As social restrictions continue to ease during the ongoing Covid-19 pandemic, a number of us will be feeling apprehensive, or even anxious.

Remember that our Employee Assistance Programme (EAP) is here to help you at times like these. You can find series of webinars on all aspects of living under lockdown and the Covid-19 crisis, on the home page of the EAP website, (login: uokent and password: university).

The EAP home page also offers webinars on many other mental health issues – especially timely during the coronavirus crisis.

Alongside the EAP, the University has plenty of other support available to help staff manage their mental health positively. Much of this can be found by browsing the staff Health and Wellbeing website

The University provides counselling for all staff via the EAP. This can be telephone, online or face-to-face counselling; the pathway is agreed between the EAP assessing counsellor and the individual. Counselling can be accessed most easily by using the EAP’s freephone telephone number: 0808 168 2143.

When you ring, you will always speak to a trained counsellor who does an initial assessment and discusses the best form of counselling the EAP can offer to support you. Up to eight sessions are available for University staff.

You can find out more about the EAP and all it can offer on the OH website

The Joint Staff Negotiating and Consultation Committee (JSNCC) is one of the most important committees in the University, with a remit that covers consultation on topics such as the University’s plans and proposals as well as negotiation on pay and staff terms and conditions.

At present, the JSNCC is consulting and negotiating with the aim of reaching agreement on a new reward strategy and will shortly begin consultations on a proposed pay freeze.  If agreements are reached, the proposals will be implemented and staff contracts will be varied automatically without the need for staff to agree individually.

It is therefore vitally important that staff are properly and fully represented on the JSNCC.  In addition to elected representatives of our recognised trade unions, there are also four seats on JSNCC for elected representatives of staff who are not trade union members: two representing the professional services and research support staff in grades 1 to 6; and two representing the academic, research and professional services staff in grades 7+.

One of the two grade 7+ staff representatives, Denise Twomey, will be leaving the University at the end of July 2020.  Denise has been an active and committed representative and has played a full role in the work of the JSNCC over the past few years.  Two candidates have been nominated to replace Denise and to act as grade 7+ staff representative alongside Jon King.  The two candidates are:

• Mita Mondal – School Administration Manager from the School of Engineering and Digital Arts, who has been nominated by Farzin Deravi and Melissa Mulhall
• Charlotte Ransom – School Administration Manager from the School of Computing, who has been nominated by Andrea Peett and Alison Webster

Details of how to vote will shortly be emailed to all staff in grade 7 and above along with a link to the two candidates’ election statements.  Please take a few minutes to read the candidates’ statements and to cast your vote – it is very easy to do and totally confidential.

The University is committed to ensuring we provide an inclusive and welcoming community where all staff and students are enabled to meet their full potential and are treated as individuals. This includes providing support and understanding to those who wish to take, or have taken, steps to present themselves in a gender different to their birth gender.

We are aware that the impact of Covid-19 is particularly acute for trans and non-binary colleagues, and that their situation is compounded by the uncertainties surrounding the implementation of proposed changes to the Gender Recognition Act 2004.The proposals would make it more straightforward for trans people to get legal recognition of their gender, and would improve the lives of many trans people immeasurably. The majority of the public responses to the consultation on reforming the Gender Recognition Act supported the proposed changes.

We stand firmly with our trans and non-binary colleagues in calling for trans equality, with better support and recognition for trans and non-binary people and the struggles they face.

We know that we, as an institution, still have work to do, but we are unequivocal in our commitment to make the University a safe and welcoming place for staff and students of all genders and identities.

Trans people are our colleagues, our students, our friends, and we will continue to support them on the journey to true equality.

If you would like to learn how to be an ally, or wish to find out more about the rights of trans and non-binary people, further information is available from Mermaids and Stonewall.

University resources

• Management guidelines to support the return to working on campus are being developed and will include specific references to vulnerable groups including trans and non-binary people. This content will be shared with the LGBT+ Staff Network.
• Staff guide to gender reassignment in the workplace
• Support available for trans students

As LGBT Pride month draws to a close, we talk to members of the University’s LGBT+ Staff Network about the network’s role at the University, the importance of Pride, and why inclusion is so important in the workplace.

Contributors include: Jules Andreae, Operations Officer for the Information Services Operations Team; Anne-Marie Baker, the University’s Athena SWAN Project Manager; Bob McKay, Student Success Project Manager, Kent Business School; and Jan Moriarty, Student Success Project Manager at Kent.

What are the aims of the Kent LGBT+ Staff Network?

Bob: I think we have a number of roles – there’s the social/community element, such as organising network lunches and events for people to get together, but there’s also the role of being a ‘critical friend’ to the institution, ensuring that issues with LGBT+ equality are challenged and making sure that queer staff have a voice which is heard.

Jan: We also act as a first point of contact on issues around employment for LGBT+ staff and the impact of new policies and legislation on the LGBT+ community at Kent.

Jules: And we’re a visible point of contact for colleagues who need support or a friendly face to relate to.

What is the Network currently working on?

Jan: Stonewall’s new Workplace Equality Index has just been released, so we’ll be taking a look at that over the summer.

Jules: Members continuously engage with different departments and EDI (Equality, Diversity & Inclusion) teams in their departments.

Bob: We speak to central University leadership teams as well – we’ve recently been speaking to the VC about the University’s response to the government’s reported roll-back on reforms to the Gender Recognition Act 2004, which is a big step backwards for the rights of trans and non-binary people in the UK. We’re also looking forward to the end of lockdown and some events that we might be able to organise for the LGBT+ staff community once we’re able to see one another in person again!

Who can join the Network?

Bob: Anyone! Lesbian, Gay, Bi, Trans or other… and even straight colleagues! If you identify as LGBT+ or you’re an ally, the Network is ready to welcome you!

Why might someone want to join the Network?

Jan: For me, it’s about representation. We all (staff and students) need to know there’s someone out there whose experiences may be similar to our own. Some of us have to be visible to make that possible. However, I totally understand that some prefer not to be. Even if someone doesn’t want to take an active role, being a member is a good way to keep in touch.

Anne-Marie: One of the reasons I joined the network was because I believe it is important to have visible LGBT colleagues – this was certainly a big help for me when I first started work.

Jules: Growing up as LGBT+, people can be made to feel “less than” or shameful about who they are. The LGBT+ Staff Network gives a community for people to feel pride in who they are, as well as a place to press for changes to make sure the University keeps improving so that it becomes a place all staff can feel pride at work, equally.

How can people join the LGBT+ Staff Network?

Bob: Just drop us an email at lgbtstaffnetwork@kent.ac.uk.

Jules: If you log in to lists.kent.ac.uk, and search for ‘lgbt’ you’ll be able to see the staff network mailing list and subscribe to update emails. You can also join our new Team on MS Teams, by clicking here or by clicking Join or Create a Team from within Teams and then using the code skd6691.

What’s it like working at Kent as an LGBT+ person?

Jan: The various communities represented by the LGBT+ acronym will experience Kent in different ways. We are a diverse community and we have very different challenges. There’s still a lot of educating to do.

Anne-Marie: I decided to be out at work many years before I joined Kent and perhaps it had become a bit of a “so what” for me. The LGBT+ community does have a voice at Kent and it’s been good to be part of that to progress LGBT inclusivity so that others feel supported to be themselves.

Jules: I believe the University is a good place to work. I believe improvements are needed and we should always strive to improve in our areas of the university and push the University to be a leader for inclusivity and equality.

Bob: Honestly, it’s the first place I’ve ever been able to bring my whole self to work. That doesn’t mean it’s perfect by any means… but I love being able to be myself at Kent.

The University appreciates that this is a difficult time for all staff as we respond to the significant challenges presented by Covid-19. In recognition of this, and to provide some much needed time for recuperation, our Executive Group may, from time to time, grant additional rest days. The latest of these were announced this week and, for most of us, will be taken on Thursday 9 and Friday 10 July.

These rest days are fully paid and are in addition to annual leave. We want you to spend some time away from work with your families and to look after your own wellbeing. Please talk to your manager who will facilitate and coordinate requests for taking these days off.

Wherever possible, the rest day should be taken on the designated day, or in the designated week. However, to retain flexibility and accommodate as many staff as possible, especially those providing essential services on campus, individuals can agree with their line manager to take the rest day on another day within two weeks of the original date.

If you work part-time, you will receive a day’s leave regardless of the number of hours you work. If the designated day is on a day you don’t normally work, you can agree a suitable day with your line manager within two weeks of the original date.

It is important that academic staff take a break from work too so, if you are not taking annual leave during the vacation and working normally, you should take the rest day.

Rest days will not apply for staff employed on timesheet contracts who generally work a limited number of hours each week. However, if you are working full-time on a timesheet contract, please enter a rest day on your timesheet and you will be paid for this. You will also need to agree the day off with your manager.

The rest days are an ad-hoc thank you from the University to let you know how much your efforts are appreciated and there are no plans to make them a regular feature.

Find out more

For further information, including who’s eligible for the rest days, see the FAQs on the HR webpages.

As the Covid-19 lockdown eases, the University is drawing up plans for a phased staff return to campus.

At present, however, access remains limited to those doing essential work and the majority of staff will continue working from home.

If you’re working at home, don’t forget that there is plenty of support available. You can find detailed information on our coronavirus staff webpages, including:

• an HR guide to working from home and
• our new COPE Framework to help managers and staff agree working principles that work for them.

Kent Sport’s Stay Well @ Home webpages also contain plenty of tips, including inspiring blogs and access to free online physiotherapy and exercise classes.

Insurance checks

The University’s insurance extends to home workers, but it’s important to check with your own home insurer that home working does not invalidate your own policy.

University property and equipment continues to be insured while temporarily removed from campus but reasonable precautions should be taken to prevent any loss or damage. Reports of loss or damage, or any insurance-related enquiries, should be directed to our Insurance office: insurance@kent.ac.uk

Further information is available on our coronavirus staff webpages.

A new Staff Connect self-service module, Personal Development & Qualifications, has been launched this week.

Colleagues can now record any personal development/training or qualifications they have undertaken during, or prior to, their employment at the University. This can be used as a learning plan to record future needs for development identified and agreed with their manager, for example as part of the RPD process.

How does it work?

Within Staff Connect, you’ll find a new tab in the menu on the left of the screen – “My Development/Qualifications”. You can access the module via this tab and record any personal development activity, training and qualifications.

On entry of a new record, a notification will be sent to your line manager with a request for authorisation. Prior to authorising the request, managers are asked, where possible, to verify that the details submitted are correct; for example, by having an informal conversation with their staff member. Where a qualification is added to the system, managers will need to see proof that the qualification has been attained (eg certificate, diploma) and that evidence of the qualification has been uploaded under “My development/Qual documentation”.

This new functionality is entirely optional and there is no requirement for individual members of staff to use it. Further information on how to use is available in our Staff Connect ‘How to’ guides.

What are the benefits?

This new personal development/qualification module, combined with the appraisal and training modules already available within Staff Connect, provides a more holistic view of staff learning and development. Individual staff can complete their own records and add any events, qualifications or training they have attended outside of the central training provision, which would otherwise not be captured.

This should be a useful source of information for staff for their career development by helping them link objectives and goals set in their RPD and their education, qualifications, skills and knowledge. Managers will gain more visibility and understanding of individual and team capability and development needs, which will in turn support talent management and succession planning activities.

Phase 2 enhancements already available

Launched in May 2017, Staff Connect initially included a new integrated HR and payroll system, management reports and employee self-service. In 2018-19, phase 2 of Staff Connect introduced further functionality, enabling an automated, single point of entry for many of our HR functions. The aim was to streamline HR processes and provide employees and managers with a one-stop-shop for most HR-related activity.

As part of these developments, staff and their managers can already access the following functionalities within Staff Connect.

• Training booking & administration: This new module of Staff Connect replaced the existing UTAS system used by Learning & Organisational Development (L&OD) for training bookings, course administration and evaluation allowing Staff to self-serve and book onto courses and events as well as access their training records.
• Appraisal Management: The appraisal functionality enabled managers to use Staff Connect to record that RPDs have taken place and to follow up on next steps such as training requirements. The system also allows for RPD documents to be uploaded onto the system for manager and staff to access as required.
• Recruitment System: A new recruitment system replaced the staff recruitment system i-Grasp with an up to date recruitment system called Stonefish and a new recruitment website for manages to use to recruit all salaried staff at the University.
• Absence Management: The Absence module added to Staff Connect offered two key functionalities. The first supported the management of annual leave, the other allowed managers and HR staff to record employee absence via Staff Connect.
• Expenses: In June 2019, the Expenses module of Staff Connect became available to all professional services, academic and research staff to submit expense claims replacing the existing paper based solution.

Find out more

Further information on Staff Connect and how to use the different modules available is available on the Staff Connect user guides:

• Employee user guide
• Manager User guide

As the Covid-19 lockdown eases, plans to re-open our campuses are progressing according to schedule. The health and safety of all our staff and students remains the priority.

Colleagues in Estates continue to work hard on re-opening buildings on both the Canterbury and Medway campuses. The first phase remains the research labs, libraries and the Registry. At Medway, where there are shared facilities, the Estates team is working closely with Greenwich and Canterbury Christ Church universities.

We continue to work with the trade unions and staff representatives as we move through this process and the risk assessments for opening of the labs have been approved by the JSNCC. The risk assessment for the wider University will be considered at next week’s meeting.

Once the assessments have been approved, HR will engage with senior leaders to identify staff in their areas who need to return to campus. Due to the complexity of the work required, we have revised the previous estimates of when anyone who is currently working at home might return to campus. We are now looking at the start of July at the very earliest.

Deciding who will return to work on campus will depend on a range of factors, including building capacity, personal circumstance, home-working conditions and flexible working arrangements. Our overarching principle remains that we are keeping to national guidance, which states that you should work at home if you can and that only essential staff should be on campus. We will continue to revise our Health & Safety policy in line with any changes to government guidelines.

The move to online exams and assessment has gone well and Exam Boards are in progress. A paper on the shape of the academic year 2020-21, which provides a framework for learning and teaching for next year, has gone before today’s meeting of Senate.

Our aim is to welcome all students on to campus this autumn. If we need to prioritise groups to accommodate social distancing, we will prioritise first years and postgraduate taught and research students.

We will continue to provide updates on our return to campus over the coming months.

The University’s Executive Group has confirmed the 2020/21 increase for parking permit charges. These charges will apply from 1 September 2020.

Kent’s parking permit prices remain low compared to other universities and we continue to offer free parking permits for those who have a Government Blue Badge or travel by motorcycle.

For staff, there will now be four tiers of payment in accordance with your salary. The new fourth tier will apply to anyone paid on the professional and management scale who will pay a higher rate (£1.24 a month above the higher rate of the other tiers).

All other permits (except daily permits) will continue to be charged according to staff gross monthly earnings, irrespective of the length of time the permit is valid for. 

Find out more about staff parking on campus and the permit changes on the Transport webpages.