University information 4
Departments and faculties 6
Work, pay and pension arrangements 16
Staff development 18
Equal opportunities 20
Health and safety 21
Employee relations 23
You will find this handbook a useful guide to what you
need to know about working at York St John
University. Everyone can benefit from this accessible
pool of information and guidance which is designed
to help us make the most of our experience as
members of the York St John community. If you have
any comments on how we can improve the handbook
then please do not hesitate to give us ideas, either via
your line manager or direct to the Human Resources
department. Meanwhile … welcome to York St John
This handbook aims to advise you on your terms and conditions of employment, the
University’s key policies and procedures and the benefits available to you as a member
of staff. Further sources of information on policies, procedures and your terms and
conditions of employment can be found:
• On the YSJ Intranet
• In your Statement of Particulars and offer letter issued on appointment
Please familiarise yourself with the contents of this handbook and associated policies and
procedures so that you understand how they apply to you. If you have any questions
regarding any aspect of your employment, please speak to your line manager or the
Human Resources Department.
York St John University
Serving over 6,000 students, YSJ has a long and proud history as a distinguished
education provider. Our success is based not only on the quality of our academic
teaching, but also on the quality of the professional and pastoral support that
together go to make up the very essence of our organisation.
Our ethos and vision
We are a Church of England University, with a distinctive vision, that secures student
success. We welcome and encourage people of all beliefs continuously to question,
discover and celebrate life through openness, struggle, laughter and reflection. In
the daily life of York St John we express our values and spirituality in a creative and
challenging environment that enables people to develop their potential in a changing
York St John University is committed to the provision of excellent, open and
progressive higher education that embraces difference, challenges prejudice and
promotes justice, and is shaped by the University’s Church foundation.
The Governing Body consists of 13 trustee governors and 12 governors. Our trustees
are responsible for upholding our Mission and protecting and maintaining our assets.
Our governors, together with the trustees, are responsible for:
• upholding the York St John mission
• overseeing all activities of York St John
• overseeing the use of resources and solvency
• estimating York St John’s annual income and expenditure
• appointing the Vice Chancellor and Clerk to the Governors, and appointing and
grading senior staff
• setting the framework for pay and conditions.
The University has a detailed committee structure beneath its Board of Governors
which forms the main decision-making arena for the University. Each committee has
its own remit and terms of reference. The University calendar of meetings is available
on the staff Intranet.
Strategic and Corporate Plan
The University’s Key Strategic Aims and Corporate Plan are provided on the Vice
Chancellor’s pages of the staff Intranet. Details of the senior management structures
and arrangements are also available here.
The University’s main reception is in the Holgate building. This is also where the main
Dining Room, Crush Bar and Staff Common Room are located.
The University’s student residences are located at Lord Mayor’s Walk Campus;
The Grange; The Limes; City; Percy’s Lane and Hull Road.
Departments and Faculties
HR Finance Facilities Registry
Deputy Vice Chancellor
Health & Life Sciences
YSJ Business School
Education & Theology
Flexible Learning Provision
Pedagogic Practice Dev’ment
Pro Vice Chancellor
Admissions & Marketing Widening Participation SPACE Centre Development Office
The University has four academic faculties, each offering different areas of study.
The Faculty incorporates Performance, Film & Television, Literature, Media, History,
American Studies and Art and Design.
YSJ Business School
The Business School provides programmes in Business Management,
Communication, Modern Languages and English Language and Linguistics.
Education & Theology
The Faculty offers programmes in Teacher Education, Education Studies, Theology
and Religious Studies, Theology and Ministry and Evangelism Studies. The Faculty
works extensively through regional and national partnerships with schools, local
authorities, churches and religious organisations.
Health & Life Sciences
The Faculty has students attending programmes in the fields of Health, Psychology,
Counselling and Sport. The Faculty has extensive contacts with employers across the
region in the NHS, local authority, voluntary and business sectors.
An extensive list of the undergraduate and postgraduate degrees on offer
are available from the online prospectus available on the University’s internet.
Alternatively, staff can contact the Admissions Office at email@example.com
The University has a number of departments designed to support the student
experience in different ways. These are:
Admissions and Marketing
The department’s Admissions section is responsible for the administration of the
student lifecycle at YSJ from application to enrolment. The marketing function is
responsible for press, publicity, communications, events management,
conferencing, schools and colleges’ liaison, website content and graphic design.
This large directorate includes Accommodation; Domestic Services; Estates;
Grounds; Health & Safety; Maintenance; Media Services; Portering Services and
Reception. The directorate is also responsible for external contracts that the
University has for Catering and Security.
The department is split into Management Accounts, Payroll, Sales Ledger (income)
and Purchase Ledger (expenditure).
Responsible for all matters relating to the employment and management of staff,
HR also incorporates the Staff Development team.
The Development Office directs the University activities to raise friends and funds
for the institution. It is also responsible for recruiting and keeping in contact with
former students and staff (the ‘alumni’) and for SPARK fundraising communications
YSJ International is responsible for the Internationalisation Strategy and international
marketing & recruitment. Within this is responsibility for study abroad and
exchange programmes. Through the International Centre the University offers a
range of academic programmes, English language courses and courses for teachers
This large directorate incorporates Flexible Learning Provision (including Joint
Honours, E-Learning, Higher York Access Centre); Opportunities Gateway (including
Chaplaincy & Spiritual Care, Counselling, Careers, Disability Services, Student
Advice team, Student Finance and Welfare), Writing and Dyslexia Support, CETL,
Timetabling, IT Services (including Print Services); and the Library
Pro Vice Chancellor (External)
The PVC has responsibility for leading and overseeing the local and regional
strategic positioning of the University and within that role has responsibility for
the SPACE Centre (including Higher York, Aimhigher); Widening Participation; the
Development Office; and Admissions & Marketing.
Responsible for information & student administration, quality & academic standards
and research support.
Vice Chancellor’s Office
The VC’s office incorporates the Vice Chancellor and Deputy Vice Chancellor,
supported by the Strategic Analyst, Executive Assistant to the Governors and the
Executive PAs to the VC and DVC. The VC is responsible for the leadership of, and
setting the strategic direction for YSJ. The VC is supported by the DVC who also
has responsibility for leadership and management of the Deans of Faculty.
Located through the staff homepage, the Intranet is a significant source of
information for staff at York St John. It is organised into key central departments
and areas of the University and provides information on a wealth of topics from
financial procedures to the University’s key strategic aims and the Corporate Plan.
Each faculty/department has a central drive which is organised to suit local
requirements. This drive is used to store useful and key information for staff within
E-mail is one of the main forms of communication within the University. Via global
e-mails, you can distribute key information and matters of interest to all staff and
students as well as using it for standard one-to-one communications.
In using e-mail, staff are asked to adhere to the usual rules of e-mail etiquette, such
as be concise, use proper structure and layout, read the e-mail before you send it
and take care with abbreviations and, especially, emotions.
Staff Open Forum (SOF)
Held once a term, the SOF provides the opportunity for staff to be verbally updated
on University developments and to raise issues for discussion.
YorkTalk and Voice
YorkTalk is a termly newsletter publication for staff. Comments, news and
stories can be included by contacting firstname.lastname@example.org. Voice is the Vice
Chancellor’s newsletter and is published at appropriate times throughout the year.
Produced annually, following discussion at staff workshops, Agenda 200* is a
newsletter that articulates the University’s strategic aims in action for the year
ahead, informed by our mission, ethos and brand values.
The directory is produced on an annual basis and contains fax and staff telephone
numbers of the University.
Security - ext 6444
Reception - ext 6624
Useful e-mail addresses
IT Helpdesk: Helpdesk@yorksj.ac.uk
Facilities Helpdesk: Facilities@yorksj.ac.uk
Human Resources: Humanresources@yorksj.ac.uk
Timetable/room bookings: email@example.com
Staff are expected to adhere to the requirements
of the data protection legislation and
University policy in any communications
or in the storage of information.
The University provides a wide range of catering services on campus including our
main dining room where you can get breakfast, lunch and supper. Coffee bars are
available in Holgate (‘Crush’), Fountains and Temple Hall and all offer a selection
of hot and cold drinks, sandwiches, cakes and fruit. The Crush Bar also produces a
selection of hot dishes.
Sports and recreation facilities
Discounted sports and gym facilities are available for staff and include daily health
and fitness classes and a fully equipped fitness suite, which provides a combination
of cardiovascular, fixed and free weight equipment. For more information visit the
YSJ Active website or email sports and recreation services at: firstname.lastname@example.org
All staff can take advantage of the University’s extensive library services. The Library
has a vast collection of books, video, DVDs, CDs and other specialist materials. The
University’s Staff ID card acts as a borrowing card. More information can be found
IT Services are located in Fountain’s Learning Centre and provide hardware and
software support to staff and students. All staff are able and encouraged to obtain
an IT account. In so doing staff must adhere to the University’s IT Acceptable Use
Policy. Contact your manager for further details
Staff common room
Located in Holgate at the centre of the main campus, the Common Room is open
all day for staff, providing tea and coffee making facilities as well as newspapers.
Chaplaincy and spiritual care
The Chaplaincy & Spiritual Care team provides a rhythm of Christian prayer and
worship throughout the year and contribute to the holistic framework of support
for staff. There is a voluntary spiritual care team representing a range of world
faiths who can be contacted through the Chaplaincy by e-mail: chaplaincy@yorksj.
ac.uk. The Chapel has a prayer room available to people of all faiths to come and
pray in seclusion.
The Students’ Union, as well as being a representative body for students, offers its
own café facilities, serving drinks and food, as well as providing a licensed bar and a
shop that staff can benefit from using.
Situated at the rear of the main campus, Kaleidoscope Nursery is open throughout
the year, with the capacity for 30 children. Staff can register their children although
unfortunately the University cannot guarantee a child a place. Enquiries about the
Nursery should be directed to 01904 654792
St Wilfrid’s Nursery is open for 50 weeks of the year and is situated within 5
minutes walking distance of the University. The Nursery has a purpose built
building, a secure outside area and has 24 places for children aged from 2 to 4
years. The University cannot guarantee a place but York St John employees are
offered a 5% discount. Childcare Vouchers are accepted.
Car parking is available on campus and at our student residential sites on a strictly
limited basis. This may be available to you if you satisfy the requirements set out in
the University Policy which is available on the Staff Information Point.
Further details of the benefits mentioned below can all be obtained from the HR
staff Intranet pages unless otherwise indicated.
Cycle purchase scheme
Staff can purchase cycles through a salary sacrifice scheme. You pay monthly
through your salary and are exempt from paying income tax and NI on the
deduction. There is therefore the potential to save up to 40% on the cost of a bike
After completion of one year’s service, staff automatically benefit from a Leeds
Hospital Fund Healthplan. This is paid for by the University and allows staff to claim
back expenses on certain medical treatments including eye and dental treatment
as well as providing a 24-hour Helpline.
Staff can access free counselling through the Healthplan. Further support is
available from the University and can be discussed with the Deputy Director of
York St John offers childcare vouchers as a flexible way for employees to meet the
costs of childcare. A proportion of salary is sacrificed in exchange for the vouchers,
which are non-taxable and exempt from NI contributions. For further details on the
scheme please contact the provider, Busy Bees, on 08000 430 860 or visit www.
Quit smoking support
The University has NHS-trained smoking advisors available to provide support,
encouragement and motivation to anyone wanting to stop smoking. They can
provide information on the various forms of nicotine replacement therapy and offer
practical tips to quitting.
Family friendly policies
The University has a wide range of Family Friendly Policies, which include generous
annual leave entitlements, Maternity, Adoption, Parental, Dependant and Paternity
leave provisions. You can also request a change in working hours through the
Flexible Working Policy.
The University operates a flexi-time scheme for support staff on Grades 1 to 6.
Preferential rates and discounts are often available for a range of external services,
including personal legal advice from one of York’s largest law firms and car
breakdown cover from the Environmental Transport Association (ETA). University
employees can also benefit from discounts from a number of local organisations
offering complementary therapies and beauty treatments and certain gym
providers around York (eg Fitness First, Courteneys and Oaklands Gym). They
should be contacted directly for further information.
YSJ Alumni Association
YSJ staff can join the YSJ Alumni Society (free) and take advantage of various
benefits and discounts, including reduced rates for hotels in the UK, car breakdown
cover, car hire and attractions in York. For further information please visit the
alumni web pages: www.yorksj.ac.uk/alumni; or e-mail email@example.com.
Staff are able to benefit from YSJ’s distinctive Town & Gown lecture series, which
welcomes our local community and guests from further afield to experience
presentations on a range of themes from high profile and academic speakers.
The University also runs a series of Ebor Lectures, which are a response to the
growing need for theology to interact with public issues of contemporary society.
This series of lectures aims to promote public conversation and to contribute to the
formation of personal decisions and collective policy-making in economic, political
and social spheres.
Work, pay and pension arrangements
Core working hours are 37 per week. Normal office hours are 8.30am to 5.00pm,
Monday to Thursday and 8.30am to 4.30pm Fridays. One hour is normally
allowed for lunch. In addition to lunch, subject to the working demands in your
department/ Faculty and your working hours, you may take a 15-minute break in
the morning and one in the afternoon.
The University operates flexi-time arrangements for support staff employees. Staff
are expected to be at work during the core periods of 10.00am to 12.00noon and
2.00pm to 4.00pm, unless taking authorised absence, however you can be flexible
with working hours outside of these times. The full policy is available on the HR
A summary of dates and key committees are available from the University calendar
Salaries are paid on the last Friday of every month, with the exception of December
where, due to the Christmas break, salaries are paid early. Payroll deadlines are
published on the Finance staff Intranet pages. Any pay queries should be directed
to the payroll office at firstname.lastname@example.org
The University’s Tax Office is York 1 District. Should you need to contact them, you
will need to quote the University Reference 585/NY1858.
Sickness Absence Reporting
On the first day of absence you should contact your manager or nominated person
by 9.00am to let them know you will not be at work. It is helpful to keep your
manager informed of progress and on or by day four you should contact them to
discuss, wherever possible, your likely length of absence. A medical certificate is
required from day eight, which should be sent to your manager. More information
is available on the HR Intranet pages.
The University provides staff with the opportunity to join a final salary pension
scheme, which offers pension and tax free lump sum benefits on retirement as well
as life assurance benefits. Further information is available from the HR Department.
Pension Scheme Contacts
Academic Staff - Teachers’ Pensions Scheme
T: 01325 745745 www.teacherspensions.co.uk
Support Staff - Local Government Pension Scheme
T: 01609 780780 www.nynet.org.uk/pensionfund
York St John University is committed to the ongoing professional and personal
development of its staff. Through the dedicated Staff Development team and
committee, it is possible to deliver appropriate development activities tailored to
meet individual needs as identified by managers.
All new York St John staff are supported by an induction programme. There are
three integrated elements to the process; pre-arrival induction, faculty/department
local induction and the York St John central half-day induction programme. Further
information and a detailed explanation of the induction process are available on
the Staff Development Intranet pages.
Postgraduate Certificate in Academic Practice (PCAP)
We offer the PCAP course for all academic staff who are new to Higher Education
(HE) or who do not have any formal HE learning and teaching qualifications.
Whilst this is aimed primarily at new academic staff, all academics are welcome to
Performance Development Review (PDR)
The University operates an annual PDR process, its aims being to provide a
constructive two-way discussion of activities, achievements and areas for
improvement, agree objectives and a development plan to allow staff to achieve
their full potential. This could include linking personal development to the
Professional Standards Framework and following an accredited CPD programme.
PDR Guidance Notes and information on accredited programmes are available on
the staff intranet.
There are a variety of development opportunities that can be accessed by staff.
Centrally-allocated courses and workshops are detailed in the Staff Development
Options brochure available on the SD intranet pages. This provides opportunities
under the following headings:
• Development for All
• Personal and professional development
• Technical skills
• Management Development
• Academic Development
• IT Staff Development*
• Microsoft Office
• Blackboard VLE
• Internet and Developing a Website
• Searching and Information Skills
* the University has a dedicated IT Trainer who can facilitate bespoke group and
one-to-one training, as required.
Some funding is available for staff wishing to pursue undergraduate or
postgraduate qualifications as part of their professional development, with
agreement from their manager. Full details are given in the Fee Remission Policy
Equal opportunities (EO)
The University is dedicated to providing an environment which supports a diverse
range of staff and students, promotes equality and diversity and which is free
from all forms of unfair treatment, discrimination and harassment. It is committed
to encouraging and enabling individuals to achieve their full potential and no
one should receive less favourable treatment while working or studying within
the institution on the basis of gender, colour, racial or cultural grounds, disability,
age, class, marital status, carer responsibilities, any medical condition unrelated
to function within the University, political and religious beliefs, sexual orientation,
appearance, trade union activity, criminal background or any other category
The University has specific duties under the Race Relations (Amendment) Act 2001
to eliminate unlawful discrimination and promote equality of opportunity. The
Gender Equality Duty also provides that the University fulfils its legal obligation to
promote gender equality and eliminate sex discrimination. The University fully
supports the Government’s aims for Disability Equality. We aim to play our part
in attracting and retaining more disabled students and staff and in promoting
disability equality issues in the wider community
Dignity at work
The University is committed to securing equal opportunities in the workplace and
seeks to ensure that all employees are able to work in an environment of mutual
respect, free of harassment and intimidation. Harassment is unacceptable.
Full details of the University’s EO Policy and associated Action Plans are available
from the HR pages of the staff intranet. Details of our team of Harassment
Contacts are also available here. All staff are expected to adhere to, and support,
the University commitment to equal opportunities.
Health and safety
The University has a number of health and safety policies, procedures and
guidelines, all of which can be found on the Health & Safety pages of the staff
It is the University’s policy to promote the health, safety and welfare of employees,
students and visitors and the University seeks the co-operation of all these groups
in implementing this policy. The University will:
• Provide and maintain a safe and healthy workplace
• Provide information, instruction, training and supervision
• Provide and ensure the use of safety procedures and any protective equipment
that may be necessary
• Encourage the active interest of all staff, students and visitors in the health and
safety of themselves and others.
Every member of staff has a responsibility to:
• Work safely with due regard for the health and safety of themselves and others,
including other staff, students and members of the public
• Report accidents and incidents that may lead to injuries or loss making
conditions, and any unsafe or unhealthy conditions
• Comply with workplace health and safety rules.
Staff responsible for risk assessments should apprise themselves of the University
policy. Assessments must be undertaken in accordance with the Management
of Health and Safety at Work Regulations using the University’s risk assessment
Display Screen Equipment (DSE)
The University has a number of competent and trained DSE Assessors who will
ensure that all staff who work with Display Screen Equipment (‘DSE’) will be
assessed against the requirements of the Health and Safety (Display Screen
Equipment) Regulations 1992 (amended 2002). Any employee who uses a
workstation for University purposes should request an assessment through their line
The University may reimburse the costs of an eye test (up to a certain amount) if an
employee uses DSE as part of their role.
Smoking is strictly prohibited in all buildings and around the entrances to buildings
and open windows. Smoking is only permitted in designated areas on the campus
and the grounds of student residences. These are clearly indicated and shelters
provided. Failure to comply with this policy is a serious matter and may lead to
disciplinary action being taken.
The following require reporting immediately
• Accidents, dangerous occurrences and near misses
(a standard reporting form exists)
• Serious safety hazard
If working alone at unusual hours then employees should let Security know (ext
6444) of their presence on site.
If in doubt about how to report an incident then contact the University Health &
Safety Officer on ext 6613.
The University is committed to providing health and safety training, as required.
Staff should discuss their needs with their line manager and the University Health &
Safety Officer, as appropriate.
The University recognises, and works in close partnership with both the UCU and
UNISON trades unions. Joint Consultative Committee meetings between members
of the unions and senior management are held each term. There are UCU and
UNISON representatives on campus and details are available on the staff intranet.
The University has a formal Grievance Procedure to enable an employee with an
employment related grievance to seek redress. The aim is to settle grievances fairly
A formal Disciplinary Procedure exists to ensure fairness and consistency in handling
cases of alleged misconduct. The University provides guidance on the standards of
conduct it expects of its employees, which are set out in the Code of Conduct.
Where performance concerns arise the University has a Capability Procedure to
ensure that employees are given the necessary support and guidance to encourage
and enable them to perform effectively and to the best of their ability.
The Grievance, Disciplinary and Capability Procedures are all available
from the HR pages of the staff Intranet.
Public interest disclosure
This Policy contains clearly defined routes for disclosing relevant information inside
and outside the University. Details are available from the HR pages of the staff
Code of Conduct
The Code of Conduct and Disciplinary Rules provide guidance on the standards of
conduct the University expects of its employees. It is important that all employees
carefully read the Code and Rules, which are available on the HR pages of the staff
Compliance with the regulations is compulsory for all staff. Any employee who has
responsibility for financial management or budgetary duties is required to familiarise
themselves, and act in accordance, with the relevant regulations. Details of the
regulations are available from the Finance pages of the staff information point.
Exclusivity of service
All staff are expected to conduct themselves in a manner that reflects the
standards of professionalism and quality that the University wishes to provide. It
is expected that staff, unless with the consent of the University, will not engage
in other work that might interfere with their performance or create a conflict of
interest. Consequently, before an employee enters into an obligation to undertake
any external work, including consultancy, they must inform the University and seek
IT Acceptable Use Policy (AUP)
In using any University computer or accepting any University network account, all
employees are expected to accord to the requirements of the AUP. The Policy is
available from the staff Intranet.
E-mail and telephone use
University telephones are for business use and incoming personal calls should be
discouraged where possible. Outgoing personal calls should not be made unless
vital. Access to e-mail services is given as part of an employee’s IT account. Staff
should use their University e-mail address for business purposes only.
The University commonly uses abbreviations that will be unfamiliar to new
members of staff. A list is shown below, however this may not be fully
comprehensive due to the changing nature of the work environment.
SMT Senior Management Team
HLS Faculty of Health and Life Sciences
Educ Faculty of Education & Theology
DLD Directorate for Learning Development
CETL Centre for Excellence in Teaching and Learning
SU Students’ Union
HR Human Resources
WP Widening Participation
SPACE Sustainable Partnerships and Community Engagement
SPARK Securing Potential and Releasing Knowledge (annual fund)
HRMG Human Resources Management Group
JCC Joint Consultative Committee (Unions and mgmt)
AP&RC Academic Planning & Resources Committee
SP&RC Strategic Planning & Resources Committee
ASC Academic Standards Committee
QEC Quality Enhancement Committee (within Faculties)
CEC Community Engagement Committee
HEFCE Higher Education Funding Council for England
TDA Training and Development Agency
UCEA Universities & Colleges’ Employers Association
HEIF Higher Education Innovation Fund
York St John University, Lord Mayor's Walk,York Y031 7EX