Staff Suggestion Scheme Implementation Date: 1 October 2014 If you have a suggestion we want to hear about it! It is of great importance to the College that staff have a mechanism for submitting suggestions which will further enhance the service that we offer. We want to give you the opportunity to get your ideas across because they matter to us and could positively impact on how we improve what we do here at Writtle. All suggestions made should link where possible to our Strategic Plan our underpinning Vision, Mission and Values with a view to improving satisfaction levels from students. Scheme Outline All staff can submit a suggestion for their own, or any other, department/area. The scheme is owned by the College Executive Group (CEG) who will initially evaluate suggestions to be approved, as appropriate, by the Senior Management Team (SMT). The CEG Clerk undertakes the role of the Scheme Administrator and will correspond with staff member(s) who submit a suggestion as appropriate. Suggestions will be accepted from individuals or from a team aligned to the following categories: A B C D Enhancing customer service and satisfaction levels Improving effectiveness, efficiency and/or performance Innovations relating to income generation (resulting in a clear profit once costs apportioned) Improving the physical environment taking consideration of environmental impact Suggestions aligned to the categories above can be submitted at any time, on the standard suggestion form (appended), to the Scheme Administrator. In addition to the above: E Nominations are invited annually in July for the College s Duchess of Kent Awards. The Duchess of Kent Awards were originated and funded by a previous Chair of Governors, John Fowler, with the full support of the Duchess, who was previously College Patron. These annual awards, first made in 2003, recognise contributions made in the previous 12 months, over and above normal contractual responsibilities, by two members of staff, one from the Academic team and one from the Support team.
Guidelines on Suggestions Suggestions should not just point out an issue but importantly identify a solution. Staff should consider the pros and cons of their suggestion, costs and resource implications before submission. If the suggestion made is about the individual(s) own role and forms part of the normal work routine ideas/suggestions, it should be raised through the line manager and not this scheme. Process Guideline Suggestions can be submitted at any time, on the standard suggestion form. The form, as appended, is published to MyWi and can be downloaded and returned by email via staffsuggestions@writtle.ac.uk or in hard copy to the Scheme Administrator (CEG Clerk). The exception to this being under Category E Duchess of Kent Awards as outlined above. Nominations (of two to five paragraphs) saying why your nominee should be given the award and what their contributions are over and above normal contractual responsibilities should be made in response to an All Staff Email prompt from the PA to the Principal & CEO in June/July each year. Individuals or teams can submit as many suggestions as they like but each must be on a separate suggestion form. If a team are submitting a suggestion one person should be nominated as the main contact. The initial evaluation of suggestions by CEG will include a discussion by a representative panel for the area which the suggestion is for and a vote on whether it should be considered for implementation by SMT. Suggestions received will be moderated by the Scheme Administrator to ensure there is no duplication of something that has already been suggested or implemented through the scheme. Individual(s) should speak with the Scheme Administrator if in doubt prior to submission. The staff member(s) who submitted the suggestion will be advised by the Scheme Administrator of the CEG meeting date at which their suggestion will be considered. After which they will receive an outcome via email or internal post (dependant on how the suggestion was initially submitted) confirming the CEGs decision within 5 working days of that meeting. The possible outcomes at this stage are: The suggestion has been evaluated, considered suitable for implementation and passed to SMT for approval, with the relevant meeting date confirmed The suggestion has been placed on hold and will be carried forward for future consideration pending (a) strengthening of the initial suggestion by the member(s) of staff concerned or (b) further discussion/ feedback assessment from the department/area The suggestion has been evaluated but has not been considered suitable for implementation with a summary as to the rationale behind this decision. If the suggestion has not been approved due to feasibility/affordability issues then it may be acknowledged as highly commended
Successful Suggestions CEG will be tasked with choosing the most successful suggestion in terms of implementation for that academic year and making a recommendation to the Senior Management Team for ratification. This assessment should be measured against the individuals original submission (as noted on their Staff Suggestion Scheme Form) as to how their suggestion would have an impact. The individual or team will receive a certificate for the successful suggestion and will be recognised at the Summer All Staff Meetings, summarising the progress of their suggestion. The Senior Management Team will consider nominations made for the Duchess of Kent Awards during a meeting in July and the awards, of a silver salver, will be made at the Graduation Ceremonies in September. The names of the award winners will be added to the board in the main corridor. We value your opinion and want you to contribute towards our success!
Staff Suggestion Scheme Form Name(s): Date: Faculty/School/ Professional Support Service: Main Contact Email Address: Main Contact Telephone Number: Please tick the category you are submitting your suggestion against: A Enhancing customer service and satisfaction levels B Improving effectiveness, efficiency and/or performance C Innovations relating to income generation (resulting in a clear profit once costs apportioned) D Improving the physical environment taking consideration of environmental impact Details of your suggestion: How will your suggestion have an impact? What are the cost and resource implications? How can your suggestion be implemented? Thank you for your suggestion. Please return this form to the Scheme Administrator (CEG Clerk) by email via staffsuggestions@writtle.ac.uk or in hard copy.
Scheme Administration Section CEG Meeting Review Date: Outcome: (Options) The suggestion has been evaluated, considered suitable for implementation and passed to SMT for approval, with the relevant meeting date confirmed. The suggestion has been placed on hold and will be carried forward for future consideration pending (a) strengthening of the initial suggestion by the member(s) of staff concerned or (b) further discussion/ feedback assessment from the department/area The suggestion has been evaluated but has not been considered suitable for implementation with a summary as to the rationale behind this decision. If the suggestion has not been approved due to feasibility/affordability issues then it may be acknowledged as highly commended. Date Outcome Communicated to individual/team: SMT Meeting Review Date: Outcome: Date Outcome Communicated to individual/team: