Recognition and Reward Policy and Process
- 1. Introduction
- 2. Equal Opportunities
- 3. Principles
- 4. Coverage
- 5. Definitions
- 6. Criteria and Contribution Rewards Types
- 7. Application Process
- 8. Faculty / University Services Contribution Reward Panel Membership
- 9. Appeals
- 10. Fast Track Applications
- 11. Quality Assurance
- 12. Timetable
- 13. Confidentiality
- 14. Records Management
- 15. Related Information
1. Introduction
The University of Glasgow wishes to recognise and reward individuals and groups of staff who make an exceptional (sustained or one-off) contribution that furthers the aims and objectives of the University, the Faculty or Departmental objectives, or meets an exceptional shorter-term operational challenge.
The aim of this process is to provide a coherent and practical approach to both recurrent and one-off payments made to staff in order to reward individual contribution within their role, and to ensure transparency, fairness and equality to all staff.
To ensure maximum opportunity for staff to be recognised, the award of contribution increments and one-off payments will be considered following self-application or management recommendation.
2. Equal Opportunities
The University of Glasgow is committed to promoting equality of opportunity in all its activities and aims to provide a work, learning, research and teaching environment free from discrimination and unfair treatment. Procedures for the consideration of contribution increments and one-off payments are intended to be fair, transparent and consistent with the University’s Equal Opportunities Policies.
Against this background, all members of staff will be treated fairly and equitably and decisions taken will be based solely on assessment of individual performance, ability and the needs of the University, irrespective of employment or contractual status and personal circumstances i.e. part time, fixed term, career breaks, etc. Further, the University's Equality and Diversity Committee monitors ethnic origin and disability as well as gender in relation to the outcome of applications for reward based pay and continually reviews trends and statistics in order to ensure that the criteria against which decisions are taken, remains objectively justifiable and lawful in accordance with equal opportunities and discrimination legislation.
3. Principles
The procedure incorporates the under noted principles:
- All staff should be rewarded fairly according to their sustained contribution, including the application of new skills and of expertise developed over time in the job.
- The Performance and Development Review process (P&DR), while remaining a separate and independent mechanism for staff development and performance review should be used to inform the recognition and reward process.
- Assessment of contribution achieved should be clearly related to University objectives, recognise achievements and reward competencies and activities likely to contribute to the future success of the University.
- Managers should ensure that they periodically review the contributions of all of their staff, in order to bring forward all cases that meet the criteria for reward.
- Criteria for assessing contribution must be applied fairly and consistently.
- Judgements should be demonstrably based on objective evidence and, where appropriate, recognise teamwork.
4. Coverage
Access to the Recognition and Reward process is irrespective of contract duration (subject only to the employee still being in post on the effective date of the award) or source of funding for the post. Staff graded above Grade 9 (and other equivalent senior staff outside the published University grades) have access through a separate policy and process, utilising the same principles.
Staff on Grades 1 to 9 are eligible for the award of contribution increments and one-off payments.
5. Definitions
The award of additional increments - in the normal pay range or in the contribution range - will be used to recognise an individual’s sustained excellent contribution over and above the normal expectation for the role, in the context of expected continuation at that level.
One-off payments will be used to recognise an individual’s single exceptional contribution, over and above the normal expectation for the role, in the context of a one-off task or project that is finite by nature.
6. Criteria and Contribution Rewards Types
Applications must demonstrate that the staff member has exceeded the normal contribution required as described in the overall description for the grade in the relevant Job Family Level Profile. Applications should demonstrate how contribution relates to quality improvement, innovation or productivity, which supports the achievement of the University’s strategic objectives and derived goals.
Where sustained contribution at an exceptional level has led to development of the job such that the on-going job now fits better with a higher grade profile, an application for re-grading should be made.
6.1 Sustained Excellence Contribution Rewards
The staff member’s excellent contribution should have been over a period of not less than six months, with evidence of continuous working at that level. The evidence may include, but is not limited to:
- attainment of agreed longer-term objectives to a consistently exceptional standard that have positively impacted on the University, the Faculty or the Department;
- the provision of an exceptionally high standard of customer-service, with demonstrable impact on the service provided, and/or the reputation of the University, the Faculty or the Department;
- exceptional achievements that have demonstrably resulted in an enhanced level of contribution within the existing grade;
- taking on significant additional responsibility on an ongoing basis, but where the level of responsibility falls within their current grade.
For a member of staff who has not reached the top of his/her incremental scale, one additional increment will normally be awarded.
For a member of staff who is at the top of his/her incremental scale or who is already on a contribution point (but not the maximum contribution point), advancement up one contribution point will normally be awarded.
In exceptional cases, advancement by more than one point can be awarded.
There should be a clear demonstration that the individual has increased his/her contribution to the University’s objectives on an ongoing basis. The level of contribution then becomes the normal expectation for that member of staff. Therefore, the same evidence will not attract additional recurrent or lump-sum, one-off payments.
A member of staff on the maximum contribution point is ineligible for further consideration for an additional increment on that grade. However, where there is evidence of contribution that would otherwise be rewarded with additional increments, the manager and member of staff should actively explore options for career progression. These may include, for example, applying for a post at a higher grade, considering whether the post could be re-graded, or secondment to another post out with their current work area to gain further knowledge, skills and experience to support career development.
Accelerated scale increments are normally effective from 1 August each year. These payments may be effective from some other appropriate date at the discretion of the convener of the relevant Reward and Recognition Committee. Any future increments will be effective thereafter on 1 August of the following year or on the anniversary of appointment, dependent upon contractual terms and conditions of service.
6.2 Single Exceptional Contribution Rewards (One-Off Payments)
The staff member’s (or team’s) exceptional contribution will normally relate to a one-off project or task that is finite in nature. The evidence may include, but is not limited to:
- completing a task or project ahead of schedule, coupled with resultant savings in resources (financial and/or employee);
- contributing to the effective handling of an exceptional event showing an exceptional commitment beyond that required of staff;
- successfully tackling an unplanned or unexpected task or incident of complexity;
- demonstrating exceptional flexibility which contributed directly to the achievement of University, Faculty or Departmental objectives. (This should not be interpreted as working additional hours);
- contributing ideas which led to greater efficiency, improved quality, cost savings etc, and which contributed to the achievement of University, Faculty or Departmental objectives;
- achieving particularly challenging goals or objectives e.g. overcoming significant obstacles to ensure deadlines were met.
- where there is clear evidence of joint and combined achievement by a team, all relevant team members can be nominated through their line manager. The case should detail the nature, the complexity and the duration of the project, task or event and the exceptional contribution attributed by each team member.
The award for a single exceptional contribution will be a one-off, non-superannuable payment of 3% of salary.
It should be noted that lump sum awards are not to be used to reward temporary acting-up to a higher grade, or to reward additional duties that should be recompensed through overtime.
It is not normally appropriate for applications for single exceptional contribution rewards to be received for the same or very similar reasons in consecutive years for the same member of staff. This would normally indicate that the case no longer meets the criteria for an award designed to recognise single exceptional contribution, but matches the criteria for sustained excellence. Review Panels are able to transfer such cases for consideration for a sustained excellence award.
6.3 Consolidation of Single Exceptional Contribution Rewards
In the exceptional event of a lump-sum payment being awarded in three consecutive years, consideration will be given by the Contribution Reward Panel to the award of a sustained excellence award in place of the third lump sum.
7. Application Process
Applications for a contribution reward will normally be made by a manager, having periodically reviewed the contributions of all the staff reporting to him/her. Where a self-nomination case is submitted by the member of staff, the manager will be required to verify the factual accuracy of the submission and provide an accompanying statement detailing where the case has been made.
Applications will normally be made by the appropriate line manager to his/her Head of Department, on the Contribution Reward Form. Each case will be considered by the Head of Department, who will decide if it is appropriate to make a recommendation to reward on the basis of the case presented. All applications for contribution rewards will be considered by the relevant Contribution Reward Panel. The panel will consider all applications and make a decision on each case, having due regard to the overall budget provision.
All decisions, including the rationale for the decisions, will be recorded for the purposes of feedback to applicants and monitoring of the procedure. The Department of Human Resources will communicate the outcome to all applicants via the relevant Head of Department.
Where an application has been unsuccessful, or in the case of a member of staff who has been awarded a different type of payment than had been applied for, feedback about the decision should be given.
8. Faculty / University Services Contribution Reward Panel Membership
The Faculty Recognition and Reward Committee includes:
- Cognate Dean (Convener)
- Dean of Faculty
- 6 Heads of Department/Division from the Faculty (if there are not sufficient HoD/Div within a Faculty, FMG should use Research Conveners, Associate Deans or other relevant Senior Managers across the Faculty)
- 2 Senate Assessors
- Territorial HR Manager
The University Services Recognition and Reward Committee will be comprise:
- the panel will be convened by the Secretary of Court;
- four senior members of staff from University Services,
- the relevant territorial Human Resources Manager;
- Senate Assessor.
At least one member of the panel will be trained in job evaluation and equal opportunities issues. The full Committee should assess all cases for promotion.
Faculty members of the Committee will be decided by the Faculty Management Group. Every effort should be made to achieve a gender balance in the composition of the Committee.
If, for wholly exceptional reasons, a member of a Recognition and Reward Committee is unable to attend a meeting, he/she should submit his/her views in writing, in advance of the meeting, to the Convener. The Convener will inform the Committee of the absentee's views on each case.
The Recognition and Reward Committee will assess all applications in relation to the criteria and decide if a case has been made.
Heads of Department must not be involved in the formal discussion of any applications when staff in their department are being assessed but may answer in response to questions of fact from the Committee. Similarly, any Committee member who has had substantial input into an application.
10. Fast Track Applications
In circumstances which are deemed by the Dean of the Faculty or the Secretary of Court, to be wholly exceptional and unforeseeable, applications may be submitted to the relevant Contribution Reward Panel outside of the normal timetable. In such cases, the standard procedure will be followed, however, in the event that time does not permit, or circumstances dictate otherwise, an electronic consultation exercise will take place in accordance with an appropriate timescale.
11. Quality Assurance
There will be an annual quality review of the processes and outcomes in partnership between management and trade union representatives. A full report will be presented each year to the HR Committee.
12. Timetable
| Deadline for submission of applications to HR | End of January |
| Meetings of Contribution Reward Panels | During February/March |
| Deadline for recommendations of Contribution Reward Panels to HR | End of March |
| HR Department to notify staff of the outcome of their application / managerial recommendation. | End of May |
| Effective date of implementation | 1 August |
13. Confidentiality
Due to the requirements under the Data Protection Act 1998, whilst it is the policy of the University to keep the information provided confidential to the Contribution Reward Panels and the individual staff members concerned, it should be noted that applicants may be able to challenge this policy and force disclosure of all information provided.
14. Records Management
Applications from each round of recognition and reward will be held in the member of staff's personal file along with the letters of outcomes sent.
