UNIVERSITY OF GHANA FINAL DRAFT MANUAL ON HUMAN …

1 UNIVERSITY OF GHANA FINAL DRAFT MANUAL ON HUMAN RESOURCES AND ADMINISTRATIVE POLICIES AND PROCEDURES DECEMBER 2015 UNIVERSITY OF GHANA HR AND ADMINISTRATIVE POLICIES AND PROCEDURES UNIVERSITY OF GHANA HR AND ADMINISTRATIVE POLICIES AND PROCEDURES CONTENTS 1. PURPOSE INTENT AND STATUS 4 Introduction 4 Source Documents 4 Application of the Contents of the MANUAL 5 Status of the HR & Admin Policies and Procedures 5 Approvals and Amendments 5 Generic Organisational Structure of the UNIVERSITY under the Collegiate System 6 2.

2 general PROVISIONS 7 Scope of Application 7 Interpretation 7 Delegation and Modalities for Delegation of Authority 7 Application of Delegation to the UNIVERSITY of GHANA 7 general Principles of Responsibility and Accountability 8 Working Language 8 Confidentiality 9 Scope of Application 9 Definitions and Interpretations 9 Categories of Employees 11 UNIVERSITY OF GHANA HR AND ADMINISTRATIVE POLICIES AND PROCEDURES 2 3. STRUCTURE AND CONTENT OF THE MANUAL 12 Organisation of the Policies & Procedures 12 Detailed Policies & Procedures 12 0100 Recruitment.

3 Promotion and Separation 14 0200 Performance Management 101 0300 Training and Development 120 0400 Salary and Benefits 143 0500 International Travel Policy Guidelines 185 0600 Employee Related Rules and Regulations 196 0700 Policies & Guidelines on Basic Office Administration & Employee Health & Safety 211 0800 general Records Management 222 0900 IT Security Policies & Regulations 231 GLOSSARY 241 UNIVERSITY OF GHANA HR AND ADMINISTRATIVE POLICIES AND PROCEDURES 3 UNIVERSITY OF GHANA POLICY MANUAL TITLE HUMAN Resources and Administrative Policies and Procedures MANUAL (HR & Admin Policies & Procedures MANUAL ) APPROVING BODY UNIVERSITY Council OVERSIGHT BODY Business and Executive Committee (BEC) APPROVAL DATE EFFECTIVE DATE SUPERSEDES N/A ACCOUNTABLE OFFICERS VC/Registrar IMPLEMENTING officer Director, HUMAN resource & Organisational Development (Director, HRODD)

4 CONTACT Registrar/Director, HRODD UNIVERSITY OF GHANA HR AND ADMINISTRATIVE POLICIES AND PROCEDURES 4 PURPOSE INTENT AND STATUS Introduction The purpose of this MANUAL on HUMAN Resources and Administrative Policies and Procedures is to ensure efficiency and consistency in the operations and functioning of the colleges which have been constituted as part of the transition by the UNIVERSITY of GHANA from the faculties, institutes and schools structure to the collegiate system; and the central administration which provides support and administrative services to the constituted colleges.

5 HUMAN Resources/Administrative and other support services functions are being decentralised in line with the objective of the transition process. Currently, the colleges under reference are the Colleges of Health, Basic & Applied Sciences, Education and Humanities. The MANUAL is designed to achieve the following: Describe the internal organisation of the colleges relative to the Central Administration of the UNIVERSITY ; Define the HUMAN Resources and Administrative Policies and Regulations to be adhered to by senior members and staff of the newly constituted colleges and any other college(s) that may be set up subsequently; and the procedures to be followed in performing assigned activities and tasks.

6 Detail supervisory tasks to be undertaken within the UNIVERSITY and define the responsibilities of senior members and staff at each stage of the operating process; Define the various outputs/reports to be produced and related responsibilities for each stage of the operating process. Source Documents This MANUAL has been documented with reference to, and in alignment with the following documents: The UNIVERSITY of GHANA Act, 2010 (ACT 806) and the Statutes derived therefrom which together are referred to as the Basic Laws of the UNIVERSITY of GHANA The Amendments to the UNIVERSITY of GHANA Statutes (Amended April 2014) Labour Act, 2003 (Act 651) The UNIVERSITY of GHANA s HRODD Orientation Handbook UNIVERSITY of GHANA Financial Regulations and Governance (August 2012) UNIVERSITY of GHANA Strategic Plan (2014 2024)

7 The Revised Unified Scheme of Service for Junior Staff of the Public Universities in GHANA The Revised Unified Scheme of Service for Senior Staff of the Public Universities in GHANA UNIVERSITY OF GHANA HR AND ADMINISTRATIVE POLICIES AND PROCEDURES 5 Conditions of Service for Senior Staff of the Universities in GHANA (2003) Unified Conditions of Service for Unionised Staff of the Public Universities of GHANA (2008) MANUAL on Senior Members Conditions of Service Procedures for Appointment and Promotion of Senior Members Business Processes Documents at Units of the HRODD Various Internal Write-ups, Documents and Memoranda Application of the Contents of the MANUAL The HUMAN Resources and Administrative Policies and Procedures apply to the UNIVERSITY of GHANA and all its departments, directorates and units.

8 All employees of the UNIVERSITY are required to comply with them. Status of the HUMAN Resources and Administrative Policies and Procedures These policies are made by Council pursuant to its powers under Statute 53 of the Statutes of the UNIVERSITY of GHANA and are designed to provide a framework and guidelines to ensure efficiency and consistency in the HUMAN Resources and Administrative operations and functioning of the UNIVERSITY as it works towards achievement of its strategic objectives, vision and mission. It shall be the responsibility of the UNIVERSITY Registrar, in collaboration with the Director, HRODD, to ensure that all employees have access to these policies and procedures.

9 All employees shall take responsibility for ensuring that they comply with the provisions in the MANUAL . The Director, HRODD in consultation with the Registrar, shall advise on the need for a review of any of the policies when necessary. The Vice-Chancellor (VC) shall direct such reviews for consideration by the UNIVERSITY s Business and Executive Committee (BEC) and approval by Council. Approvals and Amendments The Council may approve the HUMAN Resources and Administrative Policies and Procedures on the recommendation of the UNIVERSITY 's Business and Executive Committee BEC.

10 The Director, HRODD shall initiate the review of the policies at least every four years. Notwithstanding the periodic review, requests for addendums, amendments and additions may be considered by the BEC on recommendation by the Director, HRODD in consultation with the Registrar. UNIVERSITY OF GHANA HR AND ADMINISTRATIVE POLICIES AND PROCEDURES 6 Generic Organisational Structure of the UNIVERSITY under the Collegiate System Vice Chancellor Pro Vice-Chancellor ASA Pro Vice-Chancellor RID Registrar Provosts Academic Affairs Directorate Office of Dean of Students Affairs Office of Dean of international Programmes UNIVERSITY Library System School of Graduate Studies Office for Research Innovation and Development Institutional Research and Planning Office