Research staff - working in the department

The University offers employees a wide range of competitive benefits. The CAMbens Employee Benefits pages outline the full range of benefits currently available, but please make sure you visit the site regularly to check for new additions. 

In general, the benefits listed are available to all employees who have a contract of employment with the University and who are listed on the University payroll. Some of the salary sacrifice schemes have more specific eligibility criteria and contract research staff may need to confirm certain benefits with their grant sponsors.

University employee benefits generally fall under the following categories and you are encouraged to access the most up to date information by visiting the CAMbens Employee Benefits pages: 

• Careers benefits
• Family friendly benefits – for example, childcare, family friendly leave, flexible working. 
• Financial benefits – for example, CAMbens savings account, University pension schemes
• Health benefits – for example, health care cash plans, health shield, BUPA private healthcare, Occupational Health Service. 
• Local discounts benefits - for example, eating out. 
• Recreation benefits - for example, dining, sports and leisure, University attractions
• Relocation benefits - for example, the Accommodation Service, the Newcomers and Visiting Scholars group. 
• Training and development benefits – for example, PPD, the Language Centre, the University Computing Service. 
• Travel benefits - for example, CAMbens Cycle, Cycle Shop Discounts, CAMbens Cars, Zipcar, Travel to work loans, public transport discounts. 
• Wellbeing benefits - for example, Occupational Health Service, Staff Counselling Service.

Perhaps the most important means of communication are the informal face-to-face discussions that occur each day about your job, the Department and your benefits. Your prime source of information is your line manager. It is part of their job to keep you informed, to answer questions and to listen to constructive opinions, comments and suggestions.

Shortly after commencing employment with the Department you will receive your Contract of Employment.

The University of Cambridge is committed to protecting the dignity of staff, students, visitors to the University, and all members of the University community, in their work and their interactions with others. The University expects all members of the University community to treat each other with respect, courtesy and consideration at all times. All members of the University community have the right to expect professional behaviour from others, and a corresponding responsibility to behave professionally towards others.

The Dignity@Work policy explains this commitment and what action can be taken if its principles are not observed. Any instances that arise relating to all unlawful forms of discrimination and unacceptable behaviour – such as racial, sexual and disability harassment, as well as bullying – should be reported, in confidence, to your Supervisor, or line manager or to Marita Walsh, Support Services Manager or Kathleen Pickett, Welfare, Training and Development Adviser. The matter will be investigated thoroughly and without delay according to the approved procedures.

Key Chemistry Department contacts: Marita Walsh, Nick Bampos, Kathleen Pickett or your direct line manager for routine enquiries or advice. Approaches about personal or sensitive matters will be dealt with discreetly and where possible in confidence.

If you experience or observe a problem over harassment or bullying (whether you feel you are the subject of such behaviour, are accused of it, or are a witness to it) there are also Sources of Support available. If it is felt that your health is suffering, you may be encouraged to approach the Occupational Health Service and/or the Staff Counselling Service.

On arrival at the Department, please report to Reception and ask for a member of the Personnel Administration Team to complete your Right to Work in the UK check if this has not already been completed digitally.

The Right to Work in the UK check is a legal requirement and will include any other paperwork necessary for you to start work such as confirmation of your new local address. Once this check is confirmed, the Personnel Administration Team will arrange for you to be collected by your group secretary, PI or nominated other. 

If your Right to Work in the UK check is completed prior to your first day, simply ask for your group secretary, PI or nominated other on arrival. 

See 'Registration' on this menu for details.

Your hours of work should be agreed between yourself and your supervisor, Principal Investigator or line manager. If you are appointed to work part-time your total hours of work will correspond with the percentage of salary payable. 

As a guide, the General Board expects the average full-time working week to be in the region of 37 to 40 hours. Under the Working Time Regulations, 1998, you are not required to work more than 48 hours per week unless you sign an agreement to do so.

Flexible Working 

The University's Flexible Working Policy sets out the procedure to be followed when staff ask to work flexibly to achieve a better work/life balance.

Staff wanting to request a change to their existing working pattern permanently should read this policy and discuss their proposal with their immediate supervisor, Marita Walsh (Support Services Manager) or Kathleen Pickett (Welfare, Training and Development Adviser) before applying.

International Working

The University's International Working policy and Guidance is in place in order to ensure employees are able to carry out International Working without detriment to their health and safety or breach of legislation.

The Policy is intended to sit alongside the University’s Hybrid Working Policy (and the Flexible working policy, when applicable) and many of the expectations set out in the Hybrid Working policy, such as those concerning the remote working environment and performance will continue apply to arrangements outside the UK.

All completed forms, other than annual leave, should be returned to Marita Walsh, Support Services Manager or Kathleen Pickett, Welfare, Training and Development Adviser

Annual Leave 

For contract research staff, holiday entitlement runs from October to September. If staff start work after the beginning of the leave year, entitlement for that year will be calculated pro rata to the proportion of the leave year remaining.

Holiday entitlement for full time contract research staff is 41 days. Part time staff are entitled to 41 days pro rata based on the numbers of days worked per week. Periods of University closure, other than public holidays will be taken as part of the annual leave. The remaining leave is taken at times that suit both the individual and his or her area.

You are required to keep a record of your annual leave on a Leave record Chart. A maximum of five days can be carried over and must be used within three months of the new year. There is no entitlement to receive pay in lieu of holiday not taken.

Public and Bank Holidays

The days of public and bank holidays in England and Wales are:

With the exception of the public holidays around Easter and Christmas, the Department is open every public holiday as a normal working day.

If you are required to work on a Public Holiday you are entitled to a corresponding period of time off in lieu.

Leave for personal or family reasons

Sick leave - the Sickness Absence policy is available online.

A day of sickness is defined as a day or part of a day on which you are incapable of your normal work because of a specific illness, disease, or disability. This term covers injury at work, and precautionary reasons as advised by a doctor e.g. convalescence, contact with infectious diseases. It does not, however, cover time off work because you have to care for a member of your family. 

Sickness absence procedure - All staff must report incapacity for work. 

If you are unfit for work due to illness, please contact your line manager by phone or email on the first day of your absence and email sickness.reporting@ch.cam.ac.uk letting them know the following as set out in the Sickness Absence Policy:

• The nature of the illness or injury;
• The expected approximate length of absence from work;
• Contact details;
• Whether the absence may be due to an injury at work or otherwise perceived to be related to work; and
• Any outstanding or urgent work that requires attention.

If you cannot reach your line manager or would prefer, you can email sickness.reporting@ch.cam.ac.uk to report your sickness absence providing the details as above. If you are unable to contact the department due to your illness, you should make alternative arrangements e.g ask a family member to call on your behalf.

If you are off sick for longer than you communicated to your line manager and/or the sickness reporting email  you must either contact your line manager and/or the sickness reporting email on the day you were expected to return to work.   If you are unsure when you will return to work you must make contact daily until such times you know how long you are likely to be absent from work for i.e. you have a medical certificate, or you return to work.   

If you are declared unfit to work by way of a medical certificate, please advise on the first day you are signed off, and forward your certificate asap to the sickness reporting email. Please remember, a medical certificate obtained either from your GP or a hospital is required for any sickness absences longer than 7 calendar days (including weekends).  

Please complete a CHRIS62 form for all absence durations and send it to the sickness reporting email, even if you have supplied a medical certificate.  CHRIS62’s are available online on the HR site or can be requested using the sickness reporting email. 

The University's Sickness policy can provide further information.

Rates of pay during absence due to sickness

If you are absent from work on account of sickness you will normally receive a payment in lieu of salary, which is equal to your normal salary, for a period which depends on your length of service (see below).

For contract research staff, the rates of pay during absence due to sickness are: 

Employed since 1 January 2004 and subject to agreement of sponsor

Employed before 1 January 2004 and subject to agreement of sponsor

If you are absent through sickness at the date at which your entitlement to payment would increase, you will not gain the new entitlement until you have returned to work and have worked for a continuous period of one month.

The rate and period for which payment may be made is calculated according to the sick leave which you have taken during the 365 days before the first day of sickness. This means that any sick leave taken during that time will count as part of your sick leave entitlement for the current period of sickness.

If you are frequently absent through sickness or have a single prolonged absence, you may be referred to the University's Occupational Health Service for a medical opinion. You may also be asked to authorise the Director of Human Resources to approach your own doctor for further information about your health. Your Head of Department may also ask you to produce a doctor's statement for all absences however short if there is concern about your level of sickness absence.

Attending Medical Appointments

Attending routine medical appointments is not normally regarded as sickness absence. Members of staff should consult their line manager where such attendance would entail taking time off work.

Maternity Leave

Staff seeking maternity leave are advised to follow the guidance set out in the University’s Maternity Policy.

Regardless of your length of service, an expectant mother may apply for a maximum of 52 weeks maternity leave. This period consists of 18 weeks' paid leave, then 21 weeks’ Statutory Maternity Pay, if eligible, followed by up to 13 weeks' unpaid leave. 

Notification of intention to take maternity leave - An employee should give notice of her intention to take maternity leave, and the intended start date, by the 15th week before her expected week of childbirth (using form CHRIS/60), unless this is not reasonably practicable, in which case she should give as much notice as is reasonably practicable. When submitting the CHRIS/60 form the applicant should attach a formal certificate from a doctor or midwife stating the expected week of childbirth (form Mat B1).

Notification of return to work from maternity leave - If an employee intends to return to work at the end of her full 52 week maternity leave period she is not required to give notice of her return. However, if an employee wants to extend her maternity leave, return earlier than a date previously specified or is planning not to return, she is required to give 8 weeks’ notice of this intention using form CHRIS/61.

Risk Assessment for Expectant and Nursing Mothers - Particular attention needs to be given to assessing any work-related risks to health issues during pregnancy. A Risk Assessment for Expectant and Nursing Mothers should be undertaken as soon as possible to ensure that working conditions are acceptable. For this reason, it is important to let your supervisor/line manager know as early as possible. If you would prefer to speak with someone other your line manager regarding the pregnancy risk assessment, please contact:

• Kathleen Pickett, Welfare, Training and Development Adviser
• Marita Walsh, Support Services Manager
• Occupational Health Service

Paternity Leave

Staff seeking paternity leave are advised to follow the guidance set out in the University’s Paternity Policy. 

Employees who apply for ordinary paternity leave and meet the University criteria (i.e. that satisfactory arrangements can be made to cover for the absence at no extra cost to the University) will receive up to 2 weeks leave at full pay.

Notification of intention to take paternity leave - An employee must provide notification, using Form CHRIS/65,no later than the 15th week before the expected week of childbirth or within 7 days of the date the adoption agency tell the person adopting the child they have been matched with the child.

Ordinary Parental Leave

Staff seeking parental leave are advised to follow the guidance set out in the University’s Ordinary Parental Leave Policy.

Notification of parental leave - The member of staff should give notice, using CHRIS/66 form  at least 21 days' before the requested date of leave.

Shared Parental Leave - staff seeking shared parental leave are advised to follow the guidance in the Shared Parental Leave policy. For further departmental advice please contact Kathleen Pickett.

Adoption leave - Staff seeking adoption leave are advised to follow the guidance set out in the University’s Adoption Leave Policy.

Notification of adoption leave - An employee must give notice of his/her intention to take adoption leave within 7 days of being notified by their adoption agency that they have been matched with a child for adoption, unless this is not reasonably practicable. This notice, using CHRIS/64 form should state when the child is expected to be placed and when the adopter wants their adoption leave to start. A 'matching certificate' which will be provided by the adoption agency should be submitted. 

Special Leave

The University recognises that there may be occasions when employees need to take time off work for reasons that do not necessarily fall under normal leave provisions. A range of special leave options are summarised below. For further details please consult the University’s Special Leave policy.

The City has lots to offer as a place to live. The following information may be of use to you if you are new to the area. 

• Information for New Starters 
• Visiting Cambridge
• University Accommodation Service
• Support for Newcomers and Visiting Scholars

10 things I wish I’d know when I came to Cambridge

The University operates in a largely decentralized manner and there are many opportunities for networking, both formally and informally. You are encouraged to develop as many professional and social contacts as you can throughout the University and the Colleges. 

College Affiliation – Affiliating with a college during your time in Cambridge offers a number of benefits including access to interdepartmental contacts, college facilities and opportunities for social and professional interaction. In particular, PdOC provides specific college affiliation information, including college-affiliation opportunities and the different types of post-doctoral college affiliations. 

Your PI or superviser, the University’s Post-Doc Careers Service and PdOC (see below) may be able to help with college affiliation queries. 

Diversity Networks - The University’s diversity plays a key role in sustaining academic excellence and a number of diversity networks exist to progress equality: 

Diversity networks are open to individuals who work for the University, a College or an associated institution and are members of one of the above protected groups. Other Diversity Networks include:

• Race Equality at Cambridge 
• LGBT
• Womens Staff Network
• Supporting Parents and Carers at Cambridge

The Judge Business School and the Centre for Entrepreneurial Learning (CfEL) - Entrepreneurial Networks - The importance of networks for recruiting talented colleagues, securing funding and acquiring industry knowledge cannot be underestimated. In the heart of the Silicon Fen, Cambridge is at the centre of many entrepreneurial networks. 

The Office of Postdoctoral Affairs (OPdA) - OPdA is the leading organisation dealing with issues relating to the postdoctoral community at the University of Cambridge. The OPdA provides an academic, administrative and pastoral focus for the community. You are encouraged to visit the OPdA website to access a diverse range of information relating to why choose Cambridge, being new to Cambridge and in making the most of your time at Cambridge.

The Centre offers a range of helpful information and support to postdocs, their partners and families e.g. help with moving to Cambridge, settling in, HR and immigration matters, mentoring, careers, additional training and information on joining departmental postdoc committees, the PdOC Society and our partner volunteer scheme.

Post-Docs of Cambridge (PdOC) - PdOC is the Cambridge University Society for postdoctoral research staff and junior research fellows. PdOC represents postdocs in career development, contract research conditions, college affiliation, and social and sporting issues. All Cambridge postdocs are welcome to join, and there is no membership fee.

WiSETI (Women in Science, Engineering and Technology Initiative) - WiSETI is a positive action initiative at the University of Cambridge that promotes and supports women from Undergraduate level to Professor, in the Science, Technology, Engineering and Mathematics and Medicine (STEMM) subject areas. WiSETI was established in 1999 and aims to redress an under-representation of women in employment and career progression in these disciplines at the University of Cambridge.

Pay 

Payment of salaries for all staff is monthly and in arrears on the 26th of each month or the Friday before it if the 26^this a non-working day.  Exceptions may occur during the Christmas and Easter months. 

Pay scales

Each post is assigned to a specific grade, within the grading structure 1–12. Each grade contains a number of salary points, some of which are service-related, with others designated ‘contribution points’. 

Appointment is at a specific salary point in the range for the grade of post and your letter of appointment and contract tell you where your salary falls on that scale. 

The University reserves the right to withhold payment of salary for any days when you are absent from work without permission or medical certification.

Details of the grading structure and single salary spine are published in the HR section of the University’s website.

Annual pay review

The annual pay review date for all staff is 1 August. The salary spine is then adjusted to take account of nationally agreed pay settlements.

Salary progression within grades

Progression through the service related points on each grade will normally be by automatic annual progression, with the possibility in most grades of accelerated incremental progression in recognition of outstanding and sustained contribution. Progression to and through these ‘contribution points’ will not be automatic and will be based on assessment of the contribution of individuals in their roles. 

Service-related Increments - Incremental progression through the service-related points in grades 1 to 10 occurs on the incremental date. 

For Academic, Academic-related and Research staff this is the anniversary of appointment. 

Contribution Increments – Additional increments and discretionary payments are awarded where an employee's performance is considered to be at an outstanding level, over and above the level normally required for the grade, and this performance has been maintained over a long period of time. In considering recommendations, the criteria include: outstanding performance, the specialist nature of the work undertaken, the rarity value of skill involved, the output of work achieved, and any other factors which may make the award appropriate.

Most salary scales contain discretionary points which are marked with an asterisk on the published scales. You will not move automatically to these points. If you are at the top of the normal scale you may be considered for progression to a discretionary point in recognition of exceptional performance in the post. If you are not at the top of the normal scale you may be considered for an award of an additional increment in recognition of exceptional performance in the post. Heads of Institution make recommendations for contribution payments and additional increments to Awarding committees.

An annual increment may be withheld, or a discretionary payment or additional increment withdrawn, if an assistant is subject to a disciplinary procedure because of his or her performance or conduct.

Contribution Reward Schemes - To recognise outstanding and sustained performance, the following contribution reward schemes are available: 

• Contract research staff - Research Assistants, Associates and Senior Research Associates are appointed to grades 5, 7 and 9 respectively and are eligible for discretionary awards under the scheme for research staff. Requests are considered termly. 

Additional pay 

If you carry out any work that falls outside the scope of your normal responsibilities and duties, you may be eligible to receive an additional payment. Details are set out in the regulations on Stipends in Statutes and Ordinances.

Probation is a formal arrangement at the start of an appointment whereby new staff demonstrate their suitability for a particular job within a set time period. The length of the probation period varies according to both grade or nature of a post and the length of the appointment. Details will be set out in your contract of employment.

A probationary period is served for a particular job. In addition to your initial appointment you may have to serve a further period of probation if you are subsequently appointed to a new post with different or additional duties and responsibilities.

During the probationary period your supervisor will arrange a series of progress reviews at appropriate intervals. The purpose of these formal assessments at various stages of probation is two-fold. Firstly, they are a means of demonstrating and building on progress made and secondly, in the event of any problem arising, they ensure there are clear indications of the difficulties that have arisen and the steps taken to attempt to resolve them. The decision to confirm your appointment at the end of your probationary period will be based on these assessments. 

The decision to confirm your appointment at the end of your probationary period will be taken by your PI or line manager based on these assessments. 

Further information about probation is available in the University’s Probation Policy for Contract Research Staff.

Probation forms are available on the contract research staff pages of the Department’s intranet. 

All research staff have certain job titles and duties and defined responsibilities and duties. 

For those holding a University office, these are set out in general terms in Statute D (in particular D,II,4) and in any special regulations for the office held. More specific details are set out in the role description for the post and in any further particulars received during recruitment.

For academic and contract research staff, generic role profiles have been developed, in consultation with members of the University and employee representatives. In addition to the generic role profiles, contract research staff should meet with their supervisor or line manager regularly to ensure that the requirements of their role are clear. 

Academic and research staff guides can be found on the University HR website. 

Staff also have a duty to observe the University's required practice and behaviour relating to: health and safety; bullying and harassment; unlawful discrimination; use of IT; conduct in research, public interest disclosure etc.

Intellectual Property

You are required to observe the University's policies on Intellectual Property and Academic Freedom as may be decided by the Regent House from time to time. This includes, if your duties include externally funded research, any procedures and conditions agreed between the University and the sponsor funding your work and, if appropriate, in relation to any intellectual property rights arising from the research. You are reminded that, under UK patent legislation, applications for patent protection must be made before the research results supporting the application are publicly disclosed.

If your research is funded by any UK Research Councils or any other sources of external funding, any results of potential commercial interest must be submitted to Cambridge Enterprise as soon as possible. This is to ensure that your interests and those of the University are properly safeguarded and that any procedures and conditions previously agreed between the University and the sponsor funding your research are followed.

It is important that you are aware of the commercial potential of your research results. Cambridge Enterprise can help you with feasibility studies and market research in areas of potential interest. It is also vital that you protect your intellectual property before publishing any research results. You can get advice on intellectual property rights, and on sponsors' requests for delays in publication of your results while patents are applied for, from Cambridge Enterprise who also manage the commercial development of University intellectual property.

You should also consult the policy statement of ownership and intellectual property rights generated by externally funded research that you will have received with your contract of employment. 

Spaces around the Department which are available for undergraduate supervisions.

• Outside service hours (09:00 - 15:30 on weekdays) the Cyber Café is available.
• Any of the seminar rooms, if not otherwise booked, can be used at any time (U202 and U203, which lead off the Cyber Café are especially useful). Please note that you cannot pre-book seminar rooms for supervisions.
• The foyer outside the entrance the BMS lecture theatre, and the balcony over the foyer, are available at all times. 
• When not in use, any of the lecture theatres can be used for supervisions. The tables in the BMS are useful in this 
   

The Department is committed to equality of opportunity and to a pro-active and inclusive approach to equality.

Work Health Declaration - All new employees are sent a work health declaration (OHF30) form with their job offer letter and asked to return the completed declaration before they start work. If you declare a disability or health condition that could affect your ability to carry out your work, a proper assessment will be carried out by the Occupational Health Service to establish whether reasonable adjustments can be made to your work environment and/or working arrangements.

Medical Screening - Depending on your duties, you may also be asked to complete a medical questionnaire and required to attend the Occupational Health Service for a medical examination before you are offered a post. 

Failure to disclose information about health problems that affect your ability to work may result in the termination of your employment. You may also be asked to attend the Occupational Health Service during the course of your employment if your health is causing difficulties for you at work.