University of Kelaniya maintains a steadfast commitment to building a campus culture rooted in respect, equality, and inclusivity. The University ensures that all members of its community academic and non-academic staff, students, visiting scholars, and affiliated personnel enjoy equal rights, opportunities, and protection from all forms of discrimination or harassment, in line with the principles of Decent Work and Economic Growth (SDG 8).

1. Policy Foundation and Commitment

The University’s non-discrimination policy draws directly from the University of Kelaniya Student Charter (2023), which provides a shared vision for both staff and students. The Charter states that:

“The University will ensure that no student or staff member is discriminated directly or indirectly, on the grounds of age, race or ethnic origin, religion or belief or creed, gender, disability, marital and parental status, or sexual orientation.”

The Charter’s Equity and Diversity section reflects UOK’s belief that diversity is a strength, emphasizing equal access to opportunities regardless of social, cultural, or religious background. It highlights that Sri Lankan society is inherently multicultural and mandates that all members of the university community treat one another with fairness, dignity, and respect.

Further, under Respect and Engagement, the Charter affirms that every staff member has the right:

• To work in an environment that is free from harassment, discrimination, and bullying.

• To have complaints of discrimination addressed fairly, confidentially, and promptly.

• To participate in creating a respectful and equitable workplace culture.

2. Institutional Policy Framework

Complementing the Student Charter, the Policy for Gender Equity and Equality (GEE) developed and implemented by the Centre for Gender Studies of the University of Kelaniya (CGSUK) extends these commitments into a concrete operational framework for both students and employees.

This policy, aligned with the UGC’s national directives on gender equality, explicitly covers all staff (academic, non-academic, and administrative) and all students (undergraduate, postgraduate, and external), as well as affiliated institutions.

Policy Vision

“To become a forerunner in gender equity and equality so as to ensure that the University is a centre of excellence in terms of knowledge, attitude, and skills where all are treated equitably and equally to achieve their fullest potential and to establish a democratic, gender-just, non-violent, humane learning and working environment.”

Policy Mission

“To put in place university by-laws, structures, mechanisms, processes, and practices that are gender-sensitive and gender-responsive so as to ensure a space which accepts equality, equity, and diversity and which is devoid of oppression and discrimination.”

Core Principles

The GEE Policy is guided by:

• Gender sensitivity and responsiveness – recognizing and addressing inequalities that arise from social norms and institutional practices.

• Gender equity and equality – ensuring fair treatment and equal opportunities for all genders.

• Gender justice – upholding the human rights of women, men, and LGBTQ+ individuals in all spheres of university life.

3. Scope and Implementation

The UOK policy applies to:

• All employees – permanent, temporary, contract, and part-time;

• All academic and administrative units;

• All stages of employment – recruitment, promotion, performance appraisal, and training.

Implementation responsibility is shared between:

• The Vice Chancellor, who ensures compliance across all faculties;

• Deans and Heads of Departments, who serve as faculty focal points;

• The Centre for Gender Studies (CGSUK), which provides expertise, policy guidance, and regular monitoring;

• The University Council, which oversees progress annually and ensures the elimination of discriminatory practices.

Faculty-level focal points report progress on equity and inclusion quarterly to the CGSUK Advisory Board and the Vice Chancellor, as outlined in the monitoring mechanism of the Gender Equity and Equality Policy.

4. Mechanisms to Prevent Discrimination

The University has established institutional mechanisms to prevent and address discrimination, harassment, and gender-based violence, including:

• The Kalana Mithuru Sewana – providing psychosocial support to staff and students.

• The Task Force Against Ragging and Sexual & Gender-Based Violence (SGBV) – empowered to investigate and prevent all forms of harassment.

• Counselling Units and Marshals – maintaining safety, confidentiality, and a respectful work environment.

All complaints are addressed through official grievance channels, ensuring transparency, impartiality, and confidentiality. The University maintains a zero-tolerance stance on any act of discrimination or sexual harassment.

5. Promoting Equal Opportunity and Representation

To ensure genuine inclusion, the University promotes:

• Equal opportunity in recruitment and promotion, guided by gender-sensitive criteria.

• Gender-inclusive infrastructure and facilities, including accessible washrooms, common rooms, and childcare support.

• Women’s participation in decision-making bodies, supported by training and leadership development programmes led by CGSUK.

• Awareness and capacity-building programmes for staff to eliminate unconscious bias and foster inclusive communication and workplace conduct.

6. Monitoring and Accountability

Monitoring and evaluation form an essential part of this policy framework. As outlined in the GEE Policy:

• Quarterly progress reports are submitted to the Vice Chancellor and Advisory Board.

• Annual reviews track compliance, representation, and incident reporting.

• The UGC Standing Committee on Gender Equity and Equality conducts regular oversight to ensure national-level accountability.

UOK follows a nationally standardised salary structure approved by the University Grants Commission (UGC), ensuring that all employees academic, administrative, and non-academic are remunerated according to position, grade, and years of service, without any distinction based on gender or personal characteristics. 

1. National Salary Framework

The UGC Establishments Code and circulars such as Commission Circular No. 04/2024 define the common salary structure and allowances for all state universities in Sri Lanka.
These regulations apply uniformly to both male and female staff across every grade, guaranteeing pay equity within the higher-education system.

The UGC salary structure includes:

• Academic and non-academic positions categorised by service grade;

• Fixed annual increments and allowances;

• Clear eligibility criteria for promotions based on qualifications and years of service.

Since all public universities, including UOK, use these same scales, pay gaps between genders are structurally eliminated at the level of salary assignment.

2. University-Level Implementation

At UOK, the Academic Establishment Division and Non-Academic Establishment Division ensure that salaries, increments, and promotions are implemented strictly according to UGC-approved guidelines. Appointments and promotions are reviewed by the University Council and Senate, ensuring transparency and equal treatment for all employees.

UOK upholds the fundamental principles of human dignity, decent work, and ethical employment, as enshrined in the Constitution of Sri Lanka, the Universities Act No. 16 of 1978, and the University Grants Commission (UGC) Establishments Code. 

1. Legal and Regulatory Framework

All employment at UOK is governed by the UGC Establishments Code and relevant national labour legislation including:

• Shop and Office Employees Act No. 19 of 1954

• Factories Ordinance No. 45 of 1942

• Employment of Women, Young Persons and Children Act No. 47 of 1956

• Children and Young Persons Ordinance No. 48 of 1939

• Penal Code (Amendment Act No. 22 of 1995) — prohibiting trafficking and exploitation

Under these frameworks, forced or bonded labour is prohibited, employment under 18 years of age is not permitted, and all university employees are hired on voluntary and lawful terms approved by the UGC.

2. Ethical Recruitment and Employment Practices

• All recruitment is conducted transparently through open public advertisements and formal selection processes approved by the University Council and UGC.

• No employee, contractor, or service provider is permitted to engage in practices that involve coercion, deception, or exploitation.

• All staff receive letters of appointment, clear terms of employment, and statutory benefits such as EPF, ETF, and leave entitlements.

• Contractors and service partners operating on campus are required to comply with Sri Lankan labour laws and international human-rights conventions (ILO Conventions No. 29, 105 and 182).

UOK ensures fair and transparent salary structures for all categories of employees academic, administrative, and non-academic based on national schemes approved by the University Grants Commission (UGC).

These salary frameworks are gender-neutral and applied uniformly across all staff cadres, ensuring that men and women in equivalent positions receive equal pay and benefits. 

1. National Pay Structure and Equal Remuneration

All university staff salaries are governed by the UGC-approved salary scales, which are standardized nationally across all state universities.
The UGC Establishments Code explicitly ensures that salaries, increments, and promotions are determined by position, grade, and years of service, without discrimination based on gender, ethnicity, religion, or personal identity.

“Appointments, promotions, and salary increments shall be made strictly according to the approved UGC schemes of recruitment and promotion applicable to each category of staff, and no differentiation shall be made on grounds other than merit and eligibility.”
(UGC Establishments Code, Chapter XIX – Disciplinary Procedure and Pay Control Provisions)

This national framework is periodically revised by the UGC and implemented at UOK under the authority of the Council and the Vice Chancellor, ensuring equal pay and equitable service conditions across all departments and faculties.

2. Gender Equity and Monitoring Mechanism

Under the Policy for Gender Equity and Equality (CGSUK, 2023), the University has strengthened institutional systems for tracking gender parity across all employment categories.
The Centre for Gender Studies, University of Kelaniya (CGSUK), in collaboration with the Human Resources Division and Finance Division, monitors:

• Gender distribution across salary grades and academic positions,

• Representation of women in senior administrative and academic roles,

• Promotion and increment trends by gender,

• Disciplinary and grievance outcomes with gender-disaggregated data.

These indicators are reviewed during annual internal audits and submitted to the University Council to ensure compliance with gender-equity principles.

“The University shall collect, analyze, and report data on recruitment, promotions, and pay grades disaggregated by gender to identify any existing disparities and promote equitable employment practices.”
(Policy for Gender Equity and Equality, University of Kelaniya, 2023)

3. Transparent Evaluation and Appeal Procedures

In accordance with Chapter XIX of the UGC Establishments Code, every staff member has the right to appeal salary or promotion decisions if discrepancies are identified.
Appeals related to pay, increments, or promotion anomalies are reviewed by the University Council and, where applicable, by the University Services Appeals Board (USAB) under Sections 86–87 of the Universities Act.

This dual-level review mechanism ensures that:

• All staff are treated equitably,

• Salary revisions or anomalies are corrected promptly, and

• Decisions are based solely on merit, service, and academic qualifications.

4. Promoting Women’s Advancement

In support of gender equity, the UOK Gender Equity and Equality Policy mandates proactive measures to encourage female participation in higher academic and administrative grades where they remain underrepresented.
This includes:

• Leadership and mentoring programs for women;

• Recognition of career breaks due to maternity or family responsibilities;

• Gender-balanced recruitment and promotion panels;

• Capacity-building workshops on gender-sensitive human resource management.

These mechanisms not only promote equality of pay but also strengthen access to higher salary scales for women across the institution.

The University of Kelaniya is fully committed to ensuring that all its academic and non-academic staff receive a fair and adequate living wage that supports a decent standard of living. In alignment with the Commission Circular No. 04/2024 issued by the University Grants Commission (UGC) of Sri Lanka, the university adheres to the revised salary structures, allowances, and cost-of-living adjustments applicable to all categories of employees within the state university system. 

UGC Commission Circular No. 04/2024 – Implementation of the New Salary Structure 

University Grant Commission - Sri Lanka

The Circular ensures that the remuneration framework across all state universities meets the nationally defined living wage standards, reflecting the cost of living and inflationary adjustments approved by the Government of Sri Lanka. Accordingly, all permanent, contract, and daily-paid employees at the University of Kelaniya receive salaries that are above the local poverty threshold for a family of four, ensuring financial security and social equity. 

In addition to base pay, the University provides:

• Cost of Living Allowance (COLA) and interim salary revisions as mandated by the UGC and the Ministry of Finance;

• Overtime and incentive payments for technical and support staff;

• Comprehensive welfare benefits, including medical assistance, subsidized meals, and transport facilities;

• Annual increments and performance-based promotions in accordance with UGC-approved schemes of recruitment and promotion.

The University of Kelaniya upholds the freedom of association and the right to collective bargaining for all employees, ensuring that both academic and non-academic staff can participate in recognized unions and associations. These practices reflect the university’s commitment to promoting decent work, equal opportunity, and social dialogue in accordance with SDG 8 principles. 

Academic Staff Associations

The academic community of the University of Kelaniya is represented through the Kelaniya University Teachers’ Association (KUTA), which is affiliated with the Federation of University Teachers’ Associations (FUTA) — the national representative body for university academics in Sri Lanka.
KUTA plays a vital role in safeguarding the rights and welfare of academic staff, engaging in regular dialogue with university administration and national authorities on matters related to:

• Salary revisions and promotions;

• Academic freedom and workplace rights;

• Gender equality and inclusion in academia;

• Improvements in research and teaching environments.

Through its affiliation with FUTA, the association ensures that collective bargaining and policy discussions take place at both institutional and national levels, fostering a fair, transparent, and respectful working environment for all academics, including contract and probationary staff.

Non-Academic Staff Unions

Non-academic employees of UOK are represented by active non-academic staff unions, which are recognized by the university and function under the guidelines of the University Grants Commission (UGC). These unions advocate for equitable working conditions, job security, and welfare of supporting and technical staff.
Their key functions include:

• Negotiating working conditions and wage adjustments in line with government circulars (e.g., UGC Circular 04/2024 on revised salary structures);

• Representing staff in disciplinary and grievance procedures through collective dialogue;

• Promoting gender equality and supporting participation of women in leadership roles within unions;

• Organizing welfare activities, social programs, and professional training sessions for their members.

The university maintains open channels of communication with all staff unions and associations, ensuring mutual respect and constructive dialogue. Union meetings and consultations are facilitated within official working frameworks, in line with national labour laws and university governance regulations.

Commitment to Inclusivity and Fair Representation

Both academic and non-academic unions at the University of Kelaniya include women members and ensure gender equity in representation. All international academic and research staff employed at the university are also entitled to the same rights of association and participation as local employees.

UOK maintains a transparent and structured appeal process that safeguards the rights of all its employees—academic, administrative, and non-academic—ensuring fairness in all employment-related decisions.

This system is established under Chapter XIX – “Appeals and Petitions” of the UGC Establishments Code, which governs all national universities in Sri Lanka. 

1. Institutional Framework for Appeals

According to the UGC Establishments Code (Chapter XIX):

“Every employee of the Commission or Higher Educational Institution has the right to appeal against decisions affecting his or her appointment, promotion, salary, disciplinary action, or any other conditions of service.”

At the University of Kelaniya, this right is embedded in its internal human-resource and governance structures, providing employees with multiple levels of recourse and review.

2. Categories of Appeals

Employees may lodge appeals on the following matters:

• Salary and wage-related decisions – including anomalies, increments, or arrears;

• Appointments, confirmations, and promotions – where an officer feels unjustly treated or overlooked;

• Disciplinary actions or warnings – including suspension, termination, or other penalties;

• Transfer or service-related grievances – arising from relocation or reassignment;

• General rights and welfare – covering conditions of service or professional recognition.

3. Step-by-Step Appeal Procedure

As outlined in Chapter XIX of the Establishments Code, the official appeal process for university employees follows these key steps:

Step 1 – Initial Representation

An employee who feels aggrieved by an administrative decision must first make a written representation to the Head of Department or Registrar, clearly stating the nature of the grievance, facts, and the relief sought.

Step 2 – University-Level Appeal

If the issue remains unresolved, the employee may submit a formal appeal to the Vice Chancellor, who is empowered to review, modify, or reverse the earlier decision in consultation with the Council of the University.

Step 3 – Appeal to the University Council

If the employee remains dissatisfied, a further appeal may be made directly to the University Council, which serves as the final authority at the institutional level.

“The Council may, after due consideration, confirm, modify, or set aside the decision appealed against.” (UGC Code, Ch. XIX)

Step 4 – Appeal to the University Grants Commission

Where the grievance involves policy or national-level matters (e.g., promotions, salary structures, or disciplinary actions under national schemes), employees have the right to appeal to the University Grants Commission (UGC) through the Vice Chancellor.

Step 5 – Final Recourse

If the UGC decision is disputed, employees may petition the Secretary to the Ministry of Education or the Public Service Commission, depending on the case type and jurisdiction, ensuring a complete national appeal hierarchy.

4. Ensuring Fairness and Transparency

The appeal process upholds the following principles:

• Right to be heard – Employees are entitled to submit written and oral statements during the review.

• Impartial review – Decisions are made by committees or authorities not involved in the original decision.

• Confidentiality – All appeals are handled with respect for personal and professional privacy.

• Timeliness – Appeals are processed within the time frames specified in the UGC Code to ensure timely resolution.

• Documentation – Each decision is recorded and communicated formally to the appellant with reasons stated in writing.

5. Grievance and Labour Representation

In addition to the formal appeals process, staff unions and associations such as the Kelaniya University Teachers’ Association (KUTA) and Non-Academic Staff Unions are authorised to submit collective appeals and written representations to the Vice Chancellor or Council on behalf of their members. This ensures that both individual and collective rights are respected.

UOK fully recognises and protects the labour rights of all its employees in accordance with the Universities Act No. 16 of 1978 and the UGC Establishments Code (Chapter XVI). The University guarantees freedom of association and the right to collective bargaining for all academic, non-academic, and administrative staff including women, contract staff, and international employees as fundamental components of decent work and democratic governance. 

1. Recognition of Labour Rights

According to Chapter XVI – “Political Rights and Exercise of the Right of Association” of the UGC Establishments Code:

“Persons employed in the university system may form themselves into trade unions or join trade unions formed already, in accordance with the Trade Unions Ordinance, and such unions should be registered by the Registrar of Trade Unions, to be eligible to make representations to the Commission or a Higher Educational Institution/ Institute on behalf of their members.”

This provision formally grants all employees of state universities, including those of UOK, the right to:

• Establish and join independent trade unions;

• Participate freely in union activities;

• Elect their representatives to engage in collective bargaining with university authorities;

• Present written representations or grievances to the Vice Chancellor or University Council through their unions, as outlined in paragraph 6.2 of Chapter XVI.

These mechanisms ensure that every employee, regardless of gender or position, has the institutional space to express concerns, negotiate working conditions, and participate in university decision-making processes.

2. Freedom of Association and Collective Bargaining

At UOK, both academic and non-academic staff unions are officially recognised and operate under the provisions of the UGC Code and the Trade Unions Ordinance of Sri Lanka.

• Academic Staff: Represented through the Kelaniya University Teachers’ Association (KUTA), affiliated with the Federation of University Teachers’ Associations (FUTA), which negotiates nationally with the UGC and Ministry of Education on salaries, welfare, and academic rights.

• Non-Academic Staff: Represented by active non-academic staff unions registered with the Department of Labour, which liaise directly with the university administration and national authorities on employment conditions, allowances, and welfare.

3. Conditions for Political and Union Participation

The UGC Establishments Code further guarantees that university employees have the right to join political associations and trade unions, provided that such participation does not conflict with the discharge of official duties.