Employee handbook

A useful guide to working at Quarriers

Date of issue: July 2016 Ref. EH/B/0616

 Contents
Page No.

Welcome 4
General Information
1. Introduction 7
2. Index of terms and abbreviations 7
3. Quarriers Professional Code of Conduct 9
4. Scottish Social Services Council 9
5. Health and Care Professions Council 10
6. Nursing and Midwifery Council revalidation 10
7. Recruitment 10
8. Health and Safety at Quarriers 11
9. Place of employment 11
Salary, TOIL and Overtime
10. Payment of salaries and expenses 13
11. Probationary period 14
12. Overtime/Time Off In Lieu 14
Annual Leave
13. Annual leave 17
Absences
14. Authorised absence 24
15. Sick pay 30
16. Prolonged or repeated absence 33
17. Compulsory leave 33
18. Retirement pension 33
19. Retirement 33
Notice and Arrangements
20. Travelling allowance 35
21. Notice of termination of employment 35

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 Page No.

22. Disciplinary procedure 37

23. Grievance procedure 37
24. Trade Union membership 37
25. On-call arrangements 38
26. Call out arrangements 39
27. Sleepover payment 39
28. Equal opportunities 39
Training, Insurance and Communication
29. Staff development and training 41
30. Insurances 42
31. Quarriers information technology system 43
32. Communications 43
33. Data Protection 43
34 Social Media 44
35 Press and media 44
References, family members and photographic ID
36. Reference requests 46
37. Request for employment details relating to 46
employees
38. Family members working together 47
39. Photographs 48
40. ID badges 49
Appendices
Appendix 1 - Quarriers employee benefits
Appendix 2 - Quarriers’ organisational structure
Appendix 3 - Leave procedures and guidelines
Appendix 4 - Holiday entitlement
Appendix 5 - Data Protection Principles
Appendix 6 - ID Badge request form and guidelines

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 Welcome

Hello and welcome to Quarriers.

My name is Alice Harper and I am the Chief Executive Officer of
Quarriers.
Quarriers is a unique and diverse organisation with an amazing
history. Quarriers is named after its founder William Quarrier who was
born in Greenock in 1829. William first saw the need to support
vulnerable people on the streets of Glasgow, and opened his first
service in 1871, a night refuge so orphans had somewhere safe to
sleep. As an organisation, Quarriers started life when William called
for charitable donations to buy a piece of land near Bridge of Weir
and build The Orphan Homes of Scotland, an alternative to the
institutional orphanages of the day. Now known as Quarriers Village,
the Homes also included a school, hospitals, post office, bakers,
butchers, fire station, stables and workshops.
Today, Quarriers has over 100 services across the UK from Elgin
to Swindon. Although the organisation has gone through significant
changes since it was founded in 1871, we are always mindful of our
roots and William Quarrier’s vision. Today, Quarriers provides support
to children and adults with disabilities, people affected by epilepsy,
carers, young people facing challenging circumstances and families.

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We are committed to social inclusion and we support people to speak
out about the issues that affect them at a local and national level.
Our staff are key to ensuring that we deliver high quality,
person-centred services. At Quarriers, people are at the heart
of everything we do, and we value each and every one of our
employees. We are committed to ensuring that all our staff are
given comprehensive learning and development opportunities
during their induction to the organisation. This helps to equip
staff with the necessary knowledge and skills as early as possible
to enable them to fulfil their job roles. As part of this induction,
training staff will attend our Core Values course where staff will
learn about Quarriers and the people we support.
We are committed to investing in our staff’s professional and personal
development, and our learning and development programme reflects
this approach. Quarriers provides in-house learning and development
courses which include the opportunity for staff to undertake relevant
HNC (for those who require this for registration purposes) and/or
SVQ/NVQ qualifications. We are reviewing the many benefits that
are available to our staff in order to ensure we remain an employer
of choice and provider of first rate social and health care services.
Please see Appendix 1 for details of employee benefits.
I am really pleased that you have chosen to be part of our team here
at Quarriers and I look forward to meeting you and hearing all about
your success within the organisation.

Alice Harper,
Quarriers Chief Executive

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General information

Date of issue: July 2016 Ref. EH/B/0616

 1. Introduction
This Employee Handbook contains details of Conditions of
Employment, which apply to all Quarriers’ employees. It complements
the Principal Statement of Main Terms and Conditions of Employment.
Employees are expected to read, sign and be familiar with all the
P associated employment policies and Quarriers Professional Code of
Conduct referred to in this document. A full set of employment policies
is available to all staff in their place of work, or through Quarriers
Intranet.
Employees should also read and familiarise themselves with the
relevant professional body code of conduct, e.g. SSSC Codes of
Practice, the Code for Nurses and Midwives and the HCPC Standard
of Conduct, Performance and Ethics.
You’ll also notice icons at the side of each section. This is to help
identify important sections. While employees are to make themselves
familiar with all sections, denotes sections with information,
denotes sections of high importance and P shows where a relevant
policy or offical Quarriers’ document exists.

2. Index of Terms and Abbreviations

(as used in this document)
Board of Trustees Quarriers’ Board of Trustees who are the
statutory Directors and Trustees of Quarriers.

Executive/ The senior managerial body which includes the

Directors Chief Executive Officer, Deputy CEO/Service
Director, Director of Finance and Corporate
Services, and Director of IT and Information
Management.

Line Manager Refers to the immediate supervisor

of the employee.
Please see Appendix 2 for Quarriers Organisational Structure.

People who use Includes children, young people and adults,

our services / who access and/or receive a service in any of
people we Quarriers’ residential establishments, supported
support living settings, or any user of day care or
community-based services run by Quarriers.

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 Principal Refers to the Principal Statement of Main
Statement Terms of Employment as amended from
time to time and issued to the employee.

Professional Central Government Departments; Local

Partner Agencies Authority Departments (such as Social Work
Departments; Education Departments); Health
Board Departments; charitable voluntary,
commercial and independent agencies with
whom Quarriers works in partnership in the
development of its professional services.

Project/Service Refers to any service or unit, residential, day

care or community-based establishment which
is maintained or managed by Quarriers, and
from which a service is offered.

Senior Managers Includes Executive Team, Heads of Service,

Heads of Department and Operational
Managers.

Senior Staff Includes the Executive Team, Heads of Service,

Department Managers, Operational Managers,
Project Managers, and other employees
designated as such by the Executive.

Working day A day (or night) on which a work duty is to

commence, which may continue into the
following day, and is calculated as:
Contractual working hours
Five days

Working month For calculation of Occupational Sick Pay (OSP),

this is calculated as a maximum of 23 days x
1/260 each month.

Working week A sequence of working days where the

employee may be deployed to work according
to the required shift pattern.

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 3. Quarriers Professional Code of Conduct
Quarriers Professional Code of Conduct sets out expectations of
Quarriers employees in respect of:
• ethical responsibilities to the people we support
• ethical responsibilities as professionals
• ethical responsibilities to colleagues and Quarriers
The Code of Conduct can be found on Quarriers Intranet. All new
P employees are given a personal copy of Quarriers Professional Code
of Conduct prior to taking up post.

4. SSSC Registration
Please note this relates only to employees working in Scotland.
It is the employee’s responsibility to register with the Scottish Social
Services Council (SSSC) and advise them of any changes in your
circumstances. If you are employed in a service where registration
is compulsory, you must ensure that you register in the appropriate
category within six months of starting in post. If you are unclear
about the required category you should speak to your Line Manager.
In the event that you do not register or are unable to achieve
registration within the prescribed period, you should be aware that it
will become an offence under the Regulation of Care (Scotland) Act
2011 for Quarriers to continue to employ you in regulated work and
accordingly you are likely to be dismissed on the grounds of your
failure to meet a statutory requirement. If you do not register within
the required period, or are unable to achieve registration, you have
an obligation to inform Quarriers as soon as possible.
Details of how and when you are required to register with the SSSC
are available on their website (www.sssc.co.uk) and on request from
your Line Manager.
Where you hold a qualifcation that is eligible for registration with the
Scottish Social Services Council, it is a condition of you satisfactorily
completing your probationary period that you will provide proof of
registration.
It is further your personal responsability to maintain your annual
registration with the SSSC and pay any fees required in this regard.

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 5. Health and Care Professions Council (HCPC)
At present, there is no requirement for support workers in England
to register with the HCPC. The Government is considering
establishing a voluntary register of adult social care workers
in England which may, in time, become a requirement with
employers and commissioners. The individual employee must
meet any future registration requirements.

6. Nursing and Midwifery Council - Revalidation

From 2016, all nurses and midwifes will be required to revalidate with
the Nursing and Midwifery Council (NMC) in order to remain on the
NMC register and continue practicing as a registered nurse or midwife.
NMC revalidation replaces Post-Registration Education and Practice
(PREP), and individuals must complete this process every three years.
It is the individual’s responsibility to revalidate with the NMC and
to advise them of any changes in their circumstances.
Failure to achieve the required registration within the specified
timeframe may result in a disciplinary investigation.
It is also the individual’s personal responsibility to maintain their
professional registration on an annual basis and pay any related fees.

7. Recruitment

P Employees are recruited in line with Quarriers Recruitment Policy, and

appointments are made only after satisfactory references, Enhanced
Disclosure Checks/Protection of Vulnerable Groups (PVG) check/
Disclosure and Barring Service (DBS) check, and pre-employment
health checks.
It is Quarriers policy that all staff will be Disclosure Scotland/PVG/DBS
checked on a three yearly basis (or sooner if required), and all
employees must comply with any reasonable requests in this regard
(e.g. completing Disclosure Scotland forms within stated timescales,
providing evidence of identity when requested).
P In line with Quarriers Participation Strategy, people we support are
involved in the recruitment process for many roles within the
organisation, and may assist with carrying out interviews of
prospective employees.

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 8. Health and Safety at Quarriers
Quarriers places a great emphasis on health and safety matters.
The way we operate ensures the safety, health and welfare of all
our employees, visitors and the general public in accordance with
the Health and Safety at Work legislation. Every employee must
co-operate to enable compliance with all statutory duties. Quarriers
P Health and Safety Policy requires total commitment from all employees
consistent with the following:

• Each individual has a legal obligation to take reasonable care for

their own safety and for the safety of other people who may be
affected by their acts or omissions.
• Complying with instructions and procedures issued.
• Reporting any serious danger to health and safety to your Line
Manager including incidents which have led, may lead or might
have led to injury.
• Co-operating with any investigation to prevent accidents.
• Using equipment or substances in accordance with information
or training.

Further information is available from the Health and Safety

Department.

Quarriers has helped me develop to the

person I am. It’s a place I love to attend.
I meet up with other people of my age which
helps me develop into a more sociable person.
- person supported by Quarriers

9. Place of employment
Individuals are employed by Quarriers and their initial place of work
will be defined in the Principal Statement of Main Terms of
Employment. In accordance with business needs, Quarriers can require
employees to work at an alternative location upon providing them
with appropriate notice and within accepted guidelines around
distance and travel time. This must be no more than twenty five miles
or one hour’s travel from their initial place of work, and consideration
should be given to where the employee lives.

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Salary, TOIL and overtime

Date of issue: July 2016 Ref. EH/B/0616

 10. Payment of salaries and expenses
10.1 The employee shall be paid at the rate specified in the
Principal Statement. The rate specified will be advised
in an offer letter to the potential employee by the Line
Manager at the time of recruitment. Quarriers is not obliged
to award a salary increase and there is no right to automatic
incremental progression.

10.2 Salaries are paid concurrent with the month worked and are
equivalent to 1/12th of the annual basic salary, regardless
of the number of actual days worked in any one month, in
accordance with the working week as specified in Section 2.
Overtime, expenses, etc, are paid one month in arrears. The
Payroll cut-off is the 12th of every month, therefore any
employee starting after this date will receive their first
salary at the end of the following month.
Where an employee leaves Quarriers’ employment during
any month, the calculation of final salary for that period
will be made as follows:
Final pay = 1/260th of basic annual salary for each
potential work day available within the time period
of the final month worked up to the leaving date,
based on a five-day working week, which is assumed
consistently as Monday to Friday.
The above calculation is used in all final salary calculations
regardless of the pattern of deployment in accordance with
service rotas. This should ensure consistency of payment
throughout the employment period.

10.3 To incur expenses on behalf of Quarriers, employees must

follow the appropriate procedures as outlined in Quarriers
P Travel and Expenses Policy.

10.4 Quarriers reserves the right to make deductions from an

employee’s salary where there has been an overpayment of
salary or allowances for any reason. For this purpose, it will
be assumed that you have checked every payment made to
you and will therefore be aware of any overpayments.

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 Where an overpayment has occurred, you will be notified of
the amount in advance, which will usually be recovered
automatically on the next available pay day.
However, if the repayments of overpayments are likely to
span more than one month, a repayment plan will be agreed
in advance. You will be invited to comment on the matter,
including the frequency and amount of deductions.

11. Probationary period

For all new employees, the first six months of employment are
probationary and subject to satisfactory performance. On commencing
their role, employees will be advised on mandatory and highly
recommended training by their Line Manager. An employee must have
successfully completed all mandatory and such other relevant training
as required by the Line Manager during their probationary period
before they can be confirmed in post.
Performance will normally be assessed through an initial review
immediately prior to the employee reaching six months in
employment. At the satisfactory conclusion of this period, it will
normally be confirmed in writing that the employment will continue
as stated in the letter of appointment. Occupational sick pay cannot
be paid to an employee until they have been formally confirmed in
post through this process. Failure to complete the probationary
period satisfactorily may lead to:
a) extension of probationary period, or
b) termination of employment with Quarriers.

12. Overtime/Time off in lieu (TOIL)

It is Quarriers policy that time off in lieu (TOIL) of extra hours worked
should be given to all employees where possible, e.g. one extra hour
worked will result in one hour off as time in lieu. In certain
circumstances, employees are eligible for payment at overtime rates
with the prior authorisation of the Operational Manager/Head of
Department or above. Further information is contained in Quarriers
P Flexitime and Time off In Lieu Policy
Enhanced rates are paid to employees working on public holidays
(see table on the next page). In addition, employees will be entitled
to one day off in lieu of every designated public holiday worked.

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 Overtime rates

Part-time Full-time

Rate for hours worked Flat rate N/A

in excess of contractual
weekly hours up to a
limit of the weekly full
time hours in relation
to the post

Rate for hours TOIL or payment at plain TOIL or payment at plain

worked in excess time rate for any additional time rate, unless, where
of weekly full-time hours rostered in excess of there are no other
hours their normal monthly hours, alternatives, overtime
unless, where there are no has been authorised
other alternatives, an in advance by their
overtime payment has been Operational Manager.
authorised in advance by
their Operational Manager. A full-time employee
working additional
A part-time employee hours in another service
working additional hours in (i.e. not their primary
another service (i.e. not post) can receive
their primary post) can payment at the
receive payment at the relief rate.
relief rate.

Public holidays (4) Time-and-a-half for Time-and-a-half for

four public holidays four public holidays

Enhanced rates

Part-time Full-time

Public holidays (4) Time-and-a-half for Time-and-a-half for

four public holidays four public holidays

P Employees should also refer to Quarriers Flexitime and Time Off In

Lieu Policy.
Employees are entitled to four days public holiday in addition to their
own leave entitlements. Further details are contained at section 13.3.

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Annual leave

Date of issue: July 2016 Ref. EH/B/0616

13. Annual leave
13.1 The leave entitlement year runs from 1 April to 31 March.
An annual leave day is defined as a designated working day
on which the employee is not rostered or deployed, but
receives payment as defined in 13.4.

13.2 Entitlement to annual leave

Employees are entitled to the following annual
paid holidays:
• 29 days pro rata at commencement of continuous
service.
• 34 days pro rata after five years’ continuous service.
The leave entitlement for all Senior Staff (Directors,
Head of Services, Department Managers, Operational Service
and other designated senior staff) is 34 days per annum.

13.3 Public holidays (see Appendix 4)

The employee shall be entitled to four public holidays
during the leave entitlement year, where each day’s holiday
is the equivalent of a working day as specified in Section
2 of Quarriers Employee Handbook. Employees who are
requested to work on public holidays will be eligible for
the appropriate enhanced payment as specified in
Section 12.
Each service or department can decide which dates it wishes
to take as the four public holidays and notify Quarriers
Finance Department by 1 February of the relevant year.
Head Office Departments (those based at Head Office, The
Gateway, The Exchange, Bethesda and Carsemeadow) will
take their public holidays as two days at Christmas
(25-26 December) and two days at New Year (1-2 January),
and these offices will be closed on those days.
If these dates fall on a Saturday or a Sunday, the public
holidays will be deferred to the following Monday or
Tuesday instead.

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 13.4 Payment
Pay while on holiday will be maintained at the rate of
1/260th of basic annual salary for each day of holiday.
The following definitions apply to this calculation:
(a) ‘Day’ shall mean total contracted weekly hours
divided by five, and this definition will apply to all
night staff as well as to all other employees.
(b) When on annual leave, employees are entitled to
receive payments in respect of any allowances they
would otherwise have received had they not been
on holiday, such as regular overtime, on-call or
sleepover payments. This entitlement applies only to
the European Holiday Entitlement which is defined
as the first twenty days annual leave taken in each
annual leave year.
c) If an individual has already taken holidays in excess
of their entitlement when their employment ends,
overpayment will be deducted from any final
payments to the employee.

13.5 Accrued holiday pay

The right to a paid holiday is provided for by the Working
Time Regulations 1998 (as may be amended from time to
time). This has now been interpreted by the UK courts to
mean that staff who would receive non-contractual
payments such as overtime, on-call or sleepovers had they
been at work should now receive a payment in respect of
what is defined as the European Holiday Entitlement (this
is the employee’s first 20 days holiday in each leave year).
Quarriers has calculated this at 8.3% (20 days’
holiday/241 work days available x 100). This will be
paid on all non-contractual payments other than genuine
out-of-pocket expenses payments such as subsistence or
mileage costs in respect of the employee’s first 20 days’
holiday in each leave year.

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13.5 Procedures for taking annual leave
a) All requests for annual leave should be submitted to
the employee’s Line Manager on Quarriers
Leave Request Form or Holiday Record Card
(b) Annual leave is granted at the relevant Line
Manager’s discretion. Staff will normally be expected
to take two thirds of their annual leave between
April and October of each leave year.
c) If employees undertake a fundraising trek or activity
for the purposes of raising funds for Quarriers during
their annual leave, they may be granted an extra day
of TOIL for each week of the event (up to a maximum
of two days).
Examples
Where an employee commences with or leaves Quarriers,
annual leave entitlement may be calculated using the
schedule for holiday entitlement (Appendix 4).
Leave entitlements are measured in days on this form.
When calculating number of hours entitlement for part time
staff, the average day should be used.
a) For an employee who is entitled to 29 days
per annum and who is contracted to work 25
hours per week, then the entitlement is:
29 days x 5 hours* = 145 hours
*The calculation of five hours per day is arrived at by
dividing the 25 contractual hours per week by five
days to give the average working day in hours.
b) For example, if the employee works 25 hours per
working week over a five day period, as follows:
Monday 5 hours
Tuesday 8 hours
Wednesday 4 hours
Friday 4 hours
Sunday 4 hours
and the employee takes a Tuesday as holiday, the employee
takes eight hours holiday rather than one day. These eight
hours are deducted from the employee’s entitlement of 145
hours, leaving 137 hours left to be taken.

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 13.6 Buying and selling annual leave

a) Employees are entitled to buy and sell annual leave.

This policy gives employees the option of increasing
or reducing their annual leave on a yearly basis to
suit their individual circumstances.
b) Some employees would prefer more money and
fewer holidays, while others would appreciate more
annual leave, which can be of considerable assistance
to those with caring responsibilities. This is an option
and employees are not required to use it if they do
not want to. Buying and selling annual leave is
subject to the needs of the service and the discretion
of the Line Manager.
c) This policy is subject to a maximum of five days.
This policy does not include public holidays and is
not applicable to relief staff or those who work term
time.
Employees who purchase additional holidays and
then do not use them cannot resell their holiday or
carry over more than five days for that holiday year
unless there are exceptional circumstances.

13.6.1 Process
• Each year, a note will be added to the December wage
slips advising employees that applications for the buying
and selling of annual leave for the forthcoming leave
year must be submitted to Quarriers Finance Department
via their Line Manager by 1 February at the latest.
• Employees must agree their leave arrangements and
requests to buy or sell annual leave with their Line
Manager, who will sign and submit the information on
an EF1 form to the Finance Department before 1
February if the request is approved.
• When considering this request, the Line Manager will
take into account the needs of the service or department,
the individual, and requirements for cover arrangements.

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13.6.2 Calculations
• An employee’s week relates to the amount of contractual
hours they work per week.
• Employees are able to sell up to an equivalent of one
of their weeks in hours (i.e. an employee working 20
hours per week can sell up to a maximum of 20 hours)
before the beginning of each holiday year. Their holiday
entitlement would then reduce by the relevant amount
and their salary would be increased across the year to
reflect the sold amount of leave.
• Employees can purchase additional leave up to an
equivalent of one of their weeks in hours (i.e. employees
working 20 hours per week can buy up to a maximum of
20 hours) before the beginning of each holiday year.
Their holiday entitlement would then increase by the
relevant amount and their salary would be reduced
across the year to reflect the purchased amount of leave.
• The minimum amount of annual leave to be taken by
all employees is 28 days per year pro rata as per the
Working Time Regulations.
• When you sell or buy annual leave, your salary is
increased or reduced by the additional number of hours
sold or purchased. This figure will be calculated on the
employee’s individual salary, and the relevant
adjustments will be spread across the financial year.
• These salary adjustments will not affect any deductions
for pension, union subs, etc.
• At the end of the holiday year, the employee’s
holiday entitlement and salary will revert to the
normal amount unless another request is received
for the new holiday year.

13.7 Absence from a Registered Service

Where the Registered Manager is planning to be, or is
absent from the service for 28 days or more, the
appropriate regulator (Care Inspectorate or OFSTED) must be
informed. Where this is due to planned annual leave, it
is the Registered Manager’s responsbility; where this relates
to absence due to sickness, it is the responsiblity of the
Responsible Individual.

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 13.8 Annual leave arrangements on transfer or termination
Where an employee transfers from one service or
department to another, he/she should take their allocated
leave entitlement in as far as this is practicable, prior to
transferring to the new service or department.
Employees will only be entitled to the specified public
holidays if these fall in the period in which they are
employed by Quarriers. There is no entitlement to, or
accrual of, the specified public holidays that may fall
before or after the employee’s period of employment
with Quarriers.
In the event of an employee’s employment terminating
during the leave year, all annual leave that the employee
is entitled to up until the point of termination should be
taken prior to their final day of employment, unless the
needs of the service make this impracticable in which
case it will be paid. Where employment terminates and
the employee has already taken holidays in excess of
their entitlement, in terms of the above clauses, Quarriers
is entitled to compensation in respect of the excess days
taken. This will be deducted from any final payment.

13.8 Carryover of annual leave

Line Managers have discretion to grant the carryover of
annual leave (up to a maximum of five days) from one
annual leave year to the next. Such leave should normally
be taken by the end of May unless there are specific
circumstances affecting this, e.g. staff shortages in that
area or an agreement to use the leave for a planned
longer holiday.

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Absences

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 14. Authorised absence
Any form of absence, other than approved annual leave, whether paid
or unpaid will only be granted after consultation and negotiation with
the employee which will include the appropriate member(s) of
management and the Human Resources Department.
14.1 Addiction support
Where possible, employees should attempt to schedule
appointments in their own time. However, subject to the
following qualifications, time off with pay may be granted.
Time off with pay may be granted to attend an assistance
programme approved by Quarriers (e.g. alcohol counselling,
Employee Assistance Programme) subject to providing the
appropriate Line Manager with confirmation of the
appointment (e.g. by showing an appointment card or letter).
Ordinarily, attendance at no more than six sessions will be
permitted with pay. However, ongoing attendance over a
prolonged period may be possible, subject to review by
the Occupational Health Doctor, who may, with the
employee’s consent, seek a report from the relevant
assistance programme.

14.2 Compassionate leave

Compassionate leave is permitted with full pay upon the
death of an employee’s mother, father, husband, wife,
partner, brother, sister, son or daughter. Normally upon the
death of a close relative, an employee shall be entitled to a
maximum of three days’ compassionate leave, with a further
two days’ being granted if the employee is responsible for
arranging the funeral.
In other bereavement circumstances or where additional
time off is required, guidance should be sought from the
Human Resources Department.

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 14.3 Children’s Panel members
Employees who are members of Children’s Panels will be
permitted reasonable unpaid time off to attend their duties.
Employees would also be entitled to request either annual
leave or flexi-leave as appropriate to facilitate the discharge
of their duties.
Employees should also notify their Line Manager prior to
accepting any post and are reminded of their contractual
obligation to give their whole time to the duties for which
they are employed and not take on other business or paid
employment unless by prior written consent of Quarriers.

14.4 Community Emergency Services

Employees will be permitted reasonable unpaid time
off to attend their duties and may also request annual
leave or flexi leave as appropriate to facilitate the discharge
of their duties.

14.5 Counselling
Time off with pay may be granted to attend an Assistance
Programme approved by Quarriers, subject to providing the
appropriate Line Manager with confirmation of appointment.

14.6 Death of a person Quarriers supports

Line Managers may consider using authorised absence of up
to one day in some instances. If an employee appears to
need additional time off, advice should be sought from the
Human Resources Department.

14.7 Educational leave

Time off to attend further education courses may be granted
at the discretion of the relevant Head of Service and the
Learning and Talent Development Manager in line with the
P organisational External Qualifications Policy. If the course is
approved and funded by Quarriers, time off may be granted
(whether this is paid or unpaid will depend on individual
circumstances).
Employees should note that during the period of unpaid
educational leave, Quarriers will make a maximum
contribution of four weeks to the Pension Scheme.

Date of issue: July 2016 Ref. EH/B/0616 25

 14.8 Local authority elected members
Employees who are elected members of local authorities or
health or education boards will be permitted reasonable
unpaid time off to attend their duties. While there is no limit
to the amount of time off granted, the Employment Rights
Act 1996 states that in deciding what is reasonable, an
employer must take into account the time required to
perform these duties, the amount of time taken off and the
effect on the employer’s business.
Any employee being elected to a local authority or health or
education board should contact their Line Manager to
discuss required time off.

14.9 Examinations (where appropriate to the job)

Where the employee is pursuing a qualification in line with
P the Quarriers External Qualifications Policy, time off with pay
will be granted to sit any examinations. Ordinarily,
there shall be no entitlement to paid study leave, but staff
may request unpaid time off, TOIL, annual or flexi leave.

14.10 Health and Safety representatives

Safety Representatives appointed by a recognised,
independent Trade Union (under the provisions of the Safety
Representatives and Safety Committees Regulations, 1997,
as may be amended from time to time) must be permitted
reasonable and appropriate amount of time off work to
enable them to perform their functions and where necessary
to undergo such training as may be reasonable.

14.11 Contact with infectious diseases

Where and/or when required by reasons relating to health
and safety or food safety (and/or on demand from a Local
Authority Environmental Health Officer or the Health and
Safety Executive), employees may be suspended from work
on full pay. Generally, however, apart from employees
employed as a cook or chef, restrictions on handling food
will cover most situations. Please contact the Human
Resources Department for further information if appropriate.

26 Date of issue: July 2016 Ref. EH/B/0616

14.12 Interviews (non-redundancy cases)
Employees are entitled to unpaid time off to attend
interviews with other employers. Where possible, any
agreed unpaid time off should be scheduled to minimise
disruption to the service provided.
Employees can of course also use their annual leave to
attend interviews during their normal working hours,
subject to the approval of their Line Manager.

14.13 Jury and witness service

Employees required to attend court for jury service shall be
entitled to paid time off work, subject to claiming all
available expenses and repaying them to Quarriers.

14.13.1 Jury service

As soon as an employee is called for jury service, he/she
should inform the appropriate Line Manager, Head of
Department or appropriate Operational Manager, who will
be responsible for arranging cover for this leave. On
preliminary days where employees are asked to attend but
not then chosen, they should then report to work where
practical. If in any doubt about whether or not to report to
work, employees are advised to phone the appropriate Line
Manager in order to clarify the matter. Employees should
claim for loss of earnings on Form 5233, which is provided
by the court, and re-imburse Quarriers accordingly.

14.13.2 Witness citation

Employees should claim all expenses applicable and
reimburse Quarriers for any days they are cited to attend
court as a witness at the normal daily rate. Normal daily
rates may be obtained from the Payroll Department at
Quarriers Head Office. This applies only if employees are
cited as witnes in relation to non-work related matters.

14.14 Justice of the Peace

Employees who serve as a Justice of the Peace will be
permitted reasonable unpaid time off to attend their duties.
Employees are also entitled to request either annual leave
or flexi leave.

Date of issue: July 2016 Ref. EH/B/0616 27

 14.15 Offender appearance in court
Any Quarriers employee who is charged with a criminal
offence, or may have a criminal case pending, must inform
the Human Resources Department of this. Failure to disclose
a criminal conviction is likely to be considered gross
misconduct and will result in disciplinary action.

14.16 Urgent medical/dental treatment

Where required, employees may attend urgent medical and
dental treatment subject to them taking TOIL and working
any hours lost at a mutually agreed time, whether or not
TOIL is a formal arrangement.

14.17 Non-urgent medical/dental treatment

Where possible, employees should arrange non-urgent
medical or dental treatment on days and times when they
are not working. TOIL may also be taken where agreed with
the Line Manager.

14.18 Meetings of councils, community councils, college

council, school board/council, Children’s Panel,
probation boards, court boards, youth offender
panel members or related business
Employees who are members of any of the above will
be permitted reasonable unpaid time off to attend their
duties. Employees are also entitled to request either
annual or flexi leave.

14.19 Parliamentary candidates/election agents

Employees who are standing for parliament or acting as a
Parliamentary Election Agent will be permitted reasonable
unpaid time off to attend their duties. Employees are also
entitled to request either annual leave or flexi leave.

28 Date of issue: July 2016 Ref. EH/B/0616

14.20 Search for new accommodation if relocated
Employees who are joining Quarriers and have been
authorised by the Chief Executive Officer or Deputy Chief
Executive Officer to claim relocation expenses are entitled to
a maximum of three days’ paid leave to search for new
accommodation if required.

14.21 Service in non-regular forces

Employees who are in service with the non-regular forces
will be permitted reasonable unpaid time off to attend their
duties. There is no statutory right for employees to have
time off to undertake Territorial or Reserve Forces duties;
however, employers are free to come to an agreement with
the employee concerned about arrangements for time off.

Staff treat me with respect and

it’s good to be part of Quarriers.
- person supported by Quarriers

Date of issue: July 2016 Ref. EH/B/0616 29

 15. Sick pay
15.1 Occupational Sick Pay
Employees will receive payment of Occupational Sick Pay
(OSP) or Statutory Sick Pay (SSP) providing they comply fully
with notification and certification requirements detailed in
P Quarriers Managing Attendance Policy.
Employees must submit self-certificate and/or a medical
certificate/Statement of Fitness to Work in order to qualify
for payment of OSP. Failure to comply with Quarriers
certification procedures may result in the non-payment of
Occupational Sick Pay for the duration of the whole absence
period. OSP will not be paid for any days not covered by
a self-certificate or medical certificate/Statement of Fitness
to Work.
Back dated self-certificates or medical certificates/Statement
of Fitness to Work will not be accepted if received outwith
the timescales detailed above (within three days of being
signed by the GP/doctor) unless there are exceptional
circumstances.

15.1.1 Provided the employee complies with the obligations

detailed in 14.1 above, Quarriers will pay OSP (which
includes SSP entitlement) as follows:

Service at
commencement Full pay Half pay
of absence from period period
employment
During probationary SSP only
period
Once confirmed 2 weeks 2 weeks
in post
During second year 5 weeks 5 weeks
During third year 8 weeks 8 weeks
During fourth year 10 weeks 10 weeks
During fifth year 3 months 3 months
Thereafter 6 months 6 months

30 Date of issue: July 2016 Ref. EH/B/0616

 For the avoidance of doubt, employees who have completed
three years’ service (i.e. who are into their fourth year of
employment) will be entitled to 10 weeks’ full and 10 weeks’
half pay.
Only employees who have completed five years’ service will
be entitled to six months’ full and six months’ half pay.

15.1.2 The period referred to in columns 2 and 3 of Clause 15.1.1

on the previous page will represent the employee’s total
entitlement in any one sick year for OSP as outlined in
15.1.3.

15.1.3 When an employee is absent due to illness, their sick pay

record for the previous sick year will be examined. The term
‘sick year’ used in the calculation of sick pay is defined as:
any period or periods of sick leave during
which the employee has been absent from
duty on account of illness in the twelve months
preceding the first day of the employee’s new
sickness.
This would apply whether or not the sick periods arise as
a result of the same cause. Whether the employee had been
in receipt of full pay or half pay will be taken into account
in calculating the appropriate payment for the new period
of sick leave.
The aggregate of such previous periods of sick leave shall
be offset against the full pay period, and the balance against
the half pay period to which the employee is entitled in
respect of the latest sickness. No account shall be taken of
any unpaid absence periods in aggregating the previous sick
year for pay purposes.
If an employee has exhausted full and half pay OSP
entitlement, they will not normally be entitled to receive
OSP until a full year has been worked from the date of
return to work, at which point normal OSP entitlement
will be restored.

Date of issue: July 2016 Ref. EH/B/0616 31

 15.1.4 For the purposes of 15.1.1, pay is defined as basic pay
excluding additional hours, overtime and any enhanced
payments due to the employee.

15.1.5 Exclusion from entitlement

OSP will not be paid if the employee:
a) has a temporary/time limited contract of employment
for 13 weeks or less.
b) is in legal custody.
c) is absent due to misconduct or negligence, active
participation in sport for payment or injury while working
in the employee’s own time for another employer or for
private gain.
d) becomes ill while on strike or involved in industrial
action.
e) is guilty of conduct which will harm her/his recovery.

15.1.6 a) Where a decision has been taken to terminate

employment, there is no entitlement to, or accrual of, OSP
beyond the date of termination.
b) At the date of expiry of both the full and half OSP pay
periods, the Human Resources Department will write to the
absentee advising her/him of the relevant date.

15.1.7 If a period of absence is caused by an accident arising out

of and in the course of the employee’s employment, and
qualifies the employee for payment of Industrial Injury
Benefit from the Benefits Agency, the period of absence
will not be deducted from OSP entitlement.

15.1.8 At the discretion of Quarriers, uncertified absence may

result in the stoppage of OSP.

32 Date of issue: July 2016 Ref. EH/B/0616

 15.2 Statutory sick pay
Employees are referred to the Managing Attendance Policy
P document.
Employees are entitled to Statutory Sick Pay (SSP) in
accordance with the provisions of the Social Security and
Housing Benefits Act 1982, as may be amended from time
to time, and regulations made there under. SSP is payable
for any period of absence of more than three days and is
subject to a maximum of twenty eight weeks of absence.
The employee’s qualifying days for SSP are based on
a seven-day week.

16. Prolonged or repeated absence

Please see Quarriers’ Managing Attendance Policy for further details.
P
17. Compulsory leave
In exceptional circumstances, Quarriers may require an employee to
take compulsory paid leave. In this case, they will not be required to
attend their normal place of work. In these circumstances, this will be
confirmed to the employee in writing. This does not constitute part of
the employee’s annual leave entitlement.

18. Retirement pension

Quarriers provides a defined benefit contributory pension scheme,
which is closed to new members. Quarriers commenced a consultation
with scheme members in April 2016 regarding the proposed closure
of the defined benefit contributory pension scheme to new accrual.
Employees will automatically be enrolled in Quarriers Auto Enrolment
Pension Scheme with the People’s Pension, subject to their eligibility.
Employees can choose to opt out of the scheme if they wish: details of
how to do so will be provided by Quarriers Finance Department when
employees join the organisation. Quarriers commenced a consultation
with scheme members in April 2016 regarding the proposed closure
of the defined benefit contributory pension scheme to new accrual.

19. Retirement
There is no default retirement age.

Date of issue: July 2016 Ref. EH/B/0616 33

Notice and arrangements

Date of issue: July 2016 Ref. EH/B/0616

 20. Travelling allowance
In agreed circumstances, employees will be entitled to claim a travel
allowance at the current user rate in the event of using their own
vehicle while in the course of their employment and for the purposes
of carrying out their employment duties.
Employees should refer to guidance on vehicle insurance: please see
section 29.2.
P Further information is available in Quarriers Travel and
Expenses Policy.

21. Notice of termination of employment

21.1 Notice required to be given by Quarriers
Unless the employee’s Principal Statement provides
otherwise, the period of notice to which the employee is
entitled is a follows:

Length of service Notice required by Notice required by

Quarriers to employee Quarriers to Directors
and Senior Staff

Less than 4 weeks 1 week 1 week

4 weeks to 6 months 1 week 4 weeks

(probationary period
- refer to 21.3 below)

6 months to 1 year 4 weeks 4 weeks

1 year to 5 years 4 weeks 12 weeks

5 years plus 1 week for every complete 12 weeks

year of service, up to a
maximum of 12 weeks

Date of issue: July 2016 Ref. EH/B/0616 35

 21.2 Notice required to be given by the employee
Unless the employee’s Principal Statement provides
otherwise, in the event of the employee terminating the
contract of employment, the employee is required to give
notice as follows:

Length of service Notice required by Notice required by

employees to Quarriers Directors and Senior
Staff to Quarriers

Less than 4 weeks 1 week 1 week

4 weeks to 6 months 4 weeks 4 weeks

(probationary period)

6 months to 1 year 4 weeks 4 weeks

1 year plus 4 weeks 12 weeks

21.3 Notice during probationary period

Where Quarriers terminates an employee’s employment
during their probationary period under the Capability
Process, Quarriers is required to give only one week’s notice.

21.4 Payment in lieu of notice

Quarriers reserves the right to make payment in lieu of
notice. Furthermore, Quarriers reserves the right to
terminate the employee’s service without notice or payment
in lieu of notice in the event of his/her being guilty of gross
misconduct.

21.5 If Quarriers is not given due notice by the employee in

accordance with Clause 21.2 above, this will result in a
deduction of the appropriate basic salary from all final
payments of whatsoever nature due to the employee on
termination. This deduction is authorised by the employee
for the purposes of the Employment Rights Act 1996, as
may be amended from time to time, by his/her signature on
the Principal Statement.

36 Date of issue: July 2016 Ref. EH/B/0616

 22. Disciplinary procedures

P Further details of the Disciplinary Procedure are in Quarriers’

Disciplinary Policy.

23. Grievance procedure

P See Quarriers’ Grievance Policy.

24. Trade Union membership

Quarriers has a voluntary recognition agreement with UNISON.

The employee has the right:

a) to be a member of a trade union of their choice
b) not to belong to a trade union
c) where the employee is a member of a recognised trade union to:
i) take part in its activities at appropriate times and to have
an authorised amount of time off (unpaid) to take part in
said activities
ii) hold office in the union
iii) seek election to office in the union
d) where the employee holds office in the union, to have an agreed
amount of paid time off during working hours to carry out relevant
duties or training
e) in respect of c)i) and d) above, the employee is required to negotiate
with his immediate Line Manager with regard to prior approval for
said time off.
Further details are given in the Joint Consultation Committee
document entitled Terms of Reference and Memorandum of
Agreement between Quarriers and Unison, which is available
from the Human Resources Department and individual work places.

Date of issue: July 2016 Ref. EH/B/0616 37

 25. On-call arrangements
25.1 The operation of an on-call arrangement within any service
shall only be with the prior authorisation of the relevant
Head of Service. All Quarriers Line Managers (Team Leaders,
Deputes, Project and Operational Managers and Heads of
Service) may be required to undertake on-call duties on a
rota basis.

25.2 The arrangements outlined below for the operation and

payment of on-call apply to any employee (other than
Operational Managers, Heads of Service, Directors, Deputy
Chief Executive Officer or Chief Executive Officer) who is
required to be on-call outwith normal working hours.

25.3 An employee paid under these arrangements shall, when on

designated on-call duty, be available for immediate call-out
for duty or to deal with inquiries by telephone. This means
that the employee must, where possible, be available within
reasonable travelling distance of the relevant service, must
abstain from alcohol, or any other activity which may
reduce their ability to respond appropriately and
professionally during the period of on-call, and must be
contactable at any time during the period of on-call either
by telephone or mobile telephone.

25.4 Front-line service-based employees will receive payment of

the on-call rate for any 24-hour period during which they
are designated as on-call.

25.5 An employee who requires to attend the workplace during

an on-call period will normally receive TOIL for the hours
worked and the time spent travelling from home to work.
The relevant Head of Service may by exception authorise
appropriate time off in lieu where a lengthy period of time
or numerous short periods of time are spent dealing with
telephone inquiries.

25.6 The above arrangements will be subject to ongoing review

and may be amended in response to service requirements.

38 Date of issue: July 2016 Ref. EH/B/0616

 26. Call out arrangements
An employee (other than an Operational Manager, Head of Service,
Director, Deputy Chief Executive Officer or the Chief Executive Officer)
who has left the place of work at the end of normal working hours
and been recalled to work will be entitled to claim TOIL for the hours
worked and the time spent travelling from home to work.
In certain circumstances, employees are eligible for payment at
overtime rates with the prior authorisation of the Head of Service or
Department.
If an employee is telephoned for information or advice outwith the
workplace and normal working hours and this process takes either
a lengthy period of time or numerous short periods of time, they
may, at the discretion of the relevant Head of Service, be granted
an appropriate period of TOIL.

27. Sleepover payment

Where applicable, employees will receive a sleepover payment. In the
case of a disturbed sleepover, the first hour is regarded as having
been paid within the sleepover payment. After the first hour, staff are
eligible for TOIL or an appropriate payment for any disturbed
sleepover time.

28. Equal opportunities

Quarriers will endeavour to ensure equality of opportunity and
treatment for everyone across all aspects of the organisation.
P Employees are referred to Quarriers Equality and Diversity Policy.

Date of issue: July 2016 Ref. EH/B/0616 39

Training, insurance and
communication

Date of issue: July 2016 Ref. EH/B/0616

 29. Staff development and learning
Employees will be supported to complete a range of mandatory
training specific to their role before they can be confirmed in post
at the end of their probationary period.
In addition, Quarriers Learning and Talent Development Department
offers a wide range of courses which employees can apply to attend,
following individual consultation with their Line Manager.
All training is available either face-to-face or through online learning.
Any employee undertaking elearning must ensure that they print their
certificate at the end of the course, otherwise their training will not
be validated or registered by Quarriers.
Quarriers also facilitates a range of qualifications such as HNC, -
where this is required for registration purposes - SVQ and PDA to
enable employees to satisfy the qualification requirements of
regulatory bodies such as the Scottish Social Services Council, HCPC
and NMC (Revalidation) and to further develop their care practice.
P Further information can be obtained from Quarriers Staff Development
and Learning Policy and within the annual course calendar which
details all available courses.

The staff are so caring and have

dedicated a lot of time and hard
work to help improve the standards
and needs for each individual.
- person supported by Quarriers

Date of issue: July 2016 Ref. EH/B/0616 41

 30. Insurances
30.1 Employees’ property
Employees are responsible for the safekeeping and
insurance cover of any personal belongings left on Quarriers’
premises. No responsibility will be accepted by Quarriers
unless agreed otherwise in writing by the Director of
Finance and Corporate Services.

30.2 Employees’ vehicles

Employees using their own vehicles on Quarriers’ business
must ensure that they have the appropriate insurance
P cover. See Quarriers Driving at Work Policy.
Employees are required to obey the road and car park
signage at all Quarriers premises at all times. Quarriers
will not be liable when employees fail to do so.
Quarriers will not pay road traffic fines (e.g. parking,
speeding) incurred by employees using their own vehicles
on Quarriers business.

30.3 Quarriers’ insurance

In the course of employment, the employee will be covered
against accident or injury at work under the relevant statute.
If the employee is involved in such an accident, whether
engaged in Quarriers business or otherwise, and is in receipt
of damages, compensation or settlement for injuries
sustained in that accident, the employee must reimburse
Quarriers with a) all occupational sick pay in terms of clause
15.1.1 and b) all statutory sick pay paid to the employee as
a result of the accident.

42 Date of issue: July 2016 Ref. EH/B/0616

 31. Quarriers information technology system
Full details on employees’ appropriate use of Quarriers IT resources
P are contained in Quarriers IT Security Policy.

32. Communications
Quarriers is committed to communicating with all our employees
in an honest, open and transparent manner. Examples of
communication processes within Quarriers are as follows:
a) Notice boards
b) Team meetings – there should be a minimum of four full team
meetings held each calendar year in Quarriers services.
c) Quarriers’ staff conference
d) Intranet and Quarriers Online
e) Staff Direct
f) Fortnightly staff and people we support bulletin
g) Weekly vacancy bulletin
h) Quarterly volunteer bulletin
i) Supervision, annual performance appraisal
j) Operational plan
k) People we support conference
l) Quality Corner
m) Quest
n) Health and Safety Bulletin
Employees have a responsibility to ensure that they comply with
local communication systems operating within their workplace.

33. Data Protection

Full details on how the Data Protection Act, 1998, applies to
P employees in their roles are contained in Quarriers Data Protection
Policy. Employees should also refer to Appendix 5 for an illustration
of the Data Protection Principles.
Date of issue: July 2016 Ref. EH/B/0616 43
 34. Social Media
34.1 Official usage
Social media channels for Quarriers as an organisation are managed
by the Marketing Department and are monitored daily.
Images, links and videos are used to promote various aspects of
Quarriers’ work. Where media is used that includes images or
references to staff or the people we support, this is done only with
their express permission and first names only are used. Please refer
to section 39 for more detail on the usage of and permissions for
photographs.
Individual services and departments should not have their own
separate social media accounts. Employees are advised to contact the
Marketing Department if they wish to discuss this.
34.2 Personal usage
If you work at Quarriers in a care setting, please familiarise yourself
with SSSC guidance regarding social media usage.
You can find Social media - guidance and information for social services
workers at www.sssc.uk.com.

35. Press and media

All mentions of Quarriers in the news including newspapers, radio, TV
and online is managed by Quarriers Marketing Department.
P Please refer to Quarriers Press and Media Protocol on Quarriers
Intranet for up-to-date guidance on dealign with press and media
enquiries.

44 Date of issue: July 2016 Ref. EH/B/0616

References, family members
and photographic ID

Date of issue: July 2016 Ref. EH/B/0616

 36. Reference requests
Any requests for an employment reference covering the professional
experience of staff which has been gained within Quarriers should
initially be requested through the appropriate Line Manager, Project
Manager, Head of Service or Head of Department. Quarriers reserves
the right to decline to give a reference. The completed forms must
then be passed to the Human Resources Department where they will
be approved, countersigned, logged and issued by a senior member of
the HR team. Line Managers do not have the authority to issue a
reference without the written approval of a senior member of the HR
team.

37. Request for employment details relating

to employees
Any request for an employee’s salary information which is necessary
for them to achieve financial loans or credit facilities must be directed
in writing to Quarriers’ Payroll Department.
It is essential that the employee give his/her written consent for
Quarriers to provide this information for this purpose. It is also
essential that the company/organisation requesting this information
does so in writing.
The company/organisation requiring information in relation to any
Quarriers’ employee should request specific details in writing using
company letterhead/authorised company stamp.
Letters/faxes received by Quarriers Payroll Department will be dealt
with as soon as possible.
Any queries in relation to these matters should be directed to the
Director of Finance and Corporate Services.

46 Date of issue: July 2016 Ref. EH/B/0616

38. Family members working together
For the purposes of this section, family members will mean brother,
sister, parent, child, aunt, uncle, cousin, in-laws, spouses, partners or
civil partners. Family members should not work together in the same
workplace within Quarriers where at all possible. This would also
apply to two work colleagues who have developed a personal
relationship. The workplace is ordinarily defined in this instance as the
same building. However, if a service has two or more addresses then
the family members, spouses or partners may work in separate
buildings or addresses. It is recognised also that family members, etc
may currently work within the same house, but never on the same
shift.
Under no circumstances will family members, spouses, partners, civil
partners or those in relationships defined above be allowed to line
manage the other or participate in any way in their recruitment and
selection, appraisal, grievance, and/or disciplinary process.
If a staff member knows that a family member, spouse, partner or
civil partner may be coming to work in the same service, they must
make their Line Manager aware of this. They must also make their
Line Manager aware if they develop a personal relationship with
a colleague. This should be done by the applicant declaring the
relationship on the application form, and/or by current staff advising
their Line Manager of any relevant relationship. Family members,
spouses, partners or civil partners will not be shortlisted for posts in
the same workplace as a family member, spouse, partner or civil
partner who is already working there.
Failure to advise Quarriers of all relevant information relating to
relatives or partners working together may lead to disciplinary action
or retraction of a job offer. These rules apply to all posts.

Date of issue: July 2016 Ref. EH/B/0616 47

 39. Photographs
Employees are not permitted to take photographs by any means
(including mobile devices), video or sound recordings of the service,
department or the people we support without the express permission
of the relevant Operational Manager. Where permission is granted, a
Model Release Form, which is available from the Marketing
Department, must be signed by either the individual or an appropriate
guardian/advocate before any photographs may be taken. A copy of
the consent form must be held in the support plan of the person we
support or the employee’s personnel file.
Photographs, video or sound recordings may be captured during
events or activities that Quarriers holds and may be used on Quarriers
website, social media, promotional and information materials (such as
internal and external newsletters). Unless express objections have
been received, members of staff taking part in such events or
activities are deemed to have given their consent to the use of
photographs taken on these occasions. Employees who do not wish to
have photographs that include them used may opt out at any time by
making a request to the Marketing Department.
To ensure the privacy of individuals is respected, media will never
include full names or personal identifying information without written
approval from the people they involve. Media will not be used until
the employee has been confirmed in post, or if their contract is for
less than six months. Media including employees who are no longer
in employment with Quarriers will not be used knowingly in new
materials. Materials which were produced before an employee has left
may still be used, but their image will not be used in new materials.
All media including photographs, video and sound content will be
safely stored on Quarriers Intranet with the relevant Model Release
Forms.
From time to time, employees will be requested to submit, update or
verify personal information for the purpose of generating or
maintaining employment records. Failure to respond to such requests
within the specified timescales will result in Quarriers holding
incorrect and inaccurate details and may lead to disciplinary action
being considered.

48 Date of issue: July 2016 Ref. EH/B/0616

40. ID badges
All staff and volunteers require an ID Badge and must be able to
produce this on request when on duty and when conducting Quarriers
business.
Quarriers staff who hold an ID badge are required to return these to
their Line Manager upon leaving the organisation. Line Managers
should then return ID badges to Quarriers Human Resources
Department.
The process for requesting an ID badge is detailed in Appendix 6.

Date of issue: July 2016 Ref. EH/B/0616 49

Appendices

Date of issue: July 2016 Ref. EH/B/0616

Appendix 1: Employee Benefits
• Long service awards
• Cycle to Work scheme
• Help with your financial planning
• Childcare vouchers
• Training and development
• Enhanced maternity and paternity benefit
• Externally recognised HNC and SVQ qualification (where this is
required for registration)
• Access to physiotherapy and occupational health
• Workplace pension
• HSF Health Benefits Package
• Life assurance
• Recognised Trade Union
• Competitive holiday entitlement
• Flexible working practices and policies
• Generous sick pay
• Credit Union
• Christmas savings scheme
• Employee assistance programme
• Discounts on selected health and fitness facilities

Date of issue: July 2016 Ref. EH/B/0616 50

51
BOARD OF
TRUSTEES

CHIEF EXECUTIVE
AFTER CARE OFFICER
WORKER

DEPUTY CEO/

Date of issue: July 2016

EXECUTIVE DIRECTOR OF IT
ASSISTANT SERVICE DIRECTOR

INFRASTRUCTURE
DIGITAL SERVICES
OPERATIONS DATA PROTETION
ADMIN LEARNING
AND TALENT
DEVELOPENT

DEPARTMENT

HEAD OF DIRECTOR OF
MARKETING FINANCE AND
CORPORATE
SERVICES
HEAD OF ADULT HEAD OF
COMMERCIAL HEAD OF HUMAN
SERVICES BUSINESS
SUPPORT EPILEPSY RESOURCES
HEAD OF DEVELOPMENT
MANAGER SERVICES DEPARMTENT
CHILDREN’S AND FUNDRAISING
SERVICES
QUALITY AND (SCOTLAND)
COMPLIANCE HEAD OF SERVICE
MANAGER (ENGLAND)
BUSINESS
DEVELOPMENT
INDIVIDUAL GIVING
SPECIALIST OPERATIONAL
INCLUSION COMMUNITY FINANCE
CLINICAL TEAMS MANAGERS
FUNDRAISING PAYROLL
LEADERSHIP CORPORATE

Ref. EH/B/0616
GIVING SERVICES
PROJECT
VOLUNTEER
MANAGERS
Appendix 2: Quarriers’ Organisational Structure

CENTRE
DIGITAL INCLUSION
Appendix 3: Leave Procedures and Guidelines
Authorised absence With pay Without pay
Addiction support Discretionary *
Adoption leave * *
Antenatal care *
Bereavement * *
Career breaks *
Children’s panel members *
Community emergency services *
Counselling * *
Death of a person Quarriers supports Discretionary
Educational leave *
Local Authority elected member *
Examinations (where appropriate to the *
job)
Health and safety representatives * *
Contact with infectious diseases Discretionary *
Interviews (non-redundancy cases) *
Jury and witness service (on repayment *
of expenses)
Justice of the Peace *
Maternity *
Urgent medical and dental treatment, Discretionary *
where agreed
Non-urgent medical and dental treatment *
Meetings of councils, community council, *
college council, school board/council,
Children’s Panel or business relating
there from
Offenders appearing in court *
Parliamentary candidates *
Parliamentary election agents *
Paternity/parental leave * *
Search for new accommodation if *
relocated
Secondment * *
Service in non-regular forces *
Time off for dependents * *
Trade Union duties and activities * *

Date of issue: July 2016 Ref. EH/B/0616 52

 Appendix 4: Holiday entitlement of employees joining or
leaving Quarriers within holiday year 1 April - 31 March
N.B. This constitutes the number of average working days. In
accordance with Quarriers Leave Guidelines for part-timers the
number of hours entitlement should be calculated as follows:
Number of days x weekly hours
5
All entitlement claimed should be deducted using an hourly basis.

First year Final year

Days due from joining Days due from 1 April
date to 31 March to leaving date

34 days 29 days 34 days 29 days

34 29 1 Apr to 7 Apr 0.5 0.5
33.5 28.5 8 Apr to 14 Apr 1 1
33 28 15 Apr to 21 Apr 2 2
32 27.5 22 Apr to 28 Apr 2.5 2.5
31.5 27 29 Apr to 5 May 3 3
31 26 6 Mar to 12 May 4 3.5
30 25.5 13 May to 19 May 4.5 4
29.5 25 20 May to 26 May 5 4.5
29 24.5 27 May to 2 Jun 6 5
28 24 3 Jun to 9 Jun 6.5 5.5
27.5 23.5 10 Jun to 16 Jun 7 6.5
27 23 17 Jun to 23 Jun 8 7
26 22.5 24 Jun to 30 Jun 8.5 7.5
25.5 22 1 Jul to 7 Jul 9 8
25 21.5 8 Jul to 14 Jul 10 8.5
24 20.5 15Jul to 21 Jul 10.5 9
23.5 20 22 Jul to 28 Jul 11 9.5
23 19.5 29 Jul to 4 Aug 11.5 10
22.5 19 5 Aug to 11 Aug 12.5 10.5
21.5 18.5 12 Aug to 18 Aug 13 11
21 18 19 Aug to 25 Aug 13.5 12
20.5 17.5 26 Aug to 1 Sep 14 12.5
20 17 2 Sep to 8 Sep 15 13
19 16 9 Sep to 15 Sep 15.5 13.5
18.5 15.5 16 Sep to 22 Sep 16 14
18 15 23 Sep to 29 Sep 17 14.5
17 14.5 30 Sep to 6 Oct 17.5 15

53 Date of issue: July 2016 Ref. EH/B/0616

 First year Final year
Days due from joining Days due from 1 April
date to 31 March to leaving date

16.5 14 7 Oct to 13 Oct 18 15.5

16 13.5 14 Oct to 20 Oct 19 16
15 13 21 Oct to 27 Oct 19.5 17
14.5 12.5 28 Oct to 3 Nov 20 17.5
14 12 4 Nov to 10 Nov 21 18
13 11 11 Nov to 17 Nov 21.5 18.5
12.5 10.5 18 Nov to 24 Nov 22 19
12 10 25 Nov to 1 Dec 23 19.5
11 9.5 2 Dec to 8 Dec 23.5 20
10.5 9 9 Dec to 15 Dec 24 20.5
10 8.5 16 Dec to 22 Dec 25 21.5
9 8 23 Dec to 29 Dec 25.5 22
8.5 7.5 30 Dec to 5 Jan 26 22.5
8 7 6 Jan to 12 Jan 26.5 23
7.5 6.5 13 Jan to 19 Jan 27.5 23.5
6.5 5.5 20 Jan to 26 Jan 28 24
6 5 27 Jan to 2 Feb 28.5 24.5
5.5 4.5 3 Feb to 9 Feb 29.5 25
4.5 4 10 Feb to 16 Feb 30 25.5
4 3.5 17 Feb to 23 Feb 30.5 26
3 2.5 3 Mar to 9 Mar 32 27.5
2 2 10 Mar to 16 Mar 33 28
1 1 17 Mar to 23 Mar 33.5 28.5
0.5 0.5 24 Mar to 31 Mar 34 34

54 Date of issue: July 2016 Ref. EH/B/0616

Appendix 5: Data Protection Principles

Principles of Data
Protection
1
2
Personal information
must be fairly and Personal information
lawfully processed must be processed
for limited purposes

3
Personal information 4
must be adequate,
relevant and not
Personal information
5
excessive
must be accurate and Personal infomation
up-to-date must not be kept for
longer than is
necessary

6
Personal information
must be processed
inline with the data
subjects’ rights 8
7 Personal information
must not be
Personal information
transferred to other
must be secure
countries without
adequate protection

What is personal data?

Personal data means data about a living person who can be

identified:
(a) from that data, or
(b) from that data and other information which
is in the possession of, or is likely to come into the
possession of, the data controller,

and includes any expression of opinion about the

individual and any indication of the intentions of the data con-
troller or any other person in respect of the individual.

Quarriers requires all staff to complete the e-learning course on

Data Protection.

Quarriers Data Controller is:

Barry Ashcroft, Director of IT

Date of issue: July 2016 Ref. EH/B/0616 55

Appendix 6: Request for Quarriers ID Card
1. Requests for ID cards should be initiated by Project
Managers or Department Heads and be authorised by Operational
Managers. The attached proforma should be used. Project
Managers, Department Heads and Operational Managers should
countersign this ID Card Request Form.
2. Information relating to the name, post, location and relevant
telephone number should be submitted, along with two recent
passport sized photographs to Quarriers Human Resources
Department for the production of a valid Quarriers’ ID card.
Subject to prior agreement with the Human Resources Department,
digital images may also be submitted.
3. The ID card will be countersigned by the appropriate
Quarriers Director.
4. The Human Resources Department will retain a list of Quarriers ID
badge holders. This will be updated regularly.
5. Quarriers Project Managers and Operational Managers are
responsible for retrieving and returning ID cards to the Human
Resources Department when authorised card holders whom they
line manage leave Quarriers employment.
6. Quarriers Human Resources Department will send reminders to
Project Managers/Heads of Department/Directors etc. regarding
the imminent expiry date of ID cards held by staff within that
service/establishment/department in order to update ID cards
for those staff continuing to have a legitimate requirement to
hold an ID card.
7. Project Managers, Department Heads and Directors who line
manage authorised card holders, should review such use and
requirement annually.
8. All staff requesting a Quarriers ID card consent to Quarriers
storing a photographic image of them, subject to organisational
data protection principles.
9. ID Cards should be worn and visible at all times when at work.
10. ID cards are valid for a period of three years

Date of issue: July 2016 Ref. EH/B/0616 57

Request for Quarriers ID card
Name

Contact telephone number

Post

Service/department

Purpose of holding a Quarriers ID card is

Lightly attach two passport sized photographs here.

Declaration
I have read and understood the Quarriers’ Policy and Procedural
Guidelines and undertake to use a Quarriers’ ID Card only for the
purposes outlined therein.

Signed: Date:

Project manager signature

Operational manager signature

Official use only

Date of issue

Date of issue: July 2016 Ref. EH/B/0616

Registered and Head Office:
Quarriers Village
Bridge of Weir
PA11 3SX
Tel: 01505 616000/612224
Fax: 01505 613906
www.quarriers.org.uk

Quarriers is a registered Scottish Charity No SC001960 and is a company limited

by guarantee and registered in Scotland No 14361 VAT registration No 263 5009 75
QCOM2245 06/16