Reward &recognition procedure

1. 1/30/2016 Reward & Recognition Procedure
https://www.soas.ac.uk/hr/procedures/reward/rewardrecog/ 1/10
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Reward & Recognition Procedure
Contents
1. Introduction
2. Equal Opportunities
3. Principles
4. The Reward & Re­Grading Sub­Committee
5. The Faculty Promotion Committees
6. Criteria
6.1 Contribution Increments
6.2 Accelerated Scale Increments
6.3 One­off or on­consolidated payments
7. Application process
8. Salary scales
9. Fast track application
10. Outcome of Exercise
11. Appeals
12. Confidentiality
1. Introduction

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The purpose of this procedure is to set out how the process of awarding contribution increments,
accelerated scale increments and one­off or non consolidated payments (honoraria) will work within the
school.
The first contribution round will not be fully embedded within the school until August 2009.
The aim of this process is to provide a coherent and practical approach to both recurrent and one­off or
non consolidated payments made to staff in order to reward individual contribution within their role, and
to ensure transparency, fairness and equality to all staff.
To increase transparency and consistency there is one scheme for all staff covered by the single pay spine
which encompasses all recurrent and all one­off or non consolidated payments to reward members of
staff who significantly and consistently exceed the normal expectation of their role.
To ensure maximum opportunity for staff to be recognised, the award of contribution increments,
accelerated scale increments and one­off or non consolidated payments will be considered following self­
application or management recommendation.
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2. Equal Opportunities
The procedures outlined here should be carried out with due regard to any diversity issues which may
have affected either the original situation or the current process. The School’s Diversity Adviser and
diversity specialists within the Human Resources Directorate are available to support colleagues in this
area. Where a diversity issue (e.g. a disability including chronic physical or mental health conditions)
has been disclosed to the School, whether prior to the situation which triggered this process or during the
process, the line manager co­ordinating the process is responsible for checking with the employee to
determine their needs and for making the appropriate arrangements. Employees who have not previously
disclosed a diversity issue which may be relevant to this process are encouraged to do so, as early as
possible, so that it can be taken into account.
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3. Principles
The procedure is based upon the following principles:
All staff should be rewarded fairly according to their sustained contribution, including the
application of new skills and of expertise developed over time in the job.
A summary of appraisal could be used in support of an application for reward. It is recognised that
the introduction of a new appraisal scheme will require Heads of Departments/ managers and staff
to be fully trained in its use
Assessment of objectives / performance standards achieved should be clearly related to
Departmental/ Section objectives, recognise achievements and reward competencies and activities
likely to contribute to future success of the school.
Objectives / performance standards must be applied fairly and consistently.
Judgements should be demonstrably based on objective evidence and, where appropriate, recognise
initiative, leadership and/or contribution to teamwork.
Arrangements for access to contribution points should be fully communicated to staff in a way that
makes clear how it operates and the part that they and their managers play in it.

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4. The Reward and Re­grading Sub­committee
(a) For Support staff, all recommendations for contribution increments, accelerated scale increments or
one­off or non consolidated payments will be considered by the Reward and Re­grading Sub­committee,
which is a Sub­committee of Human Resources Committee. Membership of the Reward and Re­grading
Sub­committee is as follows:
Registrar and Secretary (Convener)
Pro­Director or Vice Principal
1 (or up to 2) x Head of Admin
Director of Human Resources
Clerk (one of Human Resources Manager)
(b) The Sub­committee will monitor and review the operations of the Recognition and Reward Procedure
on an annual basis. Any changes to the procedures or its operation will be fully consulted on with the
appropriate trade unions.
(c) The Reward and Re­grading Sub­committee will consider each application based on the agreed
criteria before making a decision on each case. A decision will be reached in each case on the basis of
the evidence submitted against the criteria. The Sub­committee will assume that account will have been
taken of the affordability of each case in relation to existing budgets which will therefore not affect the
decision taken.
(d) The Directorate of Human Resources, on behalf of the Sub­committee, will communicate the
outcome directly to all applicants, and to the relevant Head of Department.
(e) The Sub­committee will report annually to HR Committee and a report on the results of the process
broken down by ethnic origin, disability and gender will be passed to Equality Committee to be reviewed
at its next schedule meeting.
f) In addition to consideration of the rewards and re­grades for Support staff, this Committee currently
also considers rewards and re­grades for IFCELS teaching staff. Although this needs to be reviewed (see
section 5 below), until alternative arrangements have been agreed, the Committee will continue to cover
IFCELS Teaching Staff.
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5. The Faculty Promotion Committees
(a) For Academic staff (Teaching & Research), it is the Faculty Promotion Committees that take on the
role of the Reward and Re­grading Sub­committee. As well as making recommendations to the School
Promotion Committee in respect of Academic promotions, the FPCs also consider the award of
accelerated scale increments and contribution points.
(b) It is proposed that cases from Language Teachers in the Language Centre will go to the FPC for
Languages & Cultures.

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(c) Arrangements for IFCELS Teaching staff are yet to be agreed, but in principle it has been agreed that
they should be considered under one of the FPC’s or that they should have a separate committee of their
own to consider rewards and re­grades. In the meantime, it is intended that they should continue to be
dealt with under the existing Rewards and Re­grades procedures.
(d) It is important that the criteria used by the FPCs in determining awards are consistent and therefore
they will be subject to common guidelines provided from time to time by HR. Responsibility for
ensuring compliance with the criteria (examples of relevant criteria are listed below) will rest with the
Dean/Chair of FPC.
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6. Criteria
Recognition payments should relate to the staff member and how s/he carries out their role and not to the
role itself. In order to assist the Reward and Re­grading Sub­committee/ FPC in the interpretation of the
relevant criteria, supporting statements by the Head of Department/ Section should reflect their own
clearly identified strategic objectives and indicate clearly how the performance of the relevant member of
staff contributed in achieving these. Clear guidance should be made available to both staff and Reward
and Re­grading Sub­committee/ FPC outlining where a contribution increment, an accelerated scale
increment or a one­off or non­consolidated payment would be appropriate.
Examples of Relevant Criteria
Teaching & Learning excellence;
Academic leadership;
Entrepreneurial and Enterprise Related Activities;
Research excellence; People Management;
Budget Management;
Services Delivery / Customer Care;
Achievement of Objectives / Performance Standards;
Continuous Professional Development;
Promoting Widening Participation;
Representation on External Bodies; Technical Skills;
Team and Project Leadership / Participation;
Educational Management and Administration Planning;
Any other relevant objectives / performance standards agreed between post holders and relevant
Head of Departments.
The award of contribution increments and accelerated scale increments should be used to recognise an
individual’s application of accelerated knowledge, skills and/or behaviours which increase their
contribution towards School, Faculty and Departmental objectives, over and above the normal
expectations of the role for a sustained period (normally more than one year) or where the requirement is
clearly on­going.
One­off or non­consolidated payments should be used to recognise an individual’s contribution towards
School, Faculty and Departmental objectives, significantly over and above the normal expectation for the
role, but which is not necessarily an ongoing requirement.
There is normally a one year qualifying period for all types of payment by the date of submission of the
application i.e. you should have been in post for one year by the time you submit your application.

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Other mechanisms such as the Market Supplement Policy and re­grading/promotion procedures are
available to cover market pay issues or permanent changes to roles.
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6.1 Contribution Increments
These may be awarded where a staff member:
is consistently demonstrating exceptional performance i.e. over and above the normal expectation
for someone who is fully developed in that role but where this is not enough to justify a re­grading;
is consistently providing sustained, outstanding services to the Department or Section, or to the
School at large e.g. exceptional performance in a key area of the role.
Note:
One, two or, exceptionally, three contribution increments may be awarded, where a case can be made for
this based on the criteria agreed and subject to their availability. It should be noted that the normal
expectation is for a single increment to be awarded.
Contribution increments will normally be effective from 1 August each year.
To be eligible for a contribution increment, a member of staff should be paid at the normal maximum or
penultimate of his/her salary scale.
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6.2 Accelerated Scale Increments
These may be awarded where a staff member:
is developing and progressing within their role at a faster rate than would normally have been
expected and is making a greater contribution to the Department or Section;
has taken on significant additional work on an ongoing basis, but where the level of that
responsibility falls within their current grade;
is demonstrating sustained behaviours / approaches which allow their role to be achieved more
effectively on an ongoing basis e.g. quality achieved, customer services provided, application of
the skills gained following the achievement of a relevant qualification.
Note:
To be eligible for the award of an accelerated scale increment a member of staff must be below the
maximum of his/her salary scale. An accelerated award does not involve payment beyond that point.
Accelerated scale increments are normally effective from 1 August each year.
More than one accelerated scale increment may be awarded in exceptional cases.
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6.3 One­off or non consolidated payments

6. 1/30/2016 Reward & Recognition Procedure
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These may be awarded where a staff member:
is to be rewarded for a temporary re­grading of a role (Acting Up Allowance), which would be
time­limited. The Sub­committee is not responsible for making judgments about AUA’s, which
should be agreed between the Line Manager & Budget Holder and HR in accordance with School
policy. It is, however, important that the Sub­committee is aware of any such allowances being
paid in the year in question for staff being put forward for a reward or re­grade to ensure that there
is no possibility of a double reward;
takes on additional but time­limited responsibility e.g. one­off project work (Responsibility
Allowance). The Sub­committee is not responsible for making judgments about RA’s, which
should be agreed between the Line Manager and Budget Holder and HR in accordance with School
policy. It is, however, important that the Sub­committee is aware of any such allowances being
paid in the year in question for staff being put forward for a reward or regrade to ensure that there
is no possibility of a double reward;
demonstrates a particular flexible approach or behaviour/s which contributes directly to the
achievement Departmental or Section objectives (this should not be interpreted as working
additional, unpaid, hours though this may be taken into account);
contributes ideas which leads to greater efficiency, improved quality, cost savings etc, and which
contribute to the achievement of Departmental or Section objectives;
achieves particularly challenging goals or objectives e.g. overcomes significant obstacles to ensure
deadlines are met;
demonstrates behaviours / approaches which allow the role to be achieved more effectively e.g.
quality, customer services provided, but where these have not yet been demonstrated on an
ongoing basis.
One­off or non­consolidated payments (except RA’s and AUA’s, which would be paid monthly during
the period of application) are normally paid with the July salary in the year the reward was made and
would normally take the form of payments at a level agreed annually by the committee, which may be
paid on a pro­rata basis for part­time staff as deemed appropriate..
It is important that the Reward and Re­grading Sub­committee/ FPC can justify variations in any one­off
or non­consolidated payments reflecting in a transparent way the achievements of the recipient as this
will also be monitored by Equality Committee and perceived disparity of treatment can lead to potential
challenges to decision on the basis of equality legislation.
It is also important for the Reward and Re­grading Sub­committee/ FPC to consider whether one­off or
non­consolidated payments have previously been made to members of staff for the same or very similar
reason in the previous two years. In these cases an award of a contribution increment or an accelerated
scale increment to reflect this trend may be more appropriate as a way of rewarding sustained excellent
performance.
It may be appropriate to award a one­off or a non­consolidated payment to a team or group where there is
evidence that all members of the team / group have worked together to achieve a significant objective.
Where a contribution increment or an accelerated scale increment is awarded there should be clear
demonstration that the individual has increased their contribution to the Department or Section and to
School objectives on an ongoing basis. With this in mind, it is unlikely that the Sub­committee would
consider a further accelerated scale increment or contribution increment the following year, even if
performance levels are maintained. It could still award a non­consolidated payment the following year if
the level of performance is maintained, and a further increment (accelerated scale or contribution as
appropriate) might be awarded the year after that, again if the level of performance is maintained. The

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Sub­committee will take account of all awards given to individual applicants over the preceding three
years when making its’ decisions.
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7. Application Process
Members of staff and / or Heads of Departments/ Managers wishing to apply / recommend the award of a
contribution increment, an accelerated scale increment or one­off payment should complete the form
Application/Recommendation for Consideration for Recognition and Reward accessible at the end of this
policy. Completed forms should be passed to the Head of Department / Section for their comments and
then submitted to the Human Resources Directorate.
Applications for the 2014/15 rewards round should be completed by 5pm on 20 May. The Human
Resources Directorate will send out a reminder of this deadline to all staff and Heads of Departments or
Section before the end of March.
Please note: While a member of staff is entitled to make an application on their own behalf and does not
require the support of the Head of Department or Section to do so, the application requires a statement
from the Head of Department or Section in order for the Reward and Re­grading Sub­Committee/ FPC to
assess the application. Heads of Department or Section must provide this whether or not they wish to
support the application. In the latter case they should make clear the grounds for not supporting the
application within the statement.
Support and guidance will be made available to staff to effectively reflect their cases where they may not
be confident doing so in their own. Such support and guidance is not intended to identify and build cases
on a staff member’s behalf. Members of staff can contact their line manager or Human Resources
Manager if they feel they would benefit from this assistance.
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8. Salary Scales
Copies of the current salary scales are available via the Human Resource website.
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9. Fast Track Application
In circumstances which are deemed, by the appropriate Dean of the Faculty or the Registrar, to be wholly
exceptional and unforeseeable, applications may be submitted to the Reward and Re­grading Sub­
committee/ FPC outside the normal timetable. In such cases, the standard procedure will be followed if
feasible. In the event that time does not permit, or circumstances dictate otherwise, an electronic
consultation exercise will take place. Decisions cannot be made solely on chair’s action. The appropriate
trade unions will be informed of the circumstances of any occasion that this “fast track” process has been
initiated.
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10. Outcome of Exercise

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The Reward and Re­grading Sub­committee will meet annually in June to consider all applications under
this procedure. The dates for the FPC’s are set and published annually (for the 2014/15 rewards round the
sub­committee will meet on 25 June).
Members of staff will be informed of the outcome of their application by the HR Department by the end
of July.
Members of staff whose application has not been successful, or who have been awarded a different type
of payment than they had applied for, will be given written feedback about the decision. This feedback
will clearly indicate the reason for the sub­committee’s decision referencing the relevant criteria used in
its assessment.
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11. Appeals
Staff have the right to appeal the decision of the Reward and Re­grading Sub­committee/ FPC in respect
of their application under this procedure.
Notification of the intention to appeal the decision should be sent to the Human Resources Directorate
within 10 working days of receipt of the notification of the outcome.
The Human Resources Directorate will write to any staff member who lodges an appeal inviting them to
attend and/or provide a written submission to the Reward and Re­grading Sub­committee Appeal Panel/
FPC equivalent giving a minimum of 15 working days notice (the Appeal Panel should normally meet
within 8 weeks of the notification being sent).
The member of staff should write to HR at least 5 working days before the date of the Appeal Panel
meeting indicating whether they wish to attend the hearing and/or provide a written submission. Any
written submission to the Appeal Panel must be received by the Human resources Department at least 5
working days before the date of the Appeal Panel meeting.
The purpose of the Appeal Panel is to allow a member of staff to question the decision of the Reward and
Re­grading Sub­committee/ FPC in their case on the basis solely of the areas raised in the original
submission and with regard to the reason outline in the feedback letter. Consideration will only be given
to additional information that amplifies or provides more detail on the areas covered in the original
submission.
Members of staff should be aware that a decision to reject an application does not mean that the Reward
and Re­grading Sub­committee/ FPC found no merit in the case but also may have reflected the
consideration of recent rewards awarded to the applicant.
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12. Confidentiality
Information relating to reward and regrading applications and appeals must be treated as confidential by
those involved, and must be managed in accordance with the School’s Data Protection Policy and IT
policies. Staff involved in these processes should note that applicants have the right to seek access to
personal data about themselves under the Data Protection Act.

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April 2015
Downloads
Rewards 2014/15 Appendix A (msword; 39kb)
RRF1 Application Form (msword; 34kb)
RRF2 Application Form (msword; 32kb)
RRF3 Application Form (msword; 35kb)
RRF4 Application Form (msword; 33kb)
Message for all Professional Services Support Staff and IFCELS Teaching Staff Rewards Round
2014 15 (msword; 25kb)
Admin
Administration and Professional Services
Human Resources
Policies & Procedures
Reward, Promotion, Re­grading
Academic Promotion Procedure
Grading Procedures
Market Pay Policy
Allowances & Overtime
Reward & Recognition Procedure
Senior Staff Remuneration
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