1
Introduction
The University has a strategic commitment to improving student
employment, retention and progression. The provision of
employability skills is central to the University's mission of
Educating for Professional Life and is the underlying
principle of the University's Employability Strategy (2002-2007).
Two of the strategic goals directly address this area:
3.1
To develop graduates with the appropriate skills and attributes
required for employment and to encourage students to take
responsibility for their own development.
3.2 To
encourage and develop the availability of work experience
opportunities, part-time work, voluntary work placements, both
within, and external to, the programme of study.
In order to achieve this, University of Westminster students
should be considered first for all casual, part-time and temporary
positions. The Human Resources Department and Career
Development Centre have worked closely together to improve the
opportunities for University Management to maximise opportunities
to employ University students. As an incentive to managers,
students employed under this policy will not be held to the usual
strict hiring process that applies to all other appointments.
2
Policy Statement
The Student Employment Policy will benefit both the University
and its students alike: the University, as an employer, will have
immediate access to a rich pool of student talent (both
undergraduate and postgraduate) and students will be able to take
advantage of local paid employment
opportunities. Students' longer term employment
opportunities will also be enhanced as a result of this experience
which will allow them to develop essential employability skills and
improve their awareness of future career opportunities.
2.1 It is
University policy that managers are required to give priority to
offering part-time and temporary employment to students, thereby
offering a valuable learning experience in the working environment.
While students are not to be regarded as lower cost alternatives to
regular staff, it should be recognised that they are being employed
under a special scheme and as such are not eligible for the same
benefits package as regular employees. Students are not eligible
for fee waivers for study or other staff benefits, with the
exception of annual leave. However managers must ensure that every
employment opportunity allows the student to improve their skills
base.
2.2
Students will normally be employed where the nature of the work
is:
- Casual
- Result of a peak of activity or increase in work
loads
- Cover for illness or absence
2.3
Managers will not usually be permitted to use agency staff for the
above type of vacancies until the post has been advertised through
Career Development Centre. HR will be responsible for monitoring
this.
3
Eligibility for Employment
To be employed under this Policy, the individual must be
enrolled on an approved University of Westminster programme of
study. It is the responsibility of the hiring manager to check
this.
3.1
The Student is responsible for providing evidence of their
eligibility to work in the UK. It is the responsibility of the
hiring manager to ensure that the Student provides evidence that
they may be employed legally. Further advice can be obtained from
the local HR Adviser or central HR. Students from outside the
European Economic Area (EEA) who are enrolled for a course lasting
more than six months should usually have a student visa that
permits them to work in the United Kingdom. For full guidance on
types of eligibility and restrictions on working in the
UK please see the HR website or contact
the HR
Resourcing and Reward Team.
3.2
Evidence of a National Insurance Number does not mean that an
individual can legally work in the UK. International Students do
not require a National Insurance Number to commence work. Temporary
National Insurance Numbers can be issued, but if a student has not
worked in the United Kingdom previously they need to apply for a
National Insurance Number when they commence work. Students will
need to contact HM Revenue and
Customs to obtain one.
4
Requisition
A requisition IS NOT required to appoint a University of
Westminster Student under this policy. This is the only exception;
all other appointments must have a requisition completed in the
usual way. The line manager is responsible for ensuring they
operate this scheme within budget.
5
Post Numbers
If the student is covering a substantive post, that post
number must be used. The student will be paid at the bottom spine
point on the applicable salary scale. The category code 1725 must
be used.
As a department makes a request to employ a student under this
scheme, a special post number will be allocated. These post numbers
must only be used to engage University of Westminster students
under this scheme.
6
Category Codes
All appointments must be costed to the following special
category code. This is to ensure accurate and regular monitoring of
this policy. The category code is:
Category Code
1344
Title
Non-Contracted Staff
CASE
Student Employees
Band
E
7
Rates of Pay
If the job has been evaluated previously, using the HAY
methodology it will have been assigned a post number and salary
grade. In these circumstances the student will be paid at the
bottom spine point of the applicable
scale.
Some jobs, which involve 'ad hoc activities', do not have a
detailed job or person specification. In these circumstances
student roles are divided in to three groups based on the assigned
duties. These range from routine to advanced or specialist,
depending on the degree of difficulty inherent in the duties being
performed. The classifications detailed below are for guidance and
Career Development Centre has the authority to suggest or
determine the rate that should be paid based on the activity being
undertaken. Where a role does not easily fit within one of the
classifications Career Development Centre and the local HR
Adviser must be consulted for advice on the appropriate rate to be
paid to the student.
8
Rate A
£6.08 per Hour
Please note this rate has changed with effect
from 1st October 2011, in line with National Minimum Wage
increases
Positions at this rate are assigned a variety of duties under
close supervision or under supervision ranging from unskilled to
semi-skilled duties. Requiring a low skill base, the requirements
of the job can be learned quickly, usually in a number of hours or
days. These would normally be repetitive clerical or manual tasks.
Positions involving unskilled or semi-skilled duties range from
requiring no prior experience and minimal training to requiring
some experience and minimal training and or a basic skill set or
competency; word-processing, data entry, filing, record keeping,
reception duties. Examples of this type of work may include;
Envelope Stuffer, Filing Assistant, or Ceremonies Assistant
Usher.
9
Rate B
£9.00 per Hour
Positions at this rate are assigned a variety of skilled
duties under supervision, exercising independent judgement for
performing the duties; some previous experience will be required at
either a moderate or advanced level. There will be a requirement
for some specialised skills for example, data base management,
advanced word-processing skills. These types of roles would usually
include responsibility for performance of a sequence of
interrelated tasks and some routine problem solving or a sound
understanding of a process or equipment. Examples of this type of
work may include; Administrative Assistants in central or campus
offices, Note Takers or Minute Takers, Telephone Researchers,
Initial Enquiries Service Team Members.
10
Rate
C
£12.00 per Hour
Positions at this rate would require the use of specialist
equipment or would require a sound understanding of either the
techniques or the process or procedures or some prior work
experience in that particular area or
discipline. The work would normally expect to
include a variety of complex duties under direction, ranging in
complexity and scope and may require advanced to extensive training
or experience or specialised skills and knowledge and the ability
to work within such a framework independently. Examples of this
type of work may include; Initial Enquiries Service Team
leader.
11
Hours of Work
To ensure that there is no compromise with individual study
and to comply with current Home Office legislation, students should
not work more than 20 hours per week during term time. Outside of
term time the standard working week of 35 hours applies. This is
the standard working week for all University staff. Managers will
be encouraged to structure the work flexibly in order to enable the
student to incorporate working around their
studies.
12
Advertising of Vacancies
Vacancies must be advertised through the Career Development
Centre’s Talent Bank. This is a free scheme through which
University of Westminster departments can quickly appoint
pre-screened student staff to fill part-time vacancies both
casual/ad-hoc and longer-term roles. Outside of term time students
are permitted to work up to 35 hours per week, subject
to visa restrictions. To request a Talent Bank student please
email
careers@westminster.ac.uk or
call x65184. You will then be asked to fill out a short form
providing information about your department and the job
description/person specification of the role. For more information,
see
www.wmin.ac.uk/talentbank
.
13
Notification to Human Resources
Once a Student has been recruited, the Hiring Manager is
responsible for advising the Human Resources Department using the
Student Employee Appointment Form (for form see bottom of this
page). Human Resources are responsible for
confirming the contract details and ensuring the Student is paid at
the correct rate of pay. An electronic copy of
the contract will be forwarded to the Hiring Manager as an audit
check. All Students will be paid monthly on the 22nd day
of each month. Managers must ensure that prior to commencement
Students are notified of this and advised that advances are not
normally paid.
14
Confidentiality and Conflict of
Interests
The University will not unnecessarily restrict or prohibit
students from working in a particular area or departments by reason
of access to confidential information. The standards of
professional behaviour expected of employees or agency staff will
also apply to students. All students will be advised in writing of
their responsibility to respect confidentiality of any information
which they may be party to by way of being employed by the
university. Students will be required to sign a confidentiality
form.
14.1 There may be exceptional
circumstances where posts afford students access to personal data
or where they have the potential to access examination papers or
change course marks. In these circumstances a department is
entitled to seek exemption from the Human Resources Department, but
a clear written justification on why exemption is being sought will
need to be produced.
15
Diversity Statement & Legal Framework
The University of Westminster is
committed to supporting diversity and equal opportunities
in its dealings with all students. All staff who employ students
under this policy must be fully committed to creating a
stimulating and supportive learning and working environment based
on mutual respect and trust to assist students to reach their
full potential, regardless of race, nationality, ethnic or national
origins, marital status, disability, gender, religion or belief,
sexual orientation or any other similarly irrelevant factor.
15.1 If you have to interview a
number of students, for example if there is more than one applicant
who could undertake the role, prior to making an appointment you
must treat the students in an identical way as if you were hiring a
regular employees. A record of the basis for the selection decision
must be kept locally for a period of seven months. This is the
responsibility of the hiring manager.
15.2
Managers must note that these appointments would be covered by the
same legal framework that covers full and part-time employees, so
failure to implement the policy in an open and transparent way
could result in exposure to claims for sex and or race
discrimination.
16
Student Employment Best Practice
In order to ensure each student obtains the maximum benefit
from the appointment the following guidelines on best practice
should be adhered to.
16.1 Plan ahead and consider
the skills and number of students you may need to hire, prior to
peak workloads or an anticipated vacancy or vacancies.
16.2 Be clear about the job
being offered. Know the hours you need the student to work, the
defined duties for the role and who will supervise them. Establish
clear goals or objectives.
16.3 Provide
the necessary tools, training or support to enable the job to be
performed; this may be their first job.
16.4 Give plenty of
feedback and support. Anticipate that some mistakes may be made and
provide constructive support and advice. This will enhance
performance.
16.5 Discuss
expectations about time keeping, reporting absence, any essential
rules and regulations including: Conflict of Interest and
Confidentiality Policy, the Emergency and Health and Safety
Procedures.
16.6 Be as flexible as possible
to accommodate academic workloads, assignment deadlines or revision
and examination periods.
17
Suspension or Cancellation of Scheme
The Director of Finance can suspend operation of the scheme in
full or in any department, unit or campus if financial or other
circumstances suggest that there is a business case for doing
so.
Career Development Centre & Human
Resources
Revised 24 August 2005
Amended 17 August 2010
Ammended 2 June 2011