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Policies, Procedures and Forms

Copies of all HR guidelines, policies, procedures and forms can be found below in alphabetical order.  If you would like further advice on any of the documents below, please contact your HR Business Partner or Officer who will be happy to assist you.

Academic promotion

  • For detailed information about academic promotion including the current timetable, guidelines, criteria and processes please visit Academic Promotion and Professorial Banding under our Pay and Benefits page.

Acting up and additional duties 

Agency workers

Annual leave 

Annual leave entitlements are confirmed in the terms and condition for each staff group.  Please see terms and conditions for more information.

Capability policy and procedure

Career break policy 

  • Career Break Policy (to follow)

Dignity at work – anti-bullying and harassment policy

Disciplinary policy and procedure

Family friendly policies

Shared Parental Leave

Shared parental leave enables eligible mothers, fathers, partners, and adopters to choose how to share time off work during the first year after the birth or placement of their child/ren.  Parents will be able to share a defined allocation of leave and could decide to be off work at the same time and/or take it in turns to have periods of leave to look after their child/ren.

The College is currently developing a policy which will be communicated to employees once completed. In the meantime if you wish to take any type of parental leave you can contact your HR Business Partner. More information can be found on the government website: https://www.gov.uk/shared-parental-leave-and-pay.



Grievance policy and procedure


           The above provisions do not apply to Research Staff to who separate provisions                    for progression from grade 6 to 7 apply.

           Research Staff progression form grade 6 to 7

Industrial action

Leaving the college 

  • Leavers Form

    This form should be completed by the member of staff who is leaving the College and countersigned by the Head of Department prior to being forwarded to the HR Department for action.

Performance appraisal review

The annual Performance Appraisal Review is based on objective setting in all aspects of your job, and on the contributions that you make. The review period will cover the previous 12 calendar months. All Performance Appraisal reviews will normally be carried out between 1st June and 30th September each year.

PAR Documents

Forms for Performance Appraisal Review


Guidance notes for Performance Appraisal Review


Guidance and Support



A number of training sessions are being run during July for appraisers


There are currently no dates for this course planned. Please email orgdevroyalholloway.ac.uk to register your interest.


Please email Organisational Development to book.

Redundancy policy and procedure (including Fixed Term Contracts)

Reward & recognition scheme

The Reward and Recognition Scheme supports the University’s commitment to developing a culture that recognises high performance and commitment of both teams and individuals. The scheme has two elements the Performance Awards and the Staff Recognition Scheme.

Applications for Performance Awards are now invited. The categories for the Staff Recognition Scheme and nomination process will be announced in December with the ceremony expected to be held in Spring 2018.

Reward and Recognition Scheme Summary

Performance Awards:

Performance awards are payments awarded in addition to the normal salary increments (where applicable), for exceptional performance.  These are for staff who have consistently performed well in all areas of their jobs and who have demonstrated exceptional performance significantly above what may be reasonably expected for their grade.

In order to be eligible an individual must complete a Performance Appraisal Review and is based on management recommendation or self-nomination.

These payments fall within the following three types of award:

  • contribution point(s) (incremental progression above the main scale for the post);

  • accelerated increment(s) within grade (more rapid progression through the main scale for the post); or

  • one off payments (a non-pensionable and non-consolidated award).

The Performance Award policy and application form are below.

Performance Award Policy and Form

Performance Award applications should be returned to rewardandrecognition@rhul.ac.uk by no later than 31 October 2017.  The timetable for the awards is contained in the Performance Award Timetable

Staff Recognition Awards:

The University Staff Recognition Awards acknowledge significant contributions staff have made towards fulfilling the objectives, values and beliefs of the university.  The Staff Recognition Scheme recognises individuals or teams who have made a real difference to the broader life of students, staff or the university in general (i.e. whose achievements fall outside of the scope of Performance Awards).

Nominations are made by staff and students with awards presented in an annual ceremony to celebrate the work of our employees and highlight success.  

Sabbatical leave (academic members of staff)

The Sabbatical Policy and Process has been revised this year and now includes pedagogic sabbaticals for academics on lecturer (teaching-focussed) contracts. Applicants should complete the form and return to their Head of Department/Department Manager. Departments will then arrange that these are considered by either Research or Teaching Committees, as appropriate, before passing them to HR for verification and to the Sabbatical Leave Sub-Group for final approval.


Severe weather conditions

Terms and conditions of employment






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