- Our COPE Framework is designed to support staff and managers with agreeing work principles that work for them, reducing unnecessary pressures and recognising the challenging circumstances we all face.
- Our Occupational Health team are here to help you with any physical and/or mental health concerns – whether it’s an underlying health issue or stress related to working at home. They've produced a handy guide to mental health support for while you're working at home.
- Our Employee Assistance Programme (EAP) gives you easy access to expert help with both personal and work-related issues. Online, you will need to use the login: uokent and password: university.
If you have any concerns or questions regarding either Occupational Health or HR, please do not hesitate to contact email@example.com or your school or line manager.
For further information on what support is available, check out our Mental Health Support pages.
Looking after yourself
The University is aware that the mental health and associated wellbeing of its staff has been affected by circumstances brought about by the coronavirus crisis.
Here are some of the ways you can look after your wellbeing during this challenging time:
- Ensure that you create a boundary between work and non-work activities, especially if you are still working from home. Keep to a structure of work hours and don’t be tempted to work alongside eating or leisure and family activities.
- Keep up exercise activities, especially those started in the lockdown. Exercise is especially good for physical and mental health
- Focus on eating healthily. Maybe embark on cooking from scratch for some meals throughout the week.
- Build up a sound sleep structure and sleep hygiene. Good sleep underpins so many elements of good mental and physical health
- Spend time doing things you enjoy, whether it’s on your own or with others.
The NHS points to 5 Ways to Mental Wellbeing which are a good starting point.
The University has a collection of resources available to assist staff with their mental health. Most of these are accessible from the Staff Health and Wellbeing website. You can find the information you might need on the Employee Assistance Programme (EAP) and can download the University’s Psychological Wellbeing Standard with its Stress Risk Assessment Tools. All the Care first EAP webinar material is accessible from here as are the Occupational Health Covid-19 blog articles which are published weekly by Kent Sport. There is also a link to the Staff Wellbeing Reading List, with e-books and articles available alongside physical books available on loan from the University library.
you are experiencing a high degree of distress or anxiety, then counselling may
be one avenue you wish to explore. The University provides counselling
both through its new Employee Assistance Programme (EAP) and its
Occupational Health Service. As a first step, you are encouraged to discuss
your needs with the EAP service. To log-in, use the username: uokent and
Or you can phone the providers, Care first/Sodexho, free of charge on 0808 168 2143. Information about how the counselling service works can be found on the Occupational Health webpages.
If for any reason, the EAP does not consider it appropriate to offer you counselling and you remain concerned, your line manager can refer you, or you can opt for self-referral, to Occupational Health.
[UPDATED 05.01.21] In line with NHS guidance, advice states that if you are over 60 or clinically vulnerable, you could be at higher risk of severe illness from coronavirus and should:
- be especially careful to follow the rules and minimise your contacts with others
- continue to wash your hands carefully and more frequently than usual and maintain thorough cleaning of frequently touched areas in your home and/or workspace
Although there are no restrictions on attending work for the over 60’s or clinically vulnerable, if you meet the University criteria for doing so, you should review your Risk Assessment and Concern Conversation and raise any concerns you may have with your line manager.
Read more information on the NHS advice for people at high risk from coronavirus
What to do if you think you have Covid-19?
Common symptoms of coronavirus (Covid-19) include:
- a high temperature,
- a new, continuous cough
- a loss or change to your sense of smell or taste
If you have symptoms of coronavirus, even if they are mild, you should stay at home for at least 10 days from when your symptoms started. This will help protect others whilst you may be infectious. For more information on when and how you should self isolate, use the NHS online coronavirus service, NHS website or contact NHS 111.
If you are self-isolating, please let HR and Occupational Health know by emailing StaffWellbeing@kent.ac.uk who will be able to help support you. Please also contact your line manager.
Anyone who has coronavirus symptoms can ask for a for a free test to check if they have the virus. Use the NHS online coronavirus service for information on how and when you should ask for this, including what the test involves.
Local testing sites (LTS) are available on our Canterbury and Medway campuses, and both are open 08.00-20.00, seven days a week.
Essential staff currently working on campus may qualify for a priority test.
For students and staff who would like to be tested for Covid-19, the University has opened an Asymptomatic Testing Site (ATS) in the Sports Centre on Canterbury campus.
Asymptomatic testing is only for those who have no Covid-19 symptoms.
The new site is currently open weekdays from 30 November to 15 December, primarily to support the Government's Student Travel Window.
Appointments are now fully booked for December. The January booking system will be online soon.
If you are unwell with suspected coronavirus or other related symptoms affecting your ability to work, you should follow the coronavirus reporting procedure for staff. Your line manager will record your absence as ‘authorised paid absence’ in Staff Connect. This will ensure that you are paid for the absence even if, for any reason, you are not currently entitled to sick pay.
Please also let HR and Occupational Health know by emailing StaffWellbeing@kent.ac.uk.
It may not be possible for you to obtain a certificate from your GP (a ‘Fit Note’) if you are in self-isolation. You can, however, request an isolation note from the NHS, which should be used to keep your line manager informed about your absence and when you are likely to be able to resume working again (even if working at home).
You should also inform HR and Occupational Health by emailing StaffWellbeing@kent.ac.uk.
The Government’s new NHS Test and Trace app launched on 24 September. Through the app you can report symptoms, order a coronavirus test, check in to venues by scanning a QR code and help the NHS trace those who may have coronavirus. The app will do all this while protecting your identity and data security. Please download it and help keep our University community safe.
If you or anyone you’ve had close contact with test positive for coronavirus, you’ll be contacted by NHS Test and Trace and asked to self-isolate. You will be asked to provide them with information they’ll need to help stop the spread of the virus. You'll be contacted by email, text or phone. Text messages will come from NHStracing. Calls will come from 0300 0135000.
Certain venues, including some on our university campuses, are now required to display an NHS QR poster which works in conjunction with the Test and Trace app. Scanning the QR code will enable you to check in to the venue and for the NHS Test and Trace system to capture your contact details.
If you do not have the app, you will be required to provide your contact details via another method. Please be aware that if you refuse to provide your contact details you may be refused entry to the venue. This is according to Government guidelines.
Work pressure relief
The decision to implement these new arrangements has been taken following feedback on work pressures resulting from the impact of Covid-19, and recognising that practical action is needed to address these concerns.
The actions agreed have been selected on the basis that they will reduce work pressures for significant numbers of staff and do not put the organisation at an unacceptable level of risk in this academic year.
It has been agreed to suspend the current formal probationary process for both professional service and academicsStaff, including the requirement to complete standard paperwork associated with these schemes. It has also been agreed to suspend the current RPD process for all staff.
Due to the urgent need to relieve immediate pressure on workloads as we continue to work through the pandemic, the revised arrangements will be introduced immediately. Our current expectation is that these revised arrangements will be in place until the end of academic year 2020/2021.
Yes, standard probation periods will continue to be in place during this academic year, and support and mentoring will continue to be provided by probationary supervisors. Requirements around probationary plans are unchanged and will be signed off by the relevant Director.
If you are due to reach the end of the standard probation period during this academic year, successful completion where due will be confirmed by the relevant Director, and without the need for standard paperwork to be submitted. There will also be no requirement for missing paperwork to be completed retrospectively.
Following confirmation, standard HR procedures remain in place in relation to confirming with the individual.
The requirement for an RPD to take place is
suspended with immediate effect. However, where either party (appraisee or
appraiser) request to continue with it - either for developmental or
performance-related reasons - this may still proceed.
Should an RPD take place if both parties mutually agree, it would be helpful, but not a requirement, if standard University paperwork is used.
The requirement for Probationary paperwork and processes is suspended with immediate effect. However, where either party (probationer or supervisor) request to continue with it – either for developmental or performance-related reasons – this may still proceed. A panel of three senior staff (minimum grade 9) from the relevant Division or Directorate would be convened to review the position and determine a development plan/extension to the probationary period.
If a line manager or probationary supervisor has significant concerns around progress and/or performance of an individual currently in a probationary period, they can also request that a probation review meeting take place.
Yes. It is recognised that there is a need on occasion to extend a probationary period. In these circumstances, the review would take place as normal with a review by a panel of three senior managers as outlined in the FAQ above.
If this happens, the line manager or relevant head of department/school would recommend that completion of probation is not confirmed or that it would be appropriate to extend the probationary period.
This would then be communicated to the relevant Director, before a panel of three senior staff (minimum grade 9) from the relevant Division or Directorate would be convened to review the position and determine a development plan or extension to the probationary period.
Yes, the right to appeal against a probation decision remains in place. Academic appeals will be heard by a panel comprising members of the Executive Group, one of whom would be the Deputy Vice-Chancellor - Academic Strategy, Planning, and Performance.
Appeals from professional service staff would be heard by a panel convened of three senior staff (minimum grade 9) from the relevant Division or Directorate.
As a rule, you will not be required to complete any additional paperwork relating to probation.
If you are due to complete probation before 1 September 2021, you may be required to do so if your line manager considers it would be helpful or necessary in line with the option for a full probationary review if required (as outlined in the previous FAQs).
If you are supervising an academic on probation who is due to complete, you will be asked to confirm to your Director of Division by email your recommendation for confirmation or any alternative recommendation. Directors (or their nominee) may choose to ask further questions where appropriate, but the intention is for this to be kept to a minimum.
No, there will be no meetings of the committee for the remainder of this academic year. If your probation devision was deferred from the October 2020 academic committee meeting, this will now be followed up by the chair of the committee in due course.
If you have already submitted paperwork for completion of probation to the February committee, this will now be picked up in line with the revised ways of working and sent to the relevant Divisional Director, or their nominee, for information alongside with a recommendation for confirmation or request for a review panel.
If you have already submitted annual probationary review paperwork this will not now be considered in February. However, we recognise the efforts and time that will have been invested in completing this information, and would like to confirm with you that this will be shared, for information only, with the October 2021 Probation Committee.
Yes, there are no changes regarding this requirement.