The University of Southampton & Recognised Trade Unions Joint Negotiating Committee (JNC)
Terms of Reference and Constitution
Document owner: Governance Services & Human Resources
Date of last review: 12 October 2023
Date of next review: October 2024
Purpose
1. The University along with the three recognised Trade Unions (UCU, UNISON & Unite) recognise that development and maintenance of an effective relationship is underpinned by a joint commitment to address issues through discussion and agreement via a Joint Negotiating Committee (JNC).
2. The “Joint Negotiating Committee” (JNC) comprises of representatives from the University’s senior leadership team and the recognised Trade Unions, to provide a forum for information, consultation and negotiation, as appropriate on matters within their shared remit.
3. Agreements recommended by this Committee will be submitted, without undue delay, by each side for appropriate ratification and will, when so ratified by both sides, be effective, unless otherwise agreed.
Constitution
4. The University and the Trade Union Teams will each appoint a Joint Secretary, who shall be responsible for co-ordinating and agreeing agenda items on behalf of their respective teams.
5. Membership of the JNC will be up to five members appointed by the University and two representatives from each of the recognised Trade Unions.
6. Representing the University:
- Senior Vice-President (Academic);
- Vice-President (Operations), or their nominee who will be an Executive Director or member of UEB;
- Executive Director of Human Resources, or their nominee who will not otherwise be an appointed member of the committee;
- Director of Human Resources, Client Services; and
- Human Resources/Industrial Relations Business Partner
7. Representing the Trade Unions:
- Two representatives from each of UCU, UNISON and Unite
- Regional Full Time Officer/Official, if available.
Quorum
8. For a meeting to be quorate, a minimum of 2 representatives from the University (including one of the Senior Vice-President (Academic) or Vice-President (Operations) and 1 representative from each Trade Union must be in attendance.
General Principles
9. The Chair of the Committee shall alternate between the University and the Trade Unions for each meeting.
10. It is recognised that in the process of joint working there may be disagreements. All parties shall make all reasonable attempts to resolve such disagreements informally.
11. All parties commit to acknowledge and respect different views, to avoid unfair or personalised criticism and to challenge any behaviour that is contrary to this.
12. Members are required to bring to the attention of the Chair any conflict of interest or potential conflict they may have with any items on the agenda and this will be captured in the minutes.
13. Individual staff cases shall not be dealt with by the committee, instead dealt with through the established procedures and shall be considered by the committee only when there are matters of general principle raised by them.
14. The agenda item “any other business” will be used for urgent matters which have arisen after the agenda has been agreed and circulated.
15. With the consent of both sides, and normally following advance notice, advisers and/or observers may be present at meetings of the Committee.
Frequency of meetings
16. The JNC will establish regular dates for meetings to be held, not less frequently than three times per Academic year (normally in October, February and May) to deal with matters notified to it by either side. In exceptional circumstances, further meetings may be arranged by the Committee at the request of either side in writing, specifying the nature of the matter to be raised.
17. In the event of a dispute, further meetings may be arranged in accordance with the Recognition Agreement(s) and/or agreed ‘Dispute Resolution’ procedure, whichever applies.
Resources and Administration
18. A member of the University’s Governance Team will be responsible for arranging the meetings and will attend each meeting as note-taker.
19. Approximately 15 working days before the date of the next meeting, the Joint Secretaries will meet to agree the items for inclusion on the agenda.
20. No less than 10 working days before the date of the next meeting, a member of the University’s Governance Team will distribute the agreed joint agenda and relevant documents to attendees. As far as possible, papers will be circulated in advance for review and not presented to attendees on the day of the meeting.
21. Within 10 working days of the meeting taking place, draft minutes will be prepared and passed directly to the Joint Secretaries to review and agree.
22. The minutes will record the following:
- Date, time and location of the meeting
- Attendees, apologies and absentees
- For each agenda item a short summary of the salient points
- Assigned actions including the person responsible and timeframe or date for completion
- Decisions made including the rationale for decision and the date when the agreement will take effect
- A note of any adjournments
- Details of the next meeting
23. Once the minutes have been approved by the Joint Secretaries, the University’s Governance team will forward the final draft of the minutes to the meeting Chair for review and comment.
24. Within 10 working days from when the minutes have been reviewed by the Chair, the University’s Governance Team will circulate the minutes to attendees for reference in order to progress with agreed action points. The minutes will be submitted to the next JNC meeting for formal ratification.
25. In the event of an extraordinary meeting, reasonable notice will be given to members in order for them to be able to attend, normally at least 10 working days.