Further informations for NCU prospective staff

ORDINANCE No. 166

of the Rector of the Nicolaus Copernicus University in Toruń

of 4 November 2019

Work Regulations of the Nicolaus Copernicus University in Toruń

Pursuant to Art. 126 Sec. 1 and Art. 116 Sec. 6, Art. 127 Sec. 4 and 5, Art. 129 Sec. 4 of the Act of 20 July 2018 Law on Higher Education and Science (Journal of Laws item 1668, as amended), hereinafter referred to as "the Act", as well as Art. 104–1043 of the Act of 26 June 1974 Labor Code (Journal of Laws of 2018, item 917), hereinafter referred to as “the Labor Code”

i t   i s   o r d e r e d  as follows:

Chapter I
General provisions

§ 1

The Nicolaus Copernicus University in Toruń, hereinafter referred to as "the University", introduces the Work Regulations of the Nicolaus Copernicus University in Toruń, hereinafter referred to as the "Work Regulations".

 


§ 2
  1. The Work Regulations shall establish the organization and order of the work process at the University and the related rights and obligations of the employer and employees, as well as the rules for defining the scope of duties of academic teachers for particular groups of employees and types of positions, the types of courses to be taught within the scope of such duties, including the teaching load and other duties for particular positions, the rules for calculating teaching hours, the detailed rules for granting academic teachers holiday leave, paid sabbatical leave referred to in Art. 130 of the Act, paid health leave referred to in Art. 131 of the Act, as well as the rules for the performance of duties, including teaching duties, by academic teachers outside the University, and the units where such duties may be performed.
  2. In addition to the Work Regulations, the rights and obligations of employees of the University are also regulated, inter alia, by:
    1. the Labor Code and executive provisions to the Labor Code,
    2. the Statutes of the Nicolaus Copernicus University in Toruń,
    3. the Organizational Regulations of the University,
    4. the Remuneration Regulations for the Employees at the Nicolaus Copernicus University in Toruń
    5. the Regulations for Social Benefits.

§ 3

Whenever these Regulations use the term:

  1. employer – it shall mean the Nicolaus Copernicus University in Toruń, an employer within the meaning of the Labor Code,
  2. employee – it shall mean a person employed at the Nicolaus Copernicus University in Toruń on the basis of the employment relationship,
  3. organizational unit – it shall mean any organizational unit and administrative unit, separated in the organizational structure of the University, in accordance with the Statutes of the Nicolaus Copernicus University in Toruń and the Organizational Regulations of the University,
  4. head of an organizational unit – it shall also mean the "superior of an employee" whose authority results from the Statutes of the Nicolaus Copernicus University in Toruń or the Organizational Regulations of the University,
  5. trade union – it shall mean all trade unions whose scope of activity covers the University.

§ 4
  1. The superior of the University employees is the Rector.
  2. The activities in the field of labor law on behalf of the employer are performed by the Rector.
  3. The Rector may also authorize other persons to perform binding activities in the field of labor law on behalf of the employer towards the University employees.

§ 5

The provisions of the Work Regulations apply to all employees employed at the University on the basis of the employment relationship, regardless of the type of work and position held, with the proviso that in the case of academic teachers, the provisions of these Regulations apply to the extent not regulated by the Act, the Statutes of the Nicolaus Copernicus University in Toruń and detailed regulations issued on their basis.


Chapter II
Obligations of the employer

§ 6

The obligations of the employer include, in particular:

  1. preparing and delivering to a newly hired employee, prior to their admission to work, a written contract of employment specifying the terms and conditions of work and pay,
  2. referring the employee for a pre-employment medical examination and conducting occupational health and safety training,
  3. submitting a newly hired employee to the social security and health insurance in accordance with applicable regulations,
  4. informing the employees taking up work of the scope of their duties, the manner in which work should be performed in designated positions and their basic rights,
  5. organizing work in a way which ensures the full utilization of the working hours, as well as the high productivity and quality of employees, using their skills and qualifications,
  6. ensuring safe and healthy work conditions for employees,
  7. familiarizing and systematically training employees in occupational health and safety regulations and fire safety regulations,
  8. providing employees with personal protective equipment and work clothing and footwear according to the rules and standards established by the University - in accordance with the applicable regulations,
  9. providing employees with personal data protection in accordance with the applicable regulations,
  10. familiarizing employees with the legal provisions regarding the obligation to maintain legally protected secrecy in accordance with the positions held and the work performed,
  11. organizing work in such a way as to reduce the burden of work, especially monotonous work and work at a predetermined pace,
  12. providing the tools and resources necessary for the performance of their obligations, including, in particular, their academic and teaching obligations,
  13. preventing and responding to discrimination in employment, in particular on the basis of sex, age, disability, race, religion, nationality, political opinion, trade union membership, ethnic origin, belief, sexual orientation, as well as on the basis of temporary or permanent employment, or full-time or part-time employment,
  14. preventing and responding to mobbing, i.e. action or behavior relating to or directed against an employee consisting of persistent and prolonged harassment or intimidation of an employee, causing their low opinion of own professional abilities, causing or aiming at humiliating or ridiculing the employee, isolating them or eliminating them from the team of colleagues,
  15. respecting the dignity and other personal rights of the employee,
  16. paying remuneration in a timely and correct manner, and making the documents on the basis of which the remuneration was calculated available for inspection at the employee's request,
  17. facilitating the improvement of professional qualifications by employees,
  18. creating favorable conditions for employees taking up employment for the first time after graduating from school or university to adapt to the proper performance of their work,
  19. meeting, within the means and possibilities available, the social and cultural needs of employees,
  20. applying objective and fair criteria for assessing employees and their performance,
  21. Keeping records on matters related to the employment relationship and employee personal files and storing them in conditions not threatening damage or destruction,
  22. immediately issuing an employment certificate to the employee upon termination or expiration of the employment,
  23. informing employees of the occupational risks associated with the work performed, in the manner laid down in a separate ordinance of the Rector,
  24. referring the employee for medical examinations in accordance with the applicable regulations,
  25. conducting specific surveillance of University premises using technical means of image recording and other forms of monitoring,
  26. making the text of the provisions on equal treatment in employment available to employees (Appendix no. 1).
  27. influencing the development of rules of social coexistence in employment relations at the University.

Chapter III
Obligations of the employer

§ 7
  1. The employee is obliged to observe the organization and order in the work process established at the University and to follow the instructions of their superiors unless they are contrary to the provisions of law or the employment contract.
  2. In particular, the employee is obliged to:
    1. respect the working time established at the University and use it fully for professional work,
    2. comply with the Work Regulations,
    3. comply with occupational health and safety regulations, as well as fire protection regulations, and take part in training and instruction in this scope,
    4. observe the “Principles of Ethics for NCU Employees”,
    5. comply with the rules for justifying late arrivals and absences from work and exemptions from work,
    6. take advantage of social security benefits in accordance with the purpose of these benefits,
    7. take care of the welfare of the University and protect its property and in particular not to disclose confidential professional information, the disclosure of which could expose the University to damage,
    8. respect the confidentiality specified in separate regulations,
    9. immediately notify the superior of any theft, loss or damage to the University property,
    10. undergo pre-employment, periodic and back-to-work medical examinations in accordance with applicable regulations and have a valid certificate on the absence of contraindications to work in the position held,
    11. improve professional qualifications and skills at work, including through participation in courses and trainings as well as self-education,
    12. take care of the cleanliness and tidiness of the workplace and properly secure tools, equipment and work premises after finishing work,
    13. comply with the legislation on the protection of personal data, taking into account Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC,
    14. inform about changes to their personal data relevant to the employment relationship,
    15. respect the rules of social coexistence and good academic practices.
  3. Upon termination or expiration of employment, the employee is obliged to settle all their accounts with the University.
  4. An employee who, in connection with the work performed, is in possession of documents subject to secrecy clauses in accordance with the applicable regulations shall be required to comply strictly with the instructions for their storage given to them.

§ 8

The following, in particular, shall be considered a serious violation of the employee obligations:

  1. unjustified leaving of the workplace during working hours;
  2. unjustified refusal to comply with an official order;
  3. violating the University's method of confirming arrival at work and unjustified absence from work;
  4. appearing at work in a state that violates the obligation of sobriety or under the influence of an intoxicant, as well as consuming alcohol or an intoxicant at work;
  5. taking equipment, devices, tools, machines, documents and other means of work outside the place of work without the consent of the immediate superior;
  6. violating the occupational health and safety regulations and fire safety regulations;
  7. using sick leave in a manner contrary to the regulations;
  8. falsifying documents or providing false information related to the employment and work performed;
  9. acting to the detriment of the University, including misappropriation of property or other assets of the University;
  10. using mobbing or discrimination, including harassment and sexual harassment;
  11. failing to respect the confidentiality defined in separate regulations, related to the work performed;
  12. failing to comply with the provisions on personal data protection;
  13. releasing outside or making available of documents, their copies in the written form or on other information carriers containing, in particular, confidential information, as well as information related to the protection of personal data without the consent of the University authorities.

§ 9
  1. The detailed scope of duties of an academic teacher shall be determined by the Rector.
  2. When determining the scope of duties referred to in Sec. 1, the Rector shall be guided in particular by the following principles
    1. the scope of duties of an academic teacher should correspond to their research or teaching competences;
    2. the scope of duties of an academic teacher should be proportional to their contractual working time;
    3. the types of duties assigned to an academic teacher should take into account the group of employees in which they are employed (research, research and teaching, teaching)
    4. the scope of duties should take into account the balance of duties of research, teaching and organizational nature, accordingly to the group in which the employee is employed;
    5. the scope of duties should be adequate to the position held.

§ 10
  1. The primary scientific duties of academic teachers employed at the University in research and research and teaching positions include in particular:
    1. conducting scientific activities including scientific research and development as well as artistic work within the meaning of Art. 4 of the Act;
    2. participating in the education of doctoral students;
    3. undertaking activities aimed at obtaining funds for scientific research from external sources;
    4. implementing research programs, artistic projects and grants;
    5. activity in terms of cooperation with external stakeholders.
  2. The assessment of the performance of scientific duties shall take into account the scientific activity of the academic teacher, in particular:
    1. scientific publications;
    2. citation impact;
    3. submitted and implemented research projects financed from external sources;
    4. documented effects of scientific research other than publications;
    5. other aspects of scientific activity (participation in conferences, scientific speeches upon invitation, participation in research consortia and networks, scientific cooperation with Polish and foreign scientific centers, expert opinions for public institutions, public administration and commercial entities);
    6. accomplishments qualifying for academic promotion;
    7. artistic activity and its results.

§ 11

The primary organizational duties of academic teachers include in particular:

  1. participating in groups, colleges, committees and teams and performing organizational functions at the University;
  2. participating in organizational activities, including the organization of the teaching process and scientific conferences;
  3. popularizing science and spreading knowledge on the University;
  4. membership in external scientific, teaching, organizational and assessment groups;
  5. membership in scientific organizations and societies, as well as in editorial boards of scientific journals;
  6. cooperating with the socio-economic environment of the University and with state and local administration;
  7. participating in courses and developing own qualifications necessary for the performance of research, teaching and organizational activities;
  8. respecting intellectual property rights;
  9. having knowledge of the legislation required for managing publicly funded research projects.

§ 12
  1. The scope of teaching duties of academic teachers employed at the University in teaching or research and teaching positions includes, in particular:
    1. conducting classes included in the programs and plans of studies and doctoral studies and classes conducted at doctoral schools, under contracts concluded with external entities, in postgraduate studies, as well as conducting classes at the University Secondary School in Toruń and classes in other forms of education;
    2. fulfilling the duties necessary for conducting the classes referred to in item 1, in particular:
      1. preparing syllabuses for courses,
      2. verifying the achievement by students, participants of doctoral studies and doctoral schools as well as postgraduate studies of the learning outcomes expected for the courses and classes,
      3. conducting credit assessments, examinations, and participating in boards conducting board examinations,
      4. reviewing control assignments,
      5. documenting the course of studies in the University's IT system for managing studies, hereinafter referred to as the "IT System",
      6. keeping records proving the achievement by students, participants of doctoral studies and doctoral schools as well as postgraduate studies of the learning outcomes expected for the realized courses and classes,
      7. continuous improvement of the teaching process,
    3. supervising diploma theses, including checking the written diploma thesis prior to the diploma examination with anti-plagiarism software;
    4. reviewing diploma theses;
    5. participating in committees conducting diploma examinations;
    6. visiting classes;
    7. supervising students studying following an Individual Study Plan;
    8. holding individual consultations with students;
    9. serving as a year supervisor;
    10. serving as a tutor in the student vocational counseling center;
    11. serving as a teaching and research tutor in the "Dual Career Program";
    12. directing and supervising student placements;
    13. supervising scientific clubs.
  2. The classes referred to in Sec. 1, item 1, hereinafter referred to as "classes" may be conducted in particular in the form of:
    1. a lecture;
    2. a practical class,
    3. a lab class,
    4. a conversion class or specialization seminar,
    5. a diploma seminar,
    6. a language class
    7. a workshop class,
    8. placement,
    9. practical classes,
    10. field classes.
  3. The rules of conducting the classes, including the rules of determining the group size for classes, are defined by the Rector by means of an ordinance.
  4. The classes may be conducted using distance education methods and techniques. The rules of assigning and conducting such classes shall be defined by the Rector by means of an ordinance.
  5. The classes may have the status of university classes. The rules of their organization are defined by the Rector by means of an ordinance.

§ 13
  1. The teaching duties resulting from programs and plans of studies are assigned to academic teachers by the Dean or, in the case of organizational units other than faculties, by their Director.
  2. Changes in the teaching loads of academic teachers approved by the Dean shall be communicated to the employee by entering them into the IT system, as well as in the manner customary in the organizational unit concerned.
  3. The rules for settling teaching loads are defined by the Rector by means of an ordinance.

§ 14
  1. The mandatory number of teaching hours for academic teachers, hereinafter referred to as the teaching load, subject to Sec. 2, shall be:
    1. 180 teaching hours –     for research and teaching employees employed in the position of professor;
    2. 210 teaching hours – for research and teaching employees;
    3. 360 teaching hours – for teaching employees;
    4. 540 teaching hours – for teaching employees employed in the position of language teacher or instructor.
  2. In particularly justified cases, the Rector may increase the teaching load for academic teachers employed in the indicated positions within the limits defined in Art. 127 of the Act.
  3. In special cases justified by the need to implement the program of a course, an academic teacher may be obliged to teach classes in overtime, not exceeding
    1. 1/4 of the annual number of teaching hours – for a research and teaching employee;
    2. 1/2 of the annual number of teaching hours – for a teaching employee.
  4. An academic teacher may, upon their consent, be assigned to conduct classes in overtime, up to a maximum of two times their annual number of teaching hours.

§ 15
  1. The Rector may reduce the teaching load, as defined in §14, for research and teaching or teaching employees employed on a full-time basis:
    1. performing important organizational functions at the University;
    2. performing duties directly serving the implementation of the strategic objectives of the University and
    3. in other justified cases.
  2. Decisions in the cases referred to in Sec. 1 shall be made by the Rector at the request of the academic employee concerned, submitted no later than 14 days before the beginning of the academic year for which a reduction is to be granted. The request shall be accompanied by an opinion from the relevant Dean of the faculty.
  3. The Rector may reduce the teaching load specified in § 14 for research and teaching employees employed on a full-time basis, for whom the University is the primary place of work due to implementation of a research project, if part of the employee's basic remuneration is financed from the project fund or the fund covers the costs of reducing the teaching load.
  4. Decisions in the cases referred to in Sec. 3 shall be made by the Rector at the request of the academic teacher concerned, with an opinion of the Dean of the faculty, submitted:
    1. if part of the employee's basic remuneration is financed from the project fund
      – no later than 14 days before the beginning of the academic year for which the reduction is to be granted;

    2. if the fund covers the costs of reducing the teaching load – 14 days before applying for the research project.
  5. An academic teacher holding the position of the Rector of the University shall be relieved from carrying out teaching activities unless they submit a declaration of the teaching load they will carry out in a given academic year to the Dean of the relevant faculty in due time for the scheduling of teaching activities.
  6. If an academic teacher exceeds the number of teaching hours determined in the decision to reduce the teaching load, the overtime hours shall be calculated only after the teaching load resulting from § 14 has been exceeded.
  7. Carrying out teaching activities in a number of hours exceeding the numbers stipulated in the decision on reduction of the teaching load shall require the consent of the employee.

§ 16
  1. The teaching load comprises classes (excluding classes carried out in the form of apprenticeship) in the following order:
    1. classes carried out in full-time studies;
    2. classes carried out in full-time higher-education studies conducted under contracts concluded with external entities;
    3. classes carried out at a doctoral school;
    4. classes carried out in full-time doctoral studies;
    5. classes carried out in part-time studies;
    6. classes at the University Secondary School and the faculty's partner school;
    7. classes carried out in part-time doctoral studies;
    8. classes carried out in postgraduate programs;
    9. teaching activities carried out in semester and one-year supplementary courses conducted by the Center for Polish Language and Culture for Foreigners.
  2. In particularly justified cases, the Rector may express consent to include classes other than those mentioned in Sec. 1 into the teaching load and different order of including classes into the teaching load than that defined in Sec. 1.
  3. The classes referred to in Sec. 1 and 2, excluding classes conducted as placements, conducted in excess of the teaching load as specified in § 14 shall constitute overtime hours.
  4. Additional classes and other teaching activities not included in the programs of studies, doctoral studies and doctoral schools implemented as part of European projects shall be settled pursuant to the rules laid down in separate regulations.

§ 17
  1. One teaching hour shall consist of 45 minutes of classes according to the established plan of studies, subject to Sec. 2-6.
  2. One hour of classes in the form of a workshop class or diploma seminar for a group of up to 2 students shall equal 0.2 teaching hours, for a group of 3 students it is 0.4 teaching hours, for a group of 4-5 students it is 0.6 teaching hours, and for a group of 6-7 students it is 0.8 teaching The number of students in classes in the form of a diploma seminar shall be determined as at the beginning of the academic year.
  3. One hour of classes in the form of a diploma seminar at a doctoral school or in doctoral studies conducted for 1 doctoral student shall equal 0.2 teaching hours, for a group of 2-3 doctoral students it shall equal 0.4 teaching hours, for a group of 4-5 doctoral students it is 0.6 teaching hours, and for a group of 6-7 doctoral students – 0.8 teaching hours. The number of doctoral students in classes in the form of a diploma seminar shall be determined as at the beginning of the academic year.
  4. One hour of classes conducted using distance education methods and techniques shall equal 1 teaching hour.
  5. One hour of classes with autopsies shall equal 1.2 teaching hours.
  6. One hour of classes conducted in a foreign language by academic teachers for whom this is not their native language shall equal 2 teaching hours, except for classes in foreign language majors and foreign language courses, unless the Rector decides otherwise at the request of the person in charge of the teaching process in the organizational unit where the classes are conducted, submitted before the beginning of the academic year.
  7. In the case of field classes, the number of which is determined in the plans of studies in weeks or days, an academic teacher shall be credited with:
    1. four teaching hours per day in the case of a full-day (at least 8 hours long) stay of the academic teacher at a location of the field classes outside the University premises,
    2. two teaching hours per day in the case of conducting field classes at the University or in the case of classes which do not require the academic teacher to spend a full day with students.

§ 18
  1. Upon the consent of their superior, an academic teacher may carry out their teaching, research or organizational duties outside the University, in particular in the units forming the higher education system specified in Art. 7 of the Act.
  2. An academic teacher may be assigned to teach classes outside the University by the Dean of the faculty in which they are employed or their immediate superior if so required by the teaching needs of the University or the specific nature of the classes.
  3. The delegation of an academic teacher to teach classes outside the University requires their consent. Consent is not required for classes the nature of which requires that they be conducted outside the University.
  4. The classes conducted outside the University are settled according to the general rules specified in § 16-17.

§ 19

The duties of University employees not related to organization and order in the work process are defined by:

  1. the Act, the Labor Code and other generally applicable regulations – with respect to academic teachers,
  2. the Labor Code and other generally applicable regulations – with respect to non-teaching staff members.

Chapter IV
Working Time

§ 20
  1. The working time is the time during which an employee remains at the employer's disposal at the University or other place designated for work.
  2. Working hours should be fully utilized by an employee for the performance of their duties.
  3. Employees are required to strictly adhere to the starting and ending times of work, as well as breaks at work.

§ 21

The University uses basic, equivalent, task-based and reduced working time systems.


§ 22
  1. Employees employed at the University are governed by the basic working time system, subject to § 23-26.
  2. The working time in the basic working time system shall not exceed 8 hours per day and an average of 40 hours in an average five-day working week in the adopted settlement period.
  3. The working time in the basic working time system, with the exception of the employees specified in § 27, § 29 and § 31, is carried out taking into account the nature of the work of the organizational unit, from Monday to Friday or from Tuesday to Saturday for 8 hours per day, according to the schedule:
    1. from 7:15 a.m. to 3:15 p.m.
    2. and in case of organizational units located in Bydgoszcz from 7:00 a.m. to 3:00 p.m.

§ 23
  1. The equivalent working time system is applicable to:
    1. security staff, cleaning staff and cloakroom staff;
    2. other employees, based on an individual decision of the Rector or a person authorized by the Rector, when justified by the needs of the University.
  2. In the equivalent working time system it is permissible to extend the daily working time to 12 hours.
  3. The extended daily working time is balanced by a reduced daily working time on certain days or by days off.
  4. Employees subject to the equivalent working time system work according to working time schedules prepared by their immediate superior.

§ 24
  1. The working time of security staff is up to 12 hours per day.
  2. The working time referred to in Sec. 1 is carried out according to the following schedule:
    1. in a twelve-hour, two-shift system:
      1. 1st shift from 7:00 a.m. to 7:00 p.m., 2nd shift from 7:00 p.m. to 7:00 a.m.,
      2. and in the case of organizational units located in Bydgoszcz – 1st shift from 6:00 a.m. to 6:00 p.m., 2nd shift from 6:00 p.m. to 6:00 a.m.;
    2. in an eight-hour, two-shift system:
      1. 1st shift from 6:00 a.m. to 2:00 p.m.,
      2. 2nd shift from 2:00 p.m. to 10:00 p.m.,
      and shall not exceed 12 hours per day and an average of 40 hours in an average five-day working week in the settlement period.
  3. In particularly justified cases, with the consent of the Rector or an authorized person, a different working time schedule may be introduced, maintaining the average 40-hour weekly working time standard in an average five-day working week during the settlement period adopted at the University.

§ 25
  1. The task-based working time system is applicable to:
    1. academic teachers;
    2. other employees, based on an individual decision of the Rector or a person authorized by the Rector, when justified by the special type and nature of the work performed.
  2. In the task-based working time system, the working time shall be determined by the load of tasks allocated to the employee, which are possible to perform within the basic working time standard referred to in § 22, Sec. 2.

§ 26
  1. The reduced working time system is applicable to the employees listed in Appendix no. 2.
  2. The reduced working time system consists of a reduction in the basic daily and weekly working time standards specified in § 22, Sec. 2.

§ 27
  1. Irrespective of the system of work applicable to an employee, they may perform their duties by way of shift work.
  2. Shift work is understood to mean the performance of work according to an agreed working time schedule which provides for a change in the time of performance of work by individual employees after a specified number of hours, days or weeks.
  3. Shift work shall be performed by employees according to schedules determined on a monthly basis by their immediate superiors, with the proviso that the second shift is:
    1. 8 hours and lasts from 2:00 p.m. to 10:00 p.m.,
    2. 12 hours and lasts from 7:00 p.m. to 7:00 a.m., and in case of organizational units located in Bydgoszcz from 6:00 p.m. to 6:00 a.m.

§ 28
  1. All employees, with the exception of employees subject to task-based working time, are subject to a three-month settlement period and an average five-day working week.
  2. The working time determined for the settlement period (an average of 40 hours in an average five-day working week) shall be reduced by the number of hours of the employee's excused absence from work to be worked during such absence, in accordance with the adopted working time schedule.
  3. For the purpose of settling an employee's working time, it is agreed that:
    1. a day shall mean 24 consecutive hours, starting from the hour at which the employee starts working in accordance with the applicable working time schedule,
    2. a week shall mean 7 consecutive calendar days, starting from the first day of the settlement period.

§ 29
  1. Service staff, with the exception of the employees subject to the equivalent working time system, work according to the working time schedule from Monday to Friday or from Tuesday to Saturday, 8 hours per day, from 7:00 a.m. to 3:00 p.m.
  2. The schedule of working hours for cleaning staff is determined by the heads of organizational units, according to the working time applicable in the basic or equivalent working time system in a way that guarantees the exercise of the right to daily and weekly rest referred to in § 36.

§ 30
  1. Heads of Dean's Offices are responsible for providing administrative support for part-time studies, postgraduate studies and other forms of education during periods when classes are held.
  2. The relevant heads of administrative units shall also provide the necessary support for facilities used on Saturdays and other public holidays.
  3. In the cases referred to in Sec. 1 and 2, another day off work shall be established for employees, while maintaining the working time standard of an average of 40 hours in an average five-day working week in the settlement period.

§ 31
  1. Employees of the University Library, whose specific nature of work requires establishment of a special working time schedule, work the following hours:
    1. senior certified curators, curators, senior librarians, librarians work: 8 hours per day – 1st shift from 7:15 a.m. to 3:15 p.m., 2nd shift from 12:15 p.m. to 8:15 p.m. or on Saturday from 9:00 a.m. to 5:00 p.m.,
    2. administration and engineering-technical employees work 8 hours per day - 1st shift from 7:15 a.m. to 3:15 p.m., 2nd shift from 12:15 p.m. to 8:15 p.m. from Monday to Friday or from Tuesday to Saturday.
  2. Employees of the University Library employed before 1 October 2019 in positions in which the work requires a special working time schedule shall work the following hours:
    1. certified librarians, library curators and senior librarians, work:
      1. 8 hours on Monday: 1st shift from 7:15 a.m. to 3:15 p.m., 2nd shift from 12:15 p.m. to 8:15 p.m. or on Saturday from 9:00 a.m. to 5:00 p.m.,
      2. on other days, i.e. Tuesday, Wednesday, Thursday and Friday 7 hours: 1st shift from 7:15 a.m. to 2:15 p.m., 2nd shift from 1:15 p.m. to 8:15 p.m.
    2. other library, administrative, engineering-technical employees work 8 hours per day: 1st shift from 7:15 a.m. to 3:15 p.m., 2nd shift from 12:15 p.m. from Monday to Friday or from Tuesday to Saturday.
  3. The individual working time schedule of the employees referred to in Sec. 1 and 2, employed in shift work in an average five-day working week, shall be determined in the schedule by the Director of the University Library, in compliance with the daily and weekly working time standards and in a way that guarantees the exercise of the right to daily and weekly rest referred to in § 36.

§ 32
  1. The working time of drivers shall be regulated in detail by separate regulations, in particular by the Act of 16 April 2004 on working time of drivers (i.e. Journal of Laws of 2012, item 1155 as amended), subject to Sec. 2–7.
  2. Also included in the driver's working time shall be the time outside the established working time schedule during

 

which the driver remains at the driving position in readiness for work, in particular while waiting for loading or unloading, the foreseeable duration of which is not known to the driver before departure.

  1. The following shall not be counted as the driver's working time:
    1. on-call time if the driver was not working during that time;
    2. unjustified stops while driving;
    3. daily continuous rest.
  2. With the consent of the Rector or a person authorized by the Rector, the working time of drivers may be scheduled with flexible hours of starting and ending of work – in compliance with the daily working time standards and in a way that guarantees the exercise of the right to daily and weekly rest referred to in § 36.
  3. If justified by the needs of the University, a system of equivalent working time may be applied to persons employed in the position of a driver by a decision of the Rector or a person authorized by the Rector, with the daily working time extended to 12 hours in the settlement period adopted at the University.
  4. The number of overtime hours worked by a driver due to the special needs of the employer may not exceed 260 hours in a calendar year.

§ 33
  1. The working time of employees who are disabled shall be regulated by separate regulations, in particular by the Act of 27 August 1997 on professional and social rehabilitation and employment of disabled persons (Journal of Laws of 2018, item 511), subject to Sec. 2–5.
  2. The working time of employees who are disabled shall not exceed 8 hours per day and 40 hours per week.
  3. The working time of a disabled person qualified for severe or moderate degree of disability must not exceed 7 hours per day and 35 hours per week.
  4. Disabled employees may not work at night or overtime.
  5. The provisions of Sec. 2–4 shall not apply to security staff or, at the request of the person employed, where the doctor who performs preventive medical examinations of the employees or, in the absence thereof, the doctor in charge of this person so agrees.

§ 34
  1. The working time schedule may provide for other than standard times of starting work for particular groups of employees on days which, according to the schedule, are working days for the employee.
  2. The working time schedule may provide for a period within which the employee decides on the hours of starting work on a day which, according to the schedule, is a working day for the employee.
  3. The performance of work during the working time determined pursuant to Sec. 1 and 2 shall not infringe the employee's right to daily and weekly rest.
  4. In the working time schedules referred to in Sec. 1 and 2, the repeated performance of work on the same day shall not constitute overtime.
  5. The working time schedules referred to in Sec. 1 and 2, with respect to a specific group of employees, shall be established by the Rector or a person authorized by the Rector respectively to the official subordination of employees, by a decision taken at the request of the head of the organizational unit in which the employee is employed.

§ 35
  1. The Rector or a person authorized by the Rector may establish a different working time schedule for employees, provided that it results from the manner of performance of their tasks, including in particular those related to supporting the teaching process in full-time studies, part-time studies, postgraduate studies and other forms of education conducted at the University, however, maintaining the applicable daily and weekly working time standards and taking into account the right to daily and weekly rest, referred to in § 36.
  2. At the employee's reasoned request, the Rector or a person authorized by the Rector may agree to the performance of work under an individual working time schedule, respecting the daily and weekly working time standards applicable to the employee and taking into account the right to daily and weekly rest referred to in § 36.

§ 36
  1. An employee shall be entitled to at least 11 hours of uninterrupted rest each day.
  2. 1 shall not apply
    1. to employees managing the University on behalf of the employer;
    2. in the event of a rescue operation necessary to protect human life or health, property or the environment, or to remedy a failure.
  3. In the cases referred to in Sec. 2, the employee shall be entitled to an equivalent period of rest in a given settlement period.
  4. An employee shall be entitled to at least 35 hours of uninterrupted rest each week, including at least 11 hours of uninterrupted daily rest.
  5. In cases concerning:
    1. employees managing the University on behalf of the employer;
    2. a need to carry out a rescue operation necessary to protect human life or health, property or the environment, or to remedy a failure;
    3. a change in the performance of work by an employee, due to their change of shift according to the established working time schedule;
    the number of hours of continuous weekly rest may be smaller, but may not be less than 24 hours.

  6. The rest referred to in paragraphs 4 and 5 shall fall on Sundays or, in cases where work on Sundays is permitted, may fall on another day.

§ 37

If the daily working time is at least 6 hours, the employee is entitled to a 15-minute break, which is counted towards the working time. The time for taking the break is decided by the immediate superior.


§ 38
  1. In the case of employees subject to a working time system other than the task-based system, work performed in excess of the working time standards applicable to the employee, as well as work performed in excess of the extended daily working time resulting from the working time system and schedule applicable to the employee, shall constitute overtime work, subject to § 14.
  2. Such work is permitted only in the event of:
    1. a need to carry out a rescue operation necessary to protect human life or health, property or the environment, or to remedy a failure;

    2. specific needs of the employer.
  3. Overtime work resulting from special needs of the University requires the written consent of the employee's immediate superior.
  4. The number of overtime hours worked by an employee due to the circumstances specified in Sec. 2, item 2 may not exceed 150 hours per calendar year.
  5. The weekly working time of employees who are not subject to the task-based working time system, including overtime work, may not exceed an average of 48 hours in the adopted settlement period.
  6. For part-time employees, overtime work is work in excess of a full daily working time standard, applicable according to the working time schedule of a given position for a full-time employee and exceeding an average of 40 hours in an average five-day working week in the settlement period.
  7. Overtime work shall not include making up for the time off granted to an employee at their written request, accepted by their immediate superior, in order to take care of personal matters. The make-up time must not infringe on the employee's right to daily and weekly rest.

§ 39

The employment contract with a non-teaching staff member employed on a part-time basis shall specify the permissible number of working hours in excess of the working time of the employee specified in the contract, the exceeding of which shall entitle the employee, in addition to the regular remuneration, to the remuneration allowance referred to in Art. 1511 § 1 of the Labor Code. This work shall not constitute overtime work.


§ 40
  1. For overtime work, apart from the regular remuneration, the employee is entitled to additional remuneration.
  2. In exchange for the overtime work, the Rector or a person authorized by the Rector, upon the request of the employee, may grant them time off in the same amount of hours.
  3. The time off in lieu of overtime may also be granted without the employee's request. In such a case, the immediate superior of the employee shall grant the time off work, no later than until the end of the settlement period, in the amount that is half as much as the number of overtime hours worked.
  4. In the cases referred to in Sec. 2 and 3, an employee shall not be entitled to an overtime allowance.

§ 41

An employee, who due to the circumstances mentioned in § 38, Sec. 2 performed work on a day off resulting from the work time schedule in an average five-day working week, is entitled to another day off in exchange, granted until the end of the settlement period, on a date agreed with the employee.


§ 42
  1. An employee who performed work on a Sunday and a public holiday, permitted under Art. 15110 of the Labor Code, shall be granted by the employer another day off:
    1. in exchange for work on a Sunday – within the period of 6 calendar days preceding, or following such a Sunday, and if not possible – until the end of the settlement period;

    2. in exchange for work on a public holiday – within the settlement period.
  2. An employee working on Sundays should have a free Sunday at least once every 4 weeks.

§ 43
  1. When necessary, the Rector, Vice-Rectors, Chancellor and Bursar shall work outside their regular working hours without the right to separate remuneration and overtime allowance.
  2. Heads of organizational units are entitled to remuneration and an allowance for overtime work performed at the employer's request on a Sunday or a public holiday, if they have not been given another day off for work on that day.

§ 44

The night time is 8 hours from 10 p.m. to 6 a.m.


§ 45
  1. A detailed monthly working time schedule for employees shall be drawn up by the immediate superior of the employees. The working time schedule is communicated to the employees in a manner adopted in a given organizational unit, not later than a week before the beginning of a given month.
  2. Heads of organizational units are responsible for proper arrangement of working time of subordinate employees and its proper settlement, as well as for keeping records of the working time, including records of overtime hours.
  3. The records of working time are kept in the organizational unit employing the employee.
  4. Detailed principles of keeping employee records are specified by separate provisions.

Chapter V
Parenthood Protection

§ 46
  1. An employee who is pregnant or raising a child up to the age of 4 may not, without their consent, be engaged in overtime or night work, nor may they be delegated outside their permanent place of work.
  2. The employer is obliged to grant pregnant employees exemptions from work for medical examinations prescribed by a doctor in connection with her pregnancy, if the examinations not be carried out outside working hours. The employee shall retain her right to remuneration for the time she is absent from work for this reason.

§ 47
  1. A breastfeeding employee is entitled to two half-hour breaks included in her working time. An employee who is breastfeeding more than one child is entitled to two breaks of 45 minutes each. The breastfeeding breaks may be taken in combination upon the request of the employee.
  2. An employee with working time of less than 4 hours a day is not entitled to breastfeeding breaks. If the employee's working time does not exceed 6 hours per day, she is entitled to one breastfeeding break.
  3. A pregnant and breastfeeding woman must not carry out works which are arduous, hazardous or harmful to health, which may adversely affect their health, pregnancy or breastfeeding. These works are listed in the Regulation of the Council of Ministers of 3 April 2017, on the list of works arduous, dangerous or harmful to the health of pregnant women and women breastfeeding a child (Journal of Laws, item 796). The list of works arduous, dangerous or harmful to health, which may adversely affect the health, pregnancy or breastfeeding is set out in Appendix no. 3.
  4. The employer is obliged to transfer a pregnant or breastfeeding woman employed at work that is prohibited due to her condition, or if she submits a medical certificate stating that she should not perform her current work due to the condition of her pregnancy, to another work.

Chapter VI
Employee Leaves

§ 48
  1. The general rules on taking employee leaves are laid down in the Labor Code, the Act and executive regulations.
  2. The Department of Human Resources shall make the regulations referred to in Sec. 1 available to employees, in particular in electronic form under the "Department of Human Resources" section of the "Employees” tab at https://www.umk.pl.

§ 49
  1. The employer is obliged to grant holiday on the demand to an employee who is an academic teacher and for the period indicated by the latter, which falls within the period free of classes as specified in the Rector's ordinance on the organization of the academic year, up to a maximum of four days per calendar year.
  2. The employer is obliged to grant holiday on the demand to a non-teaching staff member and for the period indicated by the latter, up to a maximum of 4 days per calendar year.
  3. Employees shall notify their immediate superior of their demand for granting the holiday referred to in Sec. 1 and 2 not later than on the day on which the holiday is to commence.

§ 50
  1. Holiday shall be granted to the employee on the basis of a leave plan. In particularly justified cases, holiday may be granted on the basis of an individual request submitted by the employee.
  2. An employee who is an academic teacher should take holiday in a period free of classes.
  3. The leave plan should, to the extent possible, take into account the requests of employees and ensure uninterrupted course of work and performance of the tasks of individual organizational units of the University. The leave plan does not apply to the holiday referred to in 49 Sec. 1 and 2.
  4. The official superior specified in the Organizational Rules shall draw up a leave plan for the following calendar year by 31 December of the preceding year, taking into consideration the requests of employees and the need to ensure normal course of work.
  5. The leave plan shall be communicated to the employees of the organizational unit where they perform their work as soon as it is drawn up, in the manner customary in the unit.
  6. The employee, after reviewing the leave plan, but no later than by 31 March, may request an adjustment to the plan.
  7. Information on granted holidays shall be forwarded to the Department of Human Resources prior to their commencement.
  8. Postponement of the scheduled holiday date agreed in the leave plan may take place upon the motivated request of the employee or due to special needs of the University.

§ 51

Holiday shall be granted to the employee by the official superior indicated in the Organizational Rules.


§ 52
  1. Prior to the commencement of an employee's holiday, and if required by the organization of the work, the immediate superior shall:
    1. appoint in writing a person who will substitute for the employee during that time, or
    2. distribute in writing the employee's tasks to be carried out during their absence among the employees of a given organizational unit of the University.
  2. The head of the organizational unit of the University in which the substituted employee is employed shall resolve any disputes related to the manner in which the substitution is organized.

§ 53
  1. The implementation of the provisions on holidays for University employees is the responsibility of the persons authorized to grant them.
  2. Records of holidays taken by employees shall be kept by the organizational unit in which they are employed. The manner of keeping the records shall be determined by the head of that unit.
  3. The Department of Human Resources, by 31 January each year, provides the heads of organizational units with information on the number of days of holidays (current and in arrears) due to employees working in a given organizational unit.

§ 54
  1. Paid sabbatical leave shall be granted by the Rector upon the request of an academic teacher after consultation with the Dean and their immediate superior.
  2. Paid health leave shall be granted by the Rector upon the documented request of an academic teacher.

Chapter VII
Rules for granting exemptions from work and justifying late arrivals and absences from work

§ 55
  1. In the event of a legitimate need to take care of important personal matters during working hours, the employee may be granted exemption from work. The employee does not retain the right to remuneration for the time of the exemption.
  2. The exemption from work is granted upon the written request of the employee.
  3. The decision on the exemption is made by the employee's immediate superior.
  4. The mode of granting exemption to employees during working hours for other reasons is regulated by separate regulations.

§ 56
  1. When an employee expects to be late for work, they should, if possible, inform their superior of their late arrival and the reason for it. After arriving at work, an employee who is late for work on that day must justify their late arrival to their superior and, at the superior's request, present an appropriate document justifying the late arrival.
  2. Leaving the place of work during working hours is only allowed upon permission of the immediate superior.
  3. The decision to declare as unjustified a case of:
    1. employee's late arrival;
    2. employee's absence due to leaving the place of work during working hours shall be made by the immediate superior.
  4. The immediate superior shall arrange, as far as possible, for a substitute for an employee absent from work for the reasons referred to in Sec. 1 and 2.
  5. An employee's unjustified absence from work shall be communicated to the Department of Human Resources by the head of an organizational unit, who also shall take other actions in accordance with the regulations in force.

Chapter VIII
Rules for payment of remuneration for work

§ 57
  1. The conditions of remuneration for work and granting other work-related benefits are defined in the Remuneration Regulations and other regulations in force at the University.
  2. Payment of remuneration to academic teachers shall be made in advance on a monthly basis on the first day of the month, unless the Act provides otherwise. If a Saturday or a statutory holiday falls on a pay day, remuneration shall be paid on the next day that is not a Saturday or a statutory holiday.
  3. Remuneration for other University employees shall be paid in arrears, on a monthly basis, on the last day of each month. If the last day of the month is a Saturday or a statutory holiday, the remuneration for work shall be paid on the day before the day(s) that is (are) a statutory holiday.

§ 58

Payment of remuneration shall be made to the bank account designated by the employee, unless the employee submits a paper or electronic request for payment of remuneration in cash, at the University’s cash desk.


§ 59
  1. The immediate superior of an employee is responsible for the correct, timely, and complete submission of documents needed for the calculation and payment of remuneration.
  2. At the employee’s request, the Department of Payroll Services is obligated to provide access to the documents on the basis of which the remuneration was calculated.
  3. The employee, in the manner established at the University, receives an individual payroll statement.

Chapter IX
Awards and distinctions

§ 60

Employees of the University are entitled to awards and distinctions on the basis of separate regulations.


Chapter X
Occupational health and safety obligations

§ 61
  1. The primary duty of the employer to protect the health and life of employees by ensuring safe and hygienic working conditions, making appropriate use of scientific and technical achievements and to protect employees against accidents at work, occupational diseases and other diseases related to the working environment, and in particular:
    1. to organize the workplace in accordance with the regulations for occupational safety and health and fire protection;
    2. to introduce employees, prior to their admission to work, to the binding regulations and principles of occupational health and safety and the fire protection regulations, and to refer them to periodic training in this respect;
    3. to refer employees to mandatory medical examinations;
    4. to inform employees about:
      1. the occupational risks associated with their work and of the rules of conduct in the event of accidents and other situations threatening the health and lives of employees,
      2. the protective and preventive measures taken to eliminate or reduce the hazards occurring in the work environment,
      3. employees designated to provide first aid, and carry out activities in the scope of fire-fighting and evacuation of employees,
    5. to ensure the safe and hygienic condition of work premises and technical equipment, as well as the efficiency of collective protection measures and their use as intended.
    6. to inform employees, irrespective of their position, of their obligation to report to the OHS and the fire protection service any accidents at work they observe;
    7. to provide an employee free of charge, prior to commencement of work, with work clothing, footwear, personal protective equipment and personal hygiene equipment, in accordance with the standards set out by the ordinance of the Chancellor;
    8. to enforce compliance by employees with occupational health and safety regulations and fire protection regulations.
  2. The employer may not allow an employee who does not have a current medical certificate stating no contraindications to work in a given position, under the working conditions described in the referral to medical examination.
  3. The rules for the management of personal protective equipment as well as work clothing and footwear at the University shall be set out by the Chancellor by means of an ordinance.

§ 62

The primary duty of an employee is to strictly comply with occupational health and safety rules and regulations and fire protection regulations. In particular, employees are obliged to:

  1. be familiar with the rules and regulations of occupational health and safety, fire protection regulations and participate in training and instruction in this field and pass the required examination;
  2. perform work in a manner consistent with the rules and regulations of occupational health and safety and follow the ordinances, instructions and directions given in this respect by their superiors,
  3. take care of the proper condition of equipment and tools as well as order at the workplace;
  4. use the assigned work clothing and footwear, personal protective equipment and collective protective equipment as intended;
  5. undergo the initial, periodic and control examinations and other recommended medical examinations and comply with medical indications;
  6. immediately notify the superior of any accident or threat to life or health noticed at the University premises and warn the colleagues and other persons in the area of the threat;
  7. cooperate with the employer and superiors in fulfilling the obligations concerning occupational health and safety.

§ 63
  1. Where work conditions do not comply with occupational health and safety regulations and pose a direct threat to the health or life of an employee, or the work performed by the employee poses such threat to others, the employee has the right to refrain from performing the work, while promptly notifying their superior.
  2. If refraining from work does not remove the threat referred to in Sec. 1, the employee has the right to move away from the area of the threat, notifying their superior of this immediately.
  3. In the cases referred to in Sec. 1 and 2, the employee retains the right to remuneration for the time of refraining from work or moving away from the area of the threat.

Chapter XI
Fire protection

§ 64

The employer and employees are obliged to strictly observe fire protection regulations.


§ 65
  1. Responsibility for fire safety and fulfillment of the obligation to provide full fire protection shall be borne by the appropriate heads of organizational units and facilities of the University, as well as by persons conducting and responsible for conducting research work, classes and other activities.
  2. Responsibility for fire safety and fulfillment of the obligation to provide full fire protection shall also be borne by other employees of the University not listed in Sec. 1 and, in particular, separately on each employee in their official area of operation, workplace, facility or part thereof, in accordance with their scope of duties and responsibilities.

§ 66

The duties of employees with regard to fire prevention include:

  1. performing all activities and tasks arising from the employment relationship, while observing fire safety rules;
  2. observing fire safety regulations and not causing incidents that could lead to a fire;
  3. thoroughly inspecting the workplace before leaving to ensure that there are no circumstances that could cause a fire or other hazardous incident;
  4. knowing the operation and use of hand-held firefighting equipment and other firefighting devices;
  5. using the equipment referred to in Sec. 4 as intended;
  6. knowing and complying with the fire safety instructions for the facility where they are employed.

§ 67
  1. In the event of a fire, the duties of employees are to:
    1. alert the nearest persons, the fire brigade and the head of the organizational unit;
    2. proceed to extinguish the fire using hand-held firefighting equipment and fire-fighting devices available on the premises, provided that this does not endanger the health and life of the person attempting to extinguish the fire;
    3. participate in fire-fighting and rescue operations and obey the instructions of those in charge of such operations, provided that this does not endanger the life or health of the employee.
  2. Until the arrival of the first fire brigades, the operations shall be managed by the heads of the facilities or other authorized persons or, in their absence, by one of their designated employees.

§ 68

Matters of fire protection, responsibility for fire safety and the definition of the duties and tasks of employees in the scope of fire protection at the University are subject to particular regulations.


§ 69

The Panel on OHS and Fire Protection supervises the fire protection situation, cooperates with the heads of organizational units in this respect, as well as provides information on the legal regulations concerning fire protection.


§ 70
  1. Every employee of the University regardless of their position and function is obliged to participate in the training in fire protection.
  2. The training in fire protection is conducted as part of periodic occupational health and safety training by the appropriate organizational units of the University.
  3. It is permissible to conduct the training in fire protection also in other forms.

Chapter XII
Purposes, scope and manner of video surveillance at the University

§ 71
  1. The University may introduce video surveillance, which consists in special surveillance of the University premises and the area around it, in the form of technical means of image recording. Video surveillance may only be carried out to ensure the safety of employees and students of the University and third parties present on the premises, as well as to protect the property of the University.
  2. The surveillance footage may be used by the employer only for the purposes specified in Sec. 1. The University, as the controller of personal data, is obliged to ensure the security of storage of the recorded footage constituting a set of data and to exercise strict control over access to such set of data. The set of data may be accessed only by persons authorized by the Rector to process the data contained therein.
  3. No form of video surveillance is allowed for the purpose of verifying that an employee duly performs their duties or for recording working time.

§ 72
  1. Employees shall be informed of the introduction of the video surveillance system referred to in § 71 no later than 2 weeks before it is put into operation. This information shall be communicated in electronic form.
  2. The information referred to in Sec. 1 shall specify the name of the controller of personal data and its address, the purposes, scope and manner of the video surveillance, as well as the procedure for raising objections to the video surveillance.
  3. Under the procedure referred to in Sec. 1, employees shall be informed if a particular type of the video surveillance is discontinued at the University or if its scope is changed.
  4. Prior to allowing an employee to work, the immediate superior shall provide them in writing with information on the purposes, scope and manner of video surveillance at the University.
  5. The premises and area under surveillance shall be visibly and legibly marked with appropriate visual markings or audio announcements no later than one day prior to the commencement of the surveillance activity.
  6. Detailed rules for the location of surveillance equipment on the University premises, times and techniques of its activation, the handling of recording devices, the rules for authorizing surveillance administrators, and the supervision of the video surveillance and review of recorded footage, are defined by the Rector by means of an ordinance.

§ 73
  1. The video surveillance does not cover rooms not intended for work, i.e. sanitary rooms, cloakrooms, canteens and smoking rooms, as well as rooms made available to trade unions operating at the University.
  2. The University shall process the footage only for the purpose for which it was collected. It shall be kept for a period of time:
    1. not exceeding 3 months from the date of the recording;
    2. from the date of the recording until the final termination of the proceedings in the case where the footage constitutes evidence in proceedings conducted before judicial authorities or public administration bodies, or the University becomes aware that it may constitute evidence in such proceedings.
  3. After the expiry of the periods indicated in Sec. 2, the footage obtained from the video surveillance which contains personal data shall be immediately destroyed in a manner preventing their reconstruction, unless separate provisions provide otherwise.
  4. The employee whose data is contained in the materials obtained from the video surveillance has the right to access this data and the right to request its erasure or restriction of its processing. They also have the right to object to the controller of their personal data. The same rights apply to third parties whose data was obtained in connection with their stay on University premises.

Chapter XIII
Detailed provisions in respect of order

§ 74

Employees of the University are obliged to sign the attendance list located at the head of the organizational unit or in another designated place immediately after arriving at work. This obligation does not apply to academic teachers and employees who are employed in the task-based working time system.


§ 75
  1. An employee may be present at the place of work outside working hours only with a prior permission of the immediate superior and in compliance with the rules for using the premises of the unit concerned.
  2. 1 shall apply accordingly to employees in management positions and to employees working in task-based working time system when they are present on the premises after closing time.

§ 76
  1. After finishing work, employees are obliged to organize their workplaces and, in particular, to secure official seals and stamps.
  2. Employees in possession of documents containing confidential information are obliged to strictly comply with the instructions issued to them regarding their storage.
  3. Before leaving the premises, employees are obliged to secure them in a standard manner that guarantees avoidance of damage to the University property and prevents access by third parties.

§ 77
  1. Employees are obliged to observe the requirement of sobriety while at work and on the University premises.
  2. In the event of a violation of the obligation of sobriety, the head of the organizational unit shall not allow the employee to work or shall remove the employee from work and notify the Rector or the Chancellor, respectively, in writing, of this fact. The head of the organizational unit is obliged to remove such employee from the University premises, with the assistance of a police officer if necessary.
  3. A sobriety test shall be carried out by an authorized body at the request of the head of the organizational unit or the employee. In the case of confirmed state of intoxication, the employee shall bear the costs of the test.
  4. In the case of confirmed state of intoxication, not being allowed to work or being removed from work shall be treated as unjustified absence from work, for which no remuneration shall be paid.
  5. The provisions of Sec. 1–4 shall apply accordingly to the state of intoxication by other prohibited drugs and substances.

Chapter XIV
Employees’ responsibility in respect of order

§ 78
  1. If an employee fails to observe the established organization and order in the work process, particularly as specified in the Work Regulations, occupational health and safety regulations and fire protection regulations, the employer may impose:
    1. a caution,
    2. a reprimand,
  2. The employer may also apply a financial penalty for the employee's failure to comply with occupational health and safety regulations or fire protection regulations, leaving work without justification, appearing for work in a state of intoxication or becoming intoxicated during work.
  3. The financial penalty for one infringement, as well as for each day of unjustified absence, may not exceed one day's remuneration of the employee, and the total financial penalties may not exceed a tenth of the remuneration payable to the employee, after making the deductions referred to in Art. 87 § 1 items 1–3 of the Labor Code.

§ 79
  1. The penalties referred to in § 78 may not be given more than two weeks after becoming aware of the infringement of an employee's duty and more than three months after the infringement was committed.
  2. They may be given only after a hearing with the employee. If an employee cannot be heard due to their absence from the place of work, the two-week period referred to in Sec. 1 shall not commence, and if it has commenced, it shall be suspended until the day the employee reports for work.
  3. The penalties specified in § 78 Sec. 1 and 2 are imposed by the Rector or the Chancellor, respectively, depending on the reporting line.
  4. The employer shall inform the employee of the penalty imposed in writing, with a copy of the notice inserted into the employee's personal file.
  5. If the penalty has been imposed in violation of the provisions of law, the employee may lodge an objection with the Rector within seven days from the date of receiving the penalty notice. The decision on upholding or rejecting the objection is taken by the Rector after considering the opinion of the trade union representing the employee. Failure to reject an objection within 14 days of its lodging is equivalent to the objection being upheld.
  6. An employee who has lodged an objection may, within 14 days from the date of notification of the objection being rejected, apply to the labor court for the revocation of the penalty imposed on them.
  7. The penalty shall be deemed null and void and the copy of the penalty notice shall be removed from the employee's personal file after one year of impeccable work.
  8. The Rector or the Chancellor, taking into account the employee's performance and impeccable behavior after receiving the penalty, may, on their own initiative or at the request of a trade union, declare the penalty null and void at an earlier date.

§ 80
  1. An academic teacher shall be liable to disciplinary action for disciplinary offenses constituting an act which contravenes the duties of academic teachers or the dignity of the profession of an academic teacher.
  2. The detailed procedure for disciplinary proceedings against academic teachers is defined by the Act.

Chapter XV
Transitional and final provisions

§ 81
  1. Heads of organizational units of the University are obliged to familiarize subordinate employees with the contents of the Work Regulations prior to their entry into force.
  2. It is the responsibility of the University to familiarize employees with the contents of these Regulations prior to their admission to work, and it is the responsibility of each employee to comply with the provisions contained herein.
  3. The obligation to familiarize employees with the content of the Work Regulations rests with heads of organizational units. Signed declarations of employees confirming that they have read the Work Regulations shall be kept in the employees' personal files.

§ 82

Ordinance No. 109 of the Rector of the Nicolaus Copernicus University in Toruń of 10 August 2011 on the introduction of the Work Regulations of the Nicolaus Copernicus University in Toruń (Legal Bulletin of the Nicolaus Copernicus University in Toruń No. 5, item 51, as amended) expires.


§ 83

The Ordinance comes into force after 2 weeks from the date of its announcement.

R e k t o r
Prof. Andrzej Tretyn, PhD (prof. dr hab.)


Research staff group

The basic research duties of academic teachers employed at the University in research positions and research and teaching positions include in particular:

  1. conducting scientific activities including research, development works and artistic creation;
  2. participating in the teaching of doctoral students;
  3. taking initiatives aimed at raising funds for research from external sources;
  4. implementing research programmes, artistic projects and grants;
  5. involvement in cooperation with external stakeholders.
The basic organizational duties of academic teachers include in particular:
  1. participation in bodies, colleges, committees and teams and performing organizational functions at the University;
  2. participation in organizational works, including the organization of the teaching process and scientific conferences;
  3. dissemination of science and promotion of knowledge about the University;
  4. membership of external scientific, teaching, organizational and assessment bodies;
  5. membership of scientific organizations and societies, editorial boards and scientific journals;
  6. cooperation with the socio-economic environment of the University and with the state and local administration;
  7. participation in training and development of skills necessary to conduct research, teaching and organizational tasks;
  8. observance of intellectual property rights;
  9. knowledge of the legal provisions relevant to the management of publicly funded research projects.

Research and teaching staff group

The basic research duties of academic teachers employed at the University in research positions and research and teaching positions include in particular:

  1. conducting scientific activities including research, development works and artistic creation;
  2. participating in the teaching of doctoral students;
  3. taking initiatives aimed at raising funds for research from external sources;
  4. implementing research programmes, artistic projects and grants;
  5. involvement in cooperation with external stakeholders.

Teaching duties of academic teachers employed in teaching positions and teaching and research positions at the University include in particular:

  1. delivering teaching classes provided for in curricula and study plans in degree and doctoral programmes, in doctoral schools, delivering classes provided under contracts concluded with external entities and in postgraduate programmes, teaching lessons at University Secondary School and teaching classes in other forms of education;
  2. performing duties necessary for delivering classes including, in particular:
    1. preparing course syllabi,
    2. verifying the achievement by students, participants of doctoral studies, doctoral schools and postgraduate programmes of the learning outcomes defined for courses and classes,
    3. conducting credit assessments, examinations and participating in committees for board examinations,
    4. checking of test papers,
    5. documenting the course of study in the University information system supporting the management of studies hereinafter referred to as the "Information System",
    6. keeping records of the achievement by students, participants in doctoral programmes, doctoral schools and postgraduate programmes of the learning outcomes defined for delivered courses and classes,
    7. continuous improvement of the learning process,
  3. supervising diploma theses, including checking the written diploma thesis using anti-plagiarism software before the diploma examination;
  4. reviewing diploma theses;
  5. participating in committees conducting diploma examinations;
  6. visiting classes;
  7. supervising students studying under an Individual Study Plan;
  8. holding individual consultations with students;
  9. acting as a year supervisor;
  10. acting as a tutor in the student counselling centre;
  11. acting as a teaching and research supervisor in the "Dual Career Program";
  12. managing and supervising student work placements;
  13. supervising scientific groups.

The mandatory number of teaching hours for academic staff, hereinafter referred to as the teaching load, shall be as follows:

  1. 180 teaching hours for the teaching and research staff employed as professors;
  2. 210 teaching hours for the teaching and research staff;

One teaching hour amounts to 45 minutes of teaching classes as scheduled.

The rector may reduce the teaching load as determined in § 14 for the research and teaching staff employed on a full-time basis who:

  1. perform important organizational functions at the University;
  2. perform duties directly contributing to the implementation of the strategic objectives of the University, and
  3. in other justified cases.

Teaching staff group

Teaching duties of academic teachers employed in teaching positions and teaching and research positions at the University include in particular:

  1. delivering teaching classes provided for in curricula and study plans in degree and doctoral programmes, in doctoral schools, delivering classes provided under contracts concluded with external entities and in postgraduate programmes, teaching lessons at University Secondary School and teaching classes in other forms of education;
  2. performing duties necessary for delivering classes including, in particular:
    1. preparing course syllabi,
    2. verifying the achievement by students, participants of doctoral studies, doctoral schools and postgraduate programmes of the learning outcomes defined for courses and classes,
    3. conducting credit assessments, examinations and participating in committees for board examinations,
    4. checking of test papers,
    5. documenting the course of study in the University information system supporting the management of studies hereinafter referred to as the "Information System",
    6. keeping records of the achievement by students, participants in doctoral programmes, doctoral schools and postgraduate programmes of the learning outcomes defined for delivered courses and classes,
    7. continuous improvement of the learning process,
  3. supervising diploma theses, including checking the written diploma thesis using anti-plagiarism software before the diploma examination;
  4. reviewing diploma theses;
  5. participating in committees conducting diploma examinations;
  6. visiting classes;
  7. supervising students studying under an Individual Study Plan;
  8. holding individual consultations with students;
  9. acting as a year supervisor;
  10. acting as a tutor in the student counselling centre;
  11. acting as a teaching and research supervisor in the "Dual Career Program";
  12. managing and supervising student work placements;
  13. supervising scientific groups.

The mandatory number of teaching hours for academic staff, hereinafter referred to as the teaching load, shall be as follows:

  1. 360 teaching hours for the teaching staff;
  2. 540 teaching hours for the teaching staff employed as lectors or instructors.

One teaching hour amounts to 45 minutes of teaching classes as scheduled.

The rector may reduce the teaching load as determined in § 14 for the research and teaching staff employed on a full-time basis who:

  1. perform important organizational functions at the University;
  2. perform duties directly contributing to the implementation of the strategic objectives of the University, and
  3. in other justified cases.

The basic organizational duties of academic teachers employed in teaching positions include in particular:

  1. participation in bodies, colleges, committees and teams and performing organizational functions at the University;
  2. participation in organizational works, including the organization of the teaching process and scientific conferences;
  3. dissemination of science and promotion of knowledge about the University;
  4. membership of external scientific, teaching, organizational and assessment bodies;
  5. membership of scientific organizations and societies, editorial boards and scientific journals;
  6. cooperation with the socio-economic environment of the University and with the state and local administration;
  7. participation in training and development of skills necessary to conduct research, teaching and organizational tasks;
  8. observance of intellectual property rights;
  9. knowledge of the legal provisions relevant to the management of publicly funded research projects.

Positions at University

  1. a professor – a person holding the title of professor and other qualifications depending on the staff group:
    1. in the research staff group: experience in directing scientific or artistic projects and with scientific or artistic achievements of international scope,
    2. in the research and teaching staff group: -
    3. in the teaching staff group: significant teaching and staff training experience
  2. a University professor – a person holding at least the degree of doctor, having significant achievements after the award of the degree and have other qualifications depending on the staff group:
    1. in the research staff group: has made a significant contribution to the development of a specific scientific discipline and has gained experience in acquiring, managing or carrying out scientific projects, and demonstrates significant scientific or artistic activity pursued in more than one university, scientific institution or cultural institution, particularly abroad,
    2. in the research and teaching staff group: has made a significant contribution to the development of a specific scientific discipline and has gained teaching or clinical experience and demonstrates significant scientific or artistic activity pursued in cooperation with another university, scientific institution or cultural institution, particularly abroad,
    3. in the teaching staff group: has teaching experience confirmed by guest lectures at foreign universities or by propaedeutic or popularizing publications
  3. an assistant professor – a person holding at least a degree of doktor and other qualifications depending on the staff group:
    1. in the research staff group: shows significant scientific or artistic activity of international scope
    2. in the research and teaching staff group: shows scientific activity
    3. in the teaching staff group: -
  4. an assistant, language teacher, instructor – a person holding at least the professional title of master of art or master of science or equivalent; in the research staff group - also who shows scientific or artistic activity;

Rules for granting additional entitlements

An academic teacher shall be entitled to a seniority allowance equal to 1% of the basic salary for each year of employment. The allowance shall be paid on a monthly basis, starting in the fourth year of employment, whereas it shall not exceed 20% of the basic salary.

An academic teacher shall be entitled to a special duty allowance for managing a team of not less than 5 persons, including the manager.

An academic teacher may be granted a one-off or periodic performance allowance based on the decision of the rector due to:

  1. a temporary increase in the workload;
  2. a temporary assignment of additional tasks;
  3. the nature of the work or the conditions of its performance.

An academic teacher may receive a rector's allowance for:

  1. teaching activities performed in addition to their basic scope of duties as laid down in the work regulations, including in particular additional classes not covered by the curriculum and other teaching activities in degree programmes, doctoral studies and doctoral schools, delivering teaching classes in postgraduate studies under contracts concluded with legal entities, delivering teaching classes as part of other forms of education, delivering teaching classes in courses for medical professions;
  2. research work conducted in addition to their basic scope of duties as laid down in the work regulations, including in particular work performed under research grants, international projects, structural projects, contracts for research or specialized works.
  3. Academic teachers may receive rector’s awards and distinctions for their scientific, artistic, teaching and organizational achievements. A person who has worked at the University for at least 2 years may receive an award or distinction. The rector may grant an award in justified cases to an academic teacher who has worked at the University for at least 1 year.
  4. Academic teachers may receive an additional salary for activities related to the conferment of academic and artistic degrees and the title of professor.
  5. An employee shall be entitled to an additional annual salary pursuant to the rules laid down in the legislation on the additional annual salary for employees of entities of the budgetary sphere.

Additional informations regarding social security system

If the employee participates in a foreign social security system, the social security regulations of one of the EU/EEA member states may apply. The foreign national declares in the statement that they undertake to inform the foreign social security institution about taking up employment in Poland and which country's legislation will be applicable in their case. The foreign national also undertakes in the statement to inform the Department of Human Resources without delay whether the foreign security institution has issued to them the A1 form confirming that they are subject to foreign legislation or whether it has refused to issue the form. A foreign institution will be able to thoroughly analyze the insurance situation of a foreign national and determine that they are subject to foreign rather than Polish legislation only after signing an employment contract with NCU.

If the foreign national has not obtained an A1 form, they will continue to be insured under the Polish social security system.

If the foreign national submits to the Department of Human Resources the A1 form confirming that a foreign social security system applies in their case, NCU enters into an arrangement with the foreign national, in the form of an annex to the employment contract, under which the employee (foreign national) is obliged to pay contributions on behalf of the employer (NCU) without prejudice to the basic obligations of the employer.

On behalf of the employer, the Department of Human Resources notifies a foreign social security institution that issued the foreign national with the A1 form about this fact. The foreign national is then de-registered from the Polish social security system (i.e. the Social Insurance Institution, pl. ZUS). Following the acceptance by ZUS of corrections to personal settlement declarations, the Payroll Department ceases to calculate ZUS contributions, refunds already deducted contributions if the annex to the employment contract was signed after payment of the salary with Polish contributions deducted. Obtaining the A1 form by the foreign national in this case, as practice shows, is not a quick process and takes from a few to even several weeks.

2) If the employment contract is performed outside Poland, it does not give rise to Polish contributions. If the employment contract is performed in the territory of one of the EU/EEA Member States, the social security legislation of one of these countries will apply under the Regulation of the European Parliament and of the Council on the coordination of social security systems. The Nicolaus Copernicus University in Toruń does not have a place of business in another EU/EEA Member State whose social security legislation may be applicable. Therefore, in this case, the employment contract includes an arrangement with the employee (foreign national) that the employer's (NCU) obligation to pay contributions will be fulfilled on its behalf by the employee (foreign national) without prejudice to the employer's basic obligations. The Arrangement is concluded under Regulation EU No. 883/04 and Regulation EU No. 987/09 on the basis of Article 21 (2) of Regulation (EC) No. 987/2009 of the European Parliament and of the Council of 16 September 2009 laying down the procedure for implementing Regulation (EC) No. 883/2004 on the coordination of social security systems.

On behalf of the employer, the Payroll Department notifies a foreign social security institution of this fact.

Under the signed arrangement, a foreign national is obliged to register with a foreign social security institution as a payer of contributions both as an employee (deducted from their remuneration) and as an employer and pay these contributions according to the regulations governing the foreign insurance system.

NCU will refund the contributions made by the employer (employer's surcharges) in accordance with the original settlement declaration submitted to the foreign social security institution (the equivalent of the Polish ZUS), which clearly shows the amount of the contributions made by the employer and a document confirming the payment of these contributions by the foreign national.

The foreign national sends to their liaison the original settlement declaration from the foreign social security institution, which clearly shows the amount of the contributions made by the employer and a confirmation of their payment by the foreign national.

Social insurance settlement declarations provided by the foreign national will be in the country's official language whose social security legislation is applicable. The liaison of the foreign national arranges for the translation of the declaration into Polish. The Faculty (or another organizational unit) employing the foreign national pays for translating into Polish a social insurance settlement declaration.  The liaison of the foreign national transmits the translated settlement declaration without delay to the Department of Payroll Services. The foreign national will pay the contributions in the currency of their country. These contributions will be reimbursed to them in the same amount and in the same currency. The Faculty will pay currency conversion fee. The Faculty (or another organizational unit) employing the foreign national will also pay the reimbursed amount of contributions for the employer.

The Department of Payroll Services forwards to the Department of Finance an order to refund to the bank account of the foreign national contributions they paid. The Department of Payroll Services is responsible for archiving the refunds of contributions made.


Further details on ECP

The first contribution will be deducted on the first payday after the 10th day of the month following 3 months of employment - unless an opt-out declaration has been submitted by that time. The employee can withdraw from the plan at any time as well as re-join it.

  • in addition to the mandatory basic payment, the ECP participant may declare an additional payment to ECP of up to 2% of their remuneration;
  • the ECP participant whose remuneration earned from various sources in a given month does not exceed 1.2 the amount of the minimum remuneration may submit to the employing entity a declaration on lowering the basic payment to the ECP. The reduced basic payment may amount to less than 2%, but not less than 0.5% of their remuneration;
  • an employed person who is the participant of the ECP should submit to the employing entity a statement on the agreements for operating the ECP concluded on their behalf within 7 days after the lapse of the 10th day of the month following the month in which their three-month period of employment expires. The statement should include the designation of the financial institutions with which the agreements have been concluded.