RAVENSBOURNE COLLEGE OF DESIGN AND COMMUNICATION

GENERAL INFORMATION AND PROCEDURES

Leave Entitlement

Applications for annual leave must be authorised in advance by your line

manager on the appropriate form, which must be submitted to Human
Resources as soon as possible. The holiday year for support staff is 1 April to
31 March and for academic staff is 1 September to 31 August.

No payment in lieu is made for accrued, untaken holiday entitlement. Annual

leave cannot normally be carried forward to the next holiday year unless there
are exceptional circumstances. In such situations no more than 5 days leave
may be carried forward into the new leave year.

Leave (other than holiday)

Leave with or without pay may be granted in certain circumstances. These

include; Jury Service, compassionate leave, medical screening. If you are
called for Jury Service you will receive your normal salary less any allowances
paid by the Court. You must return to work on any days or part days that you
are not required to attend Court.

Necessary paid time off shall be granted to staff for the purposes of medical
screening.

Additional leave with or without pay may be granted in special circumstances

at the discretion of the College.

Absence and Sickness Reporting

If you are unable to attend work, you or someone on your behalf must notify
Human Resources as soon as possible on the first day of absence and where
possible state the expected date of return to work.

Any absence from work for any period less than 7 calendar days must be
covered by a self-certification form, which must be sent to Human Resources.
After 7 days of absence, a medical certificate from your doctor, stating the
nature and probable duration of absence must be obtained and forwarded to
Human Resources. Please refer to the College’s Policy for detailed
information on rules and procedures relating to absence from work through
sickness or injury.

Accidents

All accidents involving personal injury must be recorded in the Accident Book
held in the area in which the accident occurred and the following details
should be completed:
• Date and time of the accident
• Name of the person involved
• Brief description of the accident and injury received

April 2008 Page 1 of 6 1

Personnel/HR Policies and Procedures/8.9 General Information and Procedures
RAVENSBOURNE COLLEGE OF DESIGN AND COMMUNICATION

GENERAL INFORMATION AND PROCEDURES

• What treatment was given and by whom.

Recording this information may help prevent similar accidents in the future.

The College is required to notify immediately the Health and Safety Executive
of a death on the premises or a serious injury resulting from an accident at
work. Serious injury includes: amputation, any fracture (other than to fingers,
thumbs or toes), dislocation of the shoulder / hip/ knee or spine, loss of sight
(temporary or permanent). The list is not exhaustive and further details can be
obtained from the Health and Safety Consultant or Human Resources.

Health and Safety

The College recognises and accepts its responsibility to provide a safe and
healthy place of work. It also accepts its responsibility to ensure that the
College provides a safe environment in which to work, study or visit. The
College has developed a Safety Policy and procedures, a copy of which is
available by clicking on the following intranet address:
https://intranet.rave.ac.uk/healthandsafety. You should read this information
carefully and follow the guidelines in it to ensure your own safety and that of
others. If you are aware of any potential hazards, you should bring these to
the attention of your line manager immediately.

The Safety Committee meets each term to discuss matters concerning the
safety of the institution and the people within it. Its members include
representatives from all areas of the College and an external safety advisor
who is retained by the College to attend all meetings, report on new safety
legislation and undertake special assignments on behalf of the Committee.

Fire Drills

Fire drills occur from time to time without warning. At the sound of the fire
alarm you must leave the building immediately. A member of staff from each
area of the College is responsible for ensuring that everyone has vacated the
building. It is important to remember that fire drills are conducted for your
benefit, and therefore should be taken very seriously. A weekly alarm test is
conducted at 0930am on Wednesday.

Smoking
There is a No Smoking policy throughout the College. Designated smoking
shelters have been provided, and smoking elsewhere on College property is
forbidden. Breaches of the policy will be subject to the normal disciplinary
procedures.

April 2008 Page 2 of 6 2

Personnel/HR Policies and Procedures/8.9 General Information and Procedures
RAVENSBOURNE COLLEGE OF DESIGN AND COMMUNICATION

GENERAL INFORMATION AND PROCEDURES

First Aid

In the event of an accident you should contact the nearest qualified first-aider
to your area:

Patricia McMahon Reception (Appt. Person) 0

Jenny Fry Student Services 4971
Martin Schmitz MA 4964
Howard Austen Broadcasting 4931
Paul Marchant Broadcasting (Appt. Person) 4931
Alex Thompson ICT 4936
Tony Ryan CAVE workshops 4996
Steven Bauly Estates (Appt. Person) 8250
Nick Ford Fashion 8260
Pauline Taylor Enterprise & Innovation 4957
*NB: Appointed Person To administer basic First Aid only

Emergency Telephones

There are two emergency telephones in the College that are for use outside
college hours when office telephones may not be available. The emergency
phones are located in the following areas: -

• Next to the Library Book Return bin near the LRC on the ground
floor
• Lower Atrium in Broadcasting

College Telephones

To pick up someone else’s phone in the department dial *3 then their

extension.

To transfer a call: R then their extension.

If you have a message you will hear a constant sound when you pick up the
phone to dial out. To pick up the message you need to dial 4000 then dial #
followed by your number. You will then be asked to enter your security code,
which is 4444.

To listen to your message press 5 and then to delete a message, press 3.

Press 8 to see what time the message was left, 2 to rewind a little bit and 22
to rewind to the beginning.

April 2008 Page 3 of 6 3

Personnel/HR Policies and Procedures/8.9 General Information and Procedures
RAVENSBOURNE COLLEGE OF DESIGN AND COMMUNICATION

GENERAL INFORMATION AND PROCEDURES

Changes to personal details

The system as at September 2006, is currently not operational. In the

meantime please forward any changes to personal details to the HR Officer.

In order to ensure that your personnel file and payroll details are accurately
maintained you should update your personal details. You can do this by using
the following procedure:

• Select MIS MLE under Administration

• If you are asked to register, select Register, in the next view tick the
box for Staff, then click on Register
• Enter your User Id and password
• Click on the green arrow, then select HR and Personal Information
• Click on the green arrow to show your records
• Complete all relevant blank fields and then select the submit button at
the bottom. If the record is entirely blank, please complete all the fields
as new information is required

Salary Payment

Your salary for each month will be paid by BACS payment into a Bank or
Building Society as notified on 25th of each month. Payment will be made on
the previous working day when the 25th falls on Saturday/Sunday or a Bank
Holiday. A payslip showing how the net pay figure is calculated is issued to
each employee.

Further details relating to the payment of salary, and Salary Scales can be
obtained from Human Resources Officer or the Payroll Officer.

Income Tax Queries

Tax queries (quoting your National Insurance number and Ref: 120/R4001)
should be referred to the Tax Office. The address is:

H M Inspector of Taxes
Inland Revenue
Tees Valley
PO Box 292
Middlesbrough
TS1 2XA

Tel: 0845 7143143

Travel and Subsistence Expenses

Subject to prior agreement, staff will be entitled to reimbursement of expenses

incurred when required to travel on College business. Details of subsistence

April 2008 Page 4 of 6 4

Personnel/HR Policies and Procedures/8.9 General Information and Procedures
RAVENSBOURNE COLLEGE OF DESIGN AND COMMUNICATION

GENERAL INFORMATION AND PROCEDURES

rates are available from the Finance Office and Human Resources.
Reimbursement of travel expenses is on the basis of second-class public
transport. Where staff choose to use their own cars the mileage is calculated
at 32 pence per mile (as at October 2003). Travel expenses must be
submitted on the appropriate form (obtainable from Human Resources or
Payroll), accompanied by receipts, and approved by the Director of Finance
and Estates before payment via the monthly payroll.

Trade Unions, Facilities and Time Off

The College recognises for the purposes of collective bargaining purposes,

two trade unions. These are UCU for teaching staff and Unison for support
staff. The College undertakes to provide facilities and time off for trade union
duties to accredited representatives in accordance with the agreed
procedures.

Personal Property

Personal property is brought onto the College's premises at your own risk.
The College will not be liable for any loss of personal property. Avoid bringing
valuables to work if possible and ensure that you keep money on your person
or in a safe place. Any property found should be handed in to the Reception.

Car Park

Car parking is available within the College grounds. Please inform Reception
of the make and registration of your car, and any subsequent changes. Staff
should ensure that their cars are legally parked.

Catering

During term time, the College Refectory opening hours (Monday to Friday)
are:
Deli 8.00 am – 4.00 pm
Restaurant 12.00 noon – 2.00 pm
Staff dining room 12.30 pm – 1.30 pm (term time only)
During term time, the Bar opening hours are:
Monday to Friday 11.00 am – 2.30 pm
Monday to Wednesday 5.00 pm – 8.00 pm
Thursday only 5.00 pm – 11.00 pm
Friday 11.00 am – 2.30 pm

College Shop

April 2008 Page 5 of 6 5

Personnel/HR Policies and Procedures/8.9 General Information and Procedures
RAVENSBOURNE COLLEGE OF DESIGN AND COMMUNICATION

GENERAL INFORMATION AND PROCEDURES

This is situated on the ground floor, along the Foundation Workshop corridor.
The Shop sells a wide range of art and design materials at competitive prices.
Staff are encouraged to request materials for their course well in advance of
the start of term.

April 2008 Page 6 of 6 6

Personnel/HR Policies and Procedures/8.9 General Information and Procedures