The 2012 Olympic Games Guidance

The London 2012 Olympic Games are fast approaching and to enable staff to enjoy the celebrations and events, the following guidance is provided to managers to assist their preparations for the Olympic period.

Annual Leave

It is recommended that discussions take place between managers and staff in plenty of time to determine expected annual leave during the Olympic period, particularly as it coincides with school holidays. Managers are advised to consider all requests with the same principles used for normal annual leave entitlement, based upon the needs of the department. All requests should be considered fairly and reasonably. Whilst the University will endeavour to agree such requests, managers are entitled to turn down requests should they be deemed unreasonable or which could prevent the demands on the department being met.

Working Flexibility

To minimise disruption, managers are encouraged to consider applying temporary discretionary flexible working arrangements during the Olympic period, planned and agreed in advance, to enable staff to enjoy the games, whilst ensuring that necessary services are adequately covered.

Flexible arrangements could include the following examples, which may accommodate particular event viewing without the need for annual leave:

• Allowing staff to start earlier/later and finish earlier/later.
• Allowing staff to make up hours missed over the week.
• Allowing staff to take their lunch break at a different time.

Any flexible arrangements must be agreed in advance between managers and the staff member and made upon the understanding that they are a temporary provision during the Olympic period.

Local Initiatives

With live streaming of the games on the internet, managers should recognise that by allowing employees to keep up to date with the games online, IT systems/network may be slowed down and work productivity may be disrupted.

Managers are therefore encouraged to consider a more localised approach for viewing events and keeping up to date with results. Departments may choose to set up a screen or workstation in a communal area, to allow staff to view particular events or to intermittently check results. It is hoped that this type of approach will minimise disruption to the network and those staff still working.

Managers may also like to use this opportunity to hold Olympic themed teambuilding events or do some fundraising for a sport related charity to engage staff during the Olympic period.

Olympic Torch is coming to Sheffield

Managers should be aware that the Olympic Torch will be arriving in Sheffield on Monday 25 June 2012, which will include an evening ceremony to mark the occasion. As yet, we are uncertain to the implications this may have on staff in terms of transport disruption, however, depending on the evening celebrations, managers should consider the possibility that multiple staff may wish to request time off to attend. Information relating to public transport in Sheffield can be found at www.shef.ac.uk/efm/property_business_services/transport/pubtransport .

The University recognises that this is a unique opportunity for Sheffield to share in the London 2012 Olympic Game celebrations and would encourage managers to support those staff who wish to attend by making every effort to accommodate such requests.

Olympic Volunteering

The University recognises that the London 2012 Olympic Games offers staff a special opportunity to take part, as a volunteer, in a world class event. Further guidance can be found at: www.sheffield.ac.uk/hr/guidance/leave/olympicvolunteering