal injury. Any accident or near miss occurrence (i.e. no one was injured but the incident had the potential to injure or kill) at work should be reported immediately to your line manager.
All employees who are absent from work following an accident must complete a self-certification form, which clearly states the nature and cause of the injury.
For any employee who suffers an injury at work which results in them being away from work, or unable to do their normal work, for three days or more (including weekends, rest days or holidays) it is important that your manager is informed as the Health and Safety Executive also need to be informed by the College.
Form 2508 (available from www.riddor.gov.uk/f2508.dot) should be completed in conjunction with your line manager. Employees are not expected to complete these forms themselves.
The College believes that best practice is to ensure staff have access to a trained First Aider or Appointed Person (someone who can take charge in the event of an accident).
Details of these trained staff will be displayed on your local notice board or from your line manager and you should familiarise yourself with names and contact details.
Employees should follow these steps to help prevent fires:
- Before you use any electrical appliances carry out a quick check to make sure that the cables, plugs etc are not damaged.
- Do not use any electrical equipment that shows signs of damage, even if you think it is only minor. Report any faults you find to your line manager and find an alternative appliance.
- Ensure that you place your rubbish in the proper waste bins. Do not overfill the bins, and ensure that your waste bin is accessible to the cleaners at the end of each day.
Action to take when the fire alarm goes off:
- Immediately stop what you are doing and walk (do not run) to the nearest available safe fire exit. If your nearest exit/route is obstructed, choose another route. Make sure that you are aware of the fire exits and routes in your area.
- Direction signs should indicate the route to your fire exit. These comprise a white arrow on a green background sometimes accompanied by the words ‘FIRE EXIT’ and also a pictogram of a running man. The arrows indicate the direction of the nearest fire exit.
- Do not use a lift to leave the building – always use designated stairs.
- Make your way to the appropriate assembly point.
- Do not leave the designated assembly point, or attempt to re-enter the building, until you have been instructed to do so by the Fire Warden.
Action to take if you discover a fire:
- RAISE THE ALARM!
This can be achieved by breaking the glass on the call points or by shouting the instruction “Fire – call the fire brigade”.
- Raise the alarm even if your building is fitted with an automatic fire alarm system, which has not yet activated – you must not wait for it to do so of its own accord. The alarm must be raised for every occurrence of a fire, no matter how small it appears to be. This will ensure that people in the building have adequate notice to evacuate should it begin to spread quickly. In addition, modern furnishings may allow the fire to develop unnoticed, so time is of the essence if everyone is to get out safely.
- Call the fire brigade at the earliest available, and safe, opportunity and do not attempt to tackle the fire unless you have been appropriately trained and can safely do so e.g. a small fire in a waste paper basket.
Unless you have been trained you could be putting yourself or somebody else at risk.
Generally, you should try to avoid working alone whenever this is possible. However, if you have to work alone, then you need to develop an awareness of the risks and how to minimise them.
Prior to making an appointment with someone you do not know, obtain as much information as possible about the person you are meeting and arrange to meet the person in the ICIS premises. Always ring back the telephone number you have been given to confirm that it is legitimate.
If a mobile number is given you should always ask for an alternative fixed line number.
If visiting, let your colleagues know where you are going, with whom and what time you are expecting to return. If you think that you are going to run over your original timescales, let your colleagues know.
If you are at all concerned that you are being placed in a dangerous situation through your employment, you must discuss this with your line manager.
Leaving The International Colleges of Islamic Science
Unless your employment is terminated by agreement, or specified otherwise in your principal statement of terms and conditions, you or the ICIS are required to give a period of notice in writing as follows:
- one week’s notice after one month’s employment
- two weeks after two years
- three weeks after three years and so on up to 12 weeks maximum after 12 years or more.
If your employment is not terminated before you reach retirement age, your contract of employment will come to an end without the need for notice to be given by either party, and your employment will terminate automatically when you reach that age.
These periods of notice will apply if you are dismissed on grounds of inefficiency or if your dismissal is the result of disciplinary proceedings in circumstances where summary dismissal is not justified. Your employment may be terminated without notice where dismissal follows disciplinary proceedings.
In all cases the International Colleges of Islamic Science reserves the right to enforce your full notice period. Your full remaining annual leave entitlement should be taken during your notice period in agreement with your line manager.
Exceptionally, if this is not possible, your manager may agree to make a payment in lieu of this. If you leave any day other than the last working day of that month, that month will not count for annual leave purposes.
If you resign and are in possession of the ICIS property (including computer files), you should make your manager aware of these, and arrange how they will be handed back to the College . You remain bound by the confidentiality arrangements outlined in your contract of employment during this period.
In exceptional circumstances, if deemed appropriate and as an alternative to working your notice, the International Colleges of Islamic Science reserves the right either to transfer you to other suitable duties during your notice period or to require you to accept payment in lieu of any entitlement to notice.
Other Conditions on Leaving
On leaving, the International Colleges of Islamic Science will deduct from any money due to you such sums as you may owe to the College. These may include, but are not restricted to, any loans, relocation assistance, court orders and payment made for holidays taken in excess of entitlement.
If you leave without giving notice and without the College’s agreement, you are in breach of your contract and you may forfeit some or all of any salary due to you.
Before leaving, you must hand over to your manager all articles belonging to the ICIS , including your ID badge and any documents, equipment and computer software used at home. Documents and software include (but are not limited to) correspondence, diaries, address books, databases, files, reports, plans, records or any other medium for storing information. You should not retain any copies, drafts, reproductions, extracts or summaries of documents and software.
After you have left the ICIS , you must not:
- Solicit or seek to entice away any the ICIS staff
- Use or divulge to any person or organisation any confidential information relating to the business of The ICIS .
Should your employment be terminated following disciplinary action it is likely you will receive payment in lieu of notice. However, as there are numerous reasons as to why someone is dismissed, payment in lieu of notice will be reviewed on an individual basis taking into consideration the reasons behind the dismissal.
Should you be dismissed for reasons of gross misconduct, your employment will be terminated immediately without the benefit of notice or payment in lieu of notice.
It is The International Colleges of Islamic Science policy that all employees should retire on attaining the default retirement age of 65 years. Exceptionally an extension beyond that age may be offered at the discretion of the Administrator / Chief Executive and subject to medical clearance.
You should ensure that you inform your line manager at least 6 months before you are due to retire to ensure all appropriate arrangements are made.
Disciplinary and Grievance Procedures
The ICIS Disciplinary Procedure will be used only when necessary and as a last resort. Where possible, informal and/or formal counselling or other good management practice will be used to resolve matters prior to any disciplinary action being taken. The procedure is intended to be positive rather than punitive but takes cognisance of the fact that sanctions may have to be applied in some circumstances.
An employee can discuss any part of this policy with their Union Representative or their Line Manager. They can help clarify an employees rights as well as give guidance and support where it may be needed. Every individual has the right to representation at any point during the disciplinary process.
Suspension is not disciplinary action. The purpose of suspension is manifold and can be used when it is necessary to remove a member of staff from the workplace pending an investigation for example, to allow time for a ‘cooling down period’ for both parties, for their own or others protection, to prevent them influencing or being influenced by others or to prevent possible interference with evidence. Only the Manager in charge of that individual, at that time or their superior, have the authority to suspend an individual.
An employee suspended from duty will receive written confirmation within three days of :
- the reason for the suspension
- the date and time from which the suspension will operate.
- the timescale of the ongoing investigation.
- the right of appeal to the immediate manager of the suspending manager should the suspension last more than 7 days
Counselling is an attempt to correct a situation and prevent it from getting worse without having to use the disciplinary procedure. Where improvement is required, the employee must be given clear guidelines as to:
- what is expected in terms of improving shortcomings in conduct or performance
- the time scales for improvement
- when this will be reviewed
- the employee must also be told, where appropriate, that failure to improve may result in formal disciplinary action.
A record of the counselling should be given to the employee and a copy retained in their personnel file. It is imperative that any counselling should be followed up and improvements recognised and recorded. Once the counselling objectives have been met, any record of the counselling will be removed from the employees file.
If during counselling it becomes clear that the matter is more serious, then the discussion should be adjourned, and pursued under the formal disciplinary procedure.
PROCEDURE FOR FORMAL INVESTIGATION
Formal investigations should be carried out by the most appropriate manager who is not directly involved with the incident being investigated. This manager may involve others to assist with the investigation process. All the relevant facts should be gathered promptly as soon as is practicable after the incident. Statements should be taken from witnesses at the earliest opportunity. Any physical evidence should be preserved and/or photographed if reasonable to do so.
A report should be prepared which outlines the facts of the case. This should be submitted to the appropriate senior manager / Director who will decide whether further action is required. Where appropriate, this report may be made available to the individual and their representative..
In most circumstances where misconduct or serious misconduct is suspected, it will be appropriate to set up an investigatory hearing. This would be chaired by the appropriate Senior Manager / Director, who would be accompanied by another manager.
The investigating manager would be asked to present his/her findings in the presence of the employee who has been investigated. Witnesses should be called at this stage, and the employee allowed to question these witnesses. The employee has a right of representation at this hearing.
Following the full presentation of the facts, and the opportunity afforded to the employee to state his side of the case, the hearing should be adjourned, and everyone would leave the room except the senior manager / Director hearing the case, and the other manager. They would discuss the case and decide which of the following option was appropriate:
- take no further action against the employee
- recommend counselling for the employee
- proceed to a disciplinary hearing
All parties should be brought back, and informed as to which option has been chosen.
Should the decision be taken to proceed to a disciplinary hearing, then this may follow on immediately from the investigatory hearing if the following criteria have been met:
- the employee has been informed by letter that the investigation may turn into a disciplinary hearing, and that (s)he has the right of representation
- (s)he has been told in advance what the nature of the complaint is, and had time to consult with a representative
- all the facts have been produced at the investigatory hearing, and the manager / Director is in a position to decide on disciplinary action.
- the manager should inform the employee and their representative that the hearing would now become a formal disciplinary hearing, and invite them to say anything further in relation to the case.
It may be appropriate at this point to adjourn proceedings, whilst necessary arrangements are made for a representative to attend the hearing at the request of the employee.
Should anyone who is subject to disciplinary action resign during the course of it, the action will cease unless there are extenuating circumstances which require it’s continuance. The subject of the discipline may also request that the disciplinary action continue.
Examples of Minor Misconduct
Below are listed examples of misconduct which may warrant either a Verbal Warning or a First Written Warning. It is stressed however that this list is not exhaustive and that on all occasions a full and proper investigation must take place prior to the issue of a warning.
- Persistent lateness and poor time-keeping.
- Absence from work, including going absent during work, without valid reason, notification or authorisation.
- Smoking within unauthorised areas.
- Failure to work in accordance with prescribed procedures.
- Unreasonable standards of dress or personal hygiene.
- Failure to observe College regulations and procedures.
A Verbal Warning is appropriate when it is necessary for the manager in charge to take action against an employee for any minor failing or minor misconduct.
First Written Warning
A First Written Warning is appropriate when :
- a verbal warning has not been heeded and the misconduct is either repeated or performance has not improved as previously agreed.
- an offence is of a more serious nature for which a written warning is more appropriate.
- the recurrence or accumulation of an offence/offences, if left, will lead to more severe disciplinary action.
Examples of Gross – Misconduct:
Listed below are examples of misconduct which may be considered to be Gross Misconduct and may warrant a Final Warning, Demotion or Dismissal. It is stressed however that this list is not exhaustive and that on all occasions a full and proper investigation must take place prior to the issuing of a Final Warning, Demotion or Dismissal.
- Theft, including unauthorised possession of the ICIS property.
- Breaches of confidentiality, prejudicial to the interest of the ICIS,
- Being unfit for duty because of the misuse/consumption of drugs or alcohol.
- Refusal to carry out a management instruction which is within the individuals capabilities and which would be seen to be in the interests of the College .
- Breach of confidentiality / security procedures.
- Physical assault, breach of the peace or verbal abuse.
- False declaration of qualifications or professional registration.
- Failure to observe College rules, regulations or procedures.
- Wilful damage of property at work.
- Incompetence or failure to apply sound professional judgement.
Final Written Warning
A Final Written Warning is appropriate when :
- an employee’s offence is of a serious nature falling just short of one justifying dismissal.
- an employee persists in the misconduct which previously warranted a lesser warning.
Downgrading or Transfer to another Post
This action is appropriate when :
- previous attempts, via the disciplinary procedure, to rectify a problem have failed and this is a final attempt to solve a problem without having to dismiss an employee.
- an employee is considered by the Manager of the department to be incompetent or otherwise unfit to fulfil the duties for which he is employed but where dismissal is not thought to be appropriate.
Dismissal is appropriate when
- an employee’s behaviour is considered to be Gross Misconduct.
- an employees misconduct has persisted, exhausting all other lines of disciplinary procedure.
Time Scales for the expiry of Warnings
Warnings issued to employees shall be deemed to have expired after the following periods of time.
- Verbal Warnings: 6 months
- First Written Warnings: 12 months
- Final Written Warnings: 18 months (or as agreed and recorded at the hearing)
These time scales remain provided that during that period, no further warnings have been issued in respect of the employee’s conduct.
LETTER OF WARNING
All Warnings must contain the following information :
- The letter must be issued within 7 days of the date of the disciplinary hearing.
- The nature of the offence and where appropriate, that if further misconduct occurs, more severe disciplinary action will be taken.
- The period of time given to the employee for improvement.
- The employees right to appeal to the manager directly above that of the one issuing the warning.
- A copy of the warning and any supporting documentation must be attached to the individuals personnel file.
- The employee must also receive a copy of the warning which in the case of any written warning will be sent to their home address by recorded delivery if not handed to them in person.
- In the case of a final written warning, reference must be made to the fact that any further misconduct will lead to dismissal, and that the employee has the right of appeal, and to who they can make that appeal.
The letter confirming dismissal will contain the following information:
- The reason for dismissal and any administrative matter arising from the termination of their employment.
- The employees right of appeal and to whom they should make that appeal
Every employee has the right to appeal against the outcome of a disciplinary hearing. The basis of an appeal should normally relate to one of the following areas:
- that the ICIS Procedure had not been followed correctly.
- that the resulting disciplinary action was inappropriate.
- that the need for disciplinary action was not warranted.
- that new information regarding disciplinary action, has arisen
An appeal should be put in writing to the Personnel Department / Chief Executive.
The letter of appeal may be constructed by the employee or their representative. The letter should contain the grounds for appeal and should be lodged within 10 days of receipt of the warning / dismissal letter.
An appeal will be arranged within 20 working days of receipt of the appeal letter.
Appeals against Verbal and First Warnings
In the case of verbal and first warnings, the appeal will be heard by the manager next in line to the one who issued the warning.
Appeals against Downgrading, Final Warning and Dismissal
The hearing and determining of appeals against final warnings and dismissal will be heard by the appropriate Director or Chief Executive. They may also involve another senior manager / Director not previously involved with the case.
When dealing with an appeal against a Final Warning or Dismissal written statements of case may be submitted no later than 2 days prior to the date of Appeal Hearing. No additional written evidence will be admitted by the Appeal Committee on the date of the Hearing.
Witnesses may be required by either party at an appeal hearing, dependent upon the circumstances and nature of the case. However, there is no specific obligation on either party to produce a witness. Either party must give 5 days prior notice that they intend to call specific persons involved or associated with the case under consideration. It is the responsibility of the management representative and for the appellant to each arrange for the availability and attendance of any witness they wish to call.