Below is information relating to managing teams and individuals, including links to relevant policies and procedures that you may find useful.
The University is committed to maintaining the health, safety and welfare of its most important asset – its workforce. The Managing Absence Policy and Procedure provides a clear step-by-step approach whereby absence can be managed and support provided to staff with health issues, including the provision of Occupational Health.
Through the management of absence, the University aims to create a culture within which all employees work to maximise attendance for the benefit of both themselves and stakeholders. The Guidance Notes for Managers provide further clarification for you as a manager, with an emphasis on the appropriate use of both informal and formal measures.
Annual Leave Entitlement
If you need to know how much annual leave your team members are entitled to, depending on their grade, hours and start/end date, please see: Annual Leave Entitlement.
If staff are unable to take their annual leave entitlement due to extenuating circumstances, you may agree to allow them to carry over up to 5 days (pro-rata) into the next leave year. The normal expectation is that carried over annual leave would be taken by the Easter Vacation. Please note, different Colleges/Departments may have their own guidelines for carrying over annual leave.
Flexible Working Arrangements
You can find details on flexible working arrangements here, including guidance for line managers:
- Flexible Working Policy
- Flexible Working Procedure - Guidance for Managers
- Request to Change a Working Pattern Form
- How Does The Flexible Working Request Process Work – Flowchart
Where poor performance relates to the inability of an employee to meet the required standards of the role through insufficient skill levels or aptitudes, the Capability Procedure provides guidance to managers in addressing this. Your HR Officer will be able to provide you with further advice on how to manage an under-performing member of staff.
In particular, it raises the effectiveness of reasonable adjustments that should be taken into account when reviewing capability situations/actions for members of staff who have disclosed their disability to the University, as well as highlighting the importance of record keeping and clear timelines.
Where issues arise that are not due to poor performance, but are from a failure to maintain adequate standards of behaviour or conduct rather than lack of skills or application, the Disciplinary Procedure should be referred to.
Where inadequate standards of behaviour or conduct arise, you need to ensure that all reasonable steps are taken to deal with any disciplinary matters as quickly as possible.
The procedure provides advice on all types of misconduct, and highlights the support available from your HR support team, as well as how to identify conduct issues and undertake the disciplinary hearing process.
Swansea University is committed to ensuring that employees are treated with dignity and respect while at work, and that all employees treat others with dignity and respect.
The University has in place a framework for fair treatment at work, which is supported by a number of policies and procedures.
Dignity at work: The dignity at work policy sets out the principles by which we aim to deal with instances of alleged harassment or bullying as quickly as possible, in a way that minimises the distress caused to the recipient.
Mediation: It is expected that the majority of issues or concerns which employees may have will be capable of being resolved through discussion with colleagues, line managers, or using the mediation procedure.
Grievance: We recognise that there may be occasions when significant issues remain unresolved and in these instances, the grievance procedure might be applicable.
Should you have any questions or require support, please contact your HR support team.
If you are required to provide a reference for someone who is, or used to be, in your team, please read our guidance for the provision of references.