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<Company>

HR Policy Manual

Printed on: 01 July 2023

Introduction

<Company>
HR Policy Manual

This Human Resources Policy Manual is provided as a central reference for

all managers, supervisors and employees and applies to staff across all
locations where the Company carries out its work.

The specific policies that follow promote the philosophy of <Company> with
regard to standards of excellence; terms of employment; employee
development; and employee services.

It may is necessary to change these policies from time to time to reflect

changes in the workforce, employment trends, economic conditions and UK
and European legislation. However, any changes in policy will be consistent
with the Company’s approach to:

 Employing talented individuals whose creativity and imagination will

support and contribute to achieving the Company’s business
objectives;
 Communicating Company standards and expectations in all aspects of
employment including performance;
 Valuing diversity, and assure equal employment opportunity and a
workplace where relationships are based on mutual respect;
 Treating all staff, workers, contractors and customers in a professional,
non-discriminatory manner;
 providing safe, effective working conditions, and;
 providing competitive terms and conditions in our workplace market

Any Policy changes will be fully consulted on and communicated to all staff
through normal communication channels. This Policy Manual will also be
updated as necessary.

This Policy Manual should be read in conjunction with the Company Staff
Handbook.

Signed:_________________________________

**Chairman / Managing Director / Chief Executive

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Contents

Introduction ......................................................................................................................... 2

Contents .............................................................................................................................. 3

SECTION 1 – EMPLOYING STAFF: Employing staff fairly and expertly, ensuring they are
properly inducted, and ensuring they are aware of the required standards of business
conduct including use of email and the internet. .............................................................. 7

1. Recruitment and Selection ......................................................................................... 8

1. Introduction............................................................................................................... 8
2. Advertisements ......................................................................................................... 8
3. Application Form ....................................................................................................... 8
4. Selection Methods .................................................................................................. 10
5. Relevant Checks..................................................................................................... 11
6. Probationary Period ................................................................................................ 12
7. Recruitment Monitoring ........................................................................................... 12
8. Exit Interviews ........................................................................................................ 12

2. Induction Policy and Checklist................................................................................. 14

1. General Policy Statement ....................................................................................... 14
2. Aim ......................................................................................................................... 14
3. The Company’s Commitment .................................................................................. 14
4. General .................................................................................................................. 15
5. Benefits of Induction ............................................................................................... 15
6. Induction Checklist .................................................................................................. 16
7. First Day of Employment ......................................................................................... 16
8. Induction Programmes ............................................................................................ 16
9. Completing the Induction Process ........................................................................... 18
10. Induction Programme For New Staff ................................................................... 19

3. Standards of Business Conduct .............................................................................. 24

1. Introduction............................................................................................................. 24
2. Standard of Conduct Required by the Company...................................................... 25

4. Internet and Email Usage Policy and Guidelines .................................................... 28

1. Introduction............................................................................................................. 28
2. Authorisation........................................................................................................... 28
3 Legislation .............................................................................................................. 28
4. Responsibilities ....................................................................................................... 29
5 Good Practice ......................................................................................................... 31
6 Legitimate Access to Prohibited Material ................................................................. 32
7 Remote Users......................................................................................................... 32

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 8 Monitoring............................................................................................................... 32
9 Penalties for Improper Use ..................................................................................... 33

SECTION 2 – M ANAGING EMPLOYEE P ERFORMANCE : SETTING OBJECTIVES, ASSESSING AND

MANAGING EMPLOYEE PERFORMANCE INCLUDING ABSENCES, MISCONDUCT AND CAPABILITY
ISSUES ................................................................................................................................. 34

5. Performance Appraisal Policy .................................................................................. 35

1. Appraisal Policy ...................................................................................................... 35
2. Core Principles of the Appraisal Policy .................................................................... 35
3. Performance Appraisal Implementation ................................................................... 36
4. The Appraisal Discussion ........................................................................................ 36
5. Training and Monitoring .......................................................................................... 37
6. Performance Appraisal & Personal Development Plan Pro Forma ........................... 38

6. Controlling Absence Policy ...................................................................................... 43

1. Policy...................................................................................................................... 43
2. Overview of Procedural Stages ............................................................................... 43
4. Appeals .................................................................................................................. 44
5. Procedures Check List ............................................................................................ 46
6. Return to Work Interview Form................................................................................ 49

7. Disciplinary Procedure ............................................................................................. 51

1. Scope ..................................................................................................................... 51
2. Suspension ............................................................................................................. 51
3. Counselling............................................................................................................. 51
4. Procedure for Formal Investigation.......................................................................... 52
5. Warnings ................................................................................................................ 53
6. Letter of Warning .................................................................................................... 55
7. Appeals .................................................................................................................. 56

8. Capability Procedure ................................................................................................ 57

1. Introduction............................................................................................................. 57
2. Procedure ............................................................................................................... 57
3. Appeals .................................................................................................................. 60
4. Long-Term/Persistent Illness ................................................................................... 60

SECTION 3 - DEALING WITH EMPLOYEE C ONCERNS: Hearing Grievances, Dealing with

Bullying & Harassment, and making provisions for “Whistleblowing” .......................... 61

9. Grievance Procedure ................................................................................................ 62

1. Stage 1 ................................................................................................................... 62
2. Stage 2 ................................................................................................................... 62
3. Stage 3 ................................................................................................................... 63
4. Using mediation ...................................................................................................... 63

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 5. Appendices............................................................................................................. 65

10. Prevention of Bullying and Harassment at Work ................................................ 68

1. Statement of Policy ................................................................................................. 68
2. Key Principles ......................................................................................................... 68
3. Procedure ............................................................................................................... 71

11. "Whistleblowing" Policy ....................................................................................... 74

1. Introduction............................................................................................................. 74
2. Scope of Policy ....................................................................................................... 74
3. Safeguards ............................................................................................................. 75
4. Procedures for Making a Disclosure ........................................................................ 76
5. Timescales ............................................................................................................. 76
6. Investigating Procedure .......................................................................................... 77

SECTION 4 – S UPPORTING OUR STAFF IN THE W ORKPLACE: By ensuring Equality and

Fairness in all aspects of Employment; dealing with Alcohol and Drug issues, and
ensuring their Health & Safety is properly guarded. ....................................................... 79

12. Equality Policy ...................................................................................................... 80

1. Policy Statement ..................................................................................................... 80
2. Our Commitment .................................................................................................... 80
3. Responsibilities of Management.............................................................................. 81
4. Responsibilities of Staff ........................................................................................... 81
5. Third Parties ........................................................................................................... 82
6. Related Policies and Arrangements ........................................................................ 82
7. Rights of Disabled People ....................................................................................... 82
8. Equality Training ..................................................................................................... 82
9. Monitoring............................................................................................................... 82
10. Grievances/Discipline ......................................................................................... 83
11. Review ............................................................................................................... 83

13. Drug and Alcohol Abuse Policy ........................................................................... 84

1. Introduction............................................................................................................. 84
2. Assistance for a Member of Staff ............................................................................ 84
3. Disciplinary Action .................................................................................................. 85
4. Procedures ............................................................................................................. 86
5. Recognition of the existence of a possible alcohol or drug abuse problem. .............. 86
6. Diagnosing the existence of an alcohol or drug abuse problem. .............................. 87
7. Confirmation that a problem exists and treatment arrangements. ............................ 87
8. Situations where a Disciplinary Situation does not exist ........................................... 88
9. Drug /Alcohol Testing.............................................................................................. 89

14. Health and Safety Policy ...................................................................................... 91

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 1. Statement of General Policy.................................................................................... 91
2. Management Organisation and Arrangements ........................................................ 91
3. Management Responsibilities ................................................................................. 91
4. Health and Safety Management Process ................................................................ 92
5. Health, Safety and Welfare Guidelines .................................................................... 92
6. Identification of Health and Safety Hazards ............................................................. 93
7. Safety Representatives ........................................................................................... 94
8. Training .................................................................................................................. 94
9. Records, Statistics and Monitoring .......................................................................... 95
10. Reports to the Health and Safety Executive ........................................................ 95
11. Specialist Advisory Bodies .................................................................................. 95
12. The Occupational Health Service ........................................................................ 95
13. First Aid .............................................................................................................. 95
14. Fire..................................................................................................................... 95
15. Condemnation and Disposal of Equipment.......................................................... 96
16. Food Hygiene ..................................................................................................... 96
17. Lifting and Handling ............................................................................................ 96
18. Non-Smoking On Company Premises ................................................................. 96
19. Control of Substances Hazardous to Health ........................................................ 96
20. Computer Installations and Visual Display Units .................................................. 97
21. Control of Working Time ..................................................................................... 97
22. Health and Safety and the Individual Employee .................................................. 97
23. People Working On Company Premises Not Employed By The Company ........... 97
24. Visitors and Members of the Public ..................................................................... 97
25. Contractors......................................................................................................... 98

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SECTION 1 – E MPLOYING STAFF: Employing staff fairly and
expertly, ensuring they are properly inducted, and ensuring they
are aware of the required standards of business conduct including
use of email and the internet.

7
1. Recruitment and Selection
1. Introduction

1.1 Effective recruitment and selection is central “Effective recruitment and

and crucial to the successful functioning of selection is central and
<Company>. It depends on finding people crucial to the successful
with the necessary skills, expertise and functioning of
qualifications to deliver the Company’s <Company>. It depends
strategic objectives and the ability to make a on finding people with the
positive contribution to the values and aims necessary skills, expertise
of the organisation. and qualifications to
deliver the Company’s
2. Advertisements strategic objectives and
the ability to make a
2.1 Vacancies will generally be advertised in an positive contribution to the
appropriate newspaper or journal, and will values and aims of the
not be confined to those media which, organization”
because of their particular source of
applicants, provide only or mainly applicants
of a particular group.

2.2 Advertisements will also be notified to the local job centre.

2.3 All vacancies will also be posted on the Company Intranet, and internal
notice boards. <Company> is keen to facilitate internal promotions
wherever possible as development opportunities for it’s staff.

2.4 <Company> may, on occasions, decide to restrict advertisement to

internal candidates only. Furthermore junior posts will always be
advertised internally in the first instance, to provide continuous
development of existing members of staff unless the Management
team agrees that this is not appropriate due to the specialist skills
required for the post involved.

2.5 Vacancies, which are restricted to internal candidates only will be

clearly indicated on the advertisement. All internal candidates will be
selected for interview on the same criteria as external candidates.

2.6 Employees on maternity leave will receive all advertisements for posts
advertised in the Company during their period of maternity leave.

3. Application Form

3.1 Candidates for all posts will, except on some occasions when a
vacancy is restricted to internal recruitment, be asked to complete a
standard application form, in order that they can be judged on the basis
of comparable information.

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3.2 In applying for posts, all candidates will be provided with a job
description, details of the appropriate conditions of service and details
about the Company. A brief statement about the appointment
procedure will also be provided and, if possible, an indication of the
date (or week) when interviews will be held. The job description will
include a list of the main duties and responsibilities of the post,
together with an outline of the qualifications and experience which
candidates are expected to possess.

3.3 In drawing up the job description and conditions of service the

Company will ensure that no job applicant receives less favorable
treatment than another on the grounds of disability, gender, race,
religion or belief, age, sexual orientation, marital status, parental status,
caring responsibilities or hours of work, and that no applicant is placed
at a disadvantage unjustifiably by requirements or conditions which
have a disproportionately adverse effect on a particular group.

3.4 Applicants will be asked to specify whether they have any disabilities,
as defined in the Disability Discrimination Act 1995, and whether there
are any reasonable adjustments needed for them to attend an
interview. All applicants with a disability who meet the essential criteria
for a job will be interviewed, and considered on their merits

3.5 Applicants will be required to supply the names and addresses of two
people from whom references can be obtained, one of which should
normally be the applicant's current or most recent employer.

3.6 Only references for short listed candidates for interview will be
obtained. References will normally be sought prior to interview, unless
the candidate indicates otherwise.

3.7 References should normally be made in writing or email, but those

received by telephone will be accepted, provided that a note of the
conversation is recorded and placed on file.

3.8 All candidates will be asked to declare on the application form whether
they have ever been convicted of any criminal offence which cannot be
regarded as ‘spent’ in terms of the Rehabilitation of Offenders Act
1974.

3.9 <Optional paragraph) For posts that involve working with children and
vulnerable adults / law enforcement / legal profession / finance work /
licensing work (e.g. security), applicants will be asked to reveal details of
‘spent’ and ‘unspent’ convictions. Successful candidates for such posts will be
required to provide the necessary documentation in order to complete a
standard criminal records disclosure. Posts, which require such a disclosure,
will be clearly indicated on the conditions of service and appointment
procedure.

3.10 Applicants will also be required to declare if they are related to any
member of staff within the Company. Canvassing of members of the

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 Company is not permitted. No manager should be put into a position
where he or she is asked to interview a person to whom they are
related.

3.11 It is the Company’s policy not to communicate further with applicants

other than those who are shortlisted. A note to this effect is included in
the details sent out to applicants.

3.12 Applicants details will be recorded at the point of receipt. All

information relating to the data collected in the equality and diversity
recruitment monitoring form will be hidden from all those involved in the
recruitment and selection process. The information collected will be
solely used for the purposes of equality monitoring.

3.13 All completed applications forms are private and confidential and
should only be made available to those directly involved in the
recruitment and selection process.

3.14 All application forms will be collated by Human Resources Department

/ Company Administrator and supplied to the appointing manager and
interview panel for shortlisting purposes.

3.15 A shortlist of candidates will be drawn up for interview, based entirely

on merit and suitability for the post but taking account of the
Company’s responsibilities in relation to the Disability Discrimination
and Equalities Acts. Other than in exceptional circumstances,
reasonable notice will be given to ensure that candidates have
sufficient time in order to prepare for and make the necessary
arrangements to attend the interview.

4. Selection Methods

4.1 Interviews will be held by a panel comprising of ideally three persons,

but a minimum of two persons, gender balanced wherever possible.
The interviewers will encourage candidates to be at ease during the
interview, in order that they can give a fair and accurate impression of
themselves.

4.2 <Optional paragraph>A representative from Human Resources will be

present on all interviews for posts below Director level. The Company’s
HR Adviser will be present on interview panels for posts of Director and
above.

4.3 The selection and appointment of the Chief Executive will be made by
members of the Board and the panel will be chaired by the Board
Chairman.

4.4 A set of questions will be agreed by the interview panel in advance

and will be developed from the current job description for the post. The

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 panel will seek to develop questions which ask the candidates to give
examples of their previous relevant experience

4.5 All candidates will be asked the same questions in the same order, and
their responses rated between 1-10. The panel will each have a copy
of the questions and will score independently of each other during the
interview. Time is allocated between interviews for the panel to discuss
each candidate and to award a total points score. Additional notes may
be made by the panel during the interview, however it should be noted
that candidates will have access to all information should they request
it.

4.6 It should be remembered that an interview is a two way process, and

candidates will be given every opportunity to view the offices where
they will work and ask questions about the Company, to ensure that
they have a full understanding of the post for which they are applying
and the way the Company operates.

4.7 In addition to interviews, a range of other selection techniques may be

used. In such circumstances reasonable notice and relevant
information will be given to ensure that candidates have sufficient time
and information to prepare.

4.8 Candidates attending an interview will be reimbursed any reasonable

expenses incurred.

4.9 For travelling expenses this would normally be at the appropriate

second-class rail fare.

4.10 A candidate who withdraws or refuses an offer of appointment for

reasons considered by the Company to be inadequate will not be
reimbursed his/her expenses.

4.11 All appointments will be made strictly on merit and related to the
requirements of the job.

4.12 The Chief Executive has delegated powers to make appointments to

posts below Director level or equivalent. For Director level posts the
Chief Executive will consult with the Chairman to determine Board
Members’ level of involvement.

4.13 All interviewed candidates will be notified of the outcome of the

selection process as soon as possible, either by telephone or letter.

4.14 All unsuccessful candidates’ application forms and interview notes will
be retained for one year from the date of interviews taking place. After
this date they will be destroyed.

5. Relevant Checks

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5.1 All offers of employment will be made conditional upon satisfactory
results from the following:

 two satisfactory references;

 confirmation of the right to work in this country (if appropriate)
 Criminal Records Disclosure (if appropriate).

6. Probationary Period

6.1 All appointments into the Company will be made subject to a

probationary period of six calendar months. After three months a
review meeting will take place between the post holder and their line
manager to discuss progress. At the end of the probationary period,
and subject to a satisfactory report by the appropriate head of section
or line manager, employees will be notified in writing that they have
successfully completed their probationary period. The probationary
period can be extended by a further 3 months should the individuals
line manager consider this appropriate.

7. Recruitment Monitoring

7.1 The Company seeks to recruit employees on the basis of their ability
and the requirements of the post.

7.2 The Company wants to ensure that no applicant receives less

favorable treatment than another on the grounds of disability, gender,
race, religion or belief, age, sexual orientation, marital status, parental
status, caring responsibilities or hours of work.

7.3 In order to meet this commitment, all candidates are asked to complete
a recruitment monitoring form enclosed with the application form. All
completed monitoring forms will be treated as confidential. The form
will be separated from the application form on receipt and those
involved in the selection process will not have access to it. The
information given by candidates will be solely used for the purpose of
monitoring the recruitment process.

8. Exit Interviews

8.1 All employees who leave the employment of the Company voluntarily
will have an exit interview with their manager before their last day of
employment.
8.2 Exit interviews provide the opportunity for departing employees to
discuss their reasons for leaving. The information provided is useful in
identifying trends, learning and development and evaluating the
effectiveness of HR policies and practices.

8.3 The appropriate line manager should receive all appropriate

information, such as recommendations made for change, or significant
issues raised in the questionnaire, whilst bearing in mind confidentiality

12
issues. The exit interview questionnaire will be retained on the
employee’s personal file.

13
2. Induction Policy and Checklist

1. General Policy Statement

<Company> believes that all new employees MUST be given timely induction
training. This training is regarded as a vital part of staff recruitment and
integration into the working environment. This policy, associated procedures
and guidelines define the Company’s commitment to ensure that all staff are
supported during the period of induction, to the benefit of the employee and
Company alike.

2. Aim

It is the aim of the Company to ensure that

staff induction is dealt with in an organised “<Company> believes
and consistent manner, to enable staff to its employees are its
be introduced into a new post and working greatest asset and
environment quickly, so that they can recognises its
contribute effectively as soon as possible. responsibility to
This induction policy, associated ensure they are
procedures and guidelines aim to set out afforded appropriate
general steps for managers and staff to development
follow during the induction process. It is throughout their
expected that all managers and staff will employment. This
adhere to this policy. development begins at
the Induction stage
The Company expects that the when a new employee
implementation of good induction practice joins.”
by managers/supervisors will:

 Enable new employees to settle into

the Company quickly and become
productive and efficient members of staff within a short period of time.
 Ensure that new entrants are highly motivated and that this motivation
is reinforced.
 Assist in reducing staff turnover, lateness, absenteeism and poor
performance generally.
 Assist in developing a management style where the emphasis is on
leadership.
 Ensure that employees operate in a safe working environment.
 Will reduce costs associated with repeated recruitment, training and
lost production.

3. The Company’s Commitment

The Company Human Resources Department / Head Office will:

 Issue guidelines to familiarise managers and staff with the induction
process.

14
  Maintain and update the Induction Policy.
 Provide a checklist for managers and staff to follow during the induction
period.
 Ensure there is effective monitoring of the induction process
particularly in the first three months.
 Deal with any problems promptly providing an efficient service for both
managers and staff.
 Review all policy, procedure and guideline documents on a regular
basis.
 Provide relevant formal training courses necessary to assist the
induction process.

GUIDELINES FOR MANAGERS/SUPERVISORS

4. General

Starting a new job is a demanding and often stressful experience. Quite apart
from the obvious challenge of tackling new tasks, there is also the need to
become accustomed to a new organisation, a new environment and new
colleagues. The purpose of induction is to support new employees during this
difficult period and to help them become fully integrated into the Company as
quickly and as easily as possible.

Induction has benefits for all involved in the process. Employees who settle
quickly into the Company will become productive and efficient at an early
stage and in turn will experience feelings of worth and satisfaction.

It is generally recognised that new employees are highly motivated and an

effective induction process will ensure that this motivation is reinforced.

5. Benefits of Induction

The advantages of an effective and systematic induction process are as

follows:

 To enable new employees to settle into the Company quickly and

become productive and efficient members of staff within a short period
of time.
 To ensure that new entrants are highly motivated and that this
motivation is reinforced.
 To assist in reducing staff turnover, lateness, absenteeism and poor
performance generally.
 To assist in developing a management style where the emphasis is on
leadership.
 To ensure that new employees operate in a safe working environment.
 To reduce costs associated with repeated recruitment, training and lost
production.

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6. Induction Checklist

The Induction checklist is a very useful way of ensuring that information is

imparted to new employees when they are likely to be most receptive. It
avoids overloading employees with information during the first weeks whilst
ensuring that all areas are covered. Managers/supervisors should ensure that
these matters have been properly understood whilst the checklist is being
completed, perhaps in the form of a weekly chat with the new entrant.
Arrangements should also be made for the employee to visit any relevant
departments with which they have regular contact in the course of their duties.
At the end of the process the induction checklist should be signed by the
relevant parties and placed in the member of staff's personnel file.

7. First Day of Employment

Preparations should be made for the arrival of the new entrant well in
advance, for example, arrangements should be made to provide desk,
equipment and lockers etc.

Most new employees tend to be concerned primarily with two matters:

a) whether they can do the job and

b) how they will get on with their new colleagues.

It is therefore important to introduce them to their new workplace and

colleagues at the earliest opportunity. An introductory talk will be appropriate
at this time and can be combined with the provision of general information and
exchanging any necessary documentation. This talk should be as brief as
possible, because the employee is unlikely to be receptive to detailed
information at this stage, and should be conducted by someone who is well
prepared and has sufficient time available. Managers/supervisors should refer
to the Induction Checklist and use it as a basis for discussion thus ensuring all
documentation is complete.

A tour of the workplace should be arranged for the new entrant allowing the
Company / Division to be viewed as a whole and the recruit to see where
he/she fits into the organisation.

The new entrant will want to get to know his/her colleagues and quickly
become part of the team and time should be made for this process.
Colleagues should be briefed on the new entrant’s arrival. If possible one of
the new entrants colleagues should be nominated to ensure that he/she has
every assistance in settling in quickly.

8. Induction Programmes

Induction programmes must be geared to the individual’s needs. Some of the

more obvious new members of staff requiring special attention are as follows:

16
School Leavers
For most new employees, induction is concerned with getting accustomed to
a new job. For school leavers, however, it is about adjusting to a whole new
way of life - the world of work. Consequently, school leavers are likely to need
more support than other groups. Wherever possible, induction and
subsequent training should relate to knowledge and skills which go beyond
the employee’s own particular job. School leavers will need guidance on wider
issues, such as career planning, acquiring qualifications, coping with the
routine and discipline of work and managing money.

It would also be helpful for school leavers to be introduced to an approachable

person to whom they could take any queries they might have.

Graduates
Graduates tend to have a high level knowledge but may not have the skills
relevant to the job. They will want to feel that they are making a contribution
from early on and to understand the organisation of the Company and their
role within it. Also they will want to have a clear picture of future career
prospects and to gain broad experience with this in mind. The Trust should
provide the graduate recruit with an adviser - such as a senior manager - who
can organise the necessary breadth of experience and offer advice and
support in relation to career progression.

Managers
Whilst many of the points in the checklist apply equally to all new managerial
staff, in most cases individual induction programmes will be necessary. These
should be drawn up in consultation with new managers, taking into account
their backgrounds and experience and the nature of their new roles. Priority
should be given to helping new managers establish and maintain relationships
with management colleagues and opportunities should be provided for them
to spend time in other relevant departments to facilitate this process. This will
help managers quickly to gain an understanding of the Company’s
philosophies, strategic plans and business plans.

Ethnic Minorities
In some cases, it may be necessary to design induction programmes with the
special needs of ethnic minorities in mind. Language problems and attitudes
amongst existing staff may be areas requiring particular attention. This is
preparation that should be completed before any member of staff joins the
Company. The Company will not tolerate racist or prejudiced behaviour in any
form.

Long-term Unemployed
Previously long-term unemployed people who have been recruited may have
been absent from the working environment for some time so it will be helpful
to recap on some of the issues relating to school leavers. these should, of
course, be adapted to suit older workers, who may need to build up
confidence and the induction process can be used to update knowledge of
basic office technology (photocopiers, fax machines, telephone systems, etc.
as well as computers).

17
Other Groups
Other groups that may need particular consideration include disabled
employees and women returning to work after having raised a family.

These groups will also require the induction procedure as women returning to
work may, like the long-term unemployed, be out of touch and lacking in
confidence. Disabled employees may have all or a combination of induction
needs, but these needs may be compounded by their disabilities. Part of the
induction process for disabled employees will involve checking such things as
wheelchair access to parts of the workplace, toilets and lifts etc. The
necessary reasonable adjustments to the workplace required to
accommodate the disabled individual should be completed prior to them
commencing, and carried out in discussion with the individual or their adviser.

9. Completing the Induction Process

Induction can be said to end when the individual become fully integrated into
the organisation. Of course, there is no set timescale within which this will
happen and follow up is essential. Giving new employees the opportunity to
ask questions several weeks into employment can be useful, and the
induction checklist will provide this opportunity. In some areas, such as
understanding wider aspects of the organisation, follow up after a number of
months may be appropriate.

18
 <COMPANY >

10. Induction Programme For New Staff

DEPARTMENT ......................................................................

NAME OF EMPLOYEE ......................................................…………..

JOB TITLE ......................................................................

DATE COMMENCED ......................................................…………..

This is a checklist of information for Induction which managers / supervisors

should use with new staff as part of their induction programme within the first
few days, and certainly within the first two weeks of employment. Health and
Safety items should be identified immediately. The new employee should be
asked to tick each subject as he/she has been informed about it, and sign the
end of the form. The manager / supervisor then sends the form to the
Personnel Department / Head Office for inclusion in the employee’s personnel
file.

Not all the following subjects are applicable to all departments. Should this be
the case, record N/A.

Please read the guidance notes below before completing this form.

GUIDANCE NOTES

Certain groups of staff have specific induction needs. The main groups are
detailed below, with particular points to take account of, highlighted.

Items Specific to the Following Groups of Staff:

Staff with Disabilities

Disabilities include for example physical handicap, deafness, blindness,
mental handicap. Consider the following for discussion:

1. Confirm the nature of the disability.

2. Clarify if the employee has any special needs relating to disability.
3. Check whether employee has any particular concerns regarding the
workplace.

Graduates and College/School Leavers

19
These staff may have no previous work experience and will need careful
integration into the department. Discuss the following:

1. Role within the department.

2. Reporting responsibilities.
3. Allocation and prioritisation of work.

Staff Returning to Work after a Period of Absence

This includes staff who were previously unemployed, women returning after
starting a family, or after any other prolonged period of non-employment.
Discussion should include, for example:

1. The difference between the employee’s previous working environment and

this new one.
2. Changes in skills required for this area of work.
3. Requirement for training to update skills.

Managers and Professional Staff

These staff need a broader induction to put their post in context.

1. Structure and culture of department.

2. Role in relation to Department / Company as appropriate.
3. Training course in supervisory and management skills, if required.

ITEMS TO COVER WITH EACH NEW EMPLOYEE

The Department Complete

1. Department function
2. Introduction to colleagues
3. New entrant’s own job
4. Supervision
5. General layout - entrances and exits
6. Telephone system, bleeps and intercom systems

Conditions of Employment
1. Information on hours of work, including duty rotas, shift systems "on-
call" breaks
2. Time recording, flexi-time
3. Bonus scheme, allowances
4. Probationary periods of employment
5. Company Pension scheme and eligibility
6. Reporting in when sick including when on leave
7. Arrangements for requesting leave: annual leave, unpaid leave,

20
compassionate leave
8. Issue of uniforms, and uniform policy, protective clothing, replacement,
laundry
arrangements

Health and Safety, Security, Fire

1. Health and safety information relevant to the department

2. Issuing of fire instructions and procedure
3. Location of fire-fighting equipment
4. Accident reporting
5. First aid facilities/pre-employment health screening/role of
Occupational Health /
Company Doctor
6. Loss of personal effects
7. Security of department/building
8. Arrangement for keys, passes, ID Badges etc.
9. Violence and aggressive behaviour
10. Management of monies/valuables
11. Major Incident procedures

Conduct
1. Personal presentation
2. Disciplinary procedures
3. Courtesy to the customer and the public
4. Confidentiality
5. Noise Control
6. Acceptance of gifts
7. Statements to the Press
8. Local rules regarding smoking
9. Private use of telephones
10. Standards of Business Conduct

21
Facilities
1. Cloakroom, lockers, lavatories
2. Canteen

Education, Training, Promotion

1. Study leave
2. Means of advancement, promotion opportunities
3. Employee appraisal, review systems

Employee Involvement and Communication

1. Employee or Trade Union representative
2. Communication arrangements
3. Information sources, e.g. notice boards, circulars etc.
4. Food and Health Policy
5. Handling Complaints

Items Specific to Department

1. Pay
2. Notice of termination of employment
3. Sick certificates
4. Waste disposal
5. Control of infection
6. Lifting and handling

OTHER RELEVANT ISSUES SPECIFIC TO DEPARTMENT

I have been informed about and understand the above items.

Signature:...............................………………………………… Date:..............

22
I confirm that the above Induction Programme has been completed for the
above member of staff.

Signature of Head of Department/

Designated Officer:...................................…………………… Date:..............

23
3. Standards of Business Conduct

1. Introduction

1.1 <Company> expects its staff

(including temporary, agency, interim,
contractor or consultant staff) to be You should not,
scrupulously impartial and honest in all directly or indirectly,
affairs relating to the Company and their engage in, or have any
job within it. All staff also bear a interest, financial or
responsibility as employees to act as otherwise, in any other
ambassadors for the Company in terms business enterprise
of their general conduct both within and which interferes or is
outside the organisation. This policy likely to interfere with
outlines the responsibilities of staff your independent
working for the Company. exercise of judgement
in <Company>’s best
1.2 The duties of an employee are interest.
embodied in Common Law and built on
by Statute e.g. the Equality Act 2010, The
Health and Safety at work Act, The
Prevention of Corruption Acts 1906 and 1916 etc.

1.3 Under Common Law the duties of an employee are as follows:

 to be ready and willing to work;

 to offer their services personally: for example must not subcontract the
work for which they are employed;
 to take reasonable care in the exercise of that service, including the
duty to be competent at work and to take care of the Company’s
property;
 to not wilfully disrupt the Company’s business;
 to obey reasonable orders as to the time, place, nature and method of
service;
 to work only for the Company in the Company’s time;
 to disclose information to the Company relevant to the Company’s
business: for example that they might know or discover;
 to hold solely for the Company the benefit of any invention relevant to
the business on which the Company is engaged;
 to respect the Company’s trade secrets;
 in general, to be of good faith and do nothing to destroy the trust and
confidence necessary for employment;
 to account for all benefits – monetary or in kind - received in the
course of employment;
 to indemnify the employer for loss caused by the employee.

24
1.4 United Kingdom Statute places further responsibilities on individual
employees in regards to their own behaviour and their behaviour towards
other employees.

2. Standard of Conduct Required by the Company

Gifts and Hospitality

2.1 In addition to the duties placed on employees by Civil and Statute Law.
The Company requires its employees to ensure that gifts and hospitality
offered by suppliers and potential suppliers of goods and services to the
Company are declined. This applies, whether the gifts or hospitality are
offered within, or outside normal working hours. The only exceptions to this
are trivial gifts with a nominal value of less than £10 such as a calendar, diary,
chocolates or mugs can be accepted. All other gifts must be politely refused
or, if received through the post, returned to the donor with a suitably worded
letter signed by the Department Manager.

Transaction of Private Business

2.2 Employees having official dealings with contractors and other suppliers of
goods or services must avoid transacting any kind of private business with
them by any means other than the Company’s normal commercial channels.
No favour or preferences as regards price, or otherwise, which is not
generally available, should be sought or accepted.

Visits to Conferences, Demonstrations etc

2.3 The Company intends that when it is necessary for employees to visit
conferences, demonstrations and similar occasions, it should bear the
travelling and subsistence expenses itself. Exceptions to this general rule will
only be permitted with the approval of the Chief Executive.

Attendance at Luncheons, Receptions etc

2.4 Where it is evident that the work of the Company will be facilitated,
invitations to attend receptions, luncheons may be accepted under the
following rules:
 no employee may accept an invitation without first obtaining the
approval of the Department Manager;
 in exceptional circumstances, where it is not possible to seek prior
approval, the facts should be reported immediately afterwards;
 if addressed personally, such an invitation may not be transferred to
another employee, except with the consent and approval of a senior
manager as above and with the concurrence of the party issuing the
invitation;
 invitations involving attendance outside normal working hours may be
accepted only on the authority of the Departmental Manager;
 as a general rule, any officer who has any doubts about the wisdom of
accepting any hospitality should decline the offer.

25
NB The important difference between, for example, attendance in an official
capacity at a function organised by the Company or one of its subsidiaries
and the acceptance of hospitality from a private individual or firm should be
recognised.

2.5 Nothing more than a small, low value item such as a calendar, diary,
blotter, chocolates or flowers can be accepted. All other gifts must be politely
refused or, if received through the post, returned to the donor with a suitably
worded letter signed by the Department Manager.

Identification
2.6 Employees should wear or carry their identity badges whilst carrying out
their duties.

Confidentiality
2.7 At all times confidentiality must be maintained. No information can be
released to unauthorised persons or organisations. The Chief Executive or
other Senior Managers of the Company will inform employees of those
authorised to receive information.

2.8 If doubt exists as to the validity of an organisation or individuals to receive

information, this must be checked with a Senior Manager.

Personal Relationships
2.9 If a personal relationship between two employees develops within the
working environment, the onus is on the senior employee concerned to bring
this to the attention of his or her manager to confirm that there is no conflict of
interest, nor will a conflict of interest arise. The Company reserves the right to
move one of the employees concerned if it deems it necessary to do so.

Outside Interests and Employment

2.10 Outside interests include directorships, ownership, part ownership or
material shareholdings in companies, business or consultancies likely to seek
to do business with the <Company>. These should be declared to the
individual’s line manager as should the interests of a spouse / partner or close
relative.
Political and civic activities

2.11 It is not the intention of <Company>, or this policy, to dissuade

employees from participating actively in public duties. It is important, however,
that by doing so there is no suggestion to a third party that the employee is
acting on behalf of, or with the support of, <Company> .To avoid any
misunderstanding, no Company employee should permit his or her company
affiliation to be noted in any outside organisation's materials or activities
without the express written approval of a member of senior management.

Bribery and Corruption

2.12 The Company has a strict anti-bribery and corruption policy in line with
the Bribery Act (2010). A bribe is defined as: giving someone a financial or

26
other advantage to encourage that person to perform their functions or
activities improperly or to reward that person for having already done so.

If you bribe (or attempt to bribe) another person, intending either to obtain or
retain business for the company, or to obtain or retain an advantage in the
conduct of the company's business this will be considered gross misconduct.
Similarly accepting or allowing another person to accept a bribe will be
considered gross misconduct. In these circumstances you will be subject to
formal investigation under the Company’s disciplinary procedures, and
disciplinary action up to and including dismissal may be applied.

General Conduct

2.13 Employees should at all times conduct themselves in such a way as to

enhance the reputation of the Company.

<Company> will support employees who become aware of and are willing to
report breaches of this policy or who genuinely believe that a breach is
occurring, has occurred or is likely to occur within the business. Employees
should raise the issue internally with their manager or supervisor or in
accordance with the Company’s Policy on Disclosing Information
(‘Whistleblowing’).

These standards of conduct are intended to underpin and clarify standards

required by the Company of its employees and form a fundamental part of the
employment contract. Staff who fail to comply with the guidance detailed in
this Policy could be subject, following full investigation, to disciplinary action
up to and including dismissal. If through their actions or omissions staff are
found to be in contravention of either this Policy or, indeed, their legal
responsibilities then the Company reserves the right to take legal action if it
deems it to be necessary to do so.

27
4. Internet and Email Usage Policy and Guidelines

1. Introduction

1.1 This policy sets out the obligations and expectations on employees of
the Company including contractors and temporary staff, who use the
Company’s IT facilities for internet and email purposes. IT facilities are
provided to assist with day to day work. It is important that they are
used responsibly, are not abused, and that individuals understand the
legal professional and ethical obligations that apply to them.

2. Authorisation

2.1 No person is allowed

“If you have access to the to use Company IT
Company’s computers facilities who has not
including email and access previously been
to the internet as part of your authorised to do so
job, you must not abuse this by the Company IT
by using these facilities for Department / Line
purposes unrelated to Manager.
Company business.” Unauthorised access
to IT facilities is
prohibited and may
result in either
disciplinary action or criminal prosecution.

3 Legislation

3.1 All users shall comply with the relevant legislation. This includes the
following:

3.2 Data Protection Act 1998/Freedom of Information Act 2000

Any information which the Company holds is potentially disclosable to
a requester under one of these pieces of legislation. This includes
emails too.

Users need to be sure that they are not breaching any data protection
when they write and send emails. This could include but is not limited
to:

 Passing on personal information about an individual or third party

without their consent.
 Keeping personal information longer than necessary.
 Sending personal information to a country outside the EEA.

28
 Email should where possible be avoided when transmitting personal
data about a third party. Any email containing personal information
about an individual may be liable to disclosure to that individual under
the Data Protection Act 1998. This includes comment and opinion, as
well as factual information. Therefore this should be borne in mind
when writing emails, and when keeping them.

3.3 Computer Misuse Act 1990

This Act makes it an offence to try and access any computer system
for which authorisation has not been given.

3.4 Copyright Design and Patents Act 1988

Under this Act it is an offence to copy software without the permission
of the owner of the copyright.

3.5 Defamation Act 1996

Under this Act it is an offence to publish untrue statements which
adversely affect the reputation of a person or group of persons.

3.6 Terrorism Act 2006

This Act has makes it a criminal offence to encourage terrorism and/or
disseminate terrorist publications.

3.7 Telecommunications (Lawful Business Practice) (Interception of

Communications) Regulations 2000.
This allows for any organisation to monitor or record communications
(telephone, internet, email, and fax) for defined business related
purposes.

4. Responsibilities
4.1 All Users are expected to act in a manner that will not cause damage to
IT facilities or disrupt IT services. Any accidental damage or disruption
must be reported to IT / Line Manager as soon as possible after the
incident has occurred. Users are responsible for any IT activity which is
initiated under their username.

4.2 Use of the Internet

Use of the Internet by employees is encouraged where such use is
consistent with their work and with the goals and objectives of the
Company in mind. Reasonable personal use is permissible subject to
the following:

 Users must not participate in any online activities that are likely to
bring the Company into disrepute, create or transmit material that
might be defamatory or incur liability on the part of the Company, or
adversely impact on the image of the Company.
 Users must not visit, view or download any material from an internet
site which contains illegal or inappropriate material. This includes,
but is not limited to, pornography (including child pornography),

29
 obscene matter, race hate material, violence condoning messages,
criminal skills, terrorism, cults, gambling and illegal drugs.
 Users must not knowingly introduce any form of computer virus into
the Company’s computer network.
 Personal use of the internet must not cause an increase for
significant resource demand, e.g. storage, capacity, speed or
degrade system performance.
 Users must not “hack into” unauthorised areas.
 Users must not download commercial software or any copyrighted
materials belonging to third parties, unless such downloads are
covered or permitted under a commercial agreement or other such
licence.
 Users must not use the internet for personal financial gain.
 Users must not use the Internet for illegal or criminal activities, such
as, but not limited to, software and music piracy, terrorism, fraud, or
the sale of illegal drugs.
 Users must not use the internet to send offensive or harassing
material to other users.
 Use of the internet for personal reasons (e.g. online banking,
shopping, information surfing) must be limited, reasonable and
done only during non-work time such as lunch-time.
 Use of gambling sites, online auction sites and social networking
sites such as, but not limited to, Facebook, LinkedIn, Youtube,
Twitter, Bebo, Flickr, MySpace etc is not permissible.
 Staff may face disciplinary action or other sanctions (see below) if
they breach this policy and/or bring embarrassment on the
Company or bring it into disrepute.

4.3 Use of Email

Emails sent or received on the email system form part of the official
records of the Company; they are not private property. The Company
does not recognise any right of employees to impose restrictions on
disclosure of emails within the Company. Emails may be disclosed
under the Freedom of Information Act, as part of legal proceedings
(e.g. tribunals), and as part of disciplinary proceedings. Users are
responsible for all actions relating to their email account/pc username
and should therefore make every effort to ensure no other person has
access to their account.

When using Company email, users must:

o ensure they do not disrupt the Company’s wider IT systems or

cause an increase for significant resource demand in storage,
capacity, speed or system performance e.g. by sending large
attachment to a large number of internal recipients.
o ensure they do not harm the Company’s reputation, bring it into
disrepute, incur liability on the part of the Company, or adversely
impact on its image.
o not seek to gain access to restricted areas of the network or other
“hacking activities” is strictly forbidden

30
 o must not use email for the creation, retention or distribution of
disruptive or offensive messages, images, materials or software
that include offensive or abusive comments about ethnicity or
nationality, gender, disabilities, age, sexual orientation, appearance,
religious beliefs and practices, political beliefs or social background.
Employees who receive emails with this content from other
employees of the Company should report the matter to their line
manager or supervisor.
o not send email messages that might reasonably be considered by
recipients to be bullying, harassing, abusive, malicious,
discriminatory, defamatory, and libellous or contain illegal or
offensive material, or foul language.
o not upload, download, use, retain, distribute, or disseminate any
images, text, materials, or software which might reasonably be
considered indecent, obscene, pornographic, or illegal.
o not engage in any activity that is likely to
 Corrupt or destroy other users’ data or disrupt the
work of other users
 Waste staff effort or Company resources, or engage in
activities that serve to deny service to other users
 Be outside of the scope of normal work-related duties
– for example, unauthorised selling/advertising of
goods and services
 Affect or have the potential to affect the performance
of damage or overload the Company system, network,
and/or external communications in any way
 Be a breach of copyright or license provision with
respect to both programs and data, including
intellectual property rights

o not send chain letters or joke emails from a Company account.

Staff who receive improper email from individuals inside or outside the
Company, should discuss the matter in the first instance with their line
manager or supervisor.

Personal use of the Company email is not permitted.

5 Good Practice

5.1 The Company has good practice guidelines for dealing with email when
staff are out of the office for longer than three days. When activating
the "out of office" facility messages should name an alternative
member of staff for correspondents to contact if necessary. This will
ensure that any important messages are picked up and dealt with
within required timescales.

5.2 During periods of absence when highly important emails are

anticipated, the employee (or manager) should make arrangements for
notification and access by another appropriate member of staff.

31
5.3 Where sensitive and confidential information needs to be sent via email
for practical reasons, please be aware that email is essentially a non-
confidential means of communication. Emails can easily be forwarded
or archived without the original sender’s knowledge. They may be read
by persons other than those they are intended for.

5.4 Users must exercise due care when writing emails to avoid being rude
or unnecessarily terse. Emails sent from the Company may be
interpreted by others as Company statements. Users are responsible
for ensuring that their content and tone is appropriate. Emails often
need to be as formal and businesslike as other forms of written
correspondence.

5.5 Users should delete all personal emails and attachments when they
have been read and should also delete all unsolicited junk mail. In the
process of archiving emails, users should ensure inappropriate material
is not archived

5.6 The Company provides a current and up to date automatic virus

checker on all networked computers. However, caution should be used
when opening any attachments or emails from unknown senders.
Users must best endeavour to ensure that any file downloaded from
the internet is done so from a reliable source. It is a disciplinary offence
to disable the virus checker. Any concerns about external emails,
including files containing attachments, should be discussed with the IT
/ Line Manager.

6 Legitimate Access to Prohibited Material

6.1 There may be circumstances where Users feels that the nature of their
work means that they are required to access or use material prohibited
under this policy. If so, this should be discussed with the Line Manager
concerned. The Company is legally responsible for the content and
nature of all materials stored on/accessed from its network.

7 Remote Users

7.1 Users may sometimes need to use Company equipment and access
the Company network while working remotely, whether from home or
while travelling. The standards set out in this document apply whether
or not Company equipment and resources are being used.

8 Monitoring

8.1 All resources of the Company, including computers, email, and

voicemail are provided for legitimate use. If there are occasions where
it is deemed necessary to examine data beyond that of the normal
business activity of the Company then, at any time and without prior
notice, the Company maintains the right to examine any systems and

32
 inspect and review all data recorded in those systems. This will be
undertaken by authorised staff only. Any information stored on a
computer, whether the information is contained on a hard drive, USB
pen or in any other manner may be subject to scrutiny by the
Company. This examination helps ensure compliance with internal
policies and the law. It supports the performance of internal
investigations and assists in the management of information systems.

9 Penalties for Improper Use

9.2 Withdrawal of facilities

Users in breach of these regulations may have access to Company IT
facilities restricted or withdrawn.

9.3 Disciplinary Action

Breaches of these regulations may be dealt with under the Company’s
disciplinary procedures. It may lead to termination of employment from
the Company.

9.4 Breaches of the law

Where appropriate, breaches of the law will be reported to the police.

33
SECTION 2 – M ANAGING E MPLOYEE PERFORMANCE : SETTING
OBJECTIVES, ASSESSING AND MANAGING EMPLOYEE PERFORMANCE
INCLUDING ABSENCES, MISCONDUCT AND CAPABILITY ISSUES

34
5. Performance Appraisal Policy

1. Appraisal Policy

<Company> are committed to supporting

every employee to reach their potential
and achieve their personal goals, which “The appraisal
in turn will assist the organisation to process aims to
achieve its objectives. improve the
effectiveness of
The performance appraisal policy the organisation
supports the performance appraisal by contributing to
scheme. The scheme is a formal process achieving a well-
centred on an annual meeting of each motivated and
employee and their line manager to competent
discuss his/her work. The purpose of the workforce”
meeting is to review the previous year’s
achievements and to set objectives for
the following year. These should align
individual employees’ goals and objectives with organisational goals and
objectives.

2. Core Principles of the Appraisal Policy

1. The appraisal process aims to improve the effectiveness of the

organisation by contributing to achieving a well motivated and
competent workforce.

2. Appraisal is an ongoing process with an annual formal meeting to

review progress.

3. The appraisal discussion is a two way communication exercise to

ensure that both the needs of the individual, and of the organisation are
being met, and will be met in the next year.

4. The appraisal discussion will review the previous year’s achievement,

and will set an agreed Personal Development Plan for the coming year
for each member of staff.

5. All directly employed employees who have completed their

probationary period are required to participate in the appraisal process.

6. The appraisal process will be used to identify the individual’s

development needs and support the objectives of the Training and
Development Policy.

7. All staff will receive appraisal training as an appraisee, and where

appropriate as an appraiser.

35
 8. The appraisal process will provide management with valuable data to
assist succession planning.

9. The appraisal process will be a fair and equitable process in line with
our Equality Policy.

3. Performance Appraisal Implementation

Performance appraisal discussions will be held over a designated 4 week

period on an annual basis. They will be arranged by the appraisee’s line
manager. Line managers are encouraged to provide the opportunity for an
additional 6 month verbal appraisal review, mid-year and other informal
reviews as necessary throughout the year.

The discussion will be held in private. Information shared during the appraisal
will be shared only with senior management. The exception is training needs,
that will be provided to the HR / administration for action. Confidentiality of
appraisal will be respected.

The appraiser (usually the employee’s line manager) will be expected to have
successfully completed appraiser training, and to be familiar with the
appraisee’s work.

All appraisal documents should be issued to both parties prior to the

discussion, in order to allow time for both parties to reflect and prepare. These
will provide a framework and focus for the discussion.

A time and venue for the discussion will be advised at least one week before
the meeting takes place.

4. The Appraisal Discussion

The appraisal discussion will allow an opportunity for both the appraisee, and
the appraiser to reflect and comment on the previous year’s achievements. It
will praise achievement and encourage the appraisee in his/her role.

The appraiser is accountable for giving the employee constructive, timely and
honest appraisals of their performance, which should take into account both
the goals of the organisation and of the individual.

The discussion should be a positive dialogue, and will focus on assisting the
appraisee to acquire the relevant knowledge, skills and competencies to
perform his/her current role to the best of his/her abilities.

The appropriate forms will be completed and signed by both parties. The
appraisee will be given the opportunity to note any comments that he/she
does not agree with and complete a self assessment.

The appraisee and line manager should agree on a Personal Development

plan for the appraisee for the following year. This will reflect the appraisee’s

36
aspirations and the organisation’s requirements, and should align personal
and organisational goals. The organisation and the line manager will support
the individual to achieve these goals during the forthcoming year.

Any training needs, future training requirements, planned qualifications,

development opportunities and career planning should be discussed in the
light of the Personal Development Plan.

5. Training and Monitoring

Senior Management are responsible for the appraisal process, and he/she
shall ensure that appraisers and appraisees are adequately equipped and
trained to undertake the performance appraisal.

37
 <Company>

6. Performance Appraisal & Personal Development Plan Pro Forma

Name: Job Title:

Appraiser Job Title:

Reviewer Job Title:

REVIEW OF LAST YEARS OBJECTIVES

Outline:
 those of last years objectives which were achieved successfully
 those which were partly achieved or did not meet timescales and why
 those which were not achieved and why

38
 REVIEW OF LAST YEARS PERSONAL PERFORMANCE

Focus on recording examples of

 situations where the individual performed well / not so well – what lessons can be
learned?
 where they have come across obstacles in the job situation or in their own skills
that have prevented them from working effectively – if so what were they and how
can they be overcome?
 where their effort was appropriately / inappropriately focused

OVERALL PERFORMANCE RATING

Superior  Fully Acceptable  Incomplete  Unsatisfactory 

Reason for rating:

39
PERSONAL DEVELOPMENT PLAN

40
What key skills and competencies are required to allow the individual to meet their job objectives this year
and what is their current level of ability / confidence with each of these.

Based on the above, what specific training or development activities would enhance their ability to meet
their objectives? (Consider not just training courses, but also activities such as mentoring, shadowing etc.)
APPRAISERS COMMENTS

SIGNED:___________________________________________________ DATE: ________________

APPRAISEES COMMENTS

SIGNED:___________________________________________________ DATE: ________________

REVIEWERS COMMENTS

SIGNED:___________________________________________________ DATE: ________________ 42

6. Controlling Absence Policy

1. Policy
It is recognised by the Company that from
time to time staff may require to be absent
from their place of work due to illness. The
length of time lost by employees through “<Company> values
illness must however be monitored to good attendance at
ensure that each member of staff is able to work and is
do their job, effectively and without putting committed to
themselves or others at risk. It is not the improving the
intention of the Company to penalise the general wellbeing of
genuinely sick, however it must be its employees to
recognised that an employee who is achieve this.
medically unfit to carry out his/her Although we aim to
contractual duties may not be able continue secure regular
in that employment. attendance, we do
not expect
Managers will consider cases of sickness employees to attend
absence on an individual basis and ensure when they are
the provision of appropriate support, advice unwell.”
and Occupational Health / Company
Approved Doctor input where appropriate.
However, it is recognised that in some
cases, patterns/levels of absence will be unacceptable and formal management
action will be required.

Employees who become aware that they have an illness problem are encouraged to
inform their manager at the earliest opportunity. All such requests will be dealt with
as speedily and compassionately as possible.

2. Overview of Procedural Stages

On return from absence all employees must be interviewed by their immediate line
manager. At this interview the employee and the line manager must complete a
'Return to work interview' form agreeing the reason for the absence, the period of
absence and, where appropriate, what course of action is required as a result of the
absence. This form must be signed by both parties before being forwarded to the
employees personnel file

Stage 1
In situations where an employee's sickness record is giving some cause for concern,
then the employee's Line Manager will discuss those concerns with the employee,
providing support and counselling where appropriate. It is essential that any
message conveyed in this manner is clear and unambiguous.

Stage 2

43
If there is no obvious improvement in the health of the employee or any sign of
patterns emerging in an employee's absence then the line manager would arrange
for the employee to meet the next-in-line manager who would 'formally' review the
employees case. At this formal stage the employee must be offered the opportunity
for appropriate representation by a work colleague or trade union official.
The employee must be given the outcome of this meeting in writing and where
appropriate they must be given notice that their level of absence is unacceptable and
a period of time to improve.

Stage 3
If the employee fails to improve in the given time scale then a formal second Review
must be undertaken. If possible, a more senior manager should chair this meeting.
The employee must be offered the opportunity for appropriate representation at this
time.

Prior to the Meeting the employee must be seen by the Occupational Health /
Company Approved Doctor who will give his opinion on the employee's health. The
employee must be given the results of this meeting in writing. Where appropriate
they must be given notice that their level of absence is unacceptable and that they
are given a period of time during which to reduce their level of absence. The
employee must also be informed at this stage if any further absences may result in
their employment being terminated due to incapacity.

Stage 4
If there is still no improvement within the laid down time scale a Review will be held
with the appropriate Senior Manager / Director in the chair. The employee must be
offered the opportunity for appropriate representation at this meeting. The Director /
Manager will review all the available evidence including the Doctor's report.

If there are no special circumstances the employee will be dismissed on the grounds
of incapacity and their inability to meet the acceptable standards of attendance
required by the Company.

4. Appeals
Every employee has the right to appeal against the outcome of any formal review
stage of the absence procedure. The basis of an appeal should normally relate to
one of the following areas:

(i) that the Policy had not been followed correctly.

(ii) that the resulting action was inappropriate.
(iii) that the need for action was not warranted.

Appeals against the formal stages of the Absence Procedure

An appeal should be put in writing to the appropriate Director / Senior Manager. The
letter of appeal may be constructed by the employee or their representative. The
letter should contain the grounds for appeal and should be lodged within 7 days of
receipt of the issue of a formal letter. An appeal hearing should be arranged within 7
days of receipt of the appeal letter. An appeal against Dismissal will be considered in

44
the same way, but should be heard by a Director / senior manager who has not
previously been involved in the case.

45
5. Procedures Check List

Stage 1
Return to Work Interview
This is an informal part of the Procedure, however in order to give the
process credibility the following rules should be followed :-
 Every employee should complete a 'Return to work interview' form
with their immediate line manager.
 Interviews should be carried out in an area where there will be no
interruptions and where both parties may feel at ease.
 The employee should always be informed of the reason for the
meeting.
 The meeting should be prefaced by an indication of concern for the
employee as well as the need for the Manager to be aware of the
health of his/her employees.
 The employee should be encouraged to discuss any problems they
may be having with their health and to actively contribute to the
solution to the problem.
 Any apparent problem or patterns of absence should be brought to
the employees attention.
 All relevant absence documentation must be recorded on the
employees personnel file.

Counselling
As the first step in procedure it is vital that the message conveyed is
clear and unambiguous.
Prior to counselling, full details of the employees absence record along
with reasons should be made available to both participants.
The employee should be made aware of the date and location of the
Meeting and the reasons for it.
The employee should be given the opportunity to explain absence
records and present any evidence required.
If there are medical problems it may be necessary to adjourn the
Meeting for medical advice.
The Manager/Supervisor will advise the employee of the outcome of
the meeting and where appropriate of the need for improvement of
their current absence level. Written confirmation of the outcome of the
meeting will be given to the employee and a copy recorded on their
personnel files.

46
Stage 2
 Prior to calling a hearing, full details of absence record along with
reasons should be made available to all participants.
 The employee should be made aware of the date and location of
the Review and the reasons for it.
 In addition they should be informed of the right to be represented at
the Review.
 The employee should be given the opportunity to explain absence
records and present any evidence required.
 If there are medical problems it may be necessary to adjourn the
Meeting for medical advice.
 The Manager should set out clearly the improvements expected
and the time scale over which these improvements must be
achieved.
 The employee should be informed in writing of the requirements
and the time scale and advised if the warning is to be recorded on
his record.
 Any warning letter should be copied to the Trade Union
Representative if present at the hearing. The employee must be
informed of their right to appeal against this decision.
 Any warnings issued will remain on the record for 12 months.

Stage 3
 If there has been no improvement in the absence record in the
period set at the first Review or there has been a further breach of
policy during the lifetime of a written warning then the employee
must be informed and asked to attend a Second Review. In addition
they should be informed of the right to be represented at the
Review.
 Medical reports must be sought prior to the date of the Meeting and
results made available to both parties.
 The employee should be given the right to present any evidence in
mitigation.
 The employee should be informed of the need to improve their
record and the possibility of dismissal if they do not do so. The
employee must be informed of their right to appeal against this
decision. (see Appeals). This should be confirmed in writing to the
employee and held on their personnel file for 18 months.

Stage 4
 The employee must be given full details of the case and the
possible consequences prior to attendance. The employee must
also be informed of their right to representation at this meeting.

47
 All medical evidence should be taken and considered before a final
decision is taken.
 If the decision is taken to dismiss the employee then this should be
done by giving full entitlement to notice (even if sick pay is
exhausted).
 The employee must be informed of their right to appeal against this
decision. (see appeals).

48
 <COMPANY>

6. Return to Work Interview Form

Name

Designation

Department

First Day of Absence

Last Day of Absence

Total number of days absent

Total number of days off work

Is absence due to an injury at work? YES/ NO

Have you seen a doctor ? YES/ NO

Reason for absence(Please give a brief description of the illness or other reason for
absence)

Action Taken(please give a brief description of any action taken to date)

Proposed Course of Action

49
I understand that if I knowingly provide inaccurate or false information regarding my
absence it may result in disciplinary action

Employees Signature

Managers Signature

50
7. Disciplinary Procedure

1. Scope

The Company Disciplinary Procedure will be used only when necessary and as a
last resort. Where possible, informal and/or formal counselling or other good
management practice will be used to resolve matters prior to any disciplinary action
being taken. The procedure is intended to be positive rather than punitive but takes
cognisance of the fact that sanctions may have to be applied in some circumstances.

An employee can discuss any part of this policy

with their Union Representative or their Line
Manager. They can help clarify an employees rights “The procedure is
as well as give guidance and support where it may intended to be
be needed. Every individual has the right to positive rather than
representation at any point during the disciplinary punitive but takes
process. cognisance of the fact
that sanctions may
2. Suspension have to be applied in
some circumstances.”
Suspension is not disciplinary action. The purpose
of suspension is manifold and can be used when it
is necessary to remove a member of staff from the workplace pending an
investigation for example, to allow time for a 'cooling down period' for both parties,
for their own or others protection, to prevent them influencing or being influenced by
others or to prevent possible interference with evidence. Only the Manager in charge
of that individual, at that time or their superior, have the authority to suspend an
individual.

An employee suspended from duty will receive written confirmation within three days
of:

 the reason for the suspension

 the date and time from which the suspension will operate.
 the timescale of the ongoing investigation.
 the right of appeal to the immediate manager of the suspending manager
should the suspension last more than 7 days

3. Counselling

Counselling is an attempt to correct a situation and prevent it from getting worse

without having to use the disciplinary procedure. Where improvement is required, the
employee must be given clear guidelines as to:

 what is expected in terms of improving shortcomings in conduct or

performance
 the time scales for improvement
 when this will be reviewed

51
  the employee must also be told, where appropriate, that failure to improve
may result in formal disciplinary action.

A record of the counselling should be given to the employee and a copy retained in
their personnel file. It is imperative that any counselling should be followed up and
improvements recognised and recorded. Once the counselling objectives have been
met, any record of the counselling will be removed from the employees file.

If during counselling it becomes clear that the matter is more serious, then the
discussion should be adjourned, and pursued under the formal disciplinary
procedure.

4. Procedure for Formal Investigation

1. Formal investigations should be carried out by the most appropriate manager

who is not directly involved with the incident being investigated. This manager
may involve others to assist with the investigation process. All the relevant
facts should be gathered promptly as soon as is practicable after the incident.
Statements should be taken from witnesses at the earliest opportunity. Any
physical evidence should be preserved and/or photographed if reasonable to
do so.

2. A report should be prepared which outlines the facts of the case. This should
be submitted to the appropriate senior manager / Director who will decide
whether further action is required. Where appropriate, this report may be
made available to the individual and their representative.

3. In most circumstances where misconduct or serious misconduct is suspected,

it will be appropriate to set up an investigatory hearing. This would be chaired
by the appropriate Senior Manager / Director, who would be accompanied by
another manager. The investigating manager would be asked to present
his/her findings in the presence of the employee who has been investigated.
Witnesses should be called at this stage, and the employee (or their
representative) allowed to question these witnesses. The employee has a
right of representation at this hearing.

4. Following the full presentation of the facts, and the opportunity afforded to the
employee to state his side of the case, the hearing should be adjourned, and
everyone would leave the room except the senior manager / Director hearing
the case, and the other manager. They would discuss the case and decide
which of the following option was appropriate:

 take no further action against the employee

 recommend counselling for the employee
 proceed to a disciplinary hearing

5. All parties should be brought back, and informed as to which option has been
chosen. Should the decision be taken to proceed to a disciplinary hearing,
then this may follow on immediately from the investigatory hearing if the
following criteria have been met:

52
  the employee has been informed by letter that the investigation may turn into
a disciplinary hearing, and that he has the right of representation
 he has been told in advance what the nature of the complaint is, and had time
to consult with a representative
 all the facts have been produced at the investigatory hearing, and the
manager / Director is in a position to decide on disciplinary action.
 the manager should inform the employee and their representative that the
hearing would now become a formal disciplinary hearing, and invite them to
say anything further in relation to the case.

6. It may be appropriate at this point to adjourn proceedings, whilst necessary

arrangements are made for a representative to attend the hearing at the
request of the employee.

7. Should anyone who is subject to disciplinary action resign during the course
of it, the action will cease unless there are extenuating circumstances which
require it's continuance. The subject of the discipline may also request that
the disciplinary action continue.

5. Warnings

Examples of Minor Misconduct

Below are listed examples of misconduct which may warrant either a Verbal Warning
or a First Written Warning. It is stressed however that this list is not exhaustive and
that on all occasions a full and proper investigation must take place prior to the issue
of a warning.

 Persistent lateness and poor time-keeping.

 Absence from work, including going absent during work, without valid reason,
notification or authorisation.
 Smoking within unauthorised areas.
 Failure to work in accordance with prescribed procedures.
 Incompetence.
 Unreasonable standards of dress or personal hygiene.
 Failure to observe Company regulations and procedures.

Verbal Warning

A Verbal Warning is appropriate when it is necessary for the manager in charge to

take action against an employee for any minor failing or minor misconduct.

First Written Warning

A First Written Warning is appropriate when:

 a verbal warning has not been heeded and the misconduct is either repeated
or performance has not improved as previously agreed.

53
  an offence is of a more serious nature for which a written warning is more
appropriate.
 the recurrence or accumulation of an offence/offences, if left, will lead to more
severe disciplinary action.

Examples of Gross – Misconduct

Listed below are examples of misconduct which may be considered to be Gross

Misconduct and may warrant a Final Warning, Demotion or Dismissal. It is stressed
however that this list is not exhaustive and that on all occasions a full and proper
investigation must take place prior to the issuing of a Final Warning, Demotion or
Dismissal.

 Theft, including unauthorised possession of Company property.

 Breaches of confidentiality, prejudicial to the interest of the Company,
 Being unfit for duty because of the misuse/consumption of drugs or alcohol.
 Refusal to carry out a management instruction which is within the individuals
capabilities and which would be seen to be in the interests of the Company.
 Breach of confidentiality / security procedures.
 Physical assault, breach of the peace or verbal abuse.
 False declaration of qualifications or professional registration.
 Failure to observe Company rules, regulations or procedures.
 Wilful damage of property at work.
 Incompetence or failure to apply sound professional judgement.

Final Written Warning

A Final Written Warning is appropriate when:

 an employee's offence is of a serious nature falling just short of one justifying

dismissal.
 an employee persists in the misconduct which previously warranted a lesser
warning.

Downgrading or Transfer to another Post

This action is appropriate when:

 previous attempts, via the disciplinary procedure, to rectify a problem have

failed and this is a final attempt to solve a problem without having to dismiss
an employee.
 an employee is considered by the Manager of the department to be
incompetent or otherwise unfit to fulfil the duties for which he is employed but
where dismissal is not thought to be appropriate.

54
Dismissal

Dismissal is appropriate when

 an employee's behaviour is considered to be Gross Misconduct.

 an employees misconduct has persisted, exhausting all other lines of
disciplinary procedure.

Time Scales for the expiry of Warnings

Warnings issued to employees shall be deemed to have expired after the following
periods of time.

 Verbal Warnings: 6 months

 First Written Warnings: 12 months
 Final Written Warnings: 18 months (or as agreed and recorded at the hearing)

These time scales remain provided that during that period, no further warnings have
been issued in respect of the employee's conduct.

6. Letter of Warning

All Warnings must contain the following information

 The letter must be issued within 7 days of the date of the disciplinary
hearing.
 The nature of the offence and where appropriate, that if further misconduct
occurs, more severe disciplinary action will be taken.
 The period of time given to the employee for improvement.
 The employees right to appeal to the manager directly above that of the
one issuing the warning.
 A copy of the warning and any supporting documentation must be
attached to the individuals personnel file.
 The employee must also receive a copy of the warning which in the case
of any written warning will be sent to their home address by recorded
delivery if not handed to them in person.
 In the case of a final written warning, reference must be made to the fact
that any further misconduct will lead to dismissal, and that the employee
has the right of appeal, and to who they can make that appeal.

The letter confirming dismissal will contain the following information:

 The reason for dismissal and any administrative matter arising from the
termination of their employment.
 The employees right of appeal and to whom they should make that appeal

55
7. Appeals

Every employee has the right to appeal against the outcome of a disciplinary
hearing. The basis of an appeal should normally relate to one of the following areas:

 that the Company’s' Procedure had not been followed correctly.

 that the resulting disciplinary action was inappropriate.
 that the need for disciplinary action was not warranted.
 that new information regarding disciplinary action has arisen

An appeal should be put in writing to the HR Department / Head Office. The letter of
appeal may be constructed by the employee or their representative. The letter
should contain the grounds for appeal and should be lodged within 10 days of receipt
of the warning / dismissal letter.

An appeal will be arranged within 20 working days of receipt of the appeal letter.

Appeals against Verbal and First Warnings

In the case of verbal and first warnings, the appeal will be heard by the manager
next in line to the one who issued the warning.

Appeals against Downgrading, Final Warnings and Dismissal

The hearing and determining of appeals against final warnings and dismissal will be
heard by the appropriate Director or Chief Executive. They may also involve another
senior manager / Director not previously involved with the case.

When dealing with an appeal against a Final Warning or Dismissal written

statements of case may be submitted no later than 2 days prior to the date of Appeal
Hearing. No additional written evidence will be admitted by the Appeal Committee on
the date of the Hearing.

Witnesses may be required by either party at an appeal hearing, dependent upon the
circumstances and nature of the case. However, there is no specific obligation on
either party to produce a witness. Either party must give 5 days prior notice that they
intend to call specific persons involved or associated with the case under
consideration.

It is the responsibility of the management representative and for the appellant to

each arrange for the availability and attendance of any witness they wish to call.

56
8. Capability Procedure

1. Introduction

<Company> places great importance on

maintaining levels of performance at an “<Company> places
acceptable standard and the capability great importance on
procedure provides a fair and objective maintaining levels of
process to enable managers to ensure that performance at an
those standards are met in every aspect of acceptable standard
the company’s operations. and the capability
procedure provides
Definition a fair and objective
process to enable
For the purpose of this Capability Procedure, managers to ensure
capability is defined as: that those standards
are met..”
"Where a member of staff is failing in a
significant or persistent way to carry out their
responsibilities or duties in a satisfactory
manner, either due to a lack of ability,
inadequate training or lack of experience.
Such failings will be identified by use of the following procedures and steps taken to
improve performance. Where such steps prove unsuccessful the member of staff
may have their employment terminated on the grounds of incapacity".

The procedures set out in this document aim to ensure that there is:

1. A means of monitoring performance and establishing performance criteria.

2. A degree of consistency in how staff with widely differing responsibilities and
duties are given opportunities to attain satisfactory levels of performance.
3. Assistance in identifying the most appropriate form(s) of support and providing
that support.
4. If a member of staff fails to overcome their difficulties, any consequent action
will be based on:

 Adequate evidence that the member of staff is incapable of performing

their duties satisfactorily.
 A fair procedure.
 The fact that the member of staff was given all reasonable assistance to
overcome such failings.

2. Procedure

Stage 1 - Informal Procedure:

57
Where an employee of the Company exhibits an inability to perform their duties
satisfactorily, the Company will attempt to resolve the matter informally via a meeting
between the Line Manager and the member of staff. The nature and date of the
meeting will be recorded and a letter sent to the member of staff indicating the nature
of their unsatisfactory performance and how such performance can be improved to
the satisfaction of the Line Manager. The member of staff should be informed that
they may be accompanied at any meetings by a trade union representative or work
colleague.

At this meeting, the line manager will agree performance standards with the member
of staff, and a time period (normally three months) over which improvement will be
expected. They will also agree how the individual’s performance will be monitored.

If the individual’s performance improves adequately over the timescale, then the
process will terminate at this stage. If performance remains unsatisfactory, then the
formal procedure will be invoked by the Line Manager as set out in stage 2.

Stage 2 - Formal Procedure - Information Collection:

The Senior Manager / Director of the Line Manager concerned may call on the
support of an external advisor or another member of the Management Team, to
undertake collecting the necessary information. They would be expected to interview
the member of staff concerned and the Line Manager, as well as any other
appropriate individuals. The member of staff should be informed that they may be
accompanied at any meetings by a trade union representative or work colleague.
A written report based on evidence gained e.g. by interviews and observation of
performance will be prepared by the advisor / Manager. The report should be precise
and specific in the observations and comments it makes and shall contain clear
information on:

1. areas where the member of staff is failing to perform adequately

2. actions already taken by management to address these failings and whether
these actions were adequate - i.e. were clear performance standards set and
monitored
3. whether the member of staff acknowledges a problem and shows a
willingness to improve
4. the impact of the individuals failings on colleagues and work output
5. any other mitigating factors

The report should be given to the member of staff concerned and to the Line
Manager. Both may record in writing any comments on the observations contained
within the report.

The Senior Manager / Director will consider the report, and may opt to take one of
the following options:

 no further action
 instruct the line manager to set reasonable performance standards for the
individual and monitor these for a set period of time. (This option should be

58
 chosen if this has not previously been carried out adequately and at least
three months given to improve)
 convene a formal capability hearing to consider the matter further

Stage 3 - Capability Hearing

The Senior Manager / Director will write to the member of staff informing them of the
date of the hearing, attaching any relevant documentation. The letter shall contain:

 The performance deficits in sufficient detail to ensure that the member of

staff fully comprehends their nature, extent and seriousness.
 The time, date and venue of the interview.
 The person who will conduct the interview, usually the Senior Manager /
Director
 A statement that all employees have the right to be accompanied by a
trade union representative or work colleague at any interview or hearing
held under the provision of these procedures.
 At least 10 days notice of the hearing.

At the hearing, the member of staff will be given the opportunity to put forward a
defence, to bring witnesses in support of their defence, to present mitigating
circumstances and to make a full statement. A written copy of the procedure to be
adhered to during the hearing should be made available to the member of staff
before the hearing takes place.

If the allegation is found to be justified, then a decision on the action to be taken

must be made. Depending on the nature, frequency and seriousness of the
allegation(s) it is expected that at this stage a Warning will be given and this will be
confirmed in writing.

A letter should be sent to the member of staff confirming the decision and the
reason(s) why it was made. The letter will also indicate that the member of staff's
progress will continue to be monitored and how this will be carried out. A time scale
for performance to improve and a review date(s) will be specified.

If the failings are found to be not sufficiently serious to warrant a formal warning or
where there are mitigating circumstances, then monitoring should be discontinued
subject to a clear indication to the member of staff that it may be reintroduced if the
problem(s) reappear.

Stage 4 - Second Capability Hearing:

If poor performance continues, the process set out in stage 3 should be repeated.
The time scale for improvement will depend on the nature of the duties and
responsibilities of the employee concerned and the seriousness of the complaint(s).

If the conclusion of the second hearing is that performance has not sufficiently
improved and that there is still evidence of incapability despite support and prior
warnings, a final warning should be issued.

59
The letter confirming the decision as well as covering the points made at Stage 3,
should clearly state that if an improvement is not forthcoming, the Company will
convene a final meeting at which it will consider terminating the contract of the
member of staff involved on the grounds of capability.

Stage 5 - Third Capability Hearing:

The appropriate Director will conduct the third hearing at which if previous advice,
training and warnings have not had the desired effect, he/she will terminate the
contract of the employee concerned. The procedures outlined in Stage 3 will be
followed.

3. Appeals

An appeal against any decision to terminate the employee’s contract of employment

on the grounds of capability may be made in writing to the HR Department / Head
Office within 14 days of the decision. The employee’s appeal will be heard by the
appropriate Director. Decisions made on appeal shall be final.

4. Long-Term/Persistent Illness

Where any shortfall in expected performance arises from long term or persistent
illness the Company shall refer to the Management of Absence policy.

60
SECTION 3 - DEALING WITH E MPLOYEE CONCERNS: Hearing Grievances,
Dealing with Bullying & Harassment, and making provisions for
“Whistleblowing”

61
9. Grievance Procedure

The grievance procedure is intended as the tool by which a member of staff may
formally have a grievance, regarding any condition of their employment, heard by the
management of the Company. The aggrieved employee has the right to
representation by a Trade Union Representative or a work colleague

In the event of a member of staff wishing to

raise a grievance, it is preferable for the “The grievance
grievance to be satisfactorily resolved as close procedure is
to the individual and their line manager as intended as the tool
possible. It is understood however that this is by which a member
not always possible and that a formal procedure of staff may formally
is required to ensure the swift and fair resolution have a grievance,
of matters which aggrieve the Company’s regarding any
employees. condition of their
employment, heard
Time scales have been fixed to ensure that by management..”
grievances are dealt with quickly, however
these may be extended if it is agreed upon by
both parties.

This procedure is not intended to deal with:

1. Dismissal or disciplinary matters which are dealt with in a separate procedure.

2. Disputes, which are of a collective nature and which are dealt with in a separate
procedure.

1. Stage 1

An employee who has a grievance, should raise the matter with his line manager /
supervisor immediately either verbally or in writing. If the matter itself concerns the
employees immediate manager, then the grievance should be taken to their superior.

If the manager is unable to resolve the matter at that time then a formal written
grievance form should be submitted (see appendix 1). The manager should then
respond within 2 working days (i.e. the managers normal working days) to the
grievance unless an extended period of time is agreed upon by both parties. The
response will give a full written explanation of the mangers decision and who to
appeal to if still aggrieved.

2. Stage 2

In most instances the Company would expect the mangers' decision to be final and
for the matter to come to a close. However, in some circumstances the employee
may remain aggrieved and can appeal against the decision of the manager
concerned.

The appeal, to the manager next in line, must be made within ten working days of
the original response to the employees grievance. The appeal must be in writing

62
(see appendix 2) and contain the original formal Grievance form. This manager will
attempt to resolve the grievance. A formal response and full explanation will be give
in writing, as will the name of the person to whom they can appeal if still aggrieved,
within 7 days.

Where the 'next in line' manager at this stage is the Director with responsibility for
the employees function, then the grievance should immediately progress to stage 3.

3. Stage 3

If the employee remains aggrieved there will be a final level of appeal to the Director
responsible for the employees function. This appeal must be made in writing (see
appendix 3), enclosing a copy of the original Formal Grievance form, to the Director
within ten working days of receipt of the Stage 2 response. This Director will arrange
and hear the appeal with another management representative and respond formally
with a full explanation within 20 working days.

Where a grievance is raised against a Director then the grievance will be heard by
the Chief Executive.
There is no further right of appeal. Where however both parties agree that there
would be some merit in referring the matter to a third party for advice, conciliation or
arbitration, arrangements will then be made to find a mutually acceptable third party.

4. Using mediation

An independent third party or mediator can sometimes help resolve grievance issues
before it is necessary to invoke the formal procedure. Mediation is a voluntary
process where the mediator helps two or more people in dispute to attempt to reach
an agreement. Any agreement comes from those in dispute, not from the mediator.
The mediator is not there to judge, to say one person is right and the other wrong, or
to tell those involved in the mediation what they should do. The mediator is in charge
of the process of seeking to resolve the problem but not the outcome.

<Company> will seek to identify employees who have been trained and accredited
by an external mediation service who can act as internal mediators in addition to
their day jobs. When this is not appropriate the Company will source an external
mediation provider. Mediators will work individually or in pairs as co-mediators.

There are no hard-and-fast rules for when mediation is appropriate but it can be
used:

 for conflict involving colleagues of a similar job or grade, or between a line

manager and their staff
 at any stage in the conflict as long as any ongoing formal procedures are put
in abeyance
 to rebuild relationships after a formal dispute has been resolved
 to address a range of issues, including relationship breakdown, personality
clashes, communication problems and bullying and harassment.

63
Mediation is not part of <Company>’s formal grievance procedure. However if both
parties agree to mediation, then the grievance procedure can be suspended in an
attempt to resolve the grievance through that route. If mediation is not successful,
then the grievance procedure can be re-commenced.

64
5. Appendices

Appendix 1

To:

From:

Dept:

Date:

Immediate Superior:

Dear

I wish to take a formal grievance out against:

in line with the Company Grievance Procedure. The details of my grievance are
shown below :

Yours sincerely,

(Manager should respond to this formal written grievance within 2 working

days unless an extended period for response is mutually agreed)

65
Appendix 2

To

From

Dept

Date

Immediate Superior

Dear

On (within 10 days of the response to the initial formal grievance) my grievance

against was heard by
I am not satisfied with the outcome of this meeting and would like to appeal to
yourself for a further hearing of my grievance, in line with the Company Grievance
Procedure.

I enclose a copy of the original letter regarding this matter and other correspondence
and information related to it.

Yours sincerely

(Manager should respond to this formal written grievance within 7 days unless
an extended period for response is mutually agreed)

66
Appendix 3

To (Director):

From:

Dept:

Date:

Immediate Superior:

Dear

On (within 10 days of the response to the second stage of the formal grievance) I
appealed to against the decision made at my initial grievance against

I remain dissatisfied with the outcome of this meeting and would like to appeal to you
for a further hearing of my grievance, in line with the Company Grievance Procedure.

I enclose a copy of the original letter regarding this matter and other correspondence
and information related to it.

Yours sincerely

(Director should respond to this formal written grievance within 20 working

days unless an extended period for response is mutually agreed)

67
10. Prevention of Bullying and Harassment at Work

1. Statement of Policy

1. <Company> is committed to
encouraging and maintaining good
employee relations within a working
environment which fosters team The Company
working and encourages employees believes that the
to give of their best. Everyone in working environment
the Company and those who have should at all times be
dealings with the Company has a supportive of the
responsibility to maintain good dignity and respect
working relationships and not use of individuals. If a
words or deeds that may harm the complaint of
wellbeing of others. In addition to harassment is
the obligations placed upon both brought to the
employers and employees by the attention of
Equality and Human Rights management, it will
legislation, everyone has the right to be investigated
be treated with consideration, promptly and
fairness, dignity and respect. This appropriate action
contributes to a workplace will be taken.
environment in which individuals feel
safe and can work effectively
competently and confidently.

2. The Company’s policy applies to all staff working within the organisation and
to all employees working off the premises. It extends to include non-
permanent workers such as secondees, contractors, agency, temporary staff,
consultants and any other workers. The policy, in addition, covers the
behaviour of staff outside working hours which may impact upon work or
working relationships.

3. The Company has a “zero tolerance” policy and will investigate vigorously any
allegations of bullying or harassment, regardless of whether the matter has
been raised formally or informally.

2. Key Principles

4. The Company will provide and sustain a safe working environment in which
everyone is treated fairly and with respect. Those working or dealing with the
Company must not encounter harassment, intimidation or victimisation on the
basis of gender, race, colour, ethnic or national origin, sexual orientation,
marital status, religion or belief, age, trade union membership, disability,
offending background or any other personal characteristic.

68
5. Everyone carries a personal responsibility for their own behaviour and for
ensuring that their conduct is in accordance with the principles set out in this
policy. In addition, each person has a responsibility to report any instance of
bullying or harassment which they witness or which comes to their attention.
Employees have a responsibility to act as role models, pro-actively
addressing instances of bullying and harassment. Managers should also
make themselves aware of their responsibility.

6. Harassment may be defined as any conduct which is :-

 unwanted by the recipient

 is considered objectionable
 causes humiliation, offence, distress or other detrimental effect.

7. Harassment may be an isolated occurrence or repetitive: it may occur against

one or more individuals. Harassment may be, but is not limited to:

 Physical contact – ranging from touching to serious assault, gestures,

intimidation, aggressive behaviour.

 Verbal – unwelcome remarks, suggestions and propositions, malicious

gossip, jokes and banter, offensive language.

 Non-verbal – offensive literature or pictures, graffiti and computer imagery,

isolation or non-co-operation and exclusion or isolation from social
activities.

8. Bullying is unlikely to be a single or isolated instance. It is usually, but not

exclusively repeated and persistent behaviour which is offensive, abusive,
intimidating, malicious or insulting. Bullying includes but is not limited to :

 Conduct which is intimidating, physically abusive or threatening

 Conduct that denigrates, ridicules or humiliates an individual, especially in
front of colleagues
 Humiliating an individual in front of colleagues
 Picking on one person when there is a common problem
 Shouting at an individual to get things done
 Consistently undermining someone and their ability to do the job
 Setting unrealistic targets or excessive workloads
 “cyber bullying” i.e. bullying via e-mail. (This should be borne in mind
where employees are working remotely and are managed by e-mail. Care
and sensitivity should be practised with regard to the choice of context and
language).
 Setting an individual up to fail e.g. by giving inadequate instructions or
unreasonable deadlines.

Harassment and Bullying may be summarised as any behaviour that is

unwanted by the person to whom it is directed. It is the impact of the

69
 behaviour rather than the intent of the perpetrator that is the
determinant as to whether harassment or bullying has occurred.

9. Any employee who wishes to make a complaint of harassment or bullying is

encouraged to first discuss matters informally with their line manager or with
Human Resources, provided that they feel able to do so. Should the issues
not be resolved at this stage, or the employee feels unable to raise the issue
informally, then a formal resolution should be sought.

10. When a complaint of Harassment or Bullying is brought to the attention of a

manager at any level, whether informally or formally, prompt action must be
taken to investigate the matter. Corrective action must be taken where
appropriate and this may require an investigation under the Company’s
Disciplinary Policy and Procedure.

11. If it is considered that one of the parties concerned in a harassment or

bullying case should be moved from their current workplace, then as a matter
of principle the Company will normally remove the alleged perpetrator rather
than the complainant. However, the final decision on who should be moved
should reflect the particular circumstances of the case and advice from
Human Resources to the relevant manager. It should be noted and explained
to those concerned that the moving of either party is not an implication of guilt
or culpability and no detriment to either party will be construed as a
consequence.

12. All matters relating to the investigation of complaints of harassment or bullying

will be treated in strict confidence. Any breach of confidentiality in this regard
may render those responsible liable to disciplinary actions. However, it will be
necessary that any alleged perpetrator is made aware of the allegations
against them and the name(s) of those making the allegations together with
the name(s) of any witnesses.

13. No employee will be victimised or suffer detriment for making a complaint of

harassment or bullying and no manager shall threaten either explicitly or
implicitly that an employee’s complaint will be used as the basis for decisions
affecting that employee. Such conduct will be treated as a very serious
disciplinary offence. Similarly, managers are required to act on any complaint
of harassment or bullying. Failure to do so will be regarded as misconduct
which if proven, will result in disciplinary action.

14. All complaints of harassment or bullying whether raised formally or informally

must be notified by the recipient of the complaint to Human Resources for
recording in accordance with the requirements of the Equality and Human
Rights legislation. This legislation requires such records to be maintained and
the incidence of bullying and harassment to be monitored.

15. This policy and procedure will be reviewed periodically giving due
consideration to legislative changes.

70
 APPENDIX

3. Procedure

1. Informal Resolution

1.1 Very often people are not aware that their behaviour is unwelcome or
misunderstood and an informal discussion can lead to greater understanding
and agreement that the behaviour will cease.

1.2 Complainants are therefore encouraged to try, if they feel able to do so, to
resolve the problem informally by making it clear to the alleged harasser that
his/her actions are unwanted and should not be repeated. This may be done
verbally or in writing in which case the complainant should keep a copy of the
documentation and, where possible, the times and dates of incidents should
be recorded.

1.3 If the complainant feels unable to approach the alleged harasser, a work
colleague, or Trade Union representative could be asked to speak to the
alleged harasser on the complainant’s behalf. A note should be made of the
action taken and the matter notified to Human Resources.

1.4 An individual who is made aware that their behaviour is unacceptable should:-
 Listen carefully to the complaints and the particular concerns
raised;
 Respect the other person’s point of view: everyone has a right to
work in an environment free from harassment/intimidation;
 Understand and acknowledge that it is the other person’s
reaction/perception to another’s behaviour that is important;
 Agree the aspects of behaviour that will change;
 Review their general conduct/behaviour at work and with
workplace colleagues.

2. Formal Resolution

2.1 If the alleged harassment continues, the complainant feels unable or unwilling
to deal with the matter informally, or the allegation is so serious as to prevent
use of the informal procedure, a complaint should then be raised formally with
the employer.

2.2 Normally, the employer’s representative will be the employee’s line manager.
However, if the employee feels unable to do this they should submit the
complaint in writing to a more senior manager within their Department or
Directorate. In exceptional circumstances, allegations may be raised directly
with the relevant Director, who will with other appropriate senior managers,
arrange for the matter to be progressed in accordance with this policy and
procedure.

71
2.3 When dealing with a complaint of harassment under the Formal Resolution
Procedure, the relevant manager should:

a Take full details of the incidents in writing from the complainant and
their representative (if appropriate);

b Take full details from any witnesses/other complainants who come

forward and may have witnessed the alleged behaviour

c Inform the alleged harasser of the complaints against him/her, advise

the alleged harasser to seek representation and invite him/her to a
meeting in order that they can comment on the allegations against
them.

d Keep all parties informed of expected timescales.

e Inform all parties in writing of the outcome and any action that may be
required.

2.4 If the allegations and the working situation warrant it, the alleged harasser
may be suspended during the investigation (in accordance with established
disciplinary procedure) or transferred temporarily pending the outcome of the
inquiry to another Department.

2.5 Should there be a case to answer against the alleged harasser, the manager
who has dealt with the complaint will communicate this to an impartial
manager who will conduct a separate disciplinary investigation. The normal
disciplinary procedure for misconduct/gross misconduct should then be
followed. However, the following points should be taken into account:-

 The complainant will normally be required to attend the

disciplinary hearing as a witness, unless there are exceptional
circumstances which prevent them from doing so;

 If the complainant is required to attend, they are entitled to be

accompanied by either a Trade Union representative or work
colleague and have any questions directed through that person.

2.6 If the complaint is upheld at the disciplinary stage, there are a number of
possible outcomes for the harasser, depending on the evidence presented
and the circumstances. These could include, but are not limited to:-

 Dismissal

 A formal warning

 A recommendation of redeployment of the harasser, either on a

temporary or a permanent basis. This will not be on any less
favourable terms and conditions of employment.

72
  Implementation of other sanctions as detailed in the Company’s
Disciplinary Policy.

 Making arrangements for both parties to work as separately as

possible within the same workplace.

2.7 In addition to the above, the harasser may be required to attend any training
courses as deemed necessary by the Company.

2.8 It should also be noted that the complainant may wish to move
Department/section depending upon the nature of the complaint and the
people involved. Appropriate consideration should be given to this request
and the outcome with reasons provided to the complainant.

2.9 With any allegation, the need for a thorough and objective investigation is
paramount. Consequently, if through the course of the investigation evidence
demonstrates that the allegation has been made frivolously, maliciously, or for
personal gain, then the individual making the complaint will be subject to
Disciplinary proceedings as outlined in the Company’s Disciplinary Policy.

3. Appeals

Appeals against decisions taken under the Bullying and Harassment at Work Policy
and Procedure shall be dealt with as follows:-

 Appeals against a disciplinary sanction will be dealt with in

accordance with the appeals process in the Disciplinary
Procedure.

 Appeals by a complainant about the outcome of any inquiry will

be dealt with in accordance with the appeal process in the
Grievance Policy.

4. Records

Where the complaint is informal and resolved at this stage, no record will be kept on
personal files.

Following formal investigation, where the complaint is not substantiated, no records

will be retained.

Where a complaint is substantiated or partially substantiated but does not proceed to

disciplinary, a letter confirming the outcome will be retained on the personal file and
supporting documentation retained in a separate file for a period of 12 months.

Where the matter proceeds to a disciplinary hearing then the storage of records
should be in accordance with the disciplinary procedure.

73
11. "Whistleblowing" Policy
(Making a Disclosure in the Public Interest)

1. Introduction

<Company> is committed to the highest standards of openness, probity and

accountability.

An important aspect of accountability and “…this policy is

transparency is a mechanism to enable staff intended to assist
and other members of the Company to voice individuals who
concerns in a responsible and effective believe they have
manner. It is a fundamental term of every discovered
contract of employment that an employee will malpractice or
faithfully serve his or her employer and not impropriety. It is not
disclose confidential information about the designed to question
employer’s affairs. Nevertheless, where an financial or business
individual discovers information which they decisions taken by
believe shows serious malpractice or the Company…”
wrongdoing within the organisation then this
information should be disclosed internally
without fear of reprisal, and there should be
arrangements to enable this to be done
independently of line management (although in relatively minor instances the line
manager would be the appropriate person to be told).

The Public Interest Disclosure Act, which came into effect in 1999, gives legal
protection to employees against being dismissed or penalised by their employers as
a result of publicly disclosing certain serious concerns. The Company has endorsed
the provisions set out below so as to ensure that no members of staff should feel at a
disadvantage in raising legitimate concerns.

It should be emphasised that this policy is intended to assist individuals who believe
they have discovered malpractice or impropriety. It is not designed to question
financial or business decisions taken by the Company nor should it be used to
reconsider any matters which have already been addressed under harassment,
complaint, disciplinary or other procedures. Once the "whistleblowing” procedures
are in place, it is reasonable to expect staff to use them rather than air their
complaints outside the Company.

2. Scope of Policy

This policy is designed to enable employees of the Company to raise concerns

internally and at a high level and to disclose information which the individual believes
shows malpractice or impropriety. This policy is intended to cover concerns which
are in the public interest and may at least initially be investigated separately but
might then lead to the invocation of other procedures e.g. disciplinary. These
concerns could include

74
  Financial malpractice or impropriety or fraud
 Failure to comply with a legal obligation or Statutes
 Dangers to Health & Safety or the environment
 Criminal activity
 Improper conduct or unethical behaviour
 Attempts to conceal any of these

3. Safeguards

i. Protection

This policy is designed to offer protection to those employees of the Company who
disclose such concerns provided the disclosure is made:

 in good faith
 in the reasonable belief of the individual making the disclosure that it
tends to show malpractice or impropriety and if they make the
disclosure to an appropriate person (see below). It is important to note
that no protection from internal disciplinary procedures is offered to
those who choose not to use the procedure. In an extreme case
malicious or wild allegations could give rise to legal action on the part
of the persons complained about.

ii. Confidentiality

The Company will treat all such disclosures in a confidential and sensitive manner.
The identity of the individual making the allegation may be kept confidential so long
as it does not hinder or frustrate any investigation. However, the investigation
process may reveal the source of the information and the individual making the
disclosure may need to provide a statement as part of the evidence required.

iii. Anonymous Allegations

This policy encourages individuals to put their name to any disclosures they make.
Concerns expressed anonymously are much less credible, but they may be
considered at the discretion of the Company.

In exercising this discretion, the factors to be taken into account will include:

 The seriousness of the issues raised

 The credibility of the concern
 The likelihood of confirming the allegation from attributable sources

iv. Untrue Allegations

If an individual makes an allegation in good faith, which is not confirmed by

subsequent investigation, no action will be taken against that individual. In making a

75
disclosure the individual should exercise due care to ensure the accuracy of the
information. If, however, an individual makes malicious or vexatious allegations, and
particularly if he or she persists with making them, disciplinary action may be taken
against that individual.

4. Procedures for Making a Disclosure

On receipt of a complaint of malpractice, the member of staff who receives and takes
note of the complaint, must pass this information as soon as is reasonably possible,
to the appropriate designated investigating officer as follows:

 Complaints of malpractice will be investigated by the appropriate

Director unless the complaint is against the Director or is in any way
related to the actions of the Director. In such cases, the complaint
should be passed to the Chief Executive for referral.
 In the case of a complaint, which is any way connected with but not
against the Director, the Chief Executive will nominate a Senior
Manager to act as the alternative investigating officer.
 Complaints against the Chief Executive should be passed to the
Chairman who will nominate an appropriate investigating officer.
 The complainant has the right to bypass the line management structure
and take their complaint direct to the Chairman. The Chairman has the
right to refer the complaint back to management if he/she feels that the
management without any conflict of interest can more appropriately
investigate the complaint.

Should none of the above routes be suitable or acceptable to the complainant, then
the complainant may approach one of the following individuals who have been
designated and trained as independent points of contact under this procedure. They
can advise the complainant on the implications of the legislation and the possible
internal and external avenues of complaint open to them:

1 _________________________________________________

2________________________________________________

If there is evidence of criminal activity then the investigating officer should inform the
police. The Company will ensure that any internal investigation does not hinder a
formal police investigation.

5. Timescales

Due to the varied nature of these sorts of complaints, which may involve internal
investigators and / or the police, it is not possible to lay down precise timescales for
such investigations. The investigating officer should ensure that the investigations

76
are undertaken as quickly as possible without affecting the quality and depth of those
investigations.

The investigating officer, should as soon as practically possible, send a written

acknowledgement of the concern to the complainant and thereafter report back to
them in writing the outcome of the investigation and on the action that is proposed. If
the investigation is a prolonged one, the investigating officer should keep the
complainant informed, in writing, as to the progress of the investigation and as to
when it is likely to be concluded.

All responses to the complainant should be in writing and sent to their home
address.

6. Investigating Procedure

The investigating officer should follow these steps:

 Full details and clarifications of the complaint should be obtained.

 The investigating officer should inform the member of staff against
whom the complaint is made as soon as is practically possible. The
member of staff will be informed of their right to be accompanied by a
trade union or other representative at any future interview or hearing
held under the provision of these procedures.
 The investigating officer should consider the involvement of the
Company auditors and the Police at this stage and should consult with
the Chairman / Chief Executive
 The allegations should be fully investigated by the investigating officer
with the assistance where appropriate, of other individuals / bodies.
 A judgement concerning the complaint and validity of the complaint will
be made by the investigating officer. This judgement will be detailed in
a written report containing the findings of the investigations and
reasons for the judgement. The report will be passed to the Chief
Executive or Chairman as appropriate.
 The Chief Executive / Chairman will decide what action to take. If the
complaint is shown to be justified, then they will invoke the disciplinary
or other appropriate Company procedures.
 The complainant should be kept informed of the progress of the
investigations and, if appropriate, of the final outcome.
 If appropriate, a copy of the outcomes will be passed to the Company
Auditors to enable a review of the procedures.

If the complainant is not satisfied that their concern is being properly dealt with by
the investigating officer, they have the right to raise it in confidence with the Chief
Executive / Chairman, or one of the designated persons described above.

If the investigation finds the allegations unsubstantiated and all internal procedures
have been exhausted, but the complainant is not satisfied with the outcome of the
investigation, the Company recognises the lawful rights of employees and ex-
employees to make disclosures to prescribed persons (such as the Health and

77
Safety Executive, the Audit Commission, or the utility regulators), or, where justified,
elsewhere.

78
SECTION 4 – S UPPORTING OUR STAFF IN THE WORKPLACE : By ensuring
Equality and Fairness in all aspects of Employment; dealing with Alcohol
and Drug issues, and ensuring their Health & Safety is properly guarded.

79
12. Equality Policy

1. Policy Statement

1. <Company> recognises that discrimination and victimisation is unacceptable

and that it is in the interests of the Company and its employees to utilise the
skills of the total workforce. It is the aim of the Company to ensure that no
employee or job applicant receives less
favourable facilities or treatment (either
directly or indirectly) in recruitment or
employment on grounds of age, disability, “Our aim is that
gender / gender reassignment, marriage / our workforce will
civil partnership, pregnancy / maternity, be truly
race, religion or belief, sex, or sexual representative of
orientation (the protected all sections of
characteristics). society and each
employee feels
2. Our aim is that our workforce will be truly respected and
representative of all sections of society able to give of
and each employee feels respected and their best.”
able to give of their best.

3. We oppose all forms of unlawful and

unfair discrimination or victimisation. To
that end the purpose of this policy is to provide equality and fairness for all in
our employment.

4. All employees, whether part-time, full-time or temporary, will be treated fairly

and with respect. Selection for employment, promotion, training or any other
benefit will be on the basis of aptitude and ability. All employees will be helped
and encouraged to develop their full potential and the talents and resources of
the workforce will be fully utilised to maximise the efficiency of the
organisation.

5. Our staff will not discriminate directly or indirectly, or harass customers or

clients because of age, disability, gender reassignment, pregnancy and
maternity, race, religion or belief, sex, and sexual orientation in the provision
of the Company’s goods and services.

6. This policy and the associated arrangements shall operate in accordance with
statutory requirements. In addition, full account will be taken of any guidance
or Codes of Practice issued by the Equality and Human Rights Commission,
any Government Departments, and any other statutory bodies.

2. Our Commitment

 To create an environment in which individual differences and the

contributions of all our staff are recognised and valued.

80
  Every employee is entitled to a working environment that promotes dignity
and respect to all. No form of intimidation, bullying or harassment will be
tolerated.
 Training, development and progression opportunities are available to all
staff.
 To promote equality in the workplace which we believe is good
management practice and makes sound business sense.
 We will review all our employment practices and procedures to ensure
fairness.
 Breaches of our equality policy will be regarded as misconduct and could
lead to disciplinary proceedings.
 This policy is fully supported by senior management and has been agreed
with trade unions and/or employee representatives.
 The policy will be monitored and reviewed annually

3. Responsibilities of Management

Responsibility for ensuring the effective implementation and operation of the

arrangements will rest with the Chief Executive. Directors / Managers will
ensure that they and their staff operate within this policy and arrangements,
and that all reasonable and practical steps are taken to avoid discrimination.
Each manager will ensure that:

 all their staff are aware of the policy and the arrangements, and the
reasons for the policy;
 grievances concerning discrimination are dealt with properly, fairly and
as quickly as possible;
 proper records are maintained.

Human Resources / Head Office will be responsible for monitoring the

operation of the policy in respect of employees and job applicants, including
periodic departmental audits.

4. Responsibilities of Staff

Responsibility for ensuring that there is no unlawful discrimination rests with

all staff and the attitudes of staff are crucial to the successful operation of fair
employment practices. In particular, all members of staff should:

 comply with the policy and arrangements;

 not discriminate in their day to day activities or induce others to do so;
 not victimise, harass or intimidate other staff or groups who have, or
are perceived to have one of the protected characteristics.
 ensure no individual is discriminated against or harassed because of
their association with another individual who has a protected
characteristic.
 inform their manager if they become aware of any discriminatory
practice.

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5. Third Parties

Third-party harassment occurs where a Company employee is harassed, and

the harassment is related to a protected characteristic, by third parties such
as clients or customers. <Company> will not tolerate such actions against it’s
staff, and the employee concerned should inform their manager / supervisor
at once that this has occurred. <Company> will fully investigate and take all
reasonable steps to ensure such harassment does not happen again.

6. Related Policies and Arrangements

All employment policies and arrangements have a bearing on equality of

opportunity. The Company policies will be reviewed regularly and any
discriminatory elements removed.

7. Rights of Disabled People

The Company attaches particular importance to the needs of disabled people.

Under the terms of this policy, managers are required to:

 make reasonable adjustment to maintain the services of an employee who

becomes disabled, for example, training, provision of special equipment,
reduced working hours. (NB: managers are expected to seek advice on
the availability of advice and guidance from external agencies to maintain
disabled people in employment);
 include disabled people in training/development programmes;
 give full and proper consideration to disabled people who apply for jobs,
having regard to making reasonable adjustments for their particular
aptitudes and abilities to allow them to be able to do the job.

8. Equality Training

A series of regular briefing sessions will be held for staff on equality issues.
These will be repeated as necessary. Equality information is also included in
induction programmes.

Training will be provided for managers on this policy and the associated
arrangements. All managers who have an involvement in the recruitment and
selection process will receive specialist training.

9. Monitoring

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  The Company deems it appropriate to state its intention not to
discriminate and assumes that this will be translated into practice
consistently across the organisation as a whole. Accordingly, a
monitoring system will be introduced to measure the effectiveness of
the policy and arrangements.

 The system will involve the routine collection and analysis of

information on employees by gender, marital status, ethnic origin,
sexual orientation, religion / beliefs, grade and length of service in
current grade. Information regarding the number of staff who declare
themselves as disabled will also be maintained.

 There will also be regular assessments to measure the extent to which

recruitment to first appointment, internal promotion and access to
training/development opportunities affect equal opportunities for all
groups.

 We will maintain information on staff who have been involved in certain

key policies: Disciplinary, Grievance and Bullying & Harassment.

 Where appropriate equality impact assessments will be carried out

on the results of monitoring to ascertain the effect of the Company
policies and our services / products may have on those who
experience them.

 The information collected for monitoring purposes will be treated as

confidential and it will not be used for any other purpose.

 If monitoring shows that the Company, or areas within it, are not
representative, or that sections of our workforce are not progressing
properly within the Company, then an action plan will be developed to
address these issues. This will include a review of recruitment and
selection procedures, Company policies and practices as well as
consideration of taking legal Positive Action.

10. Grievances/Discipline

Employees have a right to pursue a complaint concerning discrimination or

victimisation via the Company Grievance or Harassment Procedures.

Discrimination and victimisation will be treated as disciplinary offences and

they will be dealt with under the Company Disciplinary Procedure.

11. Review

The effectiveness of this policy and associated arrangements will be reviewed

annually under the direct supervision of the Company Chief Executive.

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13. Drug and Alcohol Abuse Policy

1. Introduction

1. <Company> recognises that alcohol and drug abuse related problems are an
area of health and social concern. It also recognises that a member of staff
with such problems needs help and support from his / her employer.
2. The Company also recognises that alcohol and drug abuse problems can
have a detrimental effect on work
performance and behaviour. The Company
has a responsibility to its employees and
customers to ensure that this risk is “The Company
minimised. recognises that
3. Accordingly, Company policy involves two alcohol and drug
approaches abuse problems can
 Providing reasonable assistance to the have a detrimental
member of staff with an alcohol or drug effect on work
abuse problem who is willing to co- performance and
operate in treatment for that problem. behaviour. The
 Disciplinary rules, enforced through Company has a
disciplinary procedures, where use of responsibility to its
alcohol or drugs (other than on employees and
prescription) affects performance or customers to ensure
behaviour at work, and where either (1) that this risk is
an alcohol or drug dependency problem minimised.”
does not exist or (2) where treatment is
not possible or has not succeeded.
4. The Company has not the internal
resources to provide or arrange treatment
or other forms of specialist assistance.
Such services are provided by GPs, hospitals and other agencies. Through
this policy the Company will seek both to assist a member of staff in obtaining
such specialist help, and to protect his/her employment.

2. Assistance for a Member of Staff

1. The Company will, where possible, provide the following assistance to a

member of staff:
 Helping the member of staff to recognise the nature of the problem,
through referral to a qualified diagnostic or counselling service.
 Support during a period of treatment. This may include a period of sick
leave or approved other leave, continuation in post or transfer to other
work, depending upon what is appropriate in terms of the staff member's
condition and needs of the Company.
 The opportunity to remain or return to work following the completion of a
course of treatment, as far as is practicable, in either the employee's own
post or an alternative post.

84
 2. The Company's assistance will depend upon the following conditions being
met:
 The Occupational Health Service / Company Approved
Doctor diagnoses an alcohol or drug dependency related
problem.
 The member of staff recognises that he/she is suffering from
an alcohol or drug abuse problem and is prepared to co-
operate fully in referral and treatment from appropriate
sources.
3. The Company and its employees must recognise the following limits to the
assistance the Company can provide:
 Where a member of staff fails to co-operate in referral or
treatment arrangements, no special assistance will be given
and any failure in work performance and behaviour will be
dealt with through the Disciplinary Procedure.
 If the process of referral and treatment is completed but is
not successful, and failure in work performance or behaviour
occurs, these will be dealt with through the Disciplinary
Procedure.
 A member of staff's continuation in his/her post or an
alternative post during or after treatment will depend upon
the needs of the Company at that time.

3. Disciplinary Action

1. In line with the Company's disciplinary rules, the following will be regarded as
serious misconduct:
a) Attending work and/or carrying our duties under the
influence of alcohol or drugs.
b) Consumption of alcohol or drugs whilst on duty (other
than where prescribed or approval has been given).
Breach of these rules will normally result in summary dismissal, and only in
exceptional cases will either notice or the reduced disciplinary action of a final
written warning be applied.

2. Where a breach of these rules occurs, but it is established that an alcohol or

drug abuse related problem exists, and the member of staff is willing to co-
operate in referral to an appropriate service and subsequent treatment, the
Company will suspend application of the Disciplinary Procedure and provide
assistance as described above. Staff who do not comply with the treatment
suggested or continue to abuse alcohol or drugs will be subjected to the
application of the Disciplinary Policy.

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4. Procedures
Nature of the Procedures

1. The procedures define management responsibilities and provide guidelines

on:
a) Where assistance to a member of staff should be
provided and the nature of and limits to such assistance.
b) The application of the Company's Disciplinary Procedure.

2. Through the Occupational Health Service / Approved Company Doctor the

Company will provide:
a) Advice and support to managers on
i) Whether an alcohol or drug related problem exists
ii) progress in treatment
iii) re-establishment or continuation at work of a
member of staff or other appropriate arrangements.
b) Assistance to members of staff with alcohol or drug
abuse related problems.
3. This does not include directly providing treatment or specialist help which is
the responsibility of GPs, hospitals and other agencies working in the field.
The Occupational Health Service / Company Approved Doctor, in close liaison
with these persons and agencies, will assist staff referred in the following
ways:
a) through counselling encourage them to come to a better
understanding of their problem and the benefits of
seeking treatment or help;
b) providing advice and direction regarding obtaining
treatment and specialist help;
c) assisting in continuing at or achieving a return to work.
4. Alcohol or drug abuse related problems can come to the notice of
management through:
a) Failures in work performance or behaviour necessitating
use of the Disciplinary Procedure. In such situations the
procedure described above should be followed.
b) Other means, where a member of staff seeks or agrees
to accept assistance on a voluntary basis. In such
situations, the procedures described above should be
followed.

5. Recognition of the existence of a possible alcohol or drug abuse

problem.
1. Abuse of alcohol or drugs can affect performance and behaviour at
work, ie, either through serious misconduct at work, (where there is

86
 a direct and demonstrable breach of the disciplinary rules regarding
alcohol or drug abuse at work), or where there is a falling off of
standards of work performance or behaviour, and abuse of alcohol
or drugs is a possible cause.
2. The immediate line manager will be responsible for responding to
such situations, carrying out either counselling or disciplinary
investigations and interviews, supported as appropriate by a more
senior Manager.
3. In such interviews the possible existence of an alcohol or drug
abuse problem should be explored. The line manager is not
required to diagnose the existence of an alcohol or drug abuse
problem, merely to assess whether such abuse is a possible factor.
4. Any requirements of the Disciplinary Procedure regarding allowing
the member of staff representation will be observed.

6. Diagnosing the existence of an alcohol or drug abuse problem.

1. Should the interviews lead to the conclusion that an alcohol or drug
abuse problem might exist and the member of staff accepts referral,
the manager should refer the matter to the Occupational Health /
Company Approved Doctor, who will be responsible for establishing
whether or not a diagnosis of alcoholism or drug dependence can
be made.
2. Disciplinary action should be suspended until diagnostic advice is
obtained. Where appropriate, suspension arrangements in the
Disciplinary Procedure should be followed.
3. If the interview fails to lead to the conclusion that an alcohol or drug
abuse problem exists, or the member of staff rejects, or fails to co-
operate in referral, disciplinary action should be continued, where
and as the situation justifies.

7. Confirmation that a problem exists and treatment arrangements.

1. If a positive diagnosis of an alcohol or drug abuse problem is made,
and the member of staff agrees to co-operate in treatment,
treatment arrangements should commence.
2. Where necessary, the Occupational Health Service / Company
Approved Doctor will advise the member of staff regarding
treatment and will be responsible for monitoring progress with
treatment and advising the manager concerned. This advice should
be available at least monthly following commencement of treatment
and thereafter as appropriate. (Disciplinary action should be
discontinued unless the member of staff fails to co-operate on the
treatment arranged.) Should a diagnosis of alcoholism or drug
dependence not be confirmed or should the member of staff refuse
to co-operate in treatment, disciplinary action should be continued.
3. The Occupational Health Service / Company Approved Doctor will
advise on whether a situation has been reached where there is a
lack of progress with treatment or lack of co-operation by the

87
 member of staff . Managers must review the facts and consider
whether or not there needs to be a return to the use of Disciplinary
Procedures.
4. Where medical certificates are submitted, sick leave should be
given. Should the employee continue to be fit for work during the
period of treatment, he/she should be permitted to continue in
his/her post or alternative work unless such an arrangement would
have an adverse effect on Company services. In such
circumstances, annual or unpaid leave should be approved or,
exceptionally, suspension arranged.
5. If a member of staff has been off work during the period of
treatment, before returning to duty, he/she will be seen by the
Occupational Health Service / Company Approved Doctor who will
advise management regarding capability for continuation in his/her
own post and whether any special supervision or other arrangements
are required.
6. Every effort should be made to comply with the advice provided by
the Occupational Health Service / Company Approved Doctor. If it is
not reasonably practicable to do so, and as a result, the member of
staff is not able to resume duty, employment may be terminated on
the grounds of incapacity (ill health).
7. If a member of staff is again involved in disciplinary situations
resulting from alcohol or drug abuse related problems, a second
referral to the Occupational Health Service / Company Approved
Doctor and suspension of the disciplinary procedure may be
appropriate. If they advise positively on the possibilities of further
treatment or help and the willingness of the member of staff to co-
operate, the disciplinary procedure may be suspended again to
permit treatment and help to be undertaken. This second referral
will not apply if the further disciplinary problems involve serious
misconduct. Third and subsequent referrals are not permissible.

8. Situations where a Disciplinary Situation does not exist

1. There may be situations where the possible existence of alcohol or
drug abuse problems affecting a member of staff comes to a
manager's attention, although there is, or has been, no discernible
affect on work performance or behaviour. This could arise if a
member of staff confides in his/her manager about an alcohol or
drug abuse problem, or a manager could see a need to approach a
member of staff after observing possible "indicators" of an alcohol
or drug abuse problem (ie) an absence pattern, information
provided by the member of staff's colleagues, etc.
2. In such situations, the Company would wish staff to feel they could
seek help from their employer (in complete confidence) without
worry that their job security would be in jeopardy. Accordingly if
managers should be faced with a situation of this type they should:
a) seek the advice of the Occupational Health Service /
Company Approved Doctor regarding whether and how

88
 the matter could be dealt with;
b) counsel the member of staff and, if appropriate, arrange
for the member of staff to be interviewed by the
Occupational Health Service / Company Approved
Doctor.
c) as in the procedure described above, the Occupational
Health Service / Company Approved Doctor will play a
facilitating role (ie) seeking to establish whether a
problem exists, advising and directing the member of staff
towards appropriate forms of treatment and help.
3. These steps cannot be taken without the co-operation of the
member of staff. If the member of staff does not wish to co-operate,
no further action should be taken.
4. Should a member of staff take up the opportunity of assistance on
this voluntary basis there need be no further formal involvement of
management in terms of action or the right to learn of progress with
treatment. It may be however that the member of staff would wish,
or agree to, further involvement of management as a means of
assisting progress with treatment.
5. Use of the disciplinary procedures and/or the application of the
approach described above would only be appropriate if
subsequently, the member of staff is involved in a breach of
disciplinary rules.
6. Should the problems of the member of staff develop to an extent
that his/her continuation in post or employment became impossible,
it may be necessary to identify alternative work or arrange for
termination, on the same basis as the Company operates for staff
with problems of incapacity due to ill health .

<OPTIONAL SECTION>-------------------------------------------------------------------------------

9. Drug /Alcohol Testing

1. <Company> will ensure that all it’s employees work within the laws
of the land. The UK laws on use of drugs and alcohol are clear:
 It is a criminal offence for certain workers, such as drivers or
operators of public transport systems, to be unfit for their
work due to taking drugs or alcohol.
 It is a criminal offence to be unfit to drive, attempt to drive or
be in charge of a motor vehicle when under the influence of
drugs or alcohol.
 The possession, supply or production of controlled drugs is
unlawful except for in special circumstances (e.g. when they
have been prescribed by a doctor).
 Employees are also legally required to take reasonable care
of themselves and to behave in a way that does not pose

89
 risks to the health and safety of themselves or others in the
workplace. This includes consideration of the effects that
intoxication through taking alcohol or drugs may have.
2. In order to ensure compliance with the law, <Company> will
undertake drug / alcohol testing for certain key jobs within the
Company. These will be carried out pre-employment, as part of a
random testing scheme or as a result of an incident. These jobs
are:
 <Insert jobs in Company which will be subject to testing –
usually posts where safety is vital such as driving or machine
operating posts> The Company reserves the right to add to or
amend this list as appropriate.
 Individuals in these posts will be asked to agree to testing as
part of their contract of employment.
3. To ensure the testing is legal and safe the following arrangements
will apply:
 Testing only to be carried out as a part of this policy, and
only by trained staff who will carry out the test in a non-
invasive way – usually by urine sample or exhalation;
 Samples to be collected under supervised conditions but
respecting human dignity. Two identical samples are taken
either on site or split in the test laboratory;
 Samples to be kept under “Chain of Custody” at all
 Screening test for alcohol / common drugs to be carried out
on one sample with either positive or negative results;
 Any positive results from screening to be confirmed by
approved scientific techniques;
 Results to be reviewed by an expert and reported back;
 Second sample to be kept for further analysis as part of any
appeal by the employee;
 Confidentiality will be maintained at all times.
4. <Company> believes that effective workplace drug and alcohol
policies are a better way of achieving results than drug/alcohol
testing and that providing an environment where employees can
discuss any drug/alcohol problems they have, with the prospect of
gaining help and support will be more effective than a testing
regime. Therefore the undertaking of drug / alcohol testing in the
workplace will be minimal and used only where the Company has a
reasonable belief that abuse is taking place.

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14. Health and Safety Policy

1. Statement of General Policy

The Company fully accepts the obligations placed upon it by the various Acts of
Parliament covering health and safety. The Company requires its Chief Executive
to ensure that the following policy is implemented and to report annually on its
effectiveness.

2. Management Organisation and

Arrangements
This policy has been prepared and published
under the requirements of Health & Safety at “<Company>
Work legislation. The purpose of the policy is to recognises and
establish general standards for health and safety accepts its
at work and to distribute responsibility for their responsibility as an
achievement to all managers, supervisors, and employer to
other employees through the normal line maintain, so far as is
management processes. reasonably
practicable, the
safety and health of
3. Management Responsibilities its employees, and of
other persons who
Chief Executive may affected by its’
activities.”
The Chief Executive has overall responsibility for
the implementation of the Company's policy. In
particular he is responsible for ensuring that the
policy is widely communicated and that its effectiveness is monitored.

Directors and Senior Managers

These managers are wholly accountable to the Chief Executive for the
implementation and monitoring of the policy within the area of their specified
responsibility.

Safety Officer

The Safety Officer is a nominated manager responsible for co-ordinating effective

health and safety policies and controls across the organisation.

The Safety Officer is responsible for:

 the production and maintenance of the Company's policy and ensuring
that Department Guidelines are consistent with policy;
 its application;
 monitoring and reporting on the effectiveness of the policy;
 the provision of general advice about the implication of the law;
 the identification of health and safety training needs. The safety officer
also acts on behalf of the Chief Executive, as the Company's formal link

91
 with the Health and Safety Executive, Environment Health Departments
and other external agencies;
 the production and maintenance of Health and Safety Codes of Practice
for each aspect of the services within the Company.

Responsibilities for Specific Workplaces

WORKPLACE SENIOR ACCOUNTABLE TO

MANAGER THE SENIOR
MANAGER FOR
HEALTH AND
SAFETY IN THEIR
DEPARTMENTS
Xxxxx Department Director of Xxxxx All Xxxxx Department
etc Managers are
accountable to the
Director of Xxxxx for
their respective areas

4. Health and Safety Management Process

The Company believes that consideration of the health, safety and welfare of
staff is an integral part of the management process. The provision of the Health
and Safety at Work etc Act, associated Codes of Practice and E.C. Directives will
be adopted as required standards within the Company. Responsibility for health
and safety matters shall be explicitly stated in management job descriptions.

The Company requires managers to approach health and safety in a systematic

way, by identifying hazards and problems, planning improvements, taking
executive action and monitoring results so that the majority of health and safety
needs will be met from locally held budgets as part of day-to-day management,
although many health and safety problems can be rectified at little additional cost.
For major additional expenditure, cases of need will be submitted by Directors to
the Chief Executive.

If unpredictable health and safety issues arise during the year, the Chief
Executive must assess the degree of risk, in deciding the necessary resources
and actions to commit to addressing these issues.

5. Health, Safety and Welfare Guidelines

It is the policy of the Company to require departmental managers to produce

appropriate health and safety policies or guidelines. These should embody the
minimum standards for health and safety for the department and the work organised
within it.

92
It shall be the responsibility of the manager to bring to the attention of all members of
his or her staff, the provisions of the guidelines, and to consult with appropriate
Health and Safety Representatives about the updating of these guidelines. The
model contents of a guideline are:

 a clear statement of the role of the department;

 regulations governing the work of the department;
 clear reference to safe methods of working, for example nursing
procedures, manufacturers' manuals;
 information about immediate matters of health and safety concern, such as
fire drills, fire exits, first aid;
 training standards;
 the role and identity of the Health and Safety Representative;
 names of specialist advisers who can be approached about the work of the
department;
 the manager responsible for organisation and control of work;
 accident reporting procedures;
 departmental safety rules;
 fire procedures;
 policies agreed by the Company.

6. Identification of Health and Safety Hazards

- ANNUAL AUDIT AND REGULAR RISK ASSESSMENTS

It is the policy of the Company to require a thorough examination of health and

safety performance against established standards in each department, at least
annually. The technique to be adopted for such examinations will be the 'Safety
Audit'. The Audit requires review of:

 standards laid down in the policy;

 departmental guidelines;
 relevant regulations;
 environmental factors;
 staff attitudes;
 staff instructions;
 methods of work;
 contingency plans;
 recording and provision of information about accidents and hazards and
the assessment of risk.

The information obtained by the Audit will be used to form the basis of the plan for
the department for the following year. Audits must be completed by July of each
year.

The responsibility for ensuring that audit activity is carried out as part of this policy
rests with the Chief Executive and will be carried out by the Safety Officer. Although
the Audit remains a management responsibility, managers are required as part of

93
this policy to seek the involvement of the appropriate Health and Safety
Representative in the conduct of the Audit.

It is the management's responsibility to ensure that any deficiencies highlighted in

the Audit are dealt with as speedily as possible.

In addition to carrying out Safety Audits, it is the responsibility of the department

manager to check, at least quarterly, all portable equipment, including electrical
appliances, in their area, and to ensure that all problems are immediately dealt with.
Managers have a continual responsibility for the elimination of hazards in order to
maintain a safe working environment and will also be expected to carry out regular
risk assessments in line with the Health and Safety Executive Guidelines; that is
follow the 5 steps:

1. Identify the hazards

2. Decide who might be harmed and how
3. Evaluate the Risks and decide on precautions
4. Record the findings and implement the precautions
5. Review the assessment and update when necessary

7. Safety Representatives

The Company will support Safety Representatives in carrying out their role and give
all reasonable assistance. Safety Representatives will be encouraged to discuss
specific health and safety issues with the relevant Head of Department. They may
also formally report hazardous or unsafe circumstances to the Head of Department
and will be formally notified of the remedial action taken or be given a reason why
the action cannot be taken.

8. Training

Health and Safety training shall be incorporated within annual training programmes,
as part of the development of a systematic training plan. Health and Safety training
needs will, therefore, be identified and planned for in the same manner as other
training needs.

Four areas of need shall be given special priority:

 training for managers, to equip them with an understanding of the

manager's responsibilities under this policy, and the role and purpose of
safety representatives;
 training for safety representatives to enable them to discharge their
function;
 training for all members of staff to acquaint them with the main provisions
of the law and its practical implication, the main features of this policy and
key safety rules;
 induction and in-service training for staff at all levels to acquaint them fully
with new requirements and hazards.

94
9. Records, Statistics and Monitoring

The Company will operate systems for recording, analysis and presentation of
information about accidents, hazard situations and untoward occurrences Advice on
systems will be provided by the Safety Officer, in conjunction, where appropriate with
specialist advisory bodies for example local Environmental Health Departments, and
the responsibility for the operation of these systems rests with managers and
supervisors at all levels. Information obtained from the analysis of accident statistics
must be acted upon and, where necessary, bids for additional expenditure made to
the Chief Executive.

10. Reports to the Health and Safety Executive

The responsibility for meeting the requirements of the Reporting of Injuries, Diseases
and Dangerous Occurrences Regulations 1985 to the Health and Safety Executive,
shall rest with the Chief Executive as delegated to the Safety Officer.

11. Specialist Advisory Bodies

Certain bodies and the individual members of those bodies, have always had a
Health and Safety role, most notably, the Health & Safety executive, or local
Environmental Health Departments. If further specialist advice is required, this may
be obtained by Managers from expert individuals or bodies outside the Company.

12. The Occupational Health Service

It is the policy of the Company to provide Occupational Health Services. Such

services are provided confidentially to the individual employee and include
counselling on health and associated matters, investigation of hazards and
accidents, environment studies, health interviews and employment medicals.

13. First Aid

It is the policy of the Company to make provision for First Aid and the training of 'First
Aiders' in accordance with the First Aid Regulations (1982). The Safety Officer is
responsible for ensuring the Regulations are implemented and for identifying training
needs.

14. Fire

The Chief Executive is responsible for ensuring that the staff receive adequate fire
training, and that nominated fire officers are designated in all Company premises.
The Chief Executive delegates these responsibilities to the Directors.

95
In addition the Company will nominate a Fire Officer (this may be the Safety Officer
or someone external to the Company)
 report and advise on the standard of fire safety in the Company's premises
and the standard of fire training of its staff;
 undertake overall responsibility for fire training;
 assist in the investigation of all fires in the Company's premises and to
submit reports of such incidents.

15. Condemnation and Disposal of Equipment

Procedures for the, condemnation and disposal of equipment are set out in the
Company's Standing Financial Instructions. Managers introducing new equipment
should have new equipment checked by the Safety Officer.

16. Food Hygiene

Those Managers who have responsibility for food acquisition, storage, processing
and serving, and staff induction and training, are responsible for ensuring that these
functions are undertaken to the necessary legal standards. Any suspected outbreak
of food poisoning or other unexplained and possibly food related incidents must be
reported to the Safety Officer

17. Lifting and Handling

Managers are responsible for informing staff of safe lifting techniques. The Safety
Officer will identify specific training needs. The HR Office / Head Office will ensure
training in lifting and handling is provided to staff who require it.

18. Non-Smoking On Company Premises

The Company has agreed that there will be no smoking in its buildings. The overall
aim is to reduce smoking and so save life, reduce risk of fire, prevent unnecessary
illness and chronic disability. The rules relating to smoking on Company premises
are available from the HR Department / Head Office.

19. Control of Substances Hazardous to Health

The Control of Substances Hazardous to Health Regulations (COSHH) require the

Company to identify those substances which are in use and which are hazardous to
health (as legally defined) and to assess the risk of those substances. The Company
must also provide and use controls to prevent exposure to substances hazardous to
health; maintain controls by monitoring exposure, or by health surveillance of
employees; and provide information, instruction and training for employees on all
these matters. The Safety Officer is responsible for implementing these Regulations.

96
20. Computer Installations and Visual Display Units

All new computer installations must adhere to the British Standard Specifications and
comply with the Health and Safety (Display Screen Equipment) Regulations 1992. All
new employees operating VDUs are issued with a copy of the Health and Safety
Executive Booklet entitled 'Working with VDUs'. New employees who regularly use
VDUs will be required to undergo sight screening.

21. Control of Working Time

The Company is committed to the principles of the Working Time Regulations. No

member of staff is expected to work more than 48 hours per week (including
overtime) unless there are exceptional circumstances. Similarly all other
requirements of the regulations e.g. in relation to breaks, night workers etc. will be
complied with.

22. Health and Safety and the Individual Employee

The Health and Safety at Work Act requires each employee 'to take reasonable care
for the Health and Safety of himself and of other persons who may be affected by
their acts and omissions' and co-operate with management to enable management
to carry out their responsibilities under the Act. Employees have equal responsibility
with the Company for Health and Safety at Work.

The refusal of any employee to meet their obligations will be regarded as a matter to
be dealt with under the Disciplinary Procedure. In normal circumstances counselling
of the employee should be sufficient. With a continuing problem, or where an
employee leaves themself or other employees open to risk or injury, it may be
necessary to implement the formal stages of the Disciplinary Procedure.

23. People Working On Company Premises Not Employed By The Company

Persons working in the Company premises who are employed by other organisations
are expected to follow Company Health and Safety Policies with regard to the safety
of Company employees, their own personal safety (and that of other parties such as
the general public if appropriate) and their method of work. This responsibility will be
included in contracts or working arrangements. Similarly seconded Company
employees working in other host premises will be expected to follow the host
employers Health and Safety Policy.

24. Visitors and Members of the Public

97
The Company wishes to ensure that as far as is reasonably practicable, the Health,
Safety and Welfare of visitors to Company establishments will be of the highest
standard.

Any member of staff who notices persons acting in a way which would endanger
other staff, should normally inform their Head of Department. If the danger is
immediate, common sense must be used to give warning, call for assistance or give
aid as necessary. It is equally important not to over-react to a situation.

25. Contractors

The Company wishes to ensure that as far as is reasonably practicable, the Health,
Safety and Welfare of Contractors working in the Company's establishments will be
of the highest standards. In addition, Contractors and their employees have an
obligation so far as is reasonably practicable to ensure all equipment, materials and
premises under their control are safe and without risks to health.

Contractors must also observe the Company's Fire Safety Procedures. These
obligations will be drawn to the attention of the Contractors in the contract document
issued to them. In addition a Company Manager will be identified in the contract as
having authority to stop the work of Contractors who are placing themselves, other
staff, or visitors at risk. Any member of staff who judges there is a risk where
contractors are working, should inform their Manager immediately.

In tendering, Contractors will be asked to confirm they have a written Health, Safety
and Welfare Policy. The Company's Manager letting the Contract will be responsible
for monitoring the Health and Safety performance of the Contractor and the
Contractor's performance will be a factor in deciding whether or not to invite the
Contractor to tender again.

98