Working at the University of Stirling Students' Union should be a rewarding experience and outlined below are some important resources to help make policies, practices and forms accessible and clear to all employed by the Union. If you would like to see other resources outlined here for online access, please get in touch with your Line Manager.

The Staff Handbook is your one-stop document for all aspects of employment and work practice. For any questions relating to the Handbook, please either contact Wendy Forbes, Union Secretary & HR Administrator or your Line Manager.

Staff Handbook (updated October 2024)

Flexible Working Policy
We have updated the Union's Flexible Working Policy. The policy supercedes any information outlined in the current staff Handbook. If anyone has any questions regarding the policy, please speak to your Line Manager in the first instance.

Flexible Working Policy
Flexible Working application form

Keeping your details up-to-date
In line with the GDPR (General Data Protection Regulations) below, we are required to ensure we have the most up-to-date emergency contact information. As well as completing for the annual exercise, this form can be accessed at any time to submit to Wendy Forbes, Union Secretary & HR Administrator if you need to advise of any changes. You can access the form here.

Health & Safety in the workplace

Staff are required to be aware of the contents of the Union's Health & Safety Booklet and comply with all aspects of Union and University health and safety.

Ensuring staff have access to training and development oppportunieis is a fundamental part of our work. To access course on workrite, login via the portal - under the heading 'my staff life - I want to...select the Health and Safety training (WorkRite).

You can also check out a variety of sessions focusing on equality, diversity and inclusion on the University's SharePoint.

Colleagues can check out several Microsoft Office365 training resources from the University - further sessions for staff to attend will be advised in due course.

For other training and development opportunities, please discuss with your Line Manager.  

We now have a number of policies and procedures in place to outline how we adhere to the General Data Protection Regulations. In simple terms, the regulations relate to how we obtain, process and store personal data. Linked below are a number of key elements which you should be aware of.

Please ensure that you read over these as they relate both to your own handling of data as a staff member but also outline how the organisation ensures the data it holds on you (for employment purposes) is processed. Click here for further information.

All staff that deal with data are encouraged to read over the Data Protection Policy and pay particular attention to the advice for staff (for example, clear desk policy). At all times when gathering data, please ensure you make reference to our privacy policy page on the website and ask yourself appropriate questions around your reasons for gathering, processing and storing information. You will also find online references to how we process data on the online terms and conditions page here.

All the policies, including the overall mapping document which outlines the current scenarios in which we collect data, can be found in the GDPR folder in the GDPR folder in the shared area. 

Staff should ensure they are familiar with all the policies and statements in place and follow through the respective data retention timelines referenced in the Data Protection Policy.

In specific reference to your employment as staff, please check out:

Recruitment Policy
Employee Data Protection Policy

If you are gathering data (from a survey for example), please ensure you include the following if you wish to gather any personal data (name, email address, student number and so on):

By submitting your details, please be aware that the Union will treat your data in accordance with its privacy policy available at https://stirling-dev.ukmsl.net/your-union/about-us/privacy-policy/

Communication
Whilst you may have been deluged with GDPR emails in the run up to the introduction of the legislation advising the need to opt-in to emails, the actual legislation which relates to electronic communication in particular is the Privacy and Electronic Communication Regulations (PECR). GDPR relates to the gathering of data and legal basis for doing so, PECR relates to your use of the data for communication purposes. With that in mind, we've established our legal basis under GDPR for relevant groups. With PECR in mind, it is important that included in any email correspondence, an unsubscribe option is included for people and would encourage any clubs/socs or sports emails going out to be done through MSL as they now have an in-built unsubscirbe link for all email communication. 

Further information on all aspects of GDPR and PECR can be found on the Information Commissioner's Office website here.

If you have any questions, queries or concerns relating to GDPR and how we currently gather, process and store data, please discuss with your Line Manager as soon as possible. There are significant fines which the ICO can impose should we not address issues appropriately and we also want to ensure we are clear and considered in all we do to deal with people's personal information. 

*Reminder to all staff - please ensure you've read the following GDPR guidance*

The Union has outlined a number of policies and statements in relation to how we treat both student data and your own information as employees. Staff are particularly encouraged to read over the full details to ensure that we haven't missed any aspects of personal information processed and are familiar with processes and information on data retention. Click here for further information.
 

GDPR Training available for office based staff

The implementation of the General Data Protection Regulation (GDPR) means the Union has a responsibility to ensure that all staff have an understanding and appreciation of the key aspects of the legislation. As a result, all staff have the opportunity to undergo training. Online training is available via the University here (if you can't access via the link, go to the University homepage, click my portal and Health and Safety Training (WorkRite)). Participation in this training is an important element of compliance with this new legislation. 

Employee Assistance Programme
The Union is pleased to offer employees acess to a new Employee Assistance Programme (EAP). An EAP is a confidential employee benefit designed to help you deal with personal and professional problems that could be affecting your home life or work life, health and general wellbeing. Check out our dedicated page which outlines more details including resources and information on how to access the help provided. You can find it here.

ED&I - Gender Pronouns
Please click here to see a briefing paper on gender pronouns. This is totally voluntary but the paper outlines why it would be a positive thing to do. If you are not sure how to add to your signature then please ask Nick. Please also check out a video here which provides more information.

Pronouns: She/Her

Pronouns: He/Him

Pronouns: They/Them

Resources regarding trans and non-binary gender identities?
Following the training undertaken by staff in November 2018, the link below includes a list of readings, videos and further resources has been compiled by Simpson Training to enhance a general understanding of trans and non-binary gender identities. Being an ally to the trans community doesn’t start and end with a training session but is instead a longer process of unlearning gender stereotypes, practicing active listening and growing as an empathetic person. This resource list is designed to support that further learning. Access the resource list here.

Spotting spam and malicious emails

All colleagues are advised to check out the advice posted here regarding spotting spam/malicious emails. If you have any doubts regarding the vailidity of an email or what it is asking for, check with a colleague first. Never supply passwords or financial information without verifying via official channels first. We will all have had such emails pretending to be PayPal, Apple, RBS and some more rather unsavoury topics. Check the advice and never click on an attachment unless from a trusted source and verified using the checks outlined. From inserting malware on your PC to obtaining financial info, spam emails can be incredibly disruptive. If you'd like to discuss further, please speak with Nick Manton.

We also want to ensure we project a professional and consistent message amongst staff, to our members and to the wider community we engage with. As such, check out these resources:

Branding Guidelines

We help deliver a range of different events, activities and facilities and branding these together under the Union banner is essential for everyone in the organisation. Please consult the branding guidelines for help in using logos, colours and so much more.

Communications Guidelines

Social Media Guidelines

You can also find a host of relevant materials on the Union here. This incldues the Union Constitution, Schedules, Annual Accounts, Impact Reports and more.

Further documentation available for Union use can be found in the shared area (for example, Communication plans). If you would like to see further resources made available here, please contact Nick Manton.

Check out the public facing staff pages for the Union which includes the current Union staff structure here.