Directorate of Academic Affairs

This section provides a comprehensive overview of the policies, processes and resources available to help staff address concerns and foster positive relationships within the University of Cape Coast (UCC). Our aim is to create a harmonious working environment where all staff feel valued, respected and supported

1. Workplace Code of Conduct and Discipline

The University of Cape Coast is committed to maintaining a professional and respectful work environment. The Workplace Code of Conduct outlines the behaviors expected of all staff, promoting ethical standards, respect for diversity and professionalism.

• Expected Conduct: Staff are expected to maintain integrity, respect and fairness in all interactions.
• Misconduct: Examples of misconduct include harassment, discrimination, absenteeism and violations of workplace safety rules.
• Disciplinary Action: Staff who breach the code of conduct may face disciplinary actions as outlined in the University’s policies.

2. Dispute Resolution and Grievance Handling

The Directorate of Human Resource provides structured processes for resolving workplace disputes in accordance with applicable policies and regulations.

• Informal Resolution: Staff are encouraged to initially resolve conflicts or concerns through informal discussions with their Head of Department or colleagues.
• Formal Grievance Process: If informal efforts are not successful, staff may file a formal grievance with the Head of Department. The process follows the University’s grievance procedure and adheres to the principles outlined in the Alternative Dispute Resolution Act of 2010 (Act 798). The steps include:

a.   If the staff is dissatisfied with the Head’s decision, he/she shall appeal to the Dean/Director/Provost as the case may be.

 b.   If the grievance remains unresolved, the aggrieved staff shall have the right to appeal to the Registrar.

 c.    After step “b”, if the grievance still remains unresolved, the staff shall have the right to appeal to the Vice Chancellor.

 d.   If the grievance remains unresolved after step "c," the staff has the right to appeal to the Appeal Board.  

 e.    If no satisfactory redress is achieved, the Local Union may take up the matter with the Regional Industrial Relations Officer or the National Secretariat, as appropriate, who shall deal with the matter under the provisions of the Labour Act 2003 or any amendment thereof

• Alternative Dispute Resolution (ADR): Where appropriate, the University may recommend mediation or arbitration to resolve disputes in accordance with the provisions of Ghana’s ADR law. This ensures that workplace conflicts are addressed fairly, efficiently and in a non-adversarial manner.

3. Staff Rights and Responsibilities

Staff of UCC have rights and responsibilities that are safeguarded by the Labour Act of Ghana, Unified Conditions of Service for Unionised Staff of the Public Universities of Ghana, the University Statutes and other applicable regulations. These include:

1. Rights:
1. Right to a safe and healthy work environment.
2. Right to be treated fairly and without discrimination.
3. Right to fair remuneration, leave entitlements and benefits.
4. Right to participate in decision-making processes affecting the staff.
2. Responsibilities:
1. Duty to adhere to University policies and ethical standards.
2. Obligation to perform duties diligently and effectively.
3. Responsibility to respect the rights of other staff and maintain professionalism.

 4. Workplace Safety and Health

The safety and well-being of staff are paramount. The Directorate collaborates with relevant departments to ensure a safe working environment in compliance with the Occupational Health and Safety guidelines as outlined in the Labour Act and Health and Safety Policy of the University.

1. Health and Safety Policies: Regular training on workplace safety is provided and staff are expected to adhere to safety regulations.
2. Accident Reporting: In case of workplace accidents or injuries, staff must report incidents to their supervisors immediately for investigation and to ensure proper corrective actions.

5. University Staff Welfare Services

The University of Cape Coast provides a range of welfare services designed to support the well-being of staff. These include:

1. Counseling Services: The University offers counselling services through the Counselling Centre and other approved offices to help staff mange work-related stress, personal challenges and any other issues impacting on their mental and emotional health.
2. Staff Assistance Programmemes: Through this programme, the University provides support services such as legal advice, financial planning and access to mental health resources and alternative dispute resolution.
3. Staff Welfare: Staff are represented by the Welfare Section that serves as a platform for discussing staff-related issues and advocating for staff welfare initiatives.

6. Labour Law Compliance

The University’s employment practices are fully compliant with Ghana’s labour laws, including:

1. Labour Act of Ghana (2003): Provides protections for workers, including working conditions, contract terms and rights related to termination and dismissal.
2. Employment Contracts: Every staff at the University of Cape Coast is provided with a written appointment in line with Unified Conditions of Services for Unionized Staff of Public Universities of Ghana and other applicable regulations. This contract details the terms of employment, including working hours, remuneration and conditions for termination.

7. Performance Management and Appraisal

The University employs a structured performance appraisal system to promote continuous professional development and enhance productivity.

1. Performance Reviews: Annual performance appraisals are conducted to assess staff’ work, set goals and provide feedback.
2. Reward and Recognition: Based on appraisal outcomes, staff may be eligible for promotions, rewards or additional training opportunities.

8. Termination and Dismissal

UCC adheres to the legal framework provided in the Labour Act and the University Statutes when dealing with cases of dismissal, or termination,

1. Termination Process: The University ensures that terminations follow due process and respect staff's rights.

9. Collective Bargaining and Unions

UCC recognizes the right of staff to join or form unions in accordance with the Labour Act.

1. Collective Agreements: The Fair Wages and Salaries Commission negotiates collective agreements with staff unions to ensure fair working conditions, salaries and benefits for all staff.
2. Union Representation: Staff have the right to be represented by their Union on various Disciplinary Committee in any dispute resolution or grievance handling process. Currently, four staff unions which are recognized, namely:
1. The University Teachers’ Association of Ghana (UTAG) representing, at present, all Academic Senior Members.
2. The Ghana Association of University Administrators (GAUA) representing at present, all Non-Academic Senior Members.
3. The Senior Staff Association (SSA) representing at present, all Senior Staff.
4. The Teachers and Educational Workers Union (TEWU) representing at present, all Junior Staff.     

10. Staff Feedback and Suggestions

The Directorate encourages open communication and values staff input. Staff are welcome to provide feedback or suggestions for improving working conditions, policies or overall staff welfare.

• Suggestion: Staff can submit feedback or ideas via email to dhr.enquiries@ucc.edu.gh.