5.1 As soon as the scheme is launched, Heads of Institutions shall arrange for all members of staff to be informed that:
- The scheme has been launched and how the guidance can be accessed (see reference documents).
- A general review is underway in the Institution of those eligible to be considered.
- Individuals may request to be considered for a contribution reward (increment or single payment).
Reports listing staff eligible for consideration for both contribution rewards will be electronically sent to the nominated report recipient for Institutions via the secure ‘burst reports’ mechanism. The process is described in the letter launching the exercise.
5.2 All cases must be made using form PD30a (for proposal of Contribution Increments) or form PD30b (for the proposal of Single Contribution Payments). Part one should be completed by the staff member who should put forward their own case for consideration. Part two should be completed by the immediate manager (in some cases this will be the Head of Institution) who must confirm whether or not he or she supports the case. Please note that there is no need for part one to be completed if the line manager is putting the member of staff forward for consideration. If this is the case the individual should be informed that a proposal has been put forward on their behalf.
5.3 Only one reward should be specified on each recommendation or application form. Staff cannot be awarded both a contribution increment and a single contribution payment in a single year. The choice of reward should reflect whether an individual's outstanding contribution is sustained over a period of not less than 1 year (with evidence of continuous working at that level) or if it relates to a one-off task or project that is finite in nature. This Scheme is designed to recognise exceptional contribution, i.e. contribution and achievement that is much greater than would be expected considering an individual's grade, role and objectives. Meeting the eligibility criteria means that an Institution is able to apply for a Contribution Reward in respect of a staff member. The recommendation/application should then outline the case for a Contribution Reward It is not sufficient to state that the eligibility criteria have been met. The Awarding Authorities will expect to see a rationale which explains why an achievement or contribution is considered exceptional in accordance with the guiding criteria.
5.4 The Head of Institution is responsible for indicating whether they support the application and must forward all cases (both supported and unsupported) to the Awarding Authority. The reasons for not supporting cases must be recorded by the Institution concerned and must be limited to whether the proposal is objectively justifiable within the scheme criteria.
5.5 Awarding Authorities are responsible for assessing proposals for the award of contribution rewards based on the documentation provided. Where the number of successful applications for Contribution Increments exceeds the budget allocation, Awarding Authorities will place the proposals in rank order in relation to the criteria and in comparison with other proposals submitted in the same exercise in order to determine which applicants will be successful. The cost of UEF/Chest funded decisions of the Awarding Authorities must not exceed the UEF/Chest budget allocation. Regardless of the source of funding, all rewards must be given on an equitable basis and should be relative to the performance of other members of staff in the same Institution.
5.6 Secretaries of Awarding Authorities will write to Heads of Institutions advising them of the decisions of the Awarding Authority. If the Awarding Authority considers that the proposal should be successful, but it was unsupported by the institution this should be discussed before the final outcome is confirmed. The correspondence should also include reasons where a reward has not been given.
5.7 Secretaries of Awarding Authorities should submit to the firstname.lastname@example.org details of rewards made using the summary of outcomes proforma (see reference documents). This should include all of the applications considered, awarded and not awarded by the Awarding Authority.
5.8 Heads of Institutions should arrange for staff to be informed in writing of the outcome using model letters (see reference documents). Copies of letters to staff awarded contribution rewards should be sent to the relevant HR Business Manager.
5.9 Heads of Institution should provide feedback to individual staff members if requested. The feedback from the Head of Institution should help staff gain a clear sense of what factors were relevant to the outcome.
5.10 Human Resources will:
- Implement the increases in pay arising from the award of contribution rewards.
- Compile data on gender and employment category and provide an annual report to the Resource Management Committee.
5.11 Awarding Authorities
Awarding Authorities are convened by the Secretaries of Councils of the Schools, or the Registrary, in the case of Council institutions, including the Unified Administrative Service or the Academic Secretary in the case of Other Non-School General Board Institutions. The Awarding Authorities are:
- Institute of Continuing Education
- Non-School Council Institutions
- Other Non-School General Board Institutions
- Fitzwilliam Museum
- Hamilton Kerr
- Kettles Yard
- School of Arts and Humanities, including:
- HRH Prince Alwaleed Bin Talal Centre of Islamic Studies
- School of Biological Sciences
- School of Clinical Medicine
- School of Technology
- School of the Humanities and Social Sciences
- School of the Physical Sciences
- University Information Service
- University Library and associated Libraries:
- Betty and Gordon Moore Library
- Casimir Lewy Library
- Centre of African Studies Library
- Faculty of Asian and Middle Eastern Studies Library
- Faculty of Classics Library
- Faculty of Divinity Library
- Faculty of Education Library
- Faculty of English Library
- Faculty of Modern and Medieval Languages Library
- Haddon Library
- Marshall Library of Economics
- Medical Library of Addenbrookes
- Pendlebuty Library of Music
- Radzinowicz Library
Seeley Historical Library
Social and Political Science Library
Squire Law Library