During November and December 2024, we invited local UCU members to complete an online survey to give the branch feedback on their concerns and priorities, and what we could do to increase engagement. You can find a report on the results below (embedded document and download link), which also includes some of the actions that we have taken/will be taking in response. Thank you to everyone who took time to complete the survey.

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We held a General Meeting at 1-2pm on 11th February 2025. After the approval of the minutes of the 19th November 2024 General Meeting and 17th December 2024 Extraordinary General Meeting, and local update from the Branch President, the following business was conducted.

University Policies, Procedures and Proposals

• By general consensus, members approved minor changes to the previously ratified Career Pathways.
• Branch gave further instruction to the Executive Committee with respect to the Whistleblowing Policy.
• Branch gave instructions to the Executive Committee with respect to the proposed changes to Engineering & Infrastructure terms and conditions.

Motions

Branch passed the following motions.

Motion 1: Solidarity with HE and FE Branches

Branch expresses its deep concern at the growing number of job losses being announced at universities and colleges across the country, and expresses its solidarity with all trade union members who are facing redundancy, pay cuts and detrimental changes to their terms and conditions.

Branch resolves:

1. To instruct the Branch Executive Committee to write, on behalf of members, to Southampton’s three MPs, to express our concern about the situation, and to ask them to do all they can to advocate for improved HE and FE funding, to protect both the global reputation of UK education and the jobs of hard-working university and college staff.
2. To instruct the Branch Executive Committee to write to the Vice-Chancellor and Chair of Council, calling on UEB and Council to continue to do all in their power to protect the jobs of staff at the University of Southampton and beyond.
3. To authorise the Branch Executive Committee to make payments from the Branch’s general funds to the strike funds of UCU branches who take industrial action to protect their members, at the discretion of the Executive Committee, but prioritising branches in the Southern Region, up to a total of £1,000.

For: 47
Against: 0
Abstain: 2

Motion carried.

Motion 2: Jerusalem Declaration on Antisemitism

Branch notes:

1. The adoption of the International Holocaust Remembrance Alliance (IHRA) Working Definition of Antisemitism by the University of Southampton on 11 November 2020, following intense pressure placed on universities by then Education Secretary, Gavin Williamson.
2. That the 2021 Annual Congress expressed concerns, and resolved (‘f’ and ‘g’) to call on branches to press for the adoption of the Jerusalem Declaration on Antisemitism (JDA) ‘as an alternative or supplement to’ the IHRA Working Definition.
3. The request of this branch’s negotiators, at an E-JJNC meeting with management on 23 July 2024, that the University of Southampton adopts the JDA.

Branch believes:

1. That antisemitism and Islamophobia are unacceptable and should be challenged.
2. That the JDA is a valuable resource for defining and combatting antisemitism.

Branch resolves:

1. To call on the University of Southampton to adopt immediately the JDA Definition of antisemitism, as an alternative or supplement to the IHRA Definition.

For: 42
Against: 2
Abstain: 5

Motion carried.

Motion 3: Israeli Arms Divestment Letter to USS

Branch notes:

• Resolves 1(c) in the motion passed by members on 10 May 2024.
• That the national position of UCU is to press for the USS pension scheme to fully divest from holdings directly or indirectly linked to Israeli’s military actions or occupation (most recently expressed in Motion 33, resolves iv, first bullet, at the 2024 Annual Congress).

Branch resolves:

• To instruct the Branch President to write to the Chair of the USS Trustee Board, to call on USS to fully divest from holdings directly or indirectly linked to Israel’s military actions or occupation.

[A draft letter was shared at the meeting, and is being revised in light of feedback received.]

For: 26
Against: 9 
Abstain: 10

Motion carried.

We held a General Meeting at 1-2pm on 19th November 2024. After the approval of previous minutes and a local update from the Branch President, the following business was considered.

Policies and Procedures

We discussed a number of proposed University policies/procedures that the branch will be asked to ratify at the forthcoming JJNC and JNC meetings with management on 28th November. Members voted as follows:

• To approve the proposed Dispute Resolution Procedure. For: 58. Against: 0. Abstain: 2. Carried.
• To authorise the Executive Committee to take a decision on the proposed Career Pathways, pending further clarification from the University. For: 49. Against: 0. Abstain: 5. Carried.*
• To approve the proposed Whistleblowing Policy. For: 2. Against: 49. Abstain: 0. Failed. 
• To approve the proposed Sabbatical Policy. For: 10. Against: 8. Abstain: 35. Carried.** 
• To approve the proposed Flexible Working Policy. For: 52. Against: 0. Abstain: 1. Carried. 

* Since the GM, the University has confirmed that the ‘placeholder text’ in some of the TAE sections will be removed, and the trade unions will be consulted if further amendments are needed.

** Following the GM, the Exec. has secured the requested reassurance that an unsuccessful sabbatical application does not reset the clock on eligibility to apply, and the policy wording has been modified to make this explicit. Further, we have secured a strengthening of the wording (‘may’ changed to ‘should’) in Section 9.1. of the policy, relating to disrupted sabbaticals.

Branch Rule Change and Changes to the Executive Committee

Members voted in favour of a local rule change to rename the ‘Black Members’ Officer’ to ‘Officer for Members of Colour’, proposed by Shmma Quraishe. This proposal passed by the required 2/3 majority, with 52 votes in favour, 0 votes against, and 4 abstentions. This change now needs to be approved by UCU headquarters.

Working on the assumption that the rule change will be accepted, branch voted overwhelmingly to co-opt Shmma Quraishe to the position of Officer for Members of Colour, and Hannah Fair to the Ordinary Member position vacated by Shmma. (These co-options will be confirmed once we know that the rule change has been accepted by UCU headquarters.)

Motions

Members voted on the two motions given below, which were tabled by the Branch Executive Committee. Both motions passed overwhelmingly, and will now be raised at the forthcoming JJNC and JNC meetings with management on 28th November.

1. Ban New Staff-Student Sexual and Romantic Relationships

Branch notes:

• The proposals from the OfS on regulating harassment and sexual misconduct in England; and
• Research showing that most students – particularly women – are not comfortable with romantic and sexual staff-student relationships.

Branch believes:

• That UCU should support policy-making that will prevent abuses of power by higher education staff; and
• That an evidence-based approach to preventing sexual misconduct reasonably involves action on regulating staff-student sexual and romantic relationships, as well as establishing professional boundaries more widely.

Branch resolves:

• To call for a ban of the formation of new sexual and romantic relationships between staff and students, where there is a teaching, assessment or pastoral component to that relationship.

For: 42
Against: 1
Abstentions: 7 

Motion carried.

2. Handling of Student Complaints of Staff Misconduct

Branch notes:

1. That at the University of Southampton, complaints raised by students about staff misconduct are considered under the Student Complaints Policy (s. 3.1c). Outcomes are reported to the student, and any ‘upheld’ complaints may be referred to the staff Disciplinary Procedure for further action.
2. That the OIAHE’s ‘Good Practice Framework’ instead recommends that ‘a complaint about alleged misconduct of a member of staff […] should normally be handled under an HR procedure’ (s. 125), that it should be ‘referred [at the outset] to the provider’s staff disciplinary process’, and that ‘[t]he outcome of the process will normally be confidential to the staff member’ (Disciplinary Procedures, s. 108 and Case Study 8).
3. That staff are afforded important protections by the Acas Code of Practice on disciplinary and grievance procedures, but that while these are incorporated into the Disciplinary Procedure, several key protections are absent from the Student Complaints Policy, including the respondent’s right to see and challenge evidence in a Hearing before a decision is taken, and the right of the respondent to appeal a decision.
4. That some student complaints about staff misconduct have been ‘upheld’ under the Student Complaints Policy, but subsequently ‘not upheld’ once the respondent had a meaningful opportunity to challenge evidence and present a defence in a Disciplinary Hearing. In such cases, there is no mechanism for the earlier decision to be rescinded.
5. That our 1973 recognition agreement commits the University to ‘consult and negotiate’ with us on matters relating to ‘conditions of service’, yet the Student Complaints Policy is not one on which we are typically consulted.

Branch believes:

1. That students have a right to complain about staff misconduct.
2. That student allegations of staff misconduct should be investigated in a manner that respects the rights afforded to staff by the Acas Code of Practice.
3. That student allegations of staff misconduct should be referred to the staff Disciplinary Procedure at the outset, and that outcomes should normally remain confidential to the member of staff, in accordance with the OIAHE’s recommendations.
4. That while some staff may find the title ‘Disciplinary Procedure’ more alarming than ‘Student Complaints Policy’, the former is nevertheless the most appropriate process to follow to ensure that their rights are protected when they are respondents to misconduct allegations.
5. That the referral of a student complaint to the staff Disciplinary Procedure should not automatically require an investigation or hearing, and that the University should avoid unnecessarily escalating complaints to the formal part of the Disciplinary Procedure.

Branch resolves:

1. To call on the University to enter negotiations with UCU on the handling of student complaints of staff misconduct.
2. To call on the University to implement the recommendations of the OIAHE ‘Good Practice Framework’ regarding complaints about staff misconduct.

For: 43
Against: 0
Abstentions: 2  

Motion carried.

Thank you to everyone who came.

[Post updated 27/11/2024]

Please find below the branch’s recent correspondence with the Vice-Chancellor regarding the humanitarian crisis in Gaza and motions that were passed at the Southampton UCU General Meeting – 12th March 2024 and the Emergency General Meeting – 10th May 2024 (reconvened).

Following receipt of the Vice-Chancellor’s reply, the branch executive has decided:

1. To add an appropriate agenda item to the next JJNC meeting between trade unions and management, and
2. That the Branch President will contact the Associate Vice-President EDI and Social Justice to request a meeting.

We will keep members updated.

Email from Southampton UCU President to the Vice-Chancellor, 10 June 2024.

Dear Vice-Chancellor,

Following discussions at the JJNC on 16 May, I write to advise you of various resolutions passed by the Southampton UCU Branch concerning the humanitarian crisis in Gaza.

At a reconvened Emergency General Meeting on 10 May, and after considerable debate, the branch passed by a large majority a motion entitled ‘Declaration of the sanctity of education and life for all and a call for an immediate and permanent ceasefire (Ceasefire now and an end to “Educide”)’. This motion, which can be viewed at https://southampton.web.ucu.org.uk/2024/05/10/emergency-general-meeting-10th-may-2024-reconvened/ and is appended below, demands that the University of Southampton takes several actions, which can be found under resolution 1. UCU members are horrified by the events in Gaza and are looking to the University to act; I therefore request that the demands in resolution 1 are given your most serious consideration.

You may also be interested to know that, at a previous General Meeting of the Branch on 12 March, members resolved to authorise humanitarian donations to the charities Medical Aid for Palestinians (MAP) and Friends of Birzeit University (Fobzu). As a result of the latter donation, I have been invited to represent the Branch at a conference organised by Fobzu later this month, on the topic ‘Emergency Support for Palestinian Higher Education’. I will of course be sharing what I learn at that conference with local UCU members, but I would also be very pleased to share what I learn with you and UEB too.

Yours sincerely,
[Southampton UCU President]

[A copy of the motion was appended to the email]

Reply from the Vice-Chancellor to the Southampton UCU President, 19 June 2024

Dear [Southampton UCU President],

I have now had the opportunity to discuss with colleagues on the University Executive Board (UEB) the various issues raised in the resolutions recently passed by the UCU branch. Although the JJNC meetings should continue to be a forum for these discussions, I thought it might be helpful if I set out some general points in response.

I fully understand that this continues to be an incredibly difficult time for many in our community, some of whom I know have deep personal connections with the region. I am sure all of us share a continuing horror at the October 7^th attacks on Israel and the ensuing devastating impact of hostilities on all civilian populations, and the heart-breaking humanitarian crisis that has unfolded in Gaza. All of us on UEB fervently hope for a swift and lasting cessation of hostilities on all sides.

I also fully understand and respect the passionately-held views of many in our University community, some of which are reflected in the resolutions that were passed. Equally, I accept there will always be multiple, diverse points of view and no single ‘right’ answer’ on issues such as this, and that there is often a greater complexity and nuance than is found within the current media, social media and political commentary. Some in our community have contacted me direct to explain why they strongly disagree with the resolutions that were passed by the UCU branch. This illustrates the complexity for the University when there are such opposing views held by different people, as you of course will have experienced yourself, with clear differences of views amongst the small number of members who voted.

Having different views is of course, how it should be. Universities, of all places, should provide a safe forum in which our staff and students feel they can freely and respectfully express their lawful views, and feel they are seen, safe and supported. As I have said previously, freedom of speech and academic freedom are fundamental cornerstones of our institution, which I will ensure we will continue always to uphold, and which as a sector we must robustly defend.

I know too that many in our community continue to be concerned about the rise in Antisemitic and Islamophobic incidents seen in some areas. I repeat my pledge that we will ensure that all members of our community feel safe, and that we will not hesitate to take swift and decisive action against any threats to any members of our staff and student community.

As a University, we have to balance a number of obligations and responsibilities, which is not always easy, as we have seen elsewhere. We have to balance our legal requirement to be impartial with the expectations of some for us to take a more public position. We have to balance our obligations to uphold lawful freedom of speech and academic freedom with a recognition that some may fundamentally disagree with what’s said, and find it upsetting. Lawful freedom of speech does mean that some views can be expressed that others may strongly disagree with, or be offended by.

Above all, I am most anxious that at a time of heightened tensions and emotions, we as a very diverse community – with students from more than 170 countries, and staff from more than 90 countries – remain sensitive to and respectful of each other’s perspectives, and ensure that all members of our communities feel safe, supported and included. I am very grateful to [our Associate Vice-President EDI and Social Justice] who has been talking to a number of individuals and groups on these issues, to ensure the voices of our staff and students are heard, and to actively promote inclusive behaviours and protect freedom of speech.

Whilst I understand the views of those who question the continuation of some industry relationships, partnerships and investments, I have always believed passionately in universities taking an approach of influence and change through positive engagement, not isolation or retreat, and ensuring academic freedom around research collaborations, unless prohibited by the UK Government.

I am confident that after many years of strong leadership and careful thought we have robust ethical frameworks and governance around all our decision-making relating to research partnerships, the acceptance of gifts, and our investments, and that these align with our core values as an institution. Nevertheless, universities do not exist in a bubble and to be truly values-driven our work must always be alive to real-world issues and heightened ethical concerns, and so it is of course right that we regularly review these, in discussion with our community. So, we are currently in the process of reviewing our Responsible Partnerships Statement, which sets out the principles we adopt around our research partnerships; and we have relatively recently reviewed our Gift Acceptance and Naming Policy governing our philanthropic activity across the University. Our University investment policy is governed by an Investment Committee, as an advisory committee reporting to our Council, and again this is an area we are continuing to review and reflect on.

Finally, we take our responsibilities as a Civic University very seriously, not just in respect of our place in our region, but also in respect of our place and responsibilities in the global community as a world top 100 university. We are acutely conscious of the impact on academic institutions, their staff and students, from global conflict, and I was very pleased to support our application to become a University of Sanctuary, and earlier this month I was delighted to meet and talk with the accreditation team assessing our application. I was also very pleased to see us launch two new annual Sanctuary scholarships to support UG and PGT students, and we are now actively considering doubling our support in the future, so more students from conflict areas can be supported.

I continue to be heartened that we as an inclusive community are embodying the values and behaviours that unite us, and not divide us.

With best wishes,
[Vice-Chancellor]

The following motion was passed at a quorate Emergency General Meeting of the branch on 10th May 2024 (this meeting was reconvened from 2nd May 2024).

Motion: Declaration of the sanctity of education and life for all and a call for an immediate and permanent ceasefire (Ceasefire now and an end to ‘Educide’)

Southampton University UCU notes:

• The continued massacre and brutal assault by the Israeli government and armed forces on Palestinians has targeted and killed over 35,000 people (mainly women and children) and injured over 78,000, meaning more than 100,000 civilians have now been killed or injured in Gaza and increasingly in the West Bank. (Sources: UN Office for the coordination of Humanitarian Affairs; Al Jazeera Live Tracker).
• The Israeli state’s collective punishment of Palestinians in Gaza and the West Bank in response to the attack by Hamas on 7th October, including cutting off water, food, power supplies and medicines and the creation of a massive refugee crisis and famine in Gaza is against international and humanitarian law. (Sources: Human Rights Watch; icj-cij.org; Amnesty International; Human Rights Watch; B’Tselem).
• The ongoing ‘educide’ or ‘scholasticide’ has targeting and systematically demolished and destroyed the educational infrastructure including more than 392 educational facilities including 281 government schools, 65 UNRWA-run schools and ALL universities in Gaza including its TWO medical schools. (Sources: Euro-Med Human Rights Monitor.org; United Nations | UN News; United Nations | OHCHR; United Nations – OHCHR Press Release ; Gaza Ministry of Education (WAFA) 2 April 2024)
• In response to the brutal military invasion of Ukraine, the UK higher education community has undertaken various actions to support our Ukrainian colleagues. This includes specific funding from UK research agencies and the establishment of multiple UK-Ukrainian institutional partnerships. This highlights what can be done to assist university staff and students under military assault and occupation. Palestinian higher education, including in the Occupied West Bank, deserves a similarly comprehensive and co-ordinated response by UK higher education institutions. (Sources: Russell Group universities’ response to the invasion of Ukraine;
  Ukraine Humanitarian Aid Appeal)

Southampton University UCU resolves:

1. To call on and lobby our VC and University leadership demanding:
   (a) A call for an immediate and permanent ceasefire an end to the blockade of Gaza the release of all Palestinian and Israeli hostages.
   (b) They seriously consider the recent International Court of Justice (ICJ) rulings and take responsible steps to ensure that they are not risking complicity in Israel’s collective punishment and ‘plausible genocidal acts’ in light of the ICJ ruling.
   (c) Conduct a full review and disclosure of pension funds, investments, funding and partnerships. Identify and divest from companies that are complicit in genocide, apartheid, have activities in the Occupied Palestinian Territories and Israel’s militarised violence and oppression of the Palestinian people and withdraw from any Israeli holdings that are linked to breaches of international law. Divestment should include but not be limited to Barclays, BAE Systems, Boeing, Airbus, Thales, Ex Libris Group and BlackRock.
   (d) Statements are made condemning the killing of over 35,000 people, including over 5800 students, and at least 261 teachers/administrators and 95 professors, with more than 9000 other students and teachers injured during the ongoing attacks in Gaza to date.
   (e) A commitment to support the reconstruction and long-term rebuilding of the Palestinian higher education sector/institutions that have been destroyed and/or severely damaged by the Israeli military in Gaza.
   – This would include establishing links and partnerships with Palestinian universities in the form of twinning, exchange programmes and establishment/expansion of scholarships and hardship funds for Palestinian students and academic fellowships for staff who have seen their universities and educational opportunities destroyed. (Sources: Rebuilding Hope for Gaza | Education Above All Foundation; PALS Travel Fellowship – FOBZU website)
   – Lobby the UK government and research bodies for specific funding to support Palestinian higher education and Palestinian refugees.
   (f) Declare support for the right of the Palestinian people to self-determination and their own viable state, an end to oppression and wars, and see Palestinians and Israelis mutually agree their future relations, free of all coercion, and able to live in peace and prosperity.
2. To support and promote students and UCU members in on-campus activities including sit-ins/vigils/webinars to promote information and education about the history and occupation of Palestine and demonstrate against apartheid, illegal occupation, settler colonialism and ethnic cleansing.
3. To call on all staff to carefully consider their links to Israeli universities and sever ties with those complicit in the oppression of Palestinians.
4. To call for an immediate and permanent ceasefire an end to the blockade of Gaza the release of all Palestinian and Israeli hostages and respect for and the immediate and unconditional release of the dead on both sides.
5. To support financial appeals for medical, educational, and humanitarian projects.
6. To support free speech and academic freedom and the defence of voices for Palestine on campus.

For: 39

Against: 17

Abstentions: 7

The Southampton UCU branch held an Emergency General Meeting on 2nd May 2024, to give members the opportunity to submit motions to UCU’s Special HE Sector Conference, motion amendments to UCU Congress, and to discuss the motions that have been announced for Congress. We also considered the University’s proposed new Family Leave Policy, and passed a number of motions (see below). Branch voted to suspend the meeting, to be reconvened on 10 May 2024, to allow members more time to debate and vote on a motion concerning Gaza.

Family Leave Policy

Branch unanimously voted to instruct the Executive Committee’s JJNC negotiators to ratify the University’s Family Leave Policy. The votes cast were as follows:

For: 46

Against: 0

Abstentions: 0

Motion: Probation Justice for Staff on Fixed-Term Contracts

Branch notes:

• the President’s verbal report on the issue of errors in the probation lengths assigned to many staff on Fixed-Term Contracts (FTCs);
• that excessive probation periods for FTC staff can result in detriment, including increased job insecurity, difficulties with securing housing or loans, and limited or no access to the University’s redeployment register;
• that while the University appears to be willing to address this issue for staff whose employment began on or after 1 August 2023, it has so far declined to commit to address this issue for staff who started before that date.

Branch believes:

• that excessive probation periods for FTC staff are unacceptable and incompatible with the values of the University community;
• that, while the University would be right to correct errors in probation length for FTC staff who started on or after 1 August 2023, it would be wrong to deny access to more favourable probation lengths to FTC staff who started before 1 August 2023, and whose probation periods extend well into 2025 in some cases.

Branch resolves:

• to instruct the Executive Committee and Regional Official to include this matter in our ‘Modernising the Governance’ local dispute.

For: 44

Against: 0

Abstentions: 1

Motion: Congress Motion HE27

Branch resolves to guide its Congress Delegates to be supportive of motion HE27.

[NB: HE27 is a motion to be presented at the 2024 UCU Congress regarding staff-student relationship. Planned 2024 UCU Congress motions can be found at https://www.ucu.org.uk/circ/html/ucu2122.html.]

For: 26

Against: 5

Abstentions: 9

Proposal to Suspend the Meeting

Branch resolved to suspend the Emergency General Meeting and to reconvene as soon as possible, to enable sufficient time for members to debate and vote on a motion about Gaza. The votes cast were as follows:

For: 32

Against: 2

Abstentions: 2

The following two motions were passed at our quorate Branch General Meeting on 12th March 2024. In addition, a third motion, ‘British Committee for the Universities of Palestine (BRICUP) Motion’, was voted on but was lost.

Affordable and Equitable Industrial Action (IA)

[Previously passed at our 2023 AGM for submission to an anticipated HE Special Sector Conference that did not take place, this motion was again presented to members so that they could approve its submission to the HE Conference that forms part of the 2024 UCU Congress.]

Conference notes that:

• In the 2022-23 pay dispute, UCU called more days of strike action than any other UK trade union;
• UCU confirmed limited financial compensation for punitive deductions a month after the MAB commenced;
• Lengthy, uncompensated or partially compensated IA disproportionately affects staff on part-time and fixed-term contracts, more likely to be women and ethnic minorities;
• The unsustainable cost of lengthy periods of IA creates a risk of disengagement among members.

Conference resolves that:

• UCU commits to conduct an affordability assessment before calls for IA, assessing the likely cost of proposed action to members and support available from the strike fund, and to circulate it to branches;
• UCU commits to conduct an equality impact assessment before calling IA and to plan mitigations against any disproportionate impacts on specific groups;
• HEC must consider the outcomes of affordability and equality assessments when calling IA.

For: 38 
Against: 0
Abstain: 4

Motion carried.

Gaza Humanitarian Donations

Southampton UCU Branch expresses its deep concern at the humanitarian crisis in Gaza, and resolves:

1. To donate £1,500 from branch funds to the Friends of Birzeit University (Fobzu) (https://fobzu.org/donate/), and to invite members to consider making a personal donation if they can afford to do so.
2. To donate £1,500 from branch funds to the Medical Aid for Palestinians (MAP) emergency appeal (https://www.map.org.uk/donate/donation-details/484), and to invite members to consider making a personal donation if they can afford to do so.

For: 19
Against: 14
Abstain: 9

Motion carried.

Southampton UCU is currently consulting members about entering formal disputes with the University of Southampton on two separate matters, as summarised below.

Proposed dispute over Modernising the Governance changes

• This relates to changes to the University Charter, governance and employment procedures (e.g. disciplinary, grievance, capability, redundancy etc.) that were imposed on all staff on 1 August 2023, against the objections of 2 of the 3 campus trade unions.
• Southampton UCU has the following concerns:
  – The changes weaken protections for academic freedom by removing references to international standards. This coincides with a rise in members’ concern about the suppression of academic freedom for political, financial and recruitment reasons.
  –  The changes generally (i) remove council oversight of decisions taken using various employment procedures, and (ii) lower the seniority of managers who may be in a position of taking decisions that could have considerable consequences for the staff concerned.
  – Timescales. There is no firm commitment to ensure that e.g. disciplinaries and grievances are handled in a timely manner. There are insufficient safeguards to ensure that staff subject to procedures have enough time to access union advice (bearing in mind the caseworker shortage at Southampton).

Proposed dispute over Marking and Assessment Boycott (MAB) Grievances

• This proposed dispute IS NOT about whether you agreed with the UCU’s decision to hold a MAB, it IS NOT about whether you participated in the MAB, and it IS NOT about whether you think the pay deductions that the University applied to staff participating in the MAB were fair or unfair.
• This proposed dispute IS about whether you believe a member of staff submitting a grievance has a right to have that grievance heard, as employment law requires.
• The University of Southampton has refused to hear MAB-related grievances that have been submitted by UCU members. Southampton UCU considers this to be a clear breach of members’ legal rights under the ACAS Code of Practice.
• This sets a very dangerous precedent that could have an enormously detrimental impact on the employment rights of all staff at the University of Southampton.

Consultation Questions and Branch Executive Committee Recommendations

• Question 1 asks members if they would like to enter a formal dispute over the Modernising the Governance Changes. The Branch Executive Committee advises members to vote ‘yes’.
• Question 2 asks members what action they would like the Branch to take if members vote to enter a formal dispute over the Modernising the Governance Changes.
• Question 3 asks members if they would like to enter a formal dispute over the University’s refusal to hear MAB grievances. The Branch Executive Committee advises members to vote ‘yes’.
• Question 4 asks members what action they would like the Branch to take if members vote to enter a formal dispute over the University’s refusal to hear MAB grievances.

NB1: The Branch has explored all available options to avoid entering a dispute on these matters, but we now have no other option but to ask members to vote to enter formal disputes.

NB2: This consultation is not a vote for industrial action, and a ‘yes’ vote does not authorise industrial action.

Further details about the dispute can be found at https://southampton.web.ucu.org.uk/2023/12/20/southampton-ucu-local-disputes-online-consultation-2023-24/.

For members’ reference, we reproduce below the information included in the virtual ‘enclosure’ that accompanies the Branch’s Online Consultation on entering local disputes about (1) the University’s imposition of ‘Modernising the Governance’ changes and (2) the University’s refusal to hear MAB Grievances. Members are presented with this information after clicking the voting link and before reaching the voting page. We also include the questions that have been put to members.

Members will already have received emails advising them how to vote using UCU’s secure online consultation platform, including our email to members of 20/12/2023, which includes information on what to do if you have not received your individual voting link. If there are any problems, please get in touch with the branch office.

Voting closes at 4pm on Wednesday 17th January 2024.

Enclosure: Consultation on Southampton UCU Local Disputes

Overview

Southampton UCU Branch Executive Committee is consulting with UCU members about two issues of importance:

1. The imposition by the University of Southampton of changes to the Charter, Ordinances, and many of its Employment Procedures, in a project known as ‘Modernising the Governance’.
2. The failure of the University of Southampton to consider grievances submitted by staff on issues arising from the Marking and Assessment Boycott (MAB).

We are asking Southampton UCU members whether the Branch should enter a formal local dispute with the University of Southampton in relation to either of the above issues, and what action they would support if the Branch were to enter such a dispute(s).

This online consultation comprises four questions. In Question 1, the Southampton UCU Branch Executive Committee seeks members’ permission to enter a formal dispute with the University of Southampton, over the changes that it imposed on members following its ‘Modernising the Governance’ project, and in Question 2 we ask members to indicate what action they would like the Branch and its members to take if a dispute is entered over this matter. Similarly, in Question 3, the Southampton UCU Branch Executive Committee seeks members’ permission to enter a formal dispute with the University of Southampton over its refusal to hear grievances filed by our members about issues arising from the Marking and Assessment Boycott (MAB), and in Question 4 we ask members to indicate what action they would like the Branch and its members to take if a dispute is entered over this matter. Further context for these proposed disputes is provided below.

The outcome of Questions 1 and 3 will be announced as soon as is practicable following the close of the online consultation at 4pm on Wednesday 17th January 2024. For strategic reasons, we do not plan to publicly announce the results of Questions 2 and 4. Any dispute(s) entered as a result of this consultation will be managed by the Southampton UCU branch. If members vote to enter a dispute on either matter, the Branch Executive Committee will immediately call a meeting to discuss the result, and throughout any dispute(s) we will regularly consult and be instructed by our members.

Note that this vote is not a ballot for industrial action (strike, action short of strike, etc.), but an online consultation about entering formal dispute(s). We are not yet at the point where we believe it is necessary to hold a ballot for industrial action and hope that any dispute(s) authorised by our members can be resolved without this being necessary.

Modernising the Governance

During the academic years 2021-22 and 2022-23, the University of Southampton undertook a major project, which it called ‘Modernising the Governance’. This project involved removing the University’s Statutes and re-writing its Charter, Ordinances, and many of its Employment Procedures (for example, its Grievance, Disciplinary, Capability and Redundancy Procedures). As provided for by our recognition agreement with the University, Southampton UCU were consulted on these changes, and during intensive and detailed discussions our negotiators secured some improvements to the proposals on behalf of members. Ultimately, however, in an eBallot held during May 2023, and on the advice of our negotiators, 87% of Southampton UCU members who voted decided to reject the University’s ‘Modernising the Governance’ changes.

On 14 June 2023, a Branch AGM passed a motion reiterating members’ rejection of the changes and calling on the Branch Executive Committee to ballot members on entering a formal dispute. In a meeting with the Vice-Chancellor on 4 July 2023, the Branch President set out a proposal for further negotiations, but this was rejected by the University. The University then imposed the ‘Modernising the Governance’ changes on staff on 1 August 2023. Branch representatives again raised members’ rejection of these changes at a Joint Negotiating Committee meeting with senior managers on 12 October 2023, but were advised that the University’s position remains unchanged.

Detailed guidance setting out why our negotiators advised members to reject the proposals in the May 2023 ballot can be found at https://southampton.web.ucu.org.uk/2023/05/09/2723/. We continue to have the following principal concerns about the ‘Modernising the Governance’ changes:

1. Academic Freedom. With the loss of the Statutes, all reference to international standards of academic freedom has been removed from the University’s governance documents. This coincides with a rise in members’ concerns about the suppression of academic freedom for political, financial and recruitment reasons.
2. Loss of Independent Oversight in Employment Procedures. Oversight by independent Council members has been almost entirely removed from the Employment Procedures, and they now allow for decisions to be made by less senior staff than in the previous set of procedures. The imposition of these changes appears to have coincided with an increase in casework, unrelated to the MAB, relating to overbearing management.
3. Procedure Timescales. The University has refused to commit itself to time limits in its Employment Procedures. We are deeply concerned by the length of time that it often takes to get outcomes for members with their employment-related issues, particularly given the impact that the delays and resulting uncertainty can have on their wellbeing. Conversely, we are also now seeing rushed disciplinary investigations or meetings called at short notice, for which members subject to these procedures have insufficient time to get UCU support.

Having exhausted all other options and given the University every opportunity to re-enter negotiations, we now have no choice but to ask all members to vote to enter a dispute over the imposition of the ‘Modernising the Governance’ changes. It is a matter of grave concern to the Branch Executive Committee that staff at the University of Southampton do not enjoy the protection of union-agreed procedures (including Disciplinary, Grievance, Capability and Redundancy Procedures), and, further, that the University has diluted Academic Freedom protections at a time when academics are increasingly under attack from the UK Government and sections of the UK media.

Recommendation: The Executive Committee advises members to vote ‘Yes’ to Question 1 to authorise the Branch to enter a formal dispute with the University in relation to the ‘Modernising the Governance’ changes. Question 2 is consultative.

Marking and Assessment Boycott (MAB) Grievances

As part of the ‘UCU Rising’ pay and conditions dispute and following a properly constituted national ballot of UCU members for industrial action, UCU members were asked to participate in a Marking and Assessment Boycott (MAB) from 20 April to 6 September 2023. The University of Southampton decided to impose 50% pay deductions from UCU members participating in the MAB, even though the time allocated to staff for marking is considerably less than 50% of their workload. In some cases, the period for which deductions were applied was not a fair representation of the period for which staff were participating in the MAB, and we are aware of considerable disparity across the University. Members were subsequently advised by UCU to submit grievances in relation to their deductions, but the University of Southampton took the extraordinary and unprecedented decision not to hear these grievances.

The Branch Executive is extremely concerned by this development: we consider that the University has acted contrary to its own procedures, contrary to the ACAS Code of Practice on Disciplinary and Grievance Procedures, and contrary to principles of natural justice.

On 19 September 2023, at a well-attended Emergency General Meeting, the membership of the Branch overwhelmingly passed a motion declaring that it had ‘no confidence in the University’s ability to apply its grievance procedure in a fair, reasonable and unbiased manner.’ Branch representatives raised our concerns with senior managers at our Joint Negotiating Committee on 12 October 2023, and wrote in detail to the University about the matter on 18 October 2023 (this letter can be found towards the end of the following blog post: https://southampton.web.ucu.org.uk/2023/10/18/correspondence-with-university-regarding-mab-related-grievances/). We received a reply from the University on 30 November 2023, which largely failed to address directly the questions we raised, and we replied on 14 December 2023 (this correspondence can be found in the following blog post: https://southampton.web.ucu.org.uk/2023/12/14/further-correspondence-with-university-regarding-mab-related-grievances/). As you will see from these exchanges, our principal objection is that we believe the University, by choosing not to hear members grievances, is failing to meet its legal obligations to employees, as set out in the ACAS Code of Practice. It is thereby setting a very dangerous precedent that damages the rights and protections of all employees.

Having exhausted all other options and given the University every opportunity to reconsider its position, we now have no choice but to ask all members to vote to enter a dispute over this matter, to send a clear message to the University that members expect all grievances, including those relating to decisions taken by the senior managers, to be handled in a fair, reasonable and unbiased manner, and in accordance with ACAS guidelines. It is vital that the University takes urgent steps to restore members’ confidence in its employment procedures and their application.

Recommendation: The Executive Committee advises members to vote ‘Yes’ to Question 3 to authorise the Branch to enter a formal dispute with the University in relation to its refusal to hear Marking and Assessment Boycott (MAB) grievances. Question 4 is consultative.

Consultation Questions

(1) Do you support the Branch entering a formal dispute with the University of Southampton over changes imposed following the ‘Modernising the Governance’ project? [Choose one option]

• Yes
• No
• Abstain

(2) What action would you like the branch and its members to take if a dispute is entered over the ‘Modernising the Governance’ changes? [Choose all that apply.]

• Internal communication and information campaign, including writing to student societies, senior managers, members of the University Council and Senate, petitions, etc.
• External communication and information campaign, including, for example, writing to local MPs and candidate MPs, local media, public bodies, petitions, etc.
• Hold a formal ballot for ‘action short of strike’ (ASOS). (NB: this current consultation does not provide authorisation for such action; the branch would need to hold a further formal ballot if members wish to take industrial action, including ASOS or strike.)
• Hold a formal ballot for strike action. (NB: this current consultation does not provide authorisation for such action; the branch would need to hold a further formal ballot if members wish to take industrial action, including ASOS or strike.)
• Other: [add suggestions in free text box]

(3) Do you support the Branch entering a formal dispute with the University of Southampton over its refusal to hear Marking and Assessment Boycott (MAB) Grievances? [Choose one option]

• Yes
• No
• Abstain

(4) What action would you like the branch and its members to take if a dispute is entered over the University’s refusal to hear Marking and Assessment Boycott (MAB) Grievances? [Choose all that apply.]

• Internal communication and information campaign, including writing to student societies, senior managers, members of the University Council and Senate, petitions, etc.
• External communication and information campaign, including, for example, writing to local MPs and candidate MPs, local media, public bodies, petitions, etc.
• Hold a formal ballot for ‘action short of strike’ (ASOS). (NB: this current consultation does not provide authorisation for such action; the branch would need to hold a further formal ballot if members wish to take industrial action, including ASOS or strike.)
• Hold a formal ballot for strike action. (NB: this current consultation does not provide authorisation for such action; the branch would need to hold a further formal ballot if members wish to take industrial action, including ASOS or strike.)
• Other: [add suggestions in free text box]

Earlier this term, we posted correspondence between us and the University of Southampton, relating to their refusal to hear MAB-related Grievances. We have now had a further exchange of letters, which can be found below:

• A letter (sent by email), dated 30/11/2023, from UoS to SUCU.
• A letter (sent by email), sent 14/12/2023, from SUCU to UoS, in reply.

As readers may be aware, we are now consulting with members about entering a local dispute with the University regarding its continued refusal to hear members’ MAB-related grievances.

Letter from UoS to SUCU, 30/11/2023

Response to Southampton UCU letter dated 18 October 2023

Thank you for your letter dated 18 October 2023 in respect of the University’s position on the marking and assessment boycott (MAB) grievances received.

The letter raises a number of questions, some of which we believe were based on misconstrued statements or fundamental misconceptions. This letter therefore provides a summary response which we believe addresses the relevant points.

In accordance with the submissions made in earlier correspondence with UCU in May 2023, the University policy of rejecting partial performance is long standing, clear and consistent, and was communicated in advance of the industrial action. As UCU are aware, employers are legally entitled to withhold pay from an employee who chooses to breach their employment contract by taking part in industrial action, including action short of strike (ASOS). The policy is therefore based on the appropriate employment legislation and not an issue for negotiation or consultation.

Upon the receipt of multiple grievances, all of which adopted a similar pro-forma template, alleging that the University’s decision to withhold pay for taking part in the MAB was unlawful, unreasonable and/or disproportionate, it was clear to the University that the individual grievances raised were challenging the policy to withholding pay for participation in industrial action and partial performance. We therefore sought external legal counsel, as we were also aware through the University and Colleges Employers Association (UCEA) that a number of other institutions had received similar grievances and provided legal commentary in response to this. Legal counsel’s opinion sought by both the University and UCEA remains confidential and legally privileged, and the University does not intend to waive its privilege to this advice.

Those participating in the MAB made an informed [and conscious] choice to breach their contract of employment when deciding to participate and in the knowledge that the University’s policy would apply. Therefore, as set out in writing to UCU and the individual colleagues on 17 August 2023, the University determined that these were not matters that could reasonably be dealt with in accordance with the University’s Grievance Procedure and which were not issues which were appropriately within the application and scope to address under the grievance procedure (Part II ¶4). For the avoidance of doubt, the procedural content thereafter was not applicable.

The University has and continues to provide relevant information in an open and transparent manner where requested, such as participation dates and the calculation used to withhold pay. We have also facilitated any concerns or issues raised by individuals directly with the faculties to ensure these can be resolved promptly. The University remains committed to addressing these issues and where possible to resolve these informally.

Whilst the University ultimately determined that the substance of the grievances raised by members of staff were not concerning their employment, which relate to themselves as individuals, and therefore not within the application and scope of the procedure, we felt there were a number of other considerations that were relevant. Primarily, that these matters were ‘collective’ in their nature in challenging a university policy position in direct response to industrial action called by UCU regarding a national dispute.

The University strongly believes these matters should have been addressed by UCU through a collective grievance and dealt with accordingly. Whilst there is no ‘agreed’ collective grievance procedure, the Joint Negotiation Committee (JNC) would have been the appropriate committee to discuss such collective issues in the first instance.

As UCU will be aware, the University recently tabled at the JNC a proposal to explore establishing an agreed dispute resolution procedure that would provide a clear and transparent framework to address such issues in the future. The University shall continue to consider all grievances on a case-by-case basis in line with the relevant procedure in place.

We recognise UCU may be disappointed by the University’s decision, but we believe it is unhelpful to suggest or infer that we acted in bad faith during our extensive negotiation and consultation meetings as part of the Modernising the Governance project. That said, we remain committed to working with UCU to maintain good employee and industrial relations for the benefit of all our employees.

Your Sincerely,
[HR Director, Client Services]

Letter from SUCU to UoS, 14/12/2023

Dear [HR Director, Client Services],

Thank you for your letter dated 30 November 2023 concerning MAB grievances. We are grateful to the University for supplying this response in time for it to be considered by our members before they vote in our disputes consultation. You will perhaps forgive us, however, for seeking to have the last word before this vote opens:

1. While we note the University’s argument for viewing MAB grievances as a collective matter, we fundamentally disagree. As we alluded to in question 2 in our previous letter, the ACAS Code of Practice provides very clear guidance on what constitutes a collective grievance, stating in paragraph 47:
   ‘The provisions of this Code do not apply to grievances raised on behalf of two or more employees by a representative of a recognised trade union or other appropriate workplace representative. These grievances should be handled in accordance with the organisation’s collective grievance process.’
   It is a matter of record that our members’ MAB grievances were not raised by representatives of UCU on their behalf, but by the members themselves, individually. Therefore, these are individual grievances, not a collective grievance, and the provisions of the ACAS Code of Practice apply in full.
2. While the University’s position is that these grievances should have been presented as a collective grievance, it concedes that there is currently no collective grievance procedure at the University of Southampton. Therefore, even if we are somehow mistaken in point 1 above, we would have thought the University would have excused staff for failing to use a non-existent collective grievance procedure, and would have exercised its discretion to allow the grievances to be heard, in the interests of fairness and of maintaining good employment relations. University of Southampton staff should be able to rely upon their employer following its published procedures and the ACAS Code of Practice, and for the University to listen to their concerns and treat them with respect.
3. In the absence of a collective grievance procedure, the University proposes that UCU should have raised our members complaints at the Joint Negotiation Committee (JNC). We believe the following context is important when considering this proposal:
   (i) The Branch President raised concerns over the harshness of the University’s MAB pay deductions with the Vice-Chancellor on 4 July, requesting, in the interests of limiting damage to local employment relations, that the University introduce a cap on MAB deductions, as other institutions had already done. This request was declined by UEB.
   (ii) When Southampton UCU representatives raised the topic of the University’s refusal to hear MAB grievances at the next available JNC meeting on 12 October, we were advised that the University’s position remains unchanged.

To be frank, we find it somewhat difficult to believe that the University’s apparent concern to differentiate between individual and collective grievances is motivated by a fastidious conviction to correct procedure. Rather, we fear that the University’s insistence that MAB complaints be categorised as a collective grievance, for which there is no procedure at this University, is a tactic to deny complainants the possibility of resolving complaints using internal procedures. The approach of University of Southampton denies staff their legal right to have a workplace grievance considered by their employer, thus forcing them to have to decide between dropping their complaints, or enduring a stressful, time-consuming and expensive external legal process.

On a more positive note, we concur with the University that negotiating an agreed dispute resolution procedure between the union(s) and the University is now urgent and essential, and we look forward to discussing this further in the coming weeks and months. We would want to include consideration of a Collective Grievance Procedure as part of those discussions.

In the spirit of collegiality, we are of course happy to accept that the University negotiates in good faith. And, like the University, we remain committed to working together to build and maintain good employee and industrial relations for the benefit of our members and indeed of all staff. To this end, we hope that if our members vote to enter a dispute on this matter, or in relation to the ‘Modernising the Governance’ changes, the University will work with us to reach a mutually acceptable resolution, quickly and amicably.

For now, we await instructions from our membership via our online consultation.

With best wishes,
[Southampton UCU]