THE UNIVERSITY OF THE WEST INDIES · the university of the west indies rules for academic staff, senior administrative staff and professional staff approved at meetings of the finance

THE UNIVERSITY OF THE WEST INDIES

RULES FOR ACADEMIC STAFF,

SENIOR ADMINISTRATIVE STAFF AND

PROFESSIONAL STAFF

APPROVED AT MEETINGS OF THE FINANCE & GENERAL

PURPOSES COMMITTEE BETWEEN 2002 and 2004

CONTENTS

Clauses

Section I

PreambleDefinitions

Section II

Salary Rules 1 - 22

Section III

Superannuation 23 - 33Retiring Age 34

Section IV

Work Outside the University 35 - 37Consultancy Rules 38 - 45Work in the Nature of Public Service 46 - 49Political Public Office 50 - 54

Section V

Passages on Appointment and Termination 55 - 60Baggage Allowance 61 - 65Notice of Termination of Contract 66

Section VI

Remission of Tuition Fees etc 67 - 68Allowances 69Child Allowance 70Grant for Purchase of Books and Other

Professional Materials 71Responsibility Allowance 72Entertainment Allowance 73 - 75Student Services Manager’s Allowance 76Acting Allowances 77 - 78Subsistence while Travelling on

University Business 79 - 83Insurance Coverage while Travelling on

University Business 84

Clauses

Section VII

Local Travelling 85Transportation Allowance etc 86

Section VIII

Transferring Staff within the Caribbean 87 - 90

Section IX

Housing 91 - 98Sub-letting of Housing and Flats 99 - 100Assisted House Purchase Scheme 101-102

Section X

Loans 103Employers’ Liability Insurance 104National Insurance Scheme 105

Section XI

Local Leave 106 - 115Maternity Leave 116Study Leave 117 -121Study Leave for Staff on Continuous Duty 122 -124Leave Rules for Senior Library Assistants 125 -127Study and Travel Grant 128 -142Sabbatical Leave 143 -147No-Pay Leave 148Assisted Leave 149 -157Fellowship Leave 158 -161Combined Fellowship & Study Leave 162Salaries Paid to Members of staff on Leave 163Resumption of Duty After Leave 164Assessment of Absences on Leave for purposes ofDetermining eligibility for Study leave,Study and Travel GrantMerit Bar, Tenure and other Eligibility 165 -167Leave and FSSU 168 -170Secondment Leave 171Rules Governing the Granting of 172 -181

Paid Leave on Termination of Full-time Contracts

Clauses

Section XII

Absence from Duties 182 - 185Members of Staff who are Ill 186Sick Leave 187Health Services 188Special Medical Attention 189

Section XIII

Provision in the Event of Death 190 - 191Special Grants 192

Section XIV

University Research and Publication Fund

Policy 193 - 195Administration of Funds 196Procedure 197 - 207Rules 208 - 229Acknowledgements 230

Section XV

West Indies Group of University Teachers 231(WIGUT)

Grievances Procedures 232 - 237

SECTION I

PREAMBLE

1. The Charter of The University of the West Indies states:

“4. Men and women shall be eligible for ......... appointment toany authority, office or employment of or under theUniversity."

“5. (i) No religious, political or racial test shall be imposed onor required of any person in order to entitle him/her to bea member of the University or to occupy any position inor on the staff of the University.”

EQUAL TREATMENT FOR MEN AND WOMEN

There shall be no discrimination on the grounds of sex in regard toconditions of service.

DEFINITIONS

In these Rules for Academic Staff, Senior Administrative Staff andProfessional Staff, unless the context otherwise requires:-

“Academic Staff, Senior Administrative Staff and ProfessionalStaff” means full-time Academic Staff, Senior Administrative Staffand Professional Staff appointed at least at the level of AssistantLecturer, or equivalent, or above, and shall include such otherpersons in the employment of the University engaged in teachingand research or who hold administrative or professional postsdesignated by the Council as senior posts;

“Academic year” means a period of twelve calendar monthsending on such date as may be designated from time to time by theSenate: Provided however, that the Senate may designatedifferent dates and different periods of more or less than twelvemonths for different purposes;

“Approved Institution” is an institution offering education at thetertiary level which the Senate and Council of The University ofthe West Indies have recognized:

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i. to be acceptable for and worthy of the collaborative activitieswith this University in the form of the delivery of academicprogrammes and/or courses at the undergraduate and/orgraduate level.

OR

ii. to be engaged in offering such certification as would bedeemed worthy of articulation arrangements with TheUniversity of the West Indies by the relevant Universityauthority.

To obtain recognition as an Approved Institution from the Senate andCouncil of The University of the West Indies, tertiary institutions inCommonwealth Caribbean countries must have previously obtained thestamp of recognition and accreditation from the legally constitutedregional or national body vested with the authority to make suchdetermination.

To be recognized as an Approved Institution by The University of theWest Indies, a foreign tertiary (including higher education) Institutionmust be evaluated and accredited by an internationally recognizedaccreditation entity or satisfy one of the following:

(i) Be listed as member/additional member institutions of theAssociation of Commonwealth Universities

(ii) Be listed in the McLean’s Guide of Canada

(iii) Be listed in Peterson’s Guide for the USA & Canada

(iv) Fall within one of the categories from ‘Competitive’ to ‘MostCompetitive’ as published in the Baron’s Guide to USUniversities.

“Child” is, unless the context otherwise requires, a person who has notattained the age of 18 years.

“Dependent Child” is:

a) a child of a member of staff whether born in or out ofwedlock;

b) a child of a member of the household of the staff member andin respect of whom an adoption order has been made underany law relating to adoption;

c) a child of either party to the marriage or co-habitingrelationship if the child is an ordinary member of thehousehold of the staff member and his/her spouse;

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d) a child who is over the age of 18 but who is undergoingeducational or vocational training including apprenticeship,provided that such does not extend beyond the end of theacademic year in which the child attains age 22;

e) a person who is medically certified as having a mental orphysical disability, rendering him/her dependent, regardlessof age;

f) any child in respect of whom the member of staff is under alegal duty to maintain.

Note: With regard to the remission of tuition fees for dependent childrenpursuing full-time academic studies funded by UGC/CGC, thecut-off age shall be 25 years (Clause 68).

1. A child of a staff member and his/her spouse who has beenadopted by another person or persons is not a dependent child.

2. A child of the staff member member and his/her spouse whichchild has married, is not a dependent child.

“Spouse” is:

1. A person who is married to a member of staff,

2. (i) A woman who is living with a male member of staff, or

(ii) A man who is living with a female member of staff

on a bona fide basis for a period of five years but is not legally married tothe member of staff. And for these purposes period of cohabitationshould be deemed to have continued during any interruption tocohabitation if the interruption was not due to a breakdown in thecohabiting relationship:

Provided that there can only be one spouse for the purposes of the BlueBook and where a member of staff is married, his or her spouse will be hiswife or her husband.

University business” means occasions when travel is authorized by thebudget holder and the member of staff is representing the interests of theUniversity, with the exception of travel under the study and travel grantor other activities related to personal development undertaken by themember of staff.

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SECTION II

SALARY RULES

Basis of Calculation

1. The salary of a member of Staff is calculated on the basis of thedate of the member of staff obtaining the minimum qualificationsfor the post and relevant experience. Normally only experienceobtained after the qualifications is considered - one incrementbeing awarded for each year of relevant experience - but theUniversity will not be precluded from taking earlier experienceinto account.

Assistant Lecturer (non-Medical) including Administrative, Researchand School of Continuing Studies Staff in equivalent grades.

2. (a) For the purpose of determining salary only, an AssistantLecturer is deemed to be appointable at the minimum of theappropriate salary scale one (1) year after receiving anHonours degree or its equivalent or two (2) years afterreceiving a General Degree or its equivalent from anapproved institution.

(b) Every Assistant Lecturer shall remain in that grade whateverhis or her salary for at least three years unless:

(i) he or she has had previous experience either in ateaching or research appointment in a University or inapproved service which the Appointments Committeeequates with the experience of an Assistant Lecturer; or

(ii) he or she holds a recognized Masters Degree from anapproved University in which case he or she willnormally be promoted to Lecturer after two (2) years'satisfactory service; or

(iii) he or she holds a recognized Doctorate degree from anapproved University in which case he or she willnormally be promoted to Lecturer after one year'ssatisfactory service; or

(iv) he or she has served in the University for at least oneyear and the Appointments Committee is persuadedthat he or she has exceptional merit.

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(c) Full-time study for a postgraduate degree below the level ofPhD is not considered as experience equivalent to that of anAssistant Lecturer.

(d) In special instances and on the decision of AppointmentsCommittee an Assistant Lecturer may receive salary at aspecial point in the Assistant Lecturer scale.

Lecturers (Non-Medical) including Administrative and School ofContinuing Studies Staff in equivalent grades.

3. (a) A Lecturer appointed below the Merit Bar is deemed to beappointable at the minimum of the appropriate salary scalefour (4) years after receiving an Honours Degree or itsequivalent or five (5) years after receiving a General Degreeor its equivalent.

(b) A Lecturer appointed below the Merit Bar shall not receivesalary above that Bar except on the decision of theAppointments Committee under the relevant Section ofOrdinance No. 8.

Professional Groups - Medical

Basic Medical Sciences Assistant Lecturers and Lecturers who are notmedically qualified.

4. The salary rules for Assistant Lecturers and Lecturers (Non-Medical) apply.

Basic Medical Sciences Assistant Lecturers who are medicallyqualified.

5. (a) For the purpose of determining salary only, an AssistantLecturer is deemed to be appointable at the minimum of theappropriate scale one (1) year after receiving the first degree;

(b) Every Assistant Lecturer shall remain in that grade whateverhis or her salary for at least three (3) years unless:

(i) he or she has previous experience either in a teaching orresearch appointment in a University or in approvedservice which the Appointments Committee equateswith the experience of an Assistant Lecturer; or

(ii) he or she has served in the University for at least one (1)year and the Appointments Committee is persuadedthat he or she has exceptional merit.

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Basic Medical Sciences Lecturers who are medically qualified.

Lecturers

6. (a) A Lecturer is deemed to be appointable at the minimum ofthe appropriate scale four (4) years after receiving a firstMedical degree or equivalent degree.

(b) A Lecturer shall not receive salary in excess of the Merit Barsalary unless he or she has served at least five (5) years in anapproved University in the grade of Lecturer, (for thispurpose years served as a Registrar in excess of three (3) yearsmay be counted as service in the grade of Lecturer).

(c) The Merit Bar shall apply in accordance with Ordinance No.8.

Note: On appointment to a Basic Medical Sciences post, medicalgraduates who have successfully undertaken a Degree Course inPhysiology, Anatomy, Microbiology, Pharmacology, Pathologyor Biochemistry during the medical course will be credited withthe year in which they took the additional course, the year to beassessed as relevant experience after graduation.

Additional credit in the form of extra increments may also begiven for exceptional merit, e.g. having obtained specialistqualifications in minimum time for a PhD or MD, etc.

Assistant Lecturers - Clinical

7. (a) For the purpose of determining salary only, an AssistantLecturer is deemed to be appointable at the minimum of theappropriate scale one (1) year after receiving a first medicaldegree or equivalent degree.

(b) Every Assistant Lecturer shall remain in that grade whateverhis or her salary for at least three (3) years unless:

(i) he or she has had previous experience either in ateaching or research appointment in a University or inan approved service which the AppointmentsCommittee equates with the experience of an AssistantLecturer.

(ii) he or she has served in the University for at least one (1)year and the Appointments Committee is persuadedthat he or she has exceptional merit.

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Lecturers - Clinical

8. (a) For the purpose of determining salary only, a Lecturer isdeemed to be appointable at the minimum of the appropriatesalary scale four (4) years after receiving a first Medicaldegree or equivalent degree.

(b) A Lecturer shall not receive salary in excess of the Merit Barsalary unless he or she has served in an approved Universityin the grade of Lecturer for at least five (5) years. (For thispurpose years served as a Registrar in excess of three (3) yearsmay be counted as service in the grade of Lecturer.)

(c) The Merit Bar shall apply in accordance with OrdinanceNo. 8.

Note: On appointment to a clinical or pre-clinical post, medical post-graduates who have successfully undertaken a Degree Course inPhysiology, Anatomy, Biochemistry, Microbiology, Pharma-cology or Pathology during the medical course shall be creditedwith the year in which they took the additional course, the year tobe assessed as relevant experience after graduation. Additionalcredit in the form of extra increments may also be given forexceptional merit, e.g. having obtained specialist qualifications inthe minimum time or for a PhD, MD etc.

Professional Groups (Non-Medical)

*Assistant Lecturers in Engineering

9. For the purpose of determining salary only, an Engineerappointed as Assistant Lecturer is considered entitled to salary inthe scale for Assistant Lecturer (non-medical) as follows:

(a) on graduation with a first degree in Engineering to salary oneincrement above the minimum in the scale;

(b) one year after graduation, to a salary two increments abovethe minimum in the scale; and

(c) two years after graduation, to the special point for AssistantLecturer (non-medical).

*See note after Clause 8c

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Lecturers in Engineering

10. (a) In order to be considered eligible for appointment as aLecturer, an Engineer should have obtained qualificationsand experience, which make him or her eligible for the statusof a professional Engineer. For this purpose at least three (3)years of professional practice are normally required but theperiod may be reduced for persons holding a higher degreein Engineering. A person holding a PhD in Engineering iseligible for appointment as Lecturer.

(b) For the purpose of determining salary only, an Engineerappointed as Lecturer is considered entitled:

(i) on graduation with a first degree in Engineering to theminimum salary of the scale for Lecturers (non-medical).

(ii) to additional increments in respect of years ofexperience in teaching, research and professionalpractice in Engineering.

(c) The Merit Bar shall apply in accordance with OrdinanceNo. 8.

*Lecturers in Law

11. (a) For the purpose of determining salary only, a person holdinga Higher Law Degree or a professional legal qualificationshall be deemed to have been appointed a Lecturer onAugust 1 in the year of his or her graduation with his or herfirst Law Degree.

(b) The Merit Bar shall apply in accordance with Ordinance No.8.

*Lecturers in Management Studies

12. (a) For the purpose of determining salary only, a personappointed as Lecturer shall be considered entitled to thesalary at the bottom of the scale on obtaining the M.B.A. orequivalent qualification and to additional increments inrespect of years of relevant practical teaching or researchexperience.

(b) A person holding the MBA appointed as an AssistantLecturer shall be eligible for salary as in (a) above and forpromotion to a lectureship at the end of one year.

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(c) The Merit Bar shall apply in accordance with OrdinanceNo. 8.

*Lecturers in Accounting

13. (a) Persons with academic degrees and Professional Accountingqualifications shall be considered for:

(i) lectureship on appointment.

(ii) four increments more than they would have received inthe non-medical scale and in such cases permission shallbe granted by Appointments Committee for them to bepaid above the top of the Lecturer's scale, if necessary.

*see note after Clause 8c.

(b) Persons holding the MSc degree in Accounting (UWI) shallbe assessed in accordance with the rules set out above forpersons with MBA degrees.

(c) The Merit Bar shall apply in accordance with Ordinance No.8.

*Note: Rules for persons with Law, MBA and Engineering degreesor with Professional Accounting and equivalent qualifica-tions are subject to review and other categories may be addedfrom time to time after agreement between Administrationand WIGUT.

Senior Lecturers

On first appointment

14. (a) Persons deemed by the Appointments Committee to beappointable to the University at the level of Senior Lecturerare paid salary in that scale commensurate with theirqualifications and experience. The salary point in the SeniorLecturer’s scale is to be determined by an assessment whichapplies the salary rules for Lecturers as set out in the BlueBook and takes the appointee through the Lecturer’s scaleinto the Senior Lecturer’s scale.

(b) A staff member would normally be appointed above theMerit Bar, only on the approval of Appointments Com-mittee.The Committee would normally be satisfied that:

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(i) the appointee at his or her previous institution hasreached a corresponding level of seniority and /or

(ii) the appointee has met the applicable criteria set out inclause 17(d) of Ordinance 8 and would have been a goodcandidate for promotion above the bar, had he or shebeen a member of the University.

On promotion

(c) In determining salary on promotion

(i) salary at the next incremental date is used, since the staffmember, had he or she remained at Lecturer level,would normally have been awarded an increment onthe same date (ie..beginning of the next academic year)on which his or her promotion would take effect;

(ii) The staff member is placed at the point in the SeniorLecturer’s scale which is closest to, but higher than hisor her current salary, provided that this represents theequivalent of a full increment in the Lecturer’s scale. Ifthis increase does not represent a full increment, thestaff member is placed at the next point in the SeniorLecturer’s scale.

Professors

15. (a) Professors shall normally be appointed at the bottom of thesalary range for this staff category.

(b) Where the appointee is already a member of the University’sstaff, and is at a salary level which overlaps with theprofessorial salary range, he or she shall be appointed at thepoint in the salary range equivalent to one biennial incrementabove his or her current salary.

(c) Where new appointees have been for some time at theprofessorial level in another institution, the Vice Chancellorshall take into consideration the experience and academicstatus of the appointee and shall determine the point withinthe salary range at which the Professor shall be appointed.

Professional Library Staff

Senior Library Assistants

16. (a) Graduates in librarianship and other disciplines are eligiblefor appointment as Senior Library Assistants.

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(b) Salary Rules on appointment are as follows:

(i) with degree in Librarianship – bottom of scale

(ii) with Honours Degree in Librarianship – bottom of scaleplus two increments

(iii) increments above starting point are awarded for therelevant experience

(iv) normally only relevant experience obtained after basicqualification is taken into consideration in determiningsalary for appointment but the University is notprecluded from taking into account experience gainedbefore qualification.

Note:

(a) The Senior Library Assistant rates as a professional Librarianbut is not eligible for promotion to the grade of Librarian 1unless this person possesses the minimum qualifications forthe Librarian 1 grade. The University is under no obligationto offer the further training required to achieve thisadditional qualification.

(b) Where a Senior Library Assistant had attained the agreedminimum qualification and had therefore become eligible forpromotion to the grade of Librarian 1, a recommendationshould be submitted by the Campus Librarian, through theLibrary Assessing Committee, for consideration by the rele-vant Appointments Committee, referring to the provisions inthe Blue Book.

(c) The Library Assessing Committee and all members of staff inthe Libraries on the three Campuses should be advised of theprocedural change relating to this Regulation.

Librarian 1

17. (a) The title of “Librarian 1" is given to those persons holding theacademic qualifications for appointment as Librarian 11 butnot having the required post-qualification experience. Thesalary scale is that of Assistant Lecturer.

(b) Appointment at the bottom of the scale will be normal for aperson having the academic qualifications, and incrementswill be awarded for relevant experience gained after that.However, increments can also be awarded for relevant

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experience obtained after a degree or the Librarianshipqualification, but before both were obtained, but normallysuch experience will not carry the same weight.

(c) Promotion to Librarian 11 shall be as for Assistant Lecturer toLecturer, and evidence of professional competence andability will be expected.

(d) Assistant Librarians who had on appointment been givenincremental credit for library experience gained prior toobtaining the degree and professional qualification shouldnot be required to serve the full three years before promotionto Librarian 11. In such cases, promotion to Librarian 11should be possible not less than one year after appointment atthe lower level.

Librarian 11

18. (a) The qualifications for appointment as Librarian I1 at theminimum of the Lecturer scale are:

(i) A University degree;

(ii) Relevant professional qualification, e.g. ALA, Dip. Lib.,MLS, BLS;

(iii) 3 years post-qualification professional experience or itsequivalent.

Note: (a) The qualification of FLA will be accepted in place of (i) and(ii) above and, in general, it would be expected that a personholding this qualification would also satisfy therequirements in (iii).

(b) Increments above the starting point are awarded for relevantlibrary experience.

Foreign Assistants and Foreign Language Instructors.

19. Contracts and conditions of service for Foreign Assistants andForeign Language Instructors vary from campus to campus. Therules for their appointment are:

Foreign Assistants

(a) The duration of contracts of Foreign Assistants and ForeignLanguage Instructors shall be for two years normally. Thesecontracts may be extended for one year at a time subject toprior approval by the Campus Appointments Committee.

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(b) Foreign Assistants shall preferably be native speakers orhave the proficiency of a native speaker and shall hold theequivalent of the BA degree; or at the very least shall begraduates of a teacher training college or hold a universityqualification consequent upon at least two years of universitystudy (e.g. DEUG).

(c) Foreign Assistants shall be placed in the appropriate salaryrange in accordance with the extent of their experience andspecial preferred qualifications.

Foreign Language Instructors

(d) Persons who are native speakers of a language and hold aUniversity degree which includes Linguistics or AppliedLinguistics with reference to teaching a foreign languagemay be appointed at the level of Foreign Language Instructorat a salary to be determined by each campus but not abovethat of an Assistant Lecturer.

Teaching Assistants (Medical and Non-Medical including GraduateAssistants in Engineering)

20. (a) Teaching Assistants are paid in a salary range, the actualsalary to be fixed by the Vice-Chancellor or Campus Principalin consultation with the Head of Department.

(b) Save in exceptional circumstances passages shall not be paidto Teaching Assistants.

(c) For allowances and other benefits see relevant appendices

Appointment of staff at the Junior Academic Level

21. In the appointment of temporary staff at the Junior AcademicLevel, (e.g. temporary staff below Assistant Lecturer level) thefollowing distinctions shall be observed:

(a) Where the appointee is carrying a partial teaching load and isbeing encouraged to undertake postgraduate work with aview to permanent appointment, the appointment should bemade at the level of Teaching Assistant.

(b) Where a full load of teaching is involved and the appointee issuitable for appointment to the permanent post eventually,the appointment should be made at the level of AssistantLecturer.

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Part-Time Staff

22. Procedure for appointment

(a) Recommendations for the appointment of part-time Lec-turers should be submitted by Heads of Departments on theappropriate forms, with full curriculum vitae attached, to theDean well in advance of the time of appointment.

Fees for Part-time Lecturing

(b) Lecturers will be paid in accordance with the classificationgiven below and at the rates in the schedule in Appendix 1.

(i) Single Specialist Lectures

(ii) Regular Part-time Teaching

Category A - Professorial Level

Category B - Senior Lecturer Level

Category C - Level of Lecturer

Category D - Assistant Lecturer Level

Category E - Tutor level

Category F - Demonstrator level

Duties

(c) The duties of part-time lecturers may include all teaching andexamining duties.

In determining hours worked Heads of Departments maytake into account reasonable periods of activity associatedwith actual lecture time.

Rates of Pay

(d) Rates to be paid will be determined through consultationbetween the Head of the Department and the Dean and willbe subject to the approval of the Campus Principal.

The decision shall be based on the following criteria:

(i) Standing of academic qualification and length of timeheld.

(ii) Professional qualifications (as related to the subjectwhich the part-time Lecturers teach).

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SECTION III

SUPERANNUATION

23. Members of staff are required to join the FederatedSuperannuation Scheme for Universities (FSSU) of which UWI is amember. This is a money purchase arrangement whereby theEmployer contributes an amount equal to 10% of the employee’ssalary and the employee contributes a compulsory 5% of his or hersalary with an option for a further 5 % voluntary contribution.Members’ contributions are payable by salary deduction.

Membership before April 1, 1998

24. (a) The Joint Basic Contributions of 15% of salary (5% bymember, 10% by employer) were applied as premiums underindividual Endowment Assurance Policies or DeferredAnnuity Policies on the member’s life, placed with selectedUK Life Insurance companies from the panel for the FSSU.

(b) At retirement when the policies mature, the proceeds of theEndowment Assurances are available to provide pensionsaccording to annuity options offered by the respective lifeinsurance company with which the policies were placed.Similarly, the Deferred annuity policies provide annuities ona member’s life with the facility of making other provisionswith a joint annuitant or a reversionary life.

(c) Salary increases give rise to additional Joint BasicContributions which are applied as premiums for additionalpolicies, according to the member’s election. Effective from1985 the policy choice was restricted only to With ProfitEndowment Assurances issued by the Equitable LifeAssurance Society. The FSSU Grey Book parts I and II set outthe details of the Endowment Assurance /Deferred Options.

Membership after April 1, 1998

25. (a) Four Pension Investment Funds were added to the policyoptions in 1998 and members in service on October 1, 1998were given the option of surrendering the existing policies ontheir lives and transferring the proceeds to one or more ofthese Pension Investment Funds which are invested with theGuernsey branch office of Equitable Life. Persons employedfrom October 1, 1998 will not have the option of deferred

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Annuity/Endowment Assurance policies but will have tochoose any two of the four pension Investment Funds.

(b) The value of the member’s accounts in the Investment Funds(derived from both Employees’ compulsory and voluntarycontributions and from Employer’s contributions on the staffmember’s behalf, as well as investment earnings thereon)will be available at retirement to provide the pension.Benefits are also payable on the death of a member beforeretirement and on termination of service before retirementage. For details of the investment options see “New FSSUPension Fund Options - Member’s Explanatory Handbook”which is available from the Registry.

(c) Membership of the FSSU is compulsory for members of staffon contracts in excess of two years unless they are onsecondment from Governments or are beyond retirementage.

Alleviation of Superannuation Hardship

26. In addition to the FSSU, the University operates a scheme for thealleviation of superannuation hardship. The object of thisprovision is to alleviate superannuation hardship and to givemembers of staff an assured income of a certain amount by way ofannuity.

27. (a) Subject to (b) below, the scheme applies to any member of thepermanent Academic Staff, Senior Administrative Staff andProfessional Staff who on or after 1st August, 1958 retires atthe age of 60 or over from full-time service remuneratedwholly by the university who immediately before retirementwas subject to the Superannuation Scheme operated underthe Federated Superannuation Scheme for Universities andwhose pension as defined in clause 29 is less than hisappropriate rate as laid down in clause 30. The scheme doesnot apply to members of staff appointed on contract for afixed term of years.

(b) No member of staff should be eligible for benefits under thescheme unless he or she has done ten years continuousservice with the University immediately prior to retirement.

28. Any benefit payable under the scheme to a person to whom itapplies will be an annual sum (payable in half-yearly, quarterly ormonthly installments in arrears from the date of his or her

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retirement) equal to the difference between his or her pensionearned by FSSU policies and his or her appropriate rate.

29. In the scheme the expression a retired person’s “pension” meansthe best single annuity on his or her life which can be purchasedunder any of the FSSU Options with the capital sum receivable onretirement under the policies held on his or her behalf, provided:

(a) that there shall be excluded from such capital sumcontributions made in respect of service which is notuniversity service as defined in clause 32 below; and

(b) that any benefits received under FSSU or any other pensionscheme with which he or she was connected during his or herperiod of university service are brought into account.

(c) where a person to whom the Scheme is applied has received,in respect of a period of University services as defined inclause 32, benefit from a superannuation scheme other thanFSSU, account shall be taken of such benefit in arriving at theamount of his or her pension in the same manner so far aspossible as that in which account is taken of benefitsreceivable under the FSSU Scheme.

Note: For persons appointed after May 31, 1983, the retiring age is 65,but for staff appointed before that date the retiring age is 60 exceptfor those persons who have already indicated or in due course, inaccordance with the provisions of Ordinance No. 36 indicate thatthey wish to opt for a retiring age of 65.

30. The appropriate rate of pension of any staff member will dependupon the grading of the post held by the staff member and theperiod of the staff member’s university service. For a staff memberwho has given 35 years or more of university service it will be theamount shown opposite to the staff member’s grading in thesecond column of the table below. For each year up to ten bywhich the staff member’s period of university service is less than35 years the appropriate rate shall be reduced by J$20. (TT, BDS &EC$48.). For each year by which the staff member’s period ofuniversity service is less than 25 years the appropriate rate shall bereduced by the further sum shown opposite to the staff member’sgrading in the fourth column of the table below:

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31. Grading Appropriate rate for Deduction for Deduction for35 or more years each of first each year by(single annuity 10 years which servicepayable) by which is less than

service is less 25 years.than 35 years.

Professorial 2/3rds of basic J$20.00 J$60.00status salary in receipt TT$48.00 TT$144.00

immediately before BD$48.00 BD$144.00retirement. EC$144.00 EC$48.00

Senior Lecturer -do - J$20.00 J$50.00status TT$48.00 TT$120.00

BD$48.00 BD$120.00EC$48.00 EC$120.00

Lecturer -do - J$20.00 J$40.00status TT$48.00 TT$96.00

BD$48.00 BD$96.00EC$48.00 EC$96.00

Note: If the post last held by an employee to whom the Scheme appliescarries a title not shown in the first column of the above scale, theemployee’s grading shall be decided by the University.

32. In this scheme

(a) For the purpose of clauses 29, 30 and 31 the expression“university service" means full-time service with aUniversity or University College recognized by the Councilof The University of the West Indies or such otherpensionable service as may be recognized by the Council ofThe University of the West Indies.

(b) For the purpose of clauses 30 and 31 the salary which shall betaken into account includes only that which has been subjectto contribution under the FSSU superannuation scheme, andfor the purposes of clause 26, the expression “remunerated”relates only to such salary.

(c) For the purpose of clause 30, periods of university service ofsix or more months, but less than a year should be treated as ayear, while periods of service of less than six months shouldbe disregarded.

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33. A joint annuity or a reversionary annuity for the benefit of amember and named dependent is also allowable under thescheme for the alleviation of superannuation hardship. Thecorresponding annuity/annuities under this allocation varies/varyaccording to the respective ages and sex of the joint annuitants,and the annuity conversion rates quoted by the Panel Office.

RETIRING AGE (STATUTE 36)

34. (a) (i) Subject to the terms of any contract or their terms ofemployment, all members of the Academic Staff, SeniorAdministrative Staff and Professional Staff of theUniversity shall retire from office on the thirty first dayof July following the date on which they attain retiringage.

(ii) For persons appointed after May 31, 1983, the retiringage is 65, but for staff appointed before that date theretiring age is 60, except for those persons who havealready indicated or in due course, in accordance withthe provisions of Ordinance No. 36 indicate that theywish to opt for retiring age of 65. Clause 2 of thatOrdinance provides that not later than the academicyear in which the staff member reaches the age of 58, thestaff member must opt whether he or she wishes toretire at age 65 years.

(iii) The Ordinances may from time to time prescribe otherages for retirement.

(iv) Notwithstanding the foregoing, the University Council,on the recommendation of a Joint Committee of theCouncil and the Senate appointed for the purpose, shallinvite any member to continue in office for a period notexceeding five years, or such other periods as may fromtime to time be prescribed by the Ordinances, afterwhich retirement shall be compulsory.

(b) A member of staff wishing to continue in office after reachingretiring age (either 65 years or 60 years) shall apply to Councilbefore retirement is due, not later than at least one fullcalendar year so that the decision whether or not to continuehis/her appointment beyond retiring age may be taken.

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(c) The provisions of Statute 36 do not affect existing contractsheld by members of staff which fix the retiring age at 65 yearswith the option to retire at 60 years.

Note: The provisions of Statute 36 (see 34(a)(i)), which state that “Subjectto the terms of any contract or the terms of employment membersof staff shall retire on the 31st day of July following their 65thbirthday....” preserve any contractual rights, including the date ofretirement in the staff member’s initial contract. ( See minute 215of University Appointments Committee of June 30, 1993 whichconfirms this position.) This means that staff members will havedifferent dates of retirement, depending on the date stated in theirinitial contract.

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SECTION IV

WORK OUTSIDE THE UNIVERSITY

Work within the scope of the profession of the member of staff

35. Full-time members of staff may in the circumstances given belowundertake work which is within the scope of their profession forpersons or bodies outside the University. Fees or otherremuneration may be received for such work but permission toundertake the work must be obtained in advance, as required inthe following paragraphs.

Published Work, Writings, Broadcasts, Examining, Extra-MuralLectures, Special Lectures

36. (a) Permission to undertake work of this nature need not beobtained, provided the Head of Department or Vice-Chan-cellor or Campus Principal, in the case of a Head ofDepartment, remains satisfied that the performance of theUniversity duties expected of the member of staff is notthereby adversely affected.

(b) The member of staff is entitled to receive and keep anyremuneration payable for such work, provided that, whereany publication has been assisted by a grant from theUniversity, the refund of such grant is to be considered as afirst charge on any fees or royalties received, and provided anappropriate payment is made to the relevant departmentalaccount for the use of University facilities, services,equipment and materials.

Regular Teaching Commitment

37. (a) A member of staff who wishes to undertake regular teachingcommitments outside the University must apply to the Vice-Chancellor or Campus Principal through his Head ofDepartment. Permission will be granted only if assurance isgiven and accepted that the work of the Departmentconcerned will not be unduly affected.

(b) Any remuneration for such approved work may be retainedby the member of staff concerned.

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(c) A member of staff may not accept payment for any extratuition given to students of the University.

CONSULTANCY RULES

38. The consultancy rules are as follows:

Definition of Consulting

(a) For the purposes of these regulations, consulting by a staffmember shall include all activities that are conducted onbehalf of persons or bodies outside the University that fallinto the area of competence related to the staff member’sregular academic duties in the University, and that are notpart of grants or agreements between the University andoutside persons or bodies.

Substantial Consulting

(b) For the purposes of these regulations, the term ‘substantialconsulting’ refers to consulting that is so extensive as tosuggest the possibility of interference with the performanceof the staff member’s normal academic duties. Withoutlimiting the above, consulting activities in excess of one day aweek shall be considered as substantial.

(c) It is the responsibility of staff members to initiate discussionswith their Deans as to whether their consulting activities aresubstantial.

(d) Staff members are required to inform their Heads/Deans inwriting of any consultancy which they intend to undertake,its duration and their arrangements to ensure that theirUniversity work obligations are dutifully and diligentlycarried out. Staff members shall not compete, in theirpersonal capacity, with the University for consultancies. Staffshall not undertake substantial consulting without thewritten approval of their Head of Department or Deans. Incases where the Head of Department or Dean so requests, forprofessional reasons, the approving authority may be theCampus Principal. The relationship of the work proposed tothe staff member’s area of specialisation, and to theiracademic duties, shall be important considerations in theapproval process.

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Leave of absence

39. If consulting involves repeated absences from the University forsustained periods of time so as to interfere with the performanceof the staff member’s academic duties, the staff member shall beexpected to apply for a leave of absence, a reduced work load orpart time appointment.

Use of University facilities

40. Staff members shall obtain prior approval of any consultingcommitment that will involve more than an inconsequential use ofuniversity facilities, supplies and other services, including thoserendered by the support staff, without making appropriatefinancial arrangements in advance.

Payment into Departmental account

41. (a) Members of staff shall pay by August 1st of each year, not lessthan 15% of the net earnings made in the previous twelvemonths, together with an appropriate payment, whereapplicable, to the fund or relevant departmental account forthe use of the Faculty’s/Department’s equipment, materialsand services.

(b) A member of staff is free to make additional contributions tothe Fund on a voluntary basis. The cost of administering theFund shall be borne by the Fund.

Disbursements from the Fund

42. Every full-time member of the Faculty may apply for adisbursement from the Consultation Fund, whether or not thatmember of staff has made any contribution to the Fund. Membersof staff will be allowed to withdraw sums from the Fund inaccordance with the approved Faculty rules.

43. Normally the Funds are used for the following purposes; -

(a) Travelling to conferences and other research activities;

(b) payment for journals of learned societies, provided that suchjournals become the property of the University;

(c) payment of membership fees to professional societies,provided that the particular membership is in the bestinterest of the Department;

(d) reasonable travel in connection with consultations;

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(e) professional insurance for members of the University staff;

(f) honoraria for special services in connection with research.

Reporting obligations

44. (a) Staff members shall report annually on their consultingactivities. Such reports shall set forth the time spent, thedistribution of the consulting activities through the year, thenature of the work, the allocation of time between the publicand private sectors, and the identity of the clients. However,the names of clients or sponsors in situations whereestablished professional secrecy or discretion normallyprevail, will not be reported.

(b) The reports shall also include other information such asdetails on frequent travel, ethical issues and periods ofintense activity which may have affected the staff member’sacademic duties, which may be relevant to an evaluation asto whether the consulting has been of overall benefit to theUniversity. In addition, the individual Faculties may, byresolution of Faculty Boards, require additional information.

(c) The Dean/Head of the Unit should be responsible formonitoring these reports and for reporting to F&GPC onconsultancies undertaken by members of the staff.

(d) The report submitted by the staff members shall besummarised in suitable form in the Annual Reports ofDepartments or Faculties. If the staff members wish toinclude information on their consulting activities in theirdossiers for consideration of tenure or promotion, the fullreports submitted to the Deans shall be made available.

Further guidelines

45. (a) When consulting, staff members shall not purport torepresent the University unless expressly authorised to do soby their Deans.

(b) Staff members shall not use university stationery forconsulting purposes without the written approval of theirDeans.

(c) Except for occasional lectures, seminars or scholarlypresentations, staff members shall not teach at otherinstitutions without the prior written approval of theirDeans.

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(d) Notwithstanding the definition of consulting in clause 38(a),the present regulations shall be applicable in matters ofcopyright. Where members of the academic staff spend asubstantial amount of time on activities related to thepreparation of copyright items such as books, records, filmsor software items, not directly related to the performance oftheir academic duties, they are expected to make fulldisclosure of these activities to their Head of Departments. A‘substantial amount of time’ shall be determined by thedefinition of ‘substantial consulting’.

(e) Consulting and other clinical activities undertaken by full-time members of the Faculty of Medical Sciences shall begoverned by the regulations and procedures of the Faculty ofMedical Sciences and its teaching hospital. Specialarrangements for consulting may be made for otherprofessional Faculties with the approval of Council.

WORK IN THE NATURE OF PUBLIC SERVICE

Introduction

46. (a) The University recognizes the right of each member of staff toparticipate in the political life of the country in which he orshe is living, and to be able to run for and/or hold publicoffice with or without political affiliation.

(b) However, the University considers it necessary to set out forthe guidance of the members of academic staff the conditionsunder which it is prepared to entertain applications for theholding of certain categories of general public service,particularly relating to permission in cases involving ratherheavy external duties or for campaigning for political publicservice, and in cases involving full time political publicservice.

General Public Office

Service on Statutory Boards, National Corporations, etc.

47 (a) Membership

This type of service may be undertaken on those conditionslaid down for Consultancy (See 38-45 above and 49 below).

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(b) Chairmanships

The duties of the Chairman could vary considerably,especially in the amount of work involved and in emolu-ments. Application for permission must always be made,whether the office is remunerated or not. Each applicationwould be considered on its own merit by reference to theconditions laid down for Consultancy (see 38-45 above and49 below).

Advisory Services to Government and Government Bodies

48. This type of service may be undertaken on those conditions laiddown for Consultancy (See 38-45 above and 49 below).

Responsibility for Final Decisions

49. The responsibility for administering these rules especially inrespect of 47 (b) above, rests with the Vice Chancellor or CampusPrincipal, who may bring cases to Finance and General PurposesCommittee in relation to emoluments. Where there is any questionof the workload, or of a likely increase in that work-load or of theemoluments involved and disposition thereof, the ViceChancellor or Campus Principal will, prior to giving permission,normally:

(a) consult with the Head of Department and Dean of the Facultyconcerned on the workload and possibilities of increase;

(b) consult with Finance and General Purposes Committee onthe matter of emoluments and disposition thereof;

(c) require reports, conditional on the application being granted,at intervals of from three to twelve months at his or herdiscretion on the matters of workload and emoluments;

(d) dependent on the results in (c) and after consulting with thegroups under (a) and (b) as necessary, review periodicallypermission in respect of the holding of posts and foremoluments thereof.

*POLITICAL PUBLIC OFFICE

Non-elected Office

50. (a) Part-time service (as a member of Senate in a Government; asa member of an official delegation of a Government either asits advisor to an official member of such a delegation or as a

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representative member of the Government on such an officialdelegation etc.)

Each case will be considered on its own merit under the rulesrelating to work outside of the University. Should full-timeleave for a period not exceeding one calendar month berequired by the staff member, the Vice Chancellor or theCampus Principal, after due consultation with the Head ofDepartment, where applicable, may with or withoutconsultation with the appropriate Campus Finance andGeneral Purposes Committee, grant permission to serve.Where full-time leave for a period exceeding one calendarmonth is required by the staff member, consideration shouldfirst be given as stated under clause 54 below.

(b) Full-time non-parliamentary (as a Governor, Ambassador,High Commissioner or other Government representativeoverseas etc.)

At the request of the Government concerned leave withoutpay may be granted for up to one year. Six months’ notice ofresignation is required if the post is to be held beyond oneyear.

*This is presently being studied by an ad hoc Sub-Committeeof Council

(c) Full-time service (as a non-elected Minister, ParliamentarySecretary etc)

Prior to accepting a full-time appointment to such a post, themember of staff will be required to resign his or her post withthe University. There will be entitlement to pay in lieu of anyleave earned through service with the University up to thedate of assuming office.

Elected Office

51. (a) Non-Parliamentary, part-time (as a member of a localGovernment authority etc.) Such service will be treated in asimilar manner to service on a statutory board (see aboveclauses 47-49).

(b) Non-Parliamentary, full-time (as a Mayor, as a Chairman of alocal Government authority etc).

The extent of ‘full-time’ duties may vary widely betweencategories and between countries. Each application willtherefore be considered on its own merit in relation to period

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of service (and quantum of leave involved), and emoluments– usually by reference to Finance and General PurposesCommittee (or to Campus Finance and General PurposesCommittee).

(c) Parliamentary

Prior to taking up appointment to such office, a member ofstaff will be required to resign his or her post with theUniversity and will be entitled to pay in lieu of any leaveearned in accordance with the existing rule for such pay ontermination of contracts.

Political Campaigning

52. (a) Organizer or Assistant Organizer, etc. (that is, of a politicalcampaign, but not necessarily running for political office).

A member of staff may be granted a period of paid leave, notexceeding one month. Such leave will be deducted from anypaid leave to which the member of staff may be entitled atany time.

(b) Appearance on political platforms (i.e. representing apolitical party).

This falls within ordinary political activity, not affecting theduties of the staff member to the University. But the attentionof all members of staff is drawn to the Statement ofPrinciples / Code of Ethics of 1997 which is an annex ofOrdinance 8.

(c) Leave for Campaigning for Elected Office

Paid leave will be granted on application on the basis of up totwo weeks for 51 (a) or (b); and of up to four weeks for 51 (c),such leave to be deductible from, or to include any paid leaveto which the member of staff might be entitled at the time ofapplication.

Acceptance of political public office while holding certain Universityposts.

53. The above rules apply to all categories.

The following will neither seek nor hold any public office:

(a) The Vice-Chancellor, Pro-Vice-Chancellors or Campus Prin-cipals.

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(b) The University Registrar, Campus Registrars,

(c) The University Bursar, Campus Bursars,

(d) Deans of Faculties.

(e) Senior Administrative Staff and Professional Staff.

Secondment or Assignment, in excess of one month to GovernmentCivil Service or to other Service (see also clauses 50-51 above), transfersand secondments within the University.

As Technical Officer, as full-time advisor to a Government Departmentor to a Minister of a Government, etc.

54. (a) Applications under this heading will usually be consideredby the University only if made by the governmental or otheragency concerned, along with an indication from the memberof staff concerned that he or she is willing to be considered forthe particular assignment.

(b) Each application will be considered on its own merit either bythe appropriate Appointments Committee or by the Vice-Chancellor or Campus Principal acting in cases of urgencyand reporting to the appropriate Appointments Committeethereon.

(c) Leave for such purposes shall not exceed two academic years.If the duties involved entail a period longer than that, themember of staff shall be expected to resign his position withthe University.

(d) Financial Provision

Governments, international organizations and educationalorganizations who wish to acquire the service of members ofstaff on a temporary basis may be required to pay to theUniversity a sum equivalent to 25% of the staff member'ssalary, so as to recompense it for the additional expenditureon replacement to which the University is often put; anyexcess sum shall be used for the benefit of the staff member'sdepartment.

(e) Applications from members of staff wishing to transferwithin the University will be considered on a case by casebasis by the appropriate Appointments Committee.

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SECTION V

PASSAGES ON APPOINTMENT AND TERMINATION

55. (a) Where a member of staff is recruited from another countryfor a period of three years or more, the University will pay onfirst appointment, not more than five economy passages forthe member of staff, spouse and dependent children.

(b) Claims for passages on appointment for spouse and childrenwill not normally be allowed after the expiry date of the firstthree-year contract.

(c) If a staff member vacates his or her appointment before theend of the first year of service he or she will be liable to refundthe cost of passages paid by the University on firstappointment.

(d) On termination of contract a member of staff is entitled to notmore than five full passages for himself/herself, spouse anddependent children, subject to the following exceptions:

(i) Where a member of staff is dismissed for misconduct inaccordance with the Statutes, or vacates his or herappointment without due notice or determines theappointment by due notice but leaves before thecompletion of his or her first year of service, theUniversity is not liable to provide such passages;

(ii) Where a member of staff determines the appointment bydue notice to end before the completion of his or hersecond year of service, the University will provide onlyone-third of the cost of such passages;

(iii) Where a member of staff determines the appointment bydue notice to end before the completion of his or herthird year of service, the University will provide onlytwo-thirds of the cost of such passages.

56. (a) The general principle in the application of the rules at 55 (d)(i)- (iii) above is that the University will pay one-third of thecost of return passages for every completed year of a firstcontract of three years duration. Where the member of staffterminating his or her appointment has completed his or herUniversity commitments and leaves with the consent of the

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appropriate Appointments Committee before the end of therelevant year of service, he or she shall be treated ascompleting that year of service for purposes of determiningthe quantum of return passages due.

(b) Where, however, due notice has not been given or wherenotice has been given to terminate an appointment before thelast day of January, the appropriate Appointments Com-mittee shall take a specific decision as to whether fullpassages should be paid.

57. Passages for children are paid up to the end of approved full-time education provided they are dependents, or up to theend of the school year in which the child reaches the age of 22,whichever is the earlier.

58. A member of staff is also entitled to termination passages forsuch of his or her children, up to the age of 22 years, whocease to be dependent during his or her tenure of office.

59. Return passages must be taken up within twelve (12) monthsof termination.

Domicile

60. Passages on termination are paid to the staff member's domiciledetermined as follows:-

(a) Subject to (b) domicile means the place where the person isnormally resident at the time of recruitment.

(b) Residence for purposes of study or for employment, whethertemporary or on fixed contract, for less than three years is notnormally treated as domicile.

(c) Citizenship of a country or landed immigrant status is treatedas domicile.

BAGGAGE ALLOWANCE

61. (a) Where a member of staff is recruited for a period of threeyears or more from another country, the University will pay,on first appointment, the cost of transporting and insuringthe household and personal effects, on the production ofvouchers, up to a maximum amount to be specified from time

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to time (Appendix 11). For the purposes of clauses 61 - 65 theterm ‘vouchers’ includes receipts and invoices.

(b) If a member of staff vacates his or her appointment before theend of the first year of service, the member of staff will beliable to refund the baggage allowance paid by the Universityon first appointment.

(c) On termination of contract, the University will pay baggageallowance of the amount set out in Appendix 1, subject to thefollowing exceptions:

(i) Where a member of staff is dismissed for misconduct inaccordance with the Statutes and Ordinances or vacateshis or her appointment without due notice, ordetermines his or her appointment by due notice butleaves before the completion of his or her first year ofservice, the University is not liable to pay the baggageallowance.

(ii) Where a member of staff determines the appointment bydue notice to end before the completion of his or hersecond year of service, the University will provide onlyone-third of the baggage allowance.

(iii) Where a member of staff determines the appointment bydue notice to end before the completion of his or herthird year of service, the University will provide onlytwo-thirds of the baggage allowance.

62. A separate special baggage allowance at the prevailing rate for theCampus (See Appendix II) may be granted so as to permit themember of staff to pack and ship academic books and teachingand research equipment, provided these are to be used or wereused in the interest of the University and on the strictunderstanding that adequate supporting vouchers and a list of theitems are submitted to the Bursary through the Head ofDepartment who is expected to comment in relation to the abovecriteria.

63. The general principle in the application of the rules in clauses 61and 62 above is the same as that stated in clause 55 above of thesection, Passages on Appointment and Termination.

64. In special cases, the allowance for Senior Academic Staff recruitedfor short-term appointments at the end of their teaching careers

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may be fixed at the higher rate at the discretion of the appropriateAppointments Committee.

65. The allowance on first appointment shall normally be availableonly up to three months after the date on which the memberarrives at the University, but the University may extend the periodup to 12 months after the date of employment where the memberof staff concerned has applied in writing in advance of his or herarrival.

Note: The baggage allowance is intended to be a grant to assist themember of staff in meeting his or her transport costs and does notpurport to cover the whole of those costs.

NOTICE OF TERMINATION OF CONTRACT

66. Members of staff resigning from their appointments with theUniversity are required to give not less than six months’ notice inwriting, to take effect, in the case of teaching and research staff, notearlier than the end of either semester in any academic year.

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SECTION VI

REMISSION OF TUITION FEES FOR FULL-TIMEEMPLOYEES, THEIR SPOUSES AND CHILDREN

67. All members of the Academic Staff, Senior Administrative Staffand Professional Staff of the grade of Assistant Lecturer and abovewill be allowed to register for higher degrees (or for otherUniversity qualifications including first degree) on the payment ofexamination fees ONLY.

68. Spouses and the dependents of all full -time employees who areaccepted for entry at the University are exempt from payingtuition fees and economic costs (including examination fees wherecompounded) provided that:

(a) they are not in receipt of a scholarship or any other awardwhich includes payment of tuition fees;

(b) the full-time employees concerned remain in the service ofthe University, or are in receipt of pension from theUniversity.

Note: (i) All provisions on remission of tuition fees under thisclause relate only to UGC/CGC funded programmes.

(ii) See definitions of dependent and spouse.

ALLOWANCES

69. Allowances are payable to full-time members of Academic Staff,Senior Administrative Staff and Professional Staff of the grade ofAssistant Lecturer and above. Details are set out in Appendix III.

CHILD ALLOWANCE

70. (a) Only members of staff employed before August 1, 1973 areeligible for Child Allowance.

(b) Child Allowance (limited to three children) will be paid inrespect of children up to the end of approved full-timeeducation provided they are dependents or up to the end of

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the school year in which the child reaches the age of 22,whichever is the earlier.

(c) Payment of Child allowance will be made on legal adoptionof children.

Step-children

(d) Payment of Child Allowance will be made if the member ofstaff provides evidence that the child is wholly maintainedby him (or her) and that the other conditions under (b) aboverelating to passages for children are fulfilled (see clauses 55-59 and (b) above).

Foster Children

(e) No Child Allowance is paid in respect of a foster child.

GRANT FOR PURCHASE OF BOOKS AND OTHERPROFESSIONAL MATERIALS

71. (a) Members of the Academic Staff, Senior Administrative Staffand Professional Staff are eligible for an annual Book Grant,details of which are set out in Appendix III. This Book Grantallows for 100% reimbursement for books, journals andprofessional materials purchased, on the condition that aproportion of the total grant shall be tied to purchase throughthe University Bookshops.

(b) The Grant may also be applied to subscriptions to learnedprofessional societies or organisations which carry the rightto receive proceedings and/or journals at no additional costand/or at reduced levels. Where such right is not carried,subscription for mere membership of a society or organisa-tion may not be reimbursed.

(c) The grant is accumulable.

(d) Staff members going on retirement may use the balance of thegrant credited to their account at the date of retirementwithin one year.

(e) Staff members on contracts of less than three years durationwho assume duties during the first semester will receive thefull amount of the grant, however, staff members whoassume duties during the second semester will receive 50% of

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the amount of the grant. Staff members on contracts of threeyears and longer will receive the full amount of the grant,regardless of their date of assumption during the academicyear.

For details see Appendix III

RESPONSIBILITY ALLOWANCE

72. A Responsibility Allowance, detailed information on which isprovided at Appendix III, is payable to Heads of TeachingDepartments, Deans, Deputy Deans, Vice-Deans, Associate Deansand Assistant Deans.

ENTERTAINMENT ALLOWANCE EX OFFICIO

73. An Entertainment Allowance, details of which are set out inAppendix III, shall be paid in respect of the following posts.

(a) Deans

(b) Deputy Deans

(c) Heads of Departments

(d) Professors not in charge of a Department or Division but whoare in charge of recognized teaching units

(e) Officers-in-Charge of Branches, Units or sub-Departments(whether for teaching or research purposes) which foradministrative purposes are deemed to be autonomous, or ofadministrative units such as the Library and Maintenancewhere there is a Head of the required status

(f) Student Services Managers.

74. Payment of Entertainment Allowance to a member of staff whohas resigned his or her post shall cease on the day following his orher departure from the University notwithstanding that his or herresignation may take effect on a later date.

75. Where a Head of Department is appointed to act concurrently foranother Head of Department he or she is not entitled by virtue ofthe acting post to any additional entertainment allowance exceptin circumstances as set out in 77 (e) below or as approved by theCampus Principal.

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STUDENT SERVICES MANAGER’S ALLOWANCE

76. A full-time member of staff (i.e. one holding a full-time post otherthan that of a Student Services Manager) who is appointedStudent Services Manager of a Hall of Residence shall receive, inaddition to Entertainment Allowance, a special non-pensionableallowance, the amount of which shall be determined by the Vice-Chancellor or Campus Principal.

ACTING ALLOWANCES

77. Acting Heads of Departments

(a) During an inter-regnum, the Entertainment Allowance at thecurrent rate shall be paid to the person duly appointed to actas Head of the Department.

(b) When a Head of Department is away on Study Leave for aperiod not exceeding four months he or she shall receive theEntertainment Allowance during the whole of the period.

(c) When a Head of Department is away on Study Leave for aperiod longer than four months or if his or her Study Leave isfollowed by Fellowship Leave, he or she shall receive theAllowance for the period of three months and no longer.

(d) When a Head of Department is away on special leave of anykind, the question whether he or she shall receive theallowance shall be determined by the Vice-Chancellor orCampus Principal according to the circumstances of the case.

(e) When a Head of Department is away on Study Leave orspecial leave exceeding 28 calendar days the person acting forhim or her shall receive an amount equivalent to the fullentertainment allowance for the whole period.

78. Student Services Manager

(a) When the Student Services Manager is away from the Hall ofResidence for any period exceeding 28 calendar days, theperson acting as Student Services Manager shall receive theEntertainment Allowance for the whole period.

(b) When the Student Services Manager is away from the Hall fora period less than 28 calendar days, the Student ServicesManager will continue to receive the Allowance. During suchperiod the person acting will not receive the Allowance.

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SUBSISTENCE WHILE TRAVELLING ON UNIVERSITYBUSINESS

79. Subsistence Allowance will be paid to the following persons atprevailing rates details of which are provided in Appendix IV.

(a) member of staff travelling on official business in any country.

(b) a member of staff whose substantive duties require him orher to stay in any country other than the country in which heor she is based;

(c) a member of staff required in the course of normal duties (forexample, a Tutor in the School of Continuing Studies) to payrecurrent visits to different countries;

(d) a member of staff on secondment to another Campus or oneof the contributing countries.

80. Normally, no member of staff will be paid subsistence in excess ofsix months. If it is necessary for a period of secondment to exceedsix months, the prior approval of the Campus Finance and GeneralPurposes Committee for the payment of subsistence beyond thistime must be obtained.

81. Where a member of staff on secondment to another Campus isprovided with University accommodation at the usual rent,subsistence shall be paid at the appropriate rate to be fixed fromtime to time (See Appendix IV).

82. Where a member of staff is required to join a Government,international or other delegation abroad as a representative of theUniversity and the appropriate University subsistence rate isbelow that being offered by the other sponsors, the University willpay to its staff member reasonable hotel and travel expenses plussubsistence at the appropriate rate to be fixed from time to time(see Appendix IV).

83. All members of staff are entitled to reimbursement of airport taxpaid by the staff member when travelling on University businessand of sums actually expended on taxi fares directly to and fromairport. Claims for such additional expenses should be supportedby vouchers, etc. where possible.

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INSURANCE COVERAGE WHILE TRAVELLING ONUNIVERSITY BUSINESS (APPENDIX V)

84. Insurance coverage at prevailing rates determined by CampusFinance and General Purposes Committee, is provided formembers of staff travelling on University business in thefollowing categories:

(a) Personal Accident Insurance approximately equivalent tofour (4) times the basic annual salary of the staff member,subject to a limit to be determined from time to time. Theperson is also insured to/from home and airport.

(b) Baggage insurance, on the production of vouchers.

(c) Health Insurance.

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SECTION VII

LOCAL TRAVELLING

85. Local travelling is paid as set out below. For details see AppendixVl

Casual Travelling on University Business

(a) Payment for casual travelling is made in accordance with theprevailing Government rates in the Campus country.

Regular Travelling Officers

(b) Members of staff approved by Campus Principals as RegularTravelling Officers are paid an upkeep allowance at rates tobe fixed according to campus.

Commuted Travelling Allowance

(c) Members of staff who travel regularly on University businesswithin a short radius from the Campus may receive aCommuted Travelling Allowance. Eligibility for CommutedTravelling Allowance is determined by the Campus Financeand General Purposes Committee.

Staff employed in Non Campus Countries

(d) For details see Appendix Vl.

Subsistence Allowance for Internal Travel (Applicable to St.Augustine staff only)

(e) Subsistence allowance is payable to staff at St. Augustine atthe rate applicable to officers in the highest range of thePublic Service of Trinidad and Tobago when the staffmember travels on official duty beyond a radius of ten milesfrom the Campus.

TRANSPORTATION ALLOWANCE TO ACADEMIC STAFF,SENIOR ADMINISTRATIVE STAFF AND PROFESSIONALSTAFF

86. This allowance is payable to Academic Staff, Senior Administra-tive Staff and Professional Staff on terms negotiated by theWIGUT for each campus. For details please see Appendix Vll.

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SECTION VIII

TRANSFERRING STAFF WITHIN THE CARIBBEAN

87. The University will pay the passage of the member of staff, spouseand children to the country to which he or she is transferred tocarry out his or her duties for the University. In addition, theUniversity will pay reasonable expenses for moving householdand personal effects (see also clause 88 below).

Note: An estimate of the cost certified by the shipping companies shouldbe presented to the Campus Bursar through the Head ofDepartment concerned, as soon as possible after a decision ismade to transfer a member of staff.

88. The University will make an outright displacement grant tomembers of staff who are permanently assigned to new countries(not on secondment or on transfer for a temporary period)according to the following categories at rates to be determinedfrom time to time (see Appendix VlIl):

(a) For single staff

(b) For married staff without dependent child or children

(c) For married staff with dependent child or children.

89. A member of staff will not be eligible for a succeedingdisplacement grant within a period of less than three years fromenjoying the first grant, without special permission of CampusFinance and General Purposes Committee.

90. These rules do not apply to cases where a transfer is given at theinstance of the member of staff concerned or where the transfer ison appointment to another post.

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SECTION IX

HOUSING

91. Conditions governing allocation of housing vary according to theCampus of appointment. Members of staff employed on specialprogrammes shall enjoy the conditions of service governinghousing specified by those programmes. For details concerningeach Campus, see Appendix IX.

92. The basic rules for new members of the Academic Staff, SeniorAdministrative Staff and Professional Staff on all Campuses are:

(a) The University will be responsible for housing a staffmember without limit of time.

(b) In order to meet this obligation, where University ownedhouses are not available, the University will rentaccommodation and will charge the staff member at theprevailing rate according to whether the premises arefurnished or unfurnished.

93. A staff member may however opt to make his or her ownarrangements and to receive a housing allowance at the rateapplicable to the campus where he or she resides.

94. Members of staff who are in receipt of a housing allowance may atany time apply for and be provided with University housingwithin their entitlement or eligibility.

Temporary Appointees

95. Members of staff recruited on a temporary basis shall be providedwith University accommodation, subject to availability or receivea housing allowance at the rate applicable to the Campus.

New Appointees

96. Where members of staff arrive from overseas on first appointmentto the University, in Barbados, Jamaica or Trinidad, the Universitywill provide them with reasonable temporary accommodation fora period not exceeding three months, which will be let to them atthe prevailing rates and subject to the conditions governinghousing on each campus (see Appendix IX).

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Limits on Size and Value of Housing

97. (a) The policy to be adopted for the allocation of accommodationto staff will take into account such factors as the member ofstaff's salary and the size of his or her family.

(b) Any staff member may apply for more expensive accom-modation than what is offered to him or her provided he orshe is willing to pay the additional rent.

(c) A staff member may opt for less expensive accommodationbut he or she shall not be entitled to any refund since he or sheis not paying the University rent calculated on a commercialbasis.

(d) A staff member who has children receiving continuouseducation shall be allocated the accommodation within theapproved limits of size and value, whether or not thechildren are living with him or her.

(e) Where both parties of a marriage are in the bargaining unit,one shall receive housing or the full housing allowance on theexisting basis while the other shall receive an allowance at therate applicable to the campus.

(f) A member of staff who is legally separated, widowed ordivorced shall be eligible for married accommodation only ifthe children are living with him or her.

(g) Where members of staff married to each other separate,separate housing benefits may be paid to each once it isestablished that the parties are not living together and there isproof that arrangements for legal separation are in train, or alegal separation has taken place or divorce proceedings arefinalized.

(h) The maximum size of a house allocated by the Universityshall be four rooms excluding dining and living rooms,helper’s room, kitchen and bathrooms.

Staff in Non-Campus Countries

98. Academic Staff, Senior Administrative Staff and Professional Staffin non-campus countries shall be provided with housing at ratesapplicable to staff in those countries. For rates see Appendix IX.

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SUB-LETTING OF HOUSING AND FLATS

University owned Houses and Flats

99. For periods less than six months

(a) Under the Rent Agreement the tenant covenants with theUniversity not to assign, underlet or part with the possessionof the said premises or any part thereof without firstobtaining the written consent of the University or its Agents.The University will not normally withhold consent toarrangements which may be proposed for an absence onstudy leave of not more than six months. For longer periodsthe University reserves the right to arrange for the use of ahouse or flat but this will be done in consultation with itstenant and in keeping with the policy in (b) below.

For periods exceeding six months

(b) (i) In each case the member of staff shall seek permissionfrom the University before sub-letting a staff house.

(ii) A member of staff may be permitted to sublet his or herhouse or flat for the period of leave in excess of sixmonths, provided that for the entire period he or shepays the University a rental equivalent to 20% of his orher salary.

(iii) A member of staff granted No Pay Leave who retainstenancy of his or her house is required to pay theUniversity a rental equivalent to 25% of his or her salary.

(v) A member of staff shall have no automatic right to aspecific house after absence on study/fellowship leavein excess of one year but only by application to theHousing Committee.

University rented Houses and Flats

100. A member of staff living in a house or flat rented by the Universityshall not be permitted to sub-let while on Fellowship or otherleave for a period exceeding six months.

ASSISTED HOUSE PURCHASE SCHEME

101. There is an Assisted House Purchase scheme on each Campuswith the object of providing a staff member of The University ofthe West Indies with a loan to assist with the acquisition of a house

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as a residence for himself or herself and family. Details of thescheme for each campus are set out in Appendix X.

Houses in Assisted House Purchase Scheme

102. A member of staff who has purchased a house under theUniversity's Assisted House Purchase Scheme, may be permittedto rent his or her house while on any approved leave. For theperiod of leave the staff member shall continue to repay the loan.

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SECTION X

LOANS

103. In accordance with the Agreements negotiated for each Campus,the University will normally grant the following loans, details ofwhich are set out in Appendix Xl:

(a) A car loan to assist in the purchase of a motor car.

(b) An unsecured consumption loan.

(c) A settling-in loan for new members of staff holding a three-year or tenured appointment.

Note: A staff member who has been granted a settling-in loan will onlybe eligible for the difference between the outstanding amount andthe value of the consumption loan.

EMPLOYERS’ LIABILITY INSURANCE

104. Each campus of the University has an Employers' LiabilityInsurance or Workmen's Compensation Policy, governed by thelaws of the Campus Country, providing indemnity in respect ofthe University's legal liability to employees, arising out ofaccidental bodily injury or disease, occasioned during theperformance of their duties.

Details for each campus are contained in Appendix Xll.

NATIONAL INSURANCE SCHEME

105. In addition to compensation under the Employers’ LiabilityInsurance, as set out in clause 104 above and Appendix Xll,compensation for injuries received on the job is payable throughthe National Insurance Scheme of each country.

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SECTION XI

LEAVE

LOCAL LEAVE

Eligibility

106. All members of the Academic Staff, Senior Administrative Staffand Professional Staff (including temporary staff) who arenormally required to carry out duties throughout the year areeligible for Local Leave, in accordance with clauses 107 to 112below.

107. Local leave shall be granted at the discretion of the Vice-Chancellor/Campus Principal in consultation with the Head of theDepartment concerned or with the Dean in the case of a Head ofDepartment. It is calculated on a twelve-month basis i.e. Januaryto December) and is subject to the provision of clause 112 below.Leave earned for part of a year shall be pro-rated.

108. Clinical staff in the Faculty of Medical Sciences whosedepartmental duties are continuous throughout the year areeligible for not more than forty-two working days leave a year.

109. Leave eligibility for all other staff referred to in clause 106 is foundin the appendices. This clause applies to the following: SeniorAdministrative Staff and Professional Staff in the School ofContinuing Studies, the Sir Arthur Lewis Institute of Social andEconomic Studies, Institute of Education, Department ofAdvanced Nursing Education, Centre for Gender and Develop-ment Studies, Tropical Medicine Research Institute, full-timeResearch staff and such others as may be added from time to time.

110. Members of staff are not eligible for Local Leave until they havebeen in the service of the University for one year, butconsideration may be given to applications to preempt such leavein the course of the first year’s service. Thereafter, Local Leavemay be taken at any time, subject to departmental convenienceand the approval of the Vice-Chancellor/Campus Principal.

111. Local Leave may not be taken in the same year as full Study Leave,with the exception of WIGUT members of staff, Mona, whoseduties are normally continuous throughout the year. They may be

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granted 15 working days local leave in the year of study leave, inaddition to the full study leave.

Note: (a) At Mona, by virtue of the WIGUT 1996/99 agreement thefollowing amendment is relevant:

(i) Local Leave may be accumulated over two years,however, staff whose duties are normally continuousthroughout the year, who because of the exigencies ofthe service have been allowed to accumulate LocalLeave beyond the maximum two year period (84working days) shall be able to sell to the University thatportion of leave accumulated in excess of leave earnedfor the two year period by notifying in writing therelevant authority, i.e. the Vice- Chancellor or Principal,through the Head of Department or Dean asappropriate. The University will be obliged to purchasesuch excess leave within a reasonable time, which mustnot exceed four months from the date of the request. TheUniversity may, in writing, offer to purchase such excessleave for an immediate cash equivalent.

(ii) Saturdays, Sundays and Public Holidays shall not becounted in Local Leave.

(b) At St. Augustine, it was agreed in 1999 that staff could, withpermission of Campus Appointments Committee, accumu-late Local Leave for periods of up to two (2) years.

(c) Local Law applies in relation to Public Holidays.

112. Notwithstanding the various Leave Regulations, no member ofstaff, except WIGUT Mona staff, may be eligible in any one yearfor more than thirteen (13) weeks via Study and Local Leave.

Lapsed Local Leave

113. Staff whose duties are continuous throughout the year shall, onretirement, be granted a payment equivalent to 50%* of lapsedLocal Leave, up to a maximum of one year's leave, where suchLocal Leave lapsed because of the exigencies of work and themember of staff received approval from the appropriate authoritynot to take local leave.

* At St. Augustine, the Union and Administration agreed toreplace the reference to 50% with 100%

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Procedure for Applications for Local Leave

114. Members of staff shall apply for Local Leave to the Vice-Chan-cellor/Campus Principal. Applications should be made throughthe Head of Department or Dean, as appropriate.

Part-time staff

115. All part-time members of staff whose duties are continuousthroughout the year become eligible for Local Leave after thecompletion of one year's service with the University, inaccordance with clauses 107 to 112 and 114 above, except that suchleave may not be preempted in the first year of service.

MATERNITY LEAVE

116. Maternity Leave shall be available to full-time female members ofStaff. (see Appendix Xlll)

STUDY LEAVE

117. (a) Every member of staff shall be eligible for leave, to bedescribed as “Study Leave” for the purpose of study orotherwise furthering the work on which he or she is engaged,Full study leave means entitlement due in the third year ofservice i.e. 13 weeks.

(b) The duration of Study Leave and the time at which it is takenshall be subject, in any case, to the approval of the Vice-Chancellor/Campus Principal, subject to the followingconditions:

(i) The Vice-Chancellor or Campus Principal shall besatisfied, after consultation with the Head of theDepartment, or the Dean where appropriate, that thework of the Department or the unit of learning orresearch will not be adversely affected by the absence ofthe staff member.

(ii) The period for which the leave is taken shall notnormally begin before the end of the second semesternor extend beyond the beginning of the first semester.

(iii) The Vice-Chancellor or Campus Principal shall besatisfied that the member of staff has made adequatearrangements to return to his or her post at the

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expiration of the period for which leave has beengranted.

118. (a) A member of staff (see 117 (a)) appointed in the first instanceon a contract for three years or less shall not be eligible forStudy Leave in the third year unless his or her contract has,prior to taking such leave, been renewed for a further periodand the staff member has accepted renewal of his or hercontract.

(b) A member of staff appointed on a contract for three yearsafter previously having been appointed either for two yearsor for one year may become eligible for Study Leave in thethird year of service with the University.

(c) A member of staff appointed on a contract for 3 years to apost not funded by University or Campus Grants Committeemay be eligible for Study Leave in the third year unlessAppointments Committee decides otherwise.

119. (a) A member of staff who takes up his/her appointment afterthe commencement of the first semester shall, subject toclause 118 (a) above and 121 be eligible to enjoy full StudyLeave privileges in the summer preceding the thirdanniversary of his or her appointment.

(b) A member of staff who takes up an appointment after the firstday of the second semester shall not be eligible to enjoy fullStudy Leave privileges before the summer succeeding thethird anniversary of appointment.

120. Applications for Study Leave shall be made to the Vice-Chan-cellor/Campus Principal, through the Head of the Department orother unit of learning and research to which the applicant isappointed or, in the case of Heads of Departments, through theDean.

121. (a) Full Study Leave may not be postponed for more than twoyears except at the request of the University.

(b) Full Study Leave may not, save in exceptional circumstancesand by special permission of the appropriate Finance andGeneral Purposes Committee, be taken in two consecutiveyears.

(c) Study Leave may, by permission, be pre-empted by a mem-ber of staff who had completed not less than two years of

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service since the date of his or her appointment or since thedate on which he or she was last eligible for Study Leave.

STUDY LEAVE FOR STAFF ON CONTINUOUS DUTY

Mona

122. Study Leave for members of staff whose duties are continuousmay be apportioned on a yearly basis, not exceeding two weeksper year in the years that the full Study Leave is not takenprovided such leave is on the recommendation of the Head ofDepartment and requests must be supported by statementsshowing the activity proposed for the leave. Such leave is to besubtracted from the thirteen weeks to which the member of staff isnormally eligible in the third year. (See note at clause 108)

St. Augustine

123. (a) Study Leave for staff, whose duties are continuous through-out the year, may be apportioned on a yearly basis, so that notless than five (5) weeks and not more than thirteen (13) weeksmay be taken in any one year, so however that the total leavein each three (3) year period shall not exceed twenty-three(23) weeks, it being understood that the granting of leave issubject to the recommendation of the Head of Department.

(b) The apportionment of Study Leave set out in (a) above is notapplicable to members of staff who are on their first threeyear contract.

Cave Hill

124. (a) Study Leave for staff, whose duties are continuousthroughout the year, may in each three-year period beapportioned on a yearly basis with not more than eight (8)weeks and not less than two (2) weeks in the first and secondyears and not more than thirteen (13) weeks and not less thantwo (2) weeks in the third year provided that the total leave ineach three-year period shall not exceed twenty three (23)weeks, it being understood that the granting of leave issubject to the recommendation of the Head of Department.

(b) The apportionment of Study Leave as set out in (a) above isnot applicable to members of staff who are on their first three-year contract.

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LEAVE RULES FOR SENIOR LIBRARY ASSISTANTS

Leave with Passages

125. Senior Library Assistants shall be eligible for return passages notexceeding the cost of passages to the United Kingdom every sixyears.

Study Leave

126. A Senior Library Assistant promoted to Librarian I shall beallowed to carry forward service where applicable for StudyLeave purposes. As a guiding principle, every two years of serviceas a Senior Library Assistant since leave privileges were lastenjoyed under Clause 142 shall count as one year's service as anAssistant Librarian for the purpose of assessing Study Leaveeligibility in such instances.

Special Study Leave

127. Senior Library Assistants who wish to upgrade their qualificationsin order to qualify for promotion to Assistant Librarian orLibrarian III are eligible for Special Study Leave on full pay eitherfor 12 months (in order to attain the ALA or equivalent qualifi-cations) or up to 18 months (in order to read for a degree),provided that they have been in the service of the University for atleast three years. The rules for the granting of such leave are asfollows:

(a) Funding is provided on the basis of one Senior LibraryAssistant per year per campus.

(b) Each campus is responsible for the granting of leave, whichshall depend on the particular circumstances prevailing atthe campus.

(c) Except in special circumstances the replacement shall bemade from local personnel.

(d) Normally such replacement shall be at Senior LibraryAssistant level, but if this proves impossible considerationmay be given by the campus to making funds available toallow for an appointment up to the level of Librarian II at asalary up to the Bar.

(e) The member of staff shall notify the Campus Librarian byJanuary 31 in the year in which he wishes to proceed on leave,of the intention to apply for such leave.

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(f) In order to give adequate time for advertisement of the post,the member of staff shall notify the Librarian by April 30 of apositive decision taken in respect of the application for leave-(the Faculty concerned, if the course of study is intended totake place at UWI, shall give priority consideration to theapplication for admission).

STUDY AND TRAVEL GRANT

For rates see Appendix XIV.

128. Study and Travel Grant shall be available to all full-time membersof staff from the categories represented by the West Indies Groupof University Teachers (WIGUT) with contracts in excess of oneyear (with the exception of Senior Library Assistants andSupervisors of Works). The Grant applies only to the UniversityGrants Committee funded members of staff and to others onprojects whose sponsors have agreed to meet the cost.

Note: The University has undertaken to continue to make energeticrepresentation to sponsors of members of staff to ensure thatadequate provision is made for Study and Travel Grant in orderthat all members of the University shall enjoy the same privilegesof Study and Travel Grant.

129. Members of staff on a one-year appointment whose appointmentsare extended for a further year shall be treated as if theappointment was for two years and given the benefit of Study andTravel Grant for both years and for at least a further year to whichthe contract is extended, subject to the constraint for non-University Grants Committee funded staff as in clause 128 above.

130. Foreign Assistants and Foreign Language Instructors on a two-year contract shall in respect of that period receive one Study andTravel Grant only.

131. A member of staff shall not be eligible for Study and Travel Grantuntil the completion of the first year of service with the University.

132. (a) The Study and Travel Grant may be used for travel relatingto the academic development of the staff member and suchpurposes as the purchase of material for academic/professional work and subsistence during such travel. Themember of staff shall provide reasonable proof ofexpenditure.

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(b) A member of staff not travelling is permitted to spend, in anyone year, up to 20% of his or her grant for the purchase ofmaterials for academic and professional work.

Note: Study and Travel Grant may not be preempted, but the grant forthe academic year in which the member of staff travels may betreated as a loan to be repaid by completing that year's service.

133. The Study and Travel Grant shall not normally be paid afterJanuary 31 in the termination year to staff members terminatingtheir services with the University provided that reasonable

arrangements can be made for the grant to be spent andaccounted for before the termination of the staff member’scontract.

134. The Study and Travel Grant shall be accumulable up to amaximum of four years. Any year's allowance shall be used withinfour years or shall be deemed to have lapsed. Any period of No-Pay, Assisted, Fellowship or Secondment leave shall not beincluded in the count of four years.

135. Applications for Study and Travel Grant shall be made to the Vice-Chancellor or Campus Principal through the Head of Departmentor unit of learning or research to which the applicant is appointedor through the Dean in the case of an application from a Head ofDepartment.

136. The time at which Study and Travel Grant, which involvesabsence from a campus shall be used, shall be subject to theapproval of the Vice-Chancellor or Campus Principal.

137. Any surplus funds from each Campus Study and Travel Grantallocation shall be placed in a Campus Sabbatical pool from whichactual replacement costs of staff from that campus going onSabbatical Leave are met.

138 All funds not used within the specified period defined in clause134 are added to the Sabbatical pool.

139. Members of staff on Local Leave shall be eligible for Study andTravel Grant on the same terms and conditions whereappropriate, as set out in clauses 128 to 136 above.

140. (a) Subject to clause 165 below a member of staff at Cave Hill andSt. Augustine shall not be deemed to have earned his Studyand Travel Grant while on Assisted, Fellowship, No-Pay andSecondment Leave.

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(b) A member of staff who has previously earned Study andTravel Grant, shall be permitted, while on leave, to use theGrant on the same terms and conditions, where appropriate,as set out in clauses 122 to 136 above.

141. (a) Where two members of staff who are spouses of each otherare both entitled to travel benefits, any application of thesebenefits should not allow either member of staff to benefittwice over the same period of time. This principle shall alsogovern a claim by a member of staff for travel passagebenefits in respect of his or her children.

(b) Members of staff who are spouses of each other shall beentitled to a single grant in respect of each child up to amaximum of three in any year. Either spouse may claim thisgrant.

(c) Notwithstanding (b) above members of staff married to eachother who have more than three children may each claim inrespect of different children to obtain travel benefits for morethan three.

142. (a) A member of staff whose one or two year contract(s) havebeen extended for a further year after appointment for aperiod of 2 years shall be eligible for Study and Travel Grantin the third year.

(b) A member of staff who has retired and is in receipt of his orher pension, etc. shall not be eligible for Study and TravelGrants should he or she receive temporary appointmentsthereafter.

SABBATICAL LEAVE

Eligibility and Priority

143. All members of (except Senior Library Assistants) are eligible forSabbatical Leave after six years of service with the University, orafter six years of service since a previous Sabbatical Leave, subjectto the rule that time spent on No-Pay leave shall not be counted asservice to the University.

144. Priority among eligible applicants for Sabbatical Leave shall bedetermined in accordance with the following rules:

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(a) each year of service with the University since first appoint-ment or return from Sabbatical/Fellowship Leave (whicheveris the later) shall be awarded one point;

(b) for the purpose of clause (a), Fellowship Leave shall beinterpreted as either a one-year Fellowship Leave or acontinuous year’s leave, of which at least six months are fullypaid leave;

(c) where two or more persons have scored the same number ofpoints, priority shall be given in the following descendingorder to persons who have had:

(i) no form of leave

(ii) six months or less No-Pay Leave

(iii) more than six months No-Pay Leave

(iv) six months or less Assisted or Fellowship Leave

(v) two periods of six months No-Pay Leave and eitherFellowship or Assisted Leave

(vi) either a full year or two six month periods of eitherFellowship or Assisted Leave;

(d) where clause (c) has failed to differentiate between candi-dates scoring the same number of points, priority shall bedetermined by the drawing of lots.

Procedure

145. (a) Applications giving details of the proposed programme ofwork shall be made to the Campus Principal and copied tothe Head of Department or Dean. The Head of Department orDean in cases where the Head of Department is an applicant,shall indicate in writing to the Campus Principal howsatisfactory arrangements for a replacement whether fulltime or part time will be made and shall comment on theproposed programme of work.

(b) Applications shall be submitted by April 30 in the yearpreceding the intended leave. Decisions on these applica-tions shall be made not later than two months after theclosing date. Staff must accept or decline within six weeks ofoffer.

(c) The Administration and WIGUT at each campus shall nomi-nate two members to form a Sabbatical Leave Committee to

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decide on priorities. Three shall form a quorum. The Chairshall be elected annually from among the members present.

(d) The recommendations of the Sabbatical Leave Committeeshall be submitted to the appropriate Appointments Com-mittee for approval of leave together with the proposedprogrammes of work of all applicants, their curricula vitaeand the comments of the Head or Dean as appropriate

(e) All members of staff granted Sabbatical Leave are required topresent a report on their work to the Campus Principalwithin three months of their return.

Financial Arrangements

146. (a) A member of staff on Sabbatical Leave shall receive his fullsalary and allowances. However, in cases where the memberof staff is also in receipt of an award from another agencywhich provides for additional personal stipend, the totalamounts shall not be allowed to exceed a certain amount asshall be decided from time to time after full consultation withthe West Indies Group of University Teachers (WIGUT).

(b) Normally the replacement of a member of staff on SabbaticalLeave shall not be given a salary above the Merit Bar of theLecturer scale nor be granted passages.

Deferral of Sabbatical Leave

147. (a) Members of staff who are granted Sabbatical Leave but areunable to go on Leave because of inability to find a suitablereplacement (or because of the exigencies of the service) shall,in the following year, be ranked at the top of the list ofapplicants. Formal notification of deferral should be sent bythe Head of Department concerned.

(b) Members of staff who are unable to go on leave for reasonsother than those stated at (a) above shall not be ranked at thetop of their particular category but shall be reconsidered forpurposes of priority in competition with other applicants forthat year.

NO-PAY LEAVE

148. No-Pay Leave may be granted to members of staff at the discretionof the Appointments Committee. The regulations contained inclauses 99(b) (iii), 140 (a), 143, 164 (b), (c) and (d) and 167 alsoapply.

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ASSISTED LEAVE

149. Assisted Leave is primarily, though not exclusively intended toprovide assistance in time and money for staff below the Merit Barin the Lecturer's scale to obtain additional qualifications or tocomplete work which has reached an advanced stage and can becompleted most quickly by release from formal duties to enableaccess to resources not available at The University of the WestIndies.

150. A staff member shall be deemed eligible for Assisted Leave onlyafter he or she has served 3 years with the University and his or hercontract has been renewed.

151. Application for such leave must be made to the Vice-Chancellor orCampus Principal, through the Head of Department, who wouldbe expected in forwarding it, to indicate what arrangements havebeen made for a replacement.

152. In general, a staff member who is away for more than one semesterof the academic year must be replaced and the cost of replacementwill be a first charge against the staff member's emoluments.

153. Assisted Leave will in general only be granted for one year, butmay, in special circumstances, be granted for two years at a time.A staff member will not, in general be given such leave for a thirdyear (but he or she may apply for no pay leave). Only staff belowthe merit bar in the Lecturer's scale will be granted Assisted Leavefor more than one year and the arrangements, including financial,for the whole period must be approved before the leave begins.

154. A staff member shall be deemed eligible for a maximum of oneyear's emoluments over the two year period of Assisted Leave, butthe grant from his or her salary in any twelve-month period,including any period in which he or she is on full emolumentsshall not exceed the following limits:

(a) 6 months' emoluments after 3 years' service from time ofappointment, or since he or she last enjoyed Assisted leaveprivileges;

(b) 8 months' emoluments after 4 years' service from time ofappointment, or since he or she last enjoyed Assisted leaveprivileges;

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(c) 10 months' emoluments after 5 years' service from time ofappointment, or since he or she last enjoyed Assisted leaveprivileges;

(d) 1 year’s emoluments after 6 years’ service from time ofappointment, or since he or she last enjoyed Assisted Leaveprivileges.

155. A member of staff who wishes to combine Assisted Leave withStudy Leave may apply to do so.

156. While the maximum that the University will pay is set out inclause 154 above, the grant from University funds which may begiven to a staff member on Assisted leave shall be determined bythe Vice-Chancellor or Campus Principal in the light of the otheremoluments being received by the staff member, and the knownrates adopted by well recognized bodies, e.g. I.l.E. for USA andLeverhulme for UK However, the total emoluments fromUniversity and other sources including any tuition or other feeswhich may be involved shall not exceed the maximum entitlementunder the Fellowship Leave rules set out below at clause 161 (d).

157. A staff member will be expected to return to serve the Universityfor a period equivalent to that of the Assisted Leave. The salarygrant in excess of three months and up to half of the total grantshall be treated as a loan redeemable by service. A staff memberwho returns and serves the University for a period equivalent tothe Assisted Leave will be deemed to have repaid the loan. If thestaff member does not serve the full period he or she will berequired to repay the loan in proportion to the unexpired period ofsuch service.

FELLOWSHIP LEAVE

158. Fellowship Leave is granted subject to the award of a fellowship.

159. The purpose of Fellowship Leave is primarily:

(a) To enable staff of outstanding promise to carry out advancedwork at a centre of higher learning having unique researchfacilities in the staff member's field of interest. In consideringapplications, the University will take into account Heads ofDepartments’ reports and recommendations and any invita-tion which the member of staff might receive from arecognized University or centre of higher learning.

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(b) To enable staff who have demonstrated their capacity and areengaged in research to work with an established scholarwhere he or she will obtain not only help with the mechanismof his or her work but also the stimulus of working with arecognized scholar in his or her field thus absorbingknowledge and methods in the easy converse of daily giveand take and making invaluable contacts with other scholarsin the same field all over the world.

(c) To allow staff time for writing, since research and writingneed freshness of mind and above all a reasonable degree ofcontinuity.

160. Application for such leave must be made to the Vice-Chancellor orCampus Principal, through the Head of Department who wouldbe expected in forwarding it, to indicate what arrangements havebeen made for a replacement.

161. Such Fellowship Leave may be granted to a member of staff on thefollowing terms:

(a) The University must not be put to any extra expense.

(b) The cost of replacing the staff member, including passages,housing, FSSU etc. for the replacement shall be a first chargeon his or her salary. The rest of his or her salary may beapplied by the University towards the cost of the staffmember’s subsistence or travel.

(c) If the Fellowship authorities make what they consider to beadequate provision for travel, the University will notsupplement this provision.

(d) In calculating how much to contribute towards the staffmember's subsistence, the staff member will be considered tobe entitled to a maximum amount of his or her salary andchild allowance (where applicable), plus a daily rate ofsubsistence to be determined by the University from time totime. (See Appendix XV).

(e) If the sum granted by the Fellowship for living expenses isless than the sum in paragraph (d), the University may usethe rest of the staff members salary, referred to in (b) above,towards meeting the deficiency. For the purpose of makingthese payments, the dollar shall be translated into dollars(U.S. or Canadian) at the prevailing rate at each campus.

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(f) Normally, Fellowship Leave shall be granted only to amember of staff who has had a minimum of four years'service with the University.

(g) The total period of Fellowship Leave should not normallyexceed one year at a time.

(h) If approved Fellowship Leave exceeds one year it is expectedthat the member of staff will be replaced temporarily by theDepartment. Special approval is required for this rule to bewaived.

(i) Paid leave granted from funds administered by theUniversity shall be treated as an interest free loan anddeemed to be liquidated only after the member of staff hasserved for a further period. Such period of service shall becalculated as follows:

up to one year’s leave, by one year's service; leave formore than one year, one year plus twice the period inexcess of one year’s leave.

If the member of staff resigns before the end of theperiod of required service, he shall be credited withrepayment of the loan on a pro-rated basis, and thebalance inclusive of interest at 2% per annum shall berepayable immediately.

(j) Eligibility for the next period of Fellowship Leave shallaccrue not earlier than four years after the last one.

COMBINED FELLOWSHIP AND STUDY LEAVE

162. For members of staff on continuous service who may wish tocombine Study Leave with Fellowship Leave, the following rulesapply:

(a) A member of staff granted Fellowship Leave in a 12 monthperiod following that in which he had already enjoyed StudyLeave privileges shall not be granted Study Leave privilegesin connection with his Fellowship Leave.

(b) In all other circumstances Study Leave privileges shall begranted to a member of staff given Fellowship Leave. Theduration of Study Leave to be added to Fellowship Leaveshall be limited to three months.

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(c) Eligibility for the next period of Study Leave after thatgranted in connection with Fellowship Leave shall bedecided on the principle that it is necessary for three yearsservice in the University to be completed before a member ofstaff shall have the right to Study Leave, such periods neednot be consecutive.

SALARIES PAID TO MEMBERS OF STAFF ON LEAVE

163. All salaries paid to members of staff going on leave, when suchleave is subject to satisfactory arrangements for a replacementbeing made, shall be treated as an advance and made subject toreplacement costs.

RESUMPTION OF DUTY AFTER LEAVE

164. (a) A staff member is expected to resume duties not later than thefirst day of the first semester of the academic year unlessprior permission has been granted him or her to return at alater date, or unless his or her duties are continuousthroughout the year when he or she shall return on the dateagreed upon before his or her departure.

(b) Payment of salary on resumption of duty after Study,Sabbatical, Assisted, Secondment, Fellowship or No-payLeave will be dependent on the staff member giving writtennotice to the Registrar through his or her Head ofDepartment of the date on which he or she resumed duties.

(c) A member of staff on leave without pay but who is in receiptof a salary or Fellowship elsewhere, shall not be allowed toreturn to the University payroll until the leave has beencompleted and he or she has resumed his or her duties, sinceit is an established principle that a member of staff shall notbe paid twice for the same period.

(d) A member of staff on leave without pay for an academic yearshall not be permitted to return to the University payroll untilthe first day of the first term in any academic year, exceptwith the specific approval of the Appointments Committee.

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ASSESSMENT OF ABSENCES ON LEAVE FOR PURPOSES OFDETERMINING ELIGIBILITY FOR STUDY LEAVE, STUDY ANDTRAVEL GRANT, MERIT BAR, TENURE AND OTHER ELIGIBI-LITY

165. Absence on Assisted, Fellowship Secondment or No-Pay Leavewill not count as service in the University for purposes ofdetermining study leave eligibility, nor for earning Study andTravel Grant. When such leave does not exceed six months staffmembers will be credited with half the annual Study and TravelGrant.

166. Absence on Assisted, Fellowship, Sabbatical, Secondment or No-Pay Leave will count as service in assessing a staff member'seligibility to cross the merit bar.

(a) Leave which is used primarily for work towards a HigherDegree will not count in assessing a staff member’s eligibilityfor indefinite tenure. These cases will qualify:

(i) one year post doctoral or a Senior Award/Fellowship;

(ii) no-pay leave for one year, essentially to take up a fullFellowship or teaching post at another University;

(iii) an exchange with a staff member at another University;

(iv) secondment for a period at another University.

(b) Other cases will be assessed on their own merit.

167. Secondment and No-Pay Leave

Subject to the cases identified in clause 166 above Secondment orNo-Pay Leave will not count as service in assessing eligibility fortenure.

LEAVE AND F.S.S.U.

168. Where a member of staff is on Assisted, Fellowship, Sabbatical orMaternity Leave, the University shall continue to pay its tenpercent contribution towards superannuation premiums underthe Federated Superannuation System for Universities (FSSU).

169. Where a member of staff is on No-Pay Leave, (includingsecondment) the University shall not continue to pay its tenpercent contribution towards superannuation premiums exceptwhen the member of staff is taking up a fellowship or scholarship,

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on condition that the fellowship or scholarship does not providefor the employer's contribution.

170. A member of staff going on leave shall make arrangements withthe Bursar to pay his or her FSSU contributions, whether fivepercent in the case of all leave except No-Pay Leave, or at leastfifteen percent in the case of No-Pay Leave, before proceeding onsuch leave.

171. Secondment Leave: Financial Arrangements:

Governments, international organizations and educational insti-tutions who wish to acquire the services of members of staff on atemporary basis are required to pay to the University a sumequivalent to 25% of the staff member’s salary. This will be used tomeet the 15% contribution towards FSSU and for the benefit of thestaff member's Department.

RULES GOVERNING THE GRANTING OF PAID LEAVEON TERMINATION OF FULL-TIME CONTRACTS

General

172. For the purposes of Clauses 173 – 181, the University willrecognize the following two sub- groups of staff:

(a) Non-Clinical Teaching Staff

The teaching staff of non-clinical departments who arenormally able to plan to use the major parts of the Universityvacation periods as they wish for research, for otheractivities, or for leave, whether within or without their baseterritory;

(b) Other Members of Staff

Members of staff who are normally required to carry outduties throughout the year who qualify for annual local leave(see clauses 108 and 109)

Termination of Appointment by a Member of the Non-ClinicalTeaching Staff

173. The University will not in general grant paid leave to members ofthe non-clinical teaching staff on final termination of contract.

174. Where members of staff give due notice of resignation to expireduring or at the end of a vacation period, the Vice-Chan-

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cellor/Campus Principal may approve an application for paidleave covering that period of notice which falls within the vacationperiod, provided that:

(a) the applicant undertakes to complete to the satisfaction of theHead of Department concerned (or of the Vice-Chancellor/Campus Principal in the case of an application from a Headof Department), any outstanding matters in relation toteaching and/or examination duties;

(b) the Head of the Department/Campus Dean concernedsupports the application and certifies that the work of theDepartment will not be adversely affected.

Termination of appointment by other Members of Staff

175. Where any other member of staff gives due notice, the staffmember may apply to the Vice-Chancellor/Campus Principalthrough his or her Head of Department for paid leave within theperiod of notice additional to any annual local leave which may bedue and on the basis given in clause 177 below.

176. An applicant for such paid leave must undertake to complete tothe satisfaction of the Head of Department concerned (or of theVice-Chancellor/Campus Principal in the case of an applicationfrom a Head of Department) any outstanding matters in relationto teaching and/or other duties.

177. Such paid leave will be granted on the basis of the difference (ifany) between (i) and (ii) below:

(a) One month's leave for each year of service with theUniversity (up to a maximum of three months), since theapplicant last enjoyed the full privileges of study leave or - inthe case of an applicant who is not yet eligible for study leaveprivileges since the date of appointment, plus the local leaveentitlement for the final year of service. *

*See also clause 142(a) for rules for members of staff on one-year contracts who had previously been on normal contracts.

(b) Any annual local leave which has been taken by the applicantin the year in which notice is given, the year for this purposebeing reckoned as commencing from the last anniversary ofthe date of appointment.

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Pay In lieu of Termination Leave

178. Where it is in the interest of the University, pay may be granted atthe end of the due period of notice in lieu of leave approved inaccordance with the provisions of clauses 173 - 174 or clauses 175 -177 above as the case may be.

Permission to take up another appointment while in receipt of paidTermination Leave

179. In keeping with general practice, any member of staff who wishesto take up other paid employment while he or she is on paidtermination leave must first obtain the permission of theUniversity by application in writing to the Vice-Chancellor orCampus Principal.

180. It is not the policy of the University to grant such applications savein exceptional circumstances. The interpretation of exceptionalcircumstances will always be considered on merit, but thefollowing guidelines will be used when considering applicationsfrom staff for permission to take up another appointment while inreceipt of leave pay.

(a) Where a member of staff who has served the University trulyand well for a period of not less than six years and hasfulfilled all the obligations under his or her contract seekspermission on the grounds that:

(i) the extra money would assist him or her to meet the costof extra termination passages for himself or herself andfamily in excess of the five passages allowed under UWIrules;

(ii) he or she has not used all the Study and Travel Grants towhich he or she was entitled throughout the period ofservice and that the extra money would help to defrayadditional travel cost in assuming the new appointmentor has to maintain two homes;

(iii) he or she has to maintain two homes during the requisiteperiod, e.g. he or she has to take up the new jobimmediately or lose the chance of getting it, whilst his orher spouse and/or family have to remain here to fulfilltheir own obligations, to pack, etc.

(b) Where the member of staff has reached the retiring age and isretiring from the service of the University.

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181. Requests for termination leave or pay in lieu of such leave must bemade by the same deadline as that specified for notice oftermination of contract - January 31, for non-clinical teaching staffand six months before expiry of contract for other members ofstaff.

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SECTION XII

ABSENCE FROM DUTIES - PROCEDURE FOR APPROVAL

182. Deans and Heads of Departments wishing to be absent fromduties (whether within or without the region) shall seek theapproval of the Vice-Chancellor or Campus Principal, copying toDeans/Heads of Departments as appropriate.

183. Members of Department (other than those listed above) wishing tobe absent from duties (whether within or without the region) shallseek the approval of their Heads of Departments who wouldinform the Campus Registrar and Deans as appropriate.

184. Approval should not be given by a Head of Department forabsence of more than one week at any one time. Requests for leaveof absence exceeding one week should be referred to the Vice-Chancellor or Campus Principal.

185. These requirements apply in vacation as well as in term time.

MEMBERS OF STAFF WHO ARE ILL

186. Whenever a member of staff is away from duties through illnessfor more than one week a medical certificate must be submitted tothe Vice Chancellor or Campus Principal through the Head ofDepartment. The Head of Department concerned should keep theVice Chancellor or Campus Principal informed until the memberof staff returns to work.

SICK LEAVE - ORDINANCE NO. 6

187. The Council or relevant Campus Council may grant sick leave onfull pay to a member of staff for a period up to six months in thefirst instance. The relevant Council may at its discretion extendsuch leave, and in that event shall fix the amount (if any) of thesalary which shall be payable.

HEALTH SERVICES

188. The provision of Health Services varies according to the Campus.See Appendix XVI for details.

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SPECIAL MEDICAL ATTENTION

189. The University may pay the cost of travel for a member of staff,who, in the opinion of the medical advisers approved by theUniversity, is urgently in need of medical attention not obtainableat his duty station, to a place approved by the University. TheUniversity shall exercise its discretion in the payment ofadditional sums to assist in the medical bills of the member ofstaff.

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SECTION XIII

PROVISION IN THE EVENT OF DEATH

Passages

190. (a) The University shall in the same manner as would have beenthe case had the deceased member of staff duly resigned aftercompleting three years of service, pay the cost of passages forthe spouse and dependent children to the country fromwhich the staff member was recruited or, at the option of thesurvivor’s spouse to the country of origin.

(b) The University shall, in the same manner as would have beenthe case had the deceased member of staff duly resigned aftercompleting three years of service, pay in addition to the costof passages, the cost of transporting the household effects ofthe surviving spouse and dependent children to the countryto which the passages are to be provided.

Housing

191. Where the deceased member of staff was at the time of deathprovided by the University with a house or other livingaccommodation, the surviving spouse and dependent chil-dren shall be permitted to continue to reside in the house orother living accommodation so provided for a period of threemonths after death at a rental on the same conditions asobtained for the deceased.

SPECIAL GRANTS

192. (a) The University shall pay under Statute 20.1 (p) to thesurviving spouse of the deceased member of staff suchamounts as relate to the salary of the member of staff at thetime of death, and as are set out in Appendix XVII .

(b) Where the deceased member of staff leaves no spouse butorphan dependent children the University shall pay underStatute 20.1 (p) an amount, computed as in clause 190 (a)above to a trustee for the benefit of the children.

(c) In cases where (a) and (b) above do not apply Finance andGeneral Purposes Committee may be asked to decide howthe grant should be disbursed.

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SECTION XIV

UNIVERSITY RESEARCH AND PUBLICATIONS FUND

POLICY

193. The purpose of the Research and Publications Fund is to providefinancial assistance for members of staff to enable them to:

(a) pursue their research adequately and

(b) communicate and publish the results of their research.

194. The Fund is used to assist as many members of staff as possible tocarry out research without undue personal hardship or withoutputting an excessive burden on the budgets of the Departments.

195. The Fund is used:

(a) to encourage research projects which are likely to increasewhat is known about the region;

(b) to encourage projects likely to lead to the economicdevelopment of the region;

(c) to support the cost of a research project where that costcannot legitimately be borne from departmental sources;

(d) to support the cost of a project which is unlikely to obtain thesupport of foundations, governments or bodies outside theUniversity;

(e) to support the publication of matter which is unlikely to bepublished by commercial or university publishers.

Note: A research project will receive more than one grant only aftercareful consideration, with the help of assessors if necessary, of thework completed so far. In such cases the Committee shall require areport from the Head to the applicant's Department on the resultsso far obtained.

ADMINISTRATION OF FUNDS

196. Research and Publication Funds will be administered by theSchool for Graduate Studies and Research through CampusCommittees. Each Committee will be chaired by the CampusCoordinator for Graduate Studies and Research and will be

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composed of members of the Campus Committee for GraduateStudies and Research, the Pro-Vice Chancellor and Dean, Schoolof Graduate Studies and Research and Campus Principals whowill be ex officio members. The Campus Business Officer will be anon-voting member of the Committee.

PROCEDURE

197. All applications must be made to the Campus Coordinator, Schoolfor Graduate Studies and Research, through the Head of theapplicant's department who shall comment on the proposal andmay copy it to the Dean for information In the case where theapplicant is the Head of Department, the application should besent through the Dean, who should comment on the proposal.Applications must be made on the prescribed form which will beavailable from the Campus office of the School for GraduateStudies and Research.

198. Applications for grants must reach the Coordinator not later thanSeptember 30, January 31 and April 30 in each year (or by the datesadvertised by each Campus R and P Committee) and the Com-mittee shall meet as soon as possible after these dates. Inexceptional cases, the Campus Coordinator may approve offunding on behalf of the Campus Committee and will report suchaction at the next meeting of the Campus Committee.

199. Applications must be made prior to the incurring of expenditure.

200. The Committee may invite applicants and such other persons asmay be of assistance to the Committee to attend a meeting for thepurpose of discussing an application.

201. The applicant and his or her Head of Department will be informedof any grant made, and the conditions attached thereto. In the caseof an unsuccessful applicant, reasons will be advanced.

202. Payment of subsistence and official orders for travel andequipment will be authorized by the Bursar on the authority of theappropriate Research and Publications Fund Committee Minute.Other forms of expenditure will be paid by the Bursar only on thepresentation of vouchers certifying the expenditure, and withinthe amount specified by the appropriate Committee Minute.

203. Grants for equipment and materials (such as microfilms) shall bemade to the Department and not to a particular member of staff so

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as to leave no doubt that the materials purchased belong to theUniversity.

204. The recipient of a grant must report to the Committee the progressof his or her research within a year of receiving the grant and fromtime to time thereafter, and the results of the research at theconclusion of the project.

205. The recipient of a grant is required to acknowledge the supportreceived from the Research and Publications Fund when work ispublished or that the Fund has supported by providingequipment or materials or by contributing towards the cost offieldwork, of travel, or of publication.

206. Copies of the Minutes of the Committee shall be sent to all Headsof Departments and to Members of Finance and General PurposesCommittee.

207. The policy and rules of procedure and any amendments theretoshall be published for the guidance of intending applicants and ofHeads of Departments.

RULES

For Equipment and Materials

208. In applying for a grant the member of staff must submit to theCommittee a plan of research and state the reasons why theequipment and/or materials are necessary.

209. Equipment which can serve several research workers simul-taneously or equipment which will be useful to the Department asa whole will be more favourably considered than very specializedequipment with very limited use.

210. Each application for equipment must give full details (model,make and accessories) with cost, including freight and handlingcharges.

211 Grants will not normally be given for materials which should beavailable in the Department, or which should be purchased fromLibrary or Departmental funds.

212. Normally grants will not exceed an amount to be determined fromtime to time by the Committee.

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For Secretarial and Technical Assistance

213. In applying for such a grant, the member of staff must submit aplan for his or her research and itemize the cost in detail.

214. The applicant must explain why the help required cannot beobtained from the established Secretarial or Technical staff.

For Travel for Attendance at Caribbean Conferences

215. The Committee will make grants available to departmentssponsoring Caribbean Conferences for the fares of their membersactively participating in such conferences.

216. The Committee will set no restrictions in advance on the numberof persons which departments should sponsor but will decide onthe numbers of grants on each occasion according to the claims onits funds.

217. A grant may be paid towards subsistence.

218. The Committee will make grants to departments towards the costof organizing conferences, the departments being accountable tothe Committee for the funds.

219. This does not preclude an individual from applying on his or herown behalf.

For Fieldwork

220. The Committee will make grants towards the cost of travelling inthe field when such costs cannot be borne by departmental orfaculty funds.

For a Supplementary Grant

221. When a member of staff fully uses his or her Study and TravelGrant to attend an international conference, or to conduct aprogram of research in a country the actual travel expenses towhich exceed the cost of a return economy air fare to the UnitedKingdom or a sum to be determined, he or she shall be eligible toapply to the Research and Publications Fund for supplementarytravel grant up to a maximum of a sum to be determined from timeto time by the Committee.

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222. The Committee in considering applications will take into accountthe following conditions:

(a) Whether the applicant is a young academic unlikely to com-mand funds from other sources on his or her own account.

(b) Whether the consultation fund of the appropriate faculty hasbeen fully tapped.

(c) Whether application has been made to other fundingagencies.

(d) Whether the applicant is willing and able to use the funds todo fieldwork as well as attend a conference.

(e) The applicant's statement of the benefits he or she expects toobtain from attending the conference.

For Publication

223. Assistance may be granted towards the preparation of researchmanuscripts for presentation to a publisher. To qualify for con-sideration by the Committee a manuscript must be of a specializednature.

224 Assistance may be granted towards the publication of articles,monographs or other forms of written matter which are not likelyto be published by other agencies.

225. The Committee shall seek the advice of qualified persons onwhether or not the matter which is the subject of an application isworthy of being published.

226. The amount of the grant towards publication shall normally be afirst charge against any returns such as royalties, sales, etc.

Accountability

227. Recipients of awards are accountable for the use of these funds.Expenditure against the award must commence within onecalendar year of the notification of the award unless approval isreceived from the Committee or its chair to carry the awardbeyond this period. Awards will be forfeited if expenditures havenot commenced within the period specified.

228. Awardees will submit brief progress reports (less than one page)on each anniversary date of the award. A termination report of not

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more than three pages must be submitted by the beginning of thethird semester following the agreed completion date.

229. Failure to comply with the terms of the award may exclude therecipient from consideration for future awards and may result in areport to the Board for Graduate Studies and Research.

Acknowledgements

230. The recipient of a grant is required to acknowledge the supportobtained from the Research and Publications Fund when the workis published.

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SECTION XV

WEST INDIES GROUP OF UNIVERSITY TEACHERS(WIGUT)

231. On each Campus there is a trade union known as the West IndiesGroup of University Teachers (WIGUT) which is recognized bythe University as the exclusive bargaining agent for the Academic,and Senior Administrative and Professional Staff, with theexception of the Vice-Chancellor, Pro-Vice-Chancellors, Princi-pals, Deputy Principals, University Bursar, University Registrar,Campus Registrars, Campus Bursars, Deputy Campus Bursarswho are excluded from the Bargaining Unit.

Note: Finance and General Purpose Committee has agreed that Deans ofFaculties may retain membership of WIGUT but they are debarredfrom active membership (i.e. membership of the ExecutiveCommittee) during tenure of office. [ WIGUTs have expressedtheir disagreement with that decision].

GRIEVANCE PROCEDURES

232. The WIGUT and the Council of the University have agreed thatgrievances arising out of the contract of employment and termsand conditions of service as stated in the Blue Book shall be of twocategories: Individual, concerning one or more members of staff ofthe union in a restricted manner, and General, concerningsignificant membership on a wider campus basis.

233. It is AGREED that the term “days” below does not includeSaturdays, Sundays nor Public Holidays.

Individual Grievances

234 (a) The member(s) along with their Union Representative(s)present case in writing to the Head of Department orequivalent. Failing meaningful action within three (3) daysof receipt of the case, then

(b) the member(s) along with their Union Representative(s) takethe case to the Dean or equivalent in non-Faculty sections, or

1

their nominee. Failing meaningful action within five (5) daysof receipt of the case, then,

(c) the member(s) along with the Union Representative(s) takethe case to the Campus Principal. Failing meaningful actionwithin (7) days, then

(d) the case shall be referred to arbitration under the auspices ofthe Ministry of Labour. Arbitration shall be by a suitableindependent and mutually agreed arbitrator or arbitratorswhose decisions shall be final and binding on both parties.The parties agree that the arbitrator(s) shall be selectedwithin ten (10) days of the receipt of the case. The terms ofreference to be placed before the arbitrator(s) shall bemutually agreed.

(e) If the parties fail to agree upon the selection of an arbitratorafter ten (10) days of a request by either party for arbitration,either party shall immediately request the services of theMinistry of Labour to provide a list of five (5) arbitrators. Theparties shall have seven (7) days following receipt of the list,to select an arbitrator in the following manner. The Unionshall have the right to strike one name from the list, theUniversity shall then strike one name, and the process will berepeated and the remaining person shall be the arbitrator.However, if after seven days one of the parties fails to adhereto the preceding arrangement the other party will request theMinistry of Labour to act on behalf of the delinquent party inorder to complete the process. The decision of the arbitratorshall be binding upon the parties.

Note: In (a) and (b) above when there is no appropriate officer, orthe issue is not within the purview of such an officer, theprocedure may move to the next stage

General Grievances

235. (a) Union representatives take case to Campus Principal. Nomeaningful action within ten (10) days of receipt of the case,then

(b) The matter is referred to the Ministry of Labour for aconciliation meeting within ten (10) days of receipt of thecase under the Chairmanship of an Officer of the Ministry. Ifno solution reached, then

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(c) The case shall be referred to arbitration under the auspices ofthe Ministry of Labour. Arbitration shall be by a suitableindependent and mutually agreed arbitrator or arbitratorswhose decisions shall be final and binding on both parties.The parties agree that the arbitrator(s) shall be selectedwithin ten (10) days of receipt of the case. The terms ofreference to be placed before the arbitrator(s) shall bemutually agreed.

(d) If the parties fail to mutually agree upon the selection of anarbitrator after ten (10) days of a request by either party forarbitration, either party shall immediately request theservices of the Ministry of Labour to provide a list of five (5)arbitrators. The parties shall have seven (7) days followingreceipt of the list, to select an arbitrator in the followingmanner. The Union shall have the right to strike one namefrom the list, the University shall then strike one name, andthe process will be repeated and the remaining person shallbe the arbitrator. However, if after seven days one of theparties fails to adhere to the preceding arrangement, theother party will request the Ministry of Labour to act onbehalf of the delinquent party in order to complete theprocess. The decision of the arbitrator shall be binding uponthe parties.

236. In cases where the matter is one for the University Centre (e.g. staffemployed directly to the Centre) the Vice Chancellor shall take theplace of the Campus Principal in 234(c) and 235 (a).

237. The parties agree that General Grievances could arise fromdisagreement on the interpretation of the Collective Agreementand from breaches of the terms and conditions of service stated inthe Blue Book.

- END -

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INDEX

Clauses

Absence from duties

Members of Staff who are ill Section XII 186Procedure for approval Section XII 182-185Sick Leave, Ordinance 6 Section XII 187

Acting Allowances Section VI 77-78Acceptance of Political Public

Office while holding Section IV 53Certain Posts

Allowances

Acting Section VI 77-78Baggage Section VI 61-65Book Section V 71Child Section VI 70Entertainment Section VI 73-75Housing Section IX 92-95Responsibility Section IX 72Student Services Manager Section VI 76Subsistence Section VI 79-83Transportation Section VII 86Travel Section VII 85

Assessment of Absences on Leave forPurposes of Study and other Section XI 165-167Eligibility

Assisted House Purchase Scheme Section IX 101-102Assisted Leave Section XI 149-157

Baggage Allowance Section V 61-65Book Allowance (Grant for Purchase

of books and other professional Section VI 71Materials)

Car Loan Section X 103Child Allowance Section VI 70Combined Fellowship and Section XI 162

Study LeaveConsumption Loan Section X 103Consultancy Rules Section IV 38-45

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Clauses

Death, provision in the event of

Housing Section XIII 191Passages Section XIII 190Special Grants Section XIII 192

Definitions Section I iDomicile Section V 60

Employees Liability Insurance Section X 104Entertainment Allowance Section VI 73-75Fellowship Leave Section XI 158-161Foreign Assistants Section II 19FSSU and Leave Section XI 168-171Full-time Contract, Paid Leave on

Termination of Section XI 172-181

Grants, Rules for applying for

Accountability for Grants Section XIV 227-229Acknowledgments Section XIV 230Equipment and Materials Section XIV 208-230Fieldwork Section XIV 220Publication Section XIV 223-226Secretarial and Technical Section XIV 213-214

AssistanceSpecial Grant, in event of death Section XIII 192Study and Travel Grant Section XI 128-142Supplementary Grant Section XIV 221-222Travel for attendance at

Caribbean Conferences Section XIV 215-219

Health Services Section XII 188Housing

Assisted House Purchase Scheme Section IX 101-102General Section IX 91-94In the event of death Section XIII 191Limits in size and value Section IX 97New Appointees Section IX 96Staff in Non Campus Countries Section IX 98Subletting of Houses and Flats Section IX 99-100Temporary Appointees Section IX 95

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Clauses

Insurance Coverage while Section VI 84travelling on UWI Business

Librarians, Salary rules for

Librarian I Section II 17Librarian II Section II 18Senior Library Assistant Section II 16

Loans

Car Section X 103Consumption Section X 103Settling in Section X 103

Leave

Assisted Leave Section XI 149-157Combined Fellowship and Section XI 162

Study LeaveFellowship Leave Section XI 158-161Local Leave Section XI 106-115Maternity Leave Section XI 116No-Pay Leave Section XI 148Sabbatical Leave Section XI 143-147Senior Library Assistants, Section XI 125-127

Leave Rules for:Sick Leave Section XII 186-187Study Leave Section XI 117-124Termination of Full-Time Contract Section XIV 172-181

Local Travelling Section VII 85

Medical

Medical attention, Special Section XII 189Medical, Health Services Section XII 188Medical Staff, Salary rules for Section II 4-8

National Insurance Scheme Section X 105Notice on Termination of Contract Section V 66

Part-Time Staff

Duties Section II 22Procedure for Appointment Section II 22Rates of Pay Section II 22Salary Rules Section II 22

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Clauses

Passages on Appointment and on Section V 55-60Termination

Political Campaigning Section IV 52Political Public Office Section IV 50-53Public Service Section IV 46-54Preamble Section I i

Remission of Tuition Fees Section VI 67-68Responsibility Allowance Section VI 72Resumption of Duty after Leave Section XI 164Retiring Age Section III 34

Salary Rules

Engineers 9-10Foreign Assistants and Foreign Section IILanguage Instructors Section II 19

Junior Academic Level Section II 21Law Section II 11Librarian Section II 14-18Management Studies Section II 12-13Medical staff Section II 4-8Non-Medical staff Section II 2-3Part-time Staff Section II 22Salaries paid whilst on leave Section XI 163Teaching Assistants Section II 20

Secondment Section IV 54Senior Library Assistants Section XI 125-127Sick Leave Section XII 186-187Special Medical Attention Section XII 189Student Services Managers, Section VI 76

Allowances forStudy Leave Section XI 117-124Study and Travel Grant Section XI 128-142Subletting of Houses and Flats Section IX 99-100Subsistence Section VI 79-83Superannuation (FSSU) Section III 23-25Superannuation, Scheme for the

Alleviation of Superannuation Section III 26-33Hardship

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Clauses

Teaching Assistants Section II 20Termination of Full-Time Contracts Section XI 172-181Transferring Staff within the Section VIII 87-90

CaribbeanTransportation Allowance Section VII 86Travelling Allowance Section VII 85

University Research and Publication Section XIV 193-195Fund Policy

West Indies Group of University Section XV 231-327Teachers

Work Outside the University Section IV 35-54Work in the Nature of Public Service Section IV 46-54

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Appendix

ITEMS TO BE ADDRESSED IN THE NEXTREVISION OF THE BLUE BOOK

It was agreed that the following items would be considered at the nextrevision of the Blue Book.

� UWI Representation on Statutory Bodies – Clauses 46-49

� Political Public Office – Clauses 50 -53

� Secondment – Clause 54

� Remission of Tuition Fees – Clauses 67-68

� Local Leave – Clauses 106-115

� Study Leave – Clauses 117-124

� Sabbatical Leave – Clauses 143-147

� Absence from Duties – Clauses 182-185

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