Job Sharing

This section contains information on Job Sharing policies, the steps involved in advertising and filling job sharing roles and the forms required to initiate the process.

What is Job Sharing?

Job sharing is a way two people voluntarily share the duties of one post between them. Each job-sharer receives a pro-rata salary and terms and conditions for the time worked. Many people have responsibilities which make life/work balance difficult sometimes at particular periods of their working lives. UCD recognises that people in these circumstances should be able to continue their career and will welcome the opportunity to use their skills and experience on a part-time basis.

Job Sharing Policies

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Approval to proceed

Job Sharing is open to all permanent staff who have completed a probation period of 12 months. While the initial decision review is  the university has the final say in terms of authorising job-sharing posts.

  • If your post is approved for job-sharing: Applications will be invited to fill the other part of your role
  • If your post is not approved for job-sharing: You will receive a written explanation.

If your post is not approved, you are still free to apply to job-sharing posts elsewhere.

What happens next?

If it is agreed that your post is suitable for job sharing applications will be invited from other suitably qualified staff of the University. An assessment process will take place to select the job sharing partner. If no suitable partner can be found, your post will remain full-time and you will be advised in writing accordingly by the Head of School/Unit.

Further reading in the policy

The Job Sharing policy provides details on pay, pension, leave (including maternity) and the manner in which attendance may be split up. Options include morning /afternoon or 3-day/2-day splits.

UCD remains the main employer of the member of staff throughout the period of their participation in the job sharing scheme. The approval of the University would therefore have to be obtained for any outside employment engaged in by the job sharer.

This section contains a brief summary of a UCD policy, however, in all cases the Job Sharing Policy remains the definitive source of information on the topic.

Approval to proceed

Job-sharing is open to permanent full-time staff who have been in a permanent post for one year or more. However, this does not preclude the appointment of a suitably qualified technical officer from outside UCD to a job sharing post.

While the initial decision is made via the HOS/HOU, the university is the ultimate authority in terms of authorising job-sharing posts.

  • If your post is approved for job-sharing: Applications will be invited to fill the other part of your role.
  • If your post is not approved for job-sharing: You will receive a written explanation.

If your post is not approved, you are still free to apply to job-sharing posts elsewhere.

What happens next?

Applications are first sought from UCD employees but if no UCD candidate can be found then the appointment of someone who is not currently full-time and permanent will be considered. If no suitable job-sharing partner can be found after approval and advertising, your role will remain full time.

Job Sharing posts are offered for on a 1-year pilot basis initially. After that period a decision must be made about continuing indefinitely with the arrangement or returning to your role on a full time basis.

Further reading in the Policy

The Job Sharing policy provides details on pay, pension, leave (including maternity) and the manner in which attendance may be split up. Options include morning /afternoon or 3-day/2-day splits. UCD remains the main employer of the member of staff throughout the period of their participation in the job sharing scheme. The approval of the University would therefore have to be obtained for any outside employment engaged in by the job sharer.

This section contains a brief summary of a UCD policy, however, in all cases the Policy remains the definitive source of information on the topic.

Job Sharing Process

Some variations in terms of the selection process exist between the Non-Academic and Technical Policies but in broad terms the processes are similar.

Step 1: Gather the required information

  • Familiarise yourself with the Job Sharing Policy relating to your category of staff
  • Identify a likely start date
  • Consider the attendance arrangements. How will you split the week up?

Step 2: Discuss with your Head of School / Unit

  • Talk to your HOS/HOU to see what is possible.
  • If appropriate, complete the Job Sharing Application Form

Step 3: Head of School/Unit brings application to UCD HR

Step 4: Role approved / Role not approved

  • If your role is approved for job-sharing, advertising for a suitable job-sharing partner will proceed. If no suitable job-sharing partner can be found after approval and advertising, your role will remain full time.
  • If your role is not approved for job sharing at this time your HOS / HOU will confirm this with you. You may still apply to job-sharing posts elsewhere.

Forms

Contact the HR Helpdesk

The HR Helpdesk is the primary point of contact for all your employment-related queries.  We are here to help you with any queries on employee benefits, terms & conditions and HR policies & procedures. If we can’t help you directly we will refer your query to a HR specialist area.

hrhelpdesk@ucd.ie

353-1-716-4900

HR Helpdesk,
2nd Floor Roebuck Offices,
UCD Belfield Campus.