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May, 2019:

Taking the PIP? Some concerns about appraisal, line management and performance improvement plans

We have had several requests for help from members related to distressing or difficult appraisal conversations, the use of Performance Improvement Plans (PIPs) and, sadly the return of ‘protected conversations’ where staff are encouraged to leave the University. We are especially concerned to hear that PIPs are being very badly used in some areas.

PIPs have received some very bad press:

If your boss really wanted to improve your performance, he or she would sit down with you and talk to you like a friend or a coach. They’d say, “Something is getting in your way on the job. Let’s figure it out! You are awesome and I know we can work through this.

Although a Pip is often presented as a tool to assist you in your performance, you should be under no illusions about its secondary purpose. If you don’t improve, it will give your employer evidence that they have followed correct procedure, otherwise they may be at risk of a claim for unfair dismissal.

Sadly it seems that sometimes PIPs are being introduced here in these very negative and damaging ways. We remind members that all staff at level 4 and above have additional employment protections and rights under our Statutes and Ordinances. Ordinance 3.6 referring to capability says that informal action may be taken to make staff aware of standards expected, and agree a way forward – “including supervision counselling or mentoring, It may include reviewing duties and responsibilities etc”. Importantly this should also include the provision of appropriate training or development opportunities.

It is our understanding that PIPs are being used as the informal stage of the capability procedure. Unfortunately in some areas, we know that these are being introduced in appraisal conversations in ways that members find unhelpful and distressing. Sometimes the appraisal is the first time a member of staff is alerted to a problem with their work or behaviour – this should not happen. We are clear that appraisal and capability procedures need to be kept separate (i.e appraisal must not be used as the informal part of the capability process). Moreover, good management is predicated on regular meetings and conversations, not a once a year form filling exercise, and managers should therefore be supporting their staff all year round.

PIPs, like appraisal, should not be a negative experience. Used well, a PIP may be a helpful part of a positive managerial relationship and can provide structure and support. But, if your manager genuinely wants your performance to improve, they should provide you with support to achieve the improvements. They should agree SMART objectives and a realistic timeframe. Managers should help you to identify a mentor and development opportunities to directly address the objectives within the PIP. The PIP should not interfere with your annual appraisal (for example being on a PIP should not mean that the staff member automatically scores as ‘unsatisfactory’ against their individual or global objectives).

Tips for engaging with PIPs
1. Is the assessment of performance correct? What is the evidence of poor behaviour or performance?
2. Is the PIP a well-structured plan for addressing problems? Are there SMART objectives (e.g. to draft a paper, submit a grant, to address a behaviour in meetings, but NOT actions that are outside the control of the individual e.g. to publish in a 4* journal, to win a grant of a pre-specified value).  We encourage members to note what is said in the meeting and document any conversations that you have with your line manager or HR about your PIP.  If you disagree with the objectives or comments you should raise your concerns with your line manager in writing.
3. Make sure you get proper training and the support to succeed – this may include workload reallocation, dedicated time, formal training, counselling, coaching and/or supervision.
4. Above all, ensure that a reasonable time frame is set to address the issues identified.

And for managers

5. Carefully check if there are personal or health issues that may be affecting the employee’s performance – managers need training in dealing with mental health and stress themselves and for the team members.

6. Seek guidance and support too – HR should review the plan with a focus on removing any bias against the employee. Managers need to be aware of gender and racial bias and how this can affect their interactions with staff. Insecure managers may feel threatened by some employees and PIPs should not be used in these situations.

7. Take care to inform the staff member that the PIP could lead to formal capability processes which in turn could lead to dismissal.  If you can, tell them how you plan to help them avoid this outcome.

Your branch casework team will review the current cases we have related to appraisal and PIPs and take our collective concerns to the senior management. If you are experiencing difficulties please contact Amanda.

Wellfest and a wish list

We’ve had a great UCU recruitment week here in Southampton, cleverly aligned with #MentalHealthAwarenessWeek so that we could highlight our local campaign priority about workloads and wellbeing. Thanks to all of you who visited our info stand and took part in the events. On the info stand at Highfield we asked people to tell us – via a post it note – how the University could help staff wellbeing. We were delighted to talk with the Interim VC Mark Spearing and some members of the senior management team, and we also got lots of feedback and ideas from staff and students.

Staff spoke of the need to feel able to balance the quality and quantity of work, but also how difficult it was to take regular breaks, and how often they felt guilty and stressed about their workloads. Talking with students it was clear that they are acutely aware of our workloads, indeed some shared that they didn’t feel able to come forward because they felt they were too much of a burden on staff. One post it note said “As a student I think that staff are overstretched and struggling to support students” – this is not what any of us want. Others commented that they have seen lots of staff leave and not being replaced, and said how disruptive this was, an indictment of the repeated rounds of cuts and reorganisations we have experienced.

Here’s a few of the ideas and comments from the UCU message board.

Things that might help:
• Counselling for staff (face to face) and mental health first aiders
• Massage
• Flexible working/ working from home (where reasonable)
• Lunchtime mindfulness session held somewhere peaceful
• Chill out/ Sleep Zone

Actions suggested to address the problems:

• A workload audit – look at workload implications for all new systems and processes.
• Cover for staff on long time sick. More temps!!!
• Stop cutting staff numbers / replace staff when they leave
• Stop the culture of working and emails 24hrs a day!
• Policy of no emails on home phones!
• Tell temporary staff all the details of their job

And instead of ‘Work-life Balance’ one comment requested ‘Work-Life Separation’ – How many of us feel able to achieve this? Others spoke of the need for respect for the diversity of staff and student expectations, experiences, and emotional triggers, and the need to work with a spirit of generosity to address the mental health challenges people face. Mental Health Awareness Week and Wellfest are small parts of our journey to improve mental health and wellbeing. We hope there will more attention to the problems caused by excessive workloads and, importantly that there will be action in coming months to improve the mental health and wellbeing of our staff.

The Dinosaur is extinct, but Solidarity is forever.

The Dinosaur of Solidarity (@of_dinosaur) was a surprising, joyful, hugely inflated, creation, born out of, and in, the strike to defend our pensions in 2018.

Just typing these words feels like a lifetime ago.

The Dinosaur has been ‘mostly sleeping’ since the strike ended, but it is with sadness that we announce today that we will be deleting the Twitter account and that the Dinosaur Of Solidarity will make her last appearance at the Southampton UCU summer celebration on 20th June.

For those that don’t know, the idea for the Dinosaur of Solidarity came from a joke started by our former UCU Branch President, Laurie Stras. Laurie was recovering from a serious operation over the early months of 2018, leaving me in the Presidential hot seat to oversee the strike. Her surgeon advised her to restrict her arm movements, with the suggestion that she should ‘think T-Rex – teeny tiny arms’; the rest, as they say, is history.

A package arrived at the Southampton UCU office, containing a gigantic inflatable dinosaur suit, and a plan was hatched to use this to rally the strikers, and to have a bit of fun. Members of the branch exec set up a Twitter account with the loose aim of supporting the strike. We naively imagined a few of our 1000+ strong membership might engage with the account and that it might inject some humour into our information sharing.

During the strike the ‘live’ dinosaur addressed the assembled pickets across our campuses, each day, usually providing an update on the pension negotiations, and sometimes instigating dancing or call and response chanting. Alongside this our ‘DoS social media team’ put out Twitter updates, some factual, but many simply dreadful puns or satirical comments. Expertise in the team meant we had some great photos, video clips and an unexpected wealth of knowledge relating to palaeontology (oh, the things you find out about your colleagues when you actually have time to talk to them). We also had the benefit of humorous responses to our tweets, which kept our spirits high.

Inspired by the LadyBird Books for Grown Ups that filled stockings everywhere over the preceding Christmas, I found an old Ladybird book, and in the evenings, after strike planning, picketing, rallies and attending teach outs, the Ed the Badger book was created as a Twitter meme. The text accompanying the 1950s illustrations of mice and woodland creatures was tried out on the social media team; if they laughed it went out. Again this was simply an attempt to keep our spirits high through the campaign. One of my most joyful memories in the strike was sitting upstairs in union house, pressing the Tweet button, and hearing the ping ping ping ping as people liked and retweeted the book pages.

The strike was hard. We were a small local team, few of us had experience of major strike action.

It was cold. It snowed. It rained. People were angry about their pensions.

Our local management were very much aligned with UUK, and unsupportive. But the strike held. We had pickets across campuses, some in venues that had never had a picket before. We had the largest and longest supported industrial action in the history of the branch. And the Dinosaur was part of that. She was shared with a few thousand people on Twitter, and encouraged some fabulous imitations (Picketing Panda became a friend) but above all she was ours, she belonged to Southampton UCU. The branch activists were clear that she was there to amplify the messages about the strike, and to boost morale. She did her best to do just that.

Behind the scenes the DinoTeam learnt on the job. Sometimes we made mistakes – learning quickly that we should read to the end and view all videos before ReTweeting, for example. Occasionally the tone of a Tweet or a comment at a rally was wrong. We apologised, amended and tried to do better. We talked as a team about how best to use the Twitter account and what was ‘allowed’ and what did not feel right. I will always have positive memories of this time because we were the union and the university at its best, we were a learning collective working for and with each other, acting with integrity, and with joy.

In the months that followed the strike, the EC lost several members, including two of the three members of the DinoTeam. I stepped into the President role. Meanwhile the Dino slumbered, and there was less room for comic interludes as the branch dealt with rising casework, severances, the VC’s early retirement and the fallout from a devastating staff survey.

We are aware of other branches where UCU members have been subject to victimization for posts made on social media in periods of strike action. Recently a Times Higher editorial criticised ‘trolling’ of University managers by parody social media accounts, claiming that these undermined the sector. These events and discussions remind us that words and ideas are powerful, and can serve multiple interests, and so need to be used with care. Latterly a disturbing parody of the parody emerged as a ‘fake dino’ Twitter account began injecting negativity into the General Secretary election campaign. This was not associated with anyone involved with the Southampton @of_dinosaur team and was, we felt, an extremely unhelpful intervention in an important democratic process.

At a branch executive in May we discussed the closure of the @of_dinosaur account and the ‘death’ of the Dinosaur of Solidarity. This decision was linked to my own departure from the University. Branch executive members agreed that the Dinosaur had been a marvellous vehicle for ideas and humour in the strike but that the responsibility for the Twitter account and the ‘creation’ could not easily be transferred. In the event of a future strike or action new approaches would be needed, and these would necessarily be supported by a new team.

The departure of the Dinosaur is tinged with my personal sadness at leaving the University of Southampton, and the local branch after 16 years, but I am proud of what we achieved in the strike and of the part that @of_dinosaur played in our success.

News last week from USS indicates that we have more to do defending pensions, but also on pay, fighting for equality, job security and better workloads. The work continues and will go on. I am leaving the branch in strong capable hands. The next generation of activists and volunteers will take us forward without the Dinosaur. And that feels right. The Dinosaur understood extinction from the start. Together we were always clear that it was the living mammals that mattered.

RIP The Dinosaur of Solidarity (@of_Dinosaur).
Years active, 2018-2019.
T-Rex, UCU member, humourist, and defender of USS pensions.

General Secretary elections #1 – we put member’s questions to Matt Waddup

We’ve asked all three candidates to answer questions posted by members. Matt has responded and we are sharing his answers with you. More to follow from the other 2 candidates Jo Grady and Jo McNeill – so please bookmark our blog.

Matt Waddup’s responses to our questions

We don’t doubt your passion for defending Post-16 education but can you give us 3 top reasons why our members, in a large pre-92 Russell Group university should vote for you.

1. I have nearly thirty years experience with RMT and now UCU in representing members at the highest level to employers, politicians and media.
2. I have a track record of organising successful campaigns, latest example being the successful USS action which saved the average member more than £200k in otherwise lost retirement income.
3. I have expanded UCU’s policy influence substantially, eg. our research on issues like TEF, admissions, academic freedom, casualisation etc. This was recognised by my appointment as a commissioner on Labour’s Lifelong Learning Commission.

How will you engage a largely non-activist membership such as ours?

I believe this is the key challenge facing UCU. In the USS dispute we engaged with members because we were fighting for something tangible. Subsequent pay campaigns have by contrast been ill defined and less people have voted – a signal that the union needs to rethink. In my view we need to consult widely, including with those who currently don’t vote or participate about what they want the union to prioritise.

UCU is a large national organization with 200 staff, volunteer activists and a large perhaps less actively engaged membership. What skills/experience you have that will get the best from each of these three groups (paid staff, activists and wider membership)?

UCU is a great union with talented staff, brilliant activists and engaged members. We are at our best when the three groups work in synch rather than independently of each other. I have a great deal of experience of managing a very large team within UCU and of working with activists across the political spectrum. I have also shown that I can construct campaigns (such as USS) which capture the imagination of less active members.

What is your view of internal factions and sub-groupings within our union, and what will you do to unite our membership?

I am not a member or supporter of any faction or group within UCU. I was nominated by members who previously supported both the UCU Left candidate and Sally Hunt! I think factional politics has been very damaging to UCU, not least because the trivial arguments it engenders hinder the strategic discussion we need to have as a union about our future priorities.

What do you plan to do about unsustainable workloads in HE?

UCU needs to develop a coherent critique of the exploitative employment model at the heart of higher education which institutionalises work overload, inequality and precarity and depresses pay. From here we can formulate clear demands on workload – derived from members’ actual experience – to progress with each employer. To achieve these demands we will need to shift resources into our branches. There is no alternative to this kind of strategic approach – if we keep hitting the repeat button we will get the same results.

How will you tackle centralisation and lack of democratic processes in the University governance?

The breakdown in governance is a key factor in the managerialist agenda taking hold in universities. The managerialism project I am currently running in Education Committee brings together academics with experience of winning positive changes to governance including at DMU and Bath. Both these examples show that staff need to build alliances within the university itself and the side community in support of change. The idea of the project is to produce practical resistance strategies that can be used by branches.

Considering the constraints imposed by the anti-TU legislation, what is your preferred industrial action strategy?

When UCU balloted members on USS last April 63% registered a vote. In the last pay ballot that had shrunk to 42%. My view is that if we want USS style wins on workload, casualisation and pay inequality we need USS style planning and organisation. That means seeking members’ support for action only once we have consulted them properly over what they want; formulated a clear demand, explained what will be required and from members to get there. If we focus on those objectives we will get to the 50pc turnout required by the dreadful trade union act. If we don’t, we won’t.

Mental health – top tips from Ruby Wax, but can we also fix the structures?

We are pleased to see that our new Chancellor Ruby Wax has given a short interview in the latest staff magazine, drawing attention to mental health. [intranet only] This is clearly very well-intentioned, and a welcome intervention. Ruby reminds us to look out for the signs that someone is distressed and to be more open and honest about mental health matters. Like Wellfest – the University’s day of wellbeing – the message is aimed more at students than staff, but nonetheless this interview is a positive start to Ruby’s tenure.

UCU will be running and participating in events next week to raise awareness about workloads and stress and mental health. We hope that senior managers will begin to recognise that a key factor in reducing mental ill-health and a lack of wellbeing are structural factors e.g. excessive workloads, intolerable and unachievable performance expectations and metrics, and (as the staff survey shows) lack of the resources and support needed to do one’s job. Whilst we want to encourage healthy eating, exercise and mindfulness activities, we recognise that half an hour of these a week will not address the cultural and organisational contexts that staff and students report as damaging to their mental health and wellbeing.

Next week is UCU recruitment week and Mental Health Awareness week and so our events will focus on wellbeing at work and what we can do to help remove the stigma and discrimination that people living and working with a mental health condition or issue face. Please come along and talk to us about what you would like us to do to address wellbeing in the workplace – our reps/officers will be very interested to hear your ideas.

Schedule of events:

Monday 13 May – 1-2pm, room 2/1079, Highfield Wellbeing – An interactive session for all staff
This session will start with a brief presentation from Dr Sarah Kirby, a registered Health Psychologist in the Department of Psychology. Sarah is the FELS Wellbeing champion and has been actively engaged in this field of work for many years. Following this introductory overview, there will be an interactive discussion during which colleagues can raise their own concerns and/or concerns on behalf of their friends and colleagues.
The session will be mainly focused on well-being and everyday hassles, barriers, challenges and opportunities. The session is open to all staff, whether union members or not.

Tuesday 14 May – 12.30-1.30pm, room 58/1025, Highfield
Our sister union, Unison, will be running a Lunch and Learn event – How to Deal with Stress
Places are limited so to book a place please email unison@soton.ac.uk

Wednesday 15 May – 10-4pm, Garden Court
The University is hosting Wellfest and there will be mindfulness sessions running at 10 am and 1pm as well as other events. UCU will be hosting an infostand at the event, so please come along to say hello, pick up some information and share your ideas on how to improve wellbeing at the university. Free gifts available.

Thursday 16 May – 12-2pm, Staff club
Visit our infostand in the foyer of the staff club and discuss how you would like the University to address wellbeing and support staff facing mental health issues/concerns. Free gifts available.

Friday 17 May – 4pm onwards, Arlott bar
End the week with a coffee/beer and relax with UCU reps, officers and fellow members for an informal gathering.

We look forward to seeing you at one of our events. And please do feel free to pass this information on to non-member colleagues and encourage them to join UCU.