Employee Handbook (2884KB) - Scarborough Borough Council

Scarborough Borough Council 

Employee Handbook 

Revised September 2010 

Date of Issue: INSERT DATE 

Page: 1

EMPLOYEE HANDBOOK 

CONTENTS 

Section Subject Page(s) 

1 Introduction 3 

2 Council’s Corporate Plan 3 

3 Customer Care 3-4 

4 Car Allowances and Related 

Matters 

4-5 

5 Conduct 5-11 

6 Conditions of Service 11-12 

7 Employee Benefits and Facilities 12-14 

8 Environmental Strategy 14-15 

9 Equal Opportunities Policy 15 

10 Health and Safety 16-20 

11 Leave 20-23 

12 Recruitment and Selection 23-24 

13 Salary 24-25 

14 Sickness 25-28 

15 Learning and Development 28-30 

16 Trade Union Membership 30 

Index 31-34 

Revised: September 2010 

Page: 2


1. INTRODUCTION 

The information, contained in this Handbook, applies to all salaried employees of 

Scarborough Borough Council, whose Conditions of Service are determined by the 

National Joint Council for Local Government Services and as locally agreed by the 

Chief Executive and appropriate Committees of the Council. 

The Authority recognises that the information may need further revision from time to 

time in order to take account of changing conditions and circumstances. 

2. THE COUNCIL’S CORPORATE PLAN 

Employees should be aware that the Council adopted the following Vision and 

Mission Statement in 2006:- 

Our Vision is 'to achieve the renaissance of the North Yorkshire Coast by 

2020'. 

Our Mission is 'to enhance the quality of life for those living in, working in or 

visiting the Borough by providing value for money services, consulting people 

and putting them first'. 

The Council will achieve this through five key aims:- 

Aim 1 

Aim 2 

Aim 3 

Aim 4 

Aim 5 

Developing Safer and Stronger Communities 

Building Prosperous Communities 

Creating Healthy and Vibrant Communities 

Creating Quality Environments 

Improving the Council 

3. CUSTOMER CARE 

Service Improvements:- 

The Authority has an on-going commitment to Customer Care, and is always striving 

to find ways to improve service provision, in the light of customer perception. The 

speed of telephone answering and the quality of response and of letter handling are 

continually monitored and compared with set targets. 

An A to Z of Services has been produced to provide a comprehensive guide to over 

250 Services. The Council also has a Civic Newspaper, which offers basic 

information on Services, new issues and initiatives, and articles of public interest. A 

Residents’ Panel has been established to enable the Council to consult with 

community representatives about proposed developments. 


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Name Badges:- 

New entrants into the Service will be provided with a Name Badge which enables 

them to be identified whilst on Council business. The Badges are produced by the 

Print Plus Section of Legal and Support Services. 

If an employee loses his/her Badge, this should be reported to their Line Manager or 

directly to the Print Plus Manager on Extension 2328. A replacement Badge can be 

produced by the system without the need for a further visit to Print Plus provided that 

there is an indication as to whether a new badge holder, clip and/or chain is also 

required. The Authority has reached a policy decision that it will replace, free of 

charge, one badge lost within any 12 month period. If more than one lost Badge per 

12 month period is recorded, the Council may request repayment of the cost 

(currently about £2) from that employee. 

Any employee leaving the Service of the Council will be required to return their Name 

Badge to either their Line Manager or to the Human Resources Team. The Badge 

will then be sent to Print Plus so that the database record can be eliminated and the 

card destroyed. 

4. CAR ALLOWANCES AND RELATED MATTERS 

Car Allowances:- 

Employees required to use their motor vehicles for the efficient performance of their 

duties will receive allowances for that use. They may be designated as either 

Essential or Authorised Car Users. 

Essential Car Users are those employees whose duties are of such a nature that it is 

essential for them to have a motor car at their disposal whenever required. It is 

expected that they will undertake at least 3,000 miles per annum. They are entitled 

to receive a monthly lump sum allowance and car mileage rates for official journeys. 

Authorised Car Users are those for whom it is desirable that a car should be 

available when required. They are expected to use their motor vehicle for all 

reasonable and regular journeys, for which they are entitled to receive the 

appropriate casual user car mileage rates. 

The lump sum and mileage rates are reviewed each year. Details of the current 

rates are available on Porthole. 

Car Parking Facilities:- 

Employees designated as Essential Car Users are afforded the facility of parking in 

one of the Council’s Car Parks wherever possible. However, due to the limited 

number of car parking spaces available this facility may be withdrawn. The Authority 

cannot guarantee a car parking space for Authorised Car Users. Car parking 

facilities cannot be provided for any other employees. 


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Driving Licence and Insurance:- 

All employees, designated as Essential or Authorised Users, are required to have a 

current full driving licence, which enables them to drive vehicles under the relevant 

categories. They must inform the Council of any development or change that may 

affect their fitness to drive or may restrict the categories of vehicle they are permitted 

to drive. They are also required to maintain a comprehensive policy of insurance in 

respect of the motor car(s), which they use in the course of their official duties. The 

licence and insurance policy will be inspected from time to time and any failure to 

notify the Council of changes or to provide adequate insurance cover will result in 

disciplinary action being taken against the employee. 

5. CONDUCT 

Code of Conduct:- 

Employees of Scarborough Borough Council are required to undertake their duties 

and work to an acceptable standard of performance and conduct themselves in 

accordance with the approved Code of Conduct, which has been produced as a 

separate document. 

The Code of Conduct identifies the areas that employees are required to be aware of 

in order for them to discharge their duties effectively with the Council and will form 

part of their Contract of Employment. It is important that employees are aware of the 

minimum standard of behaviour required by the Council, as failure to comply may 

result in disciplinary action being taken against the employee concerned. 

Disciplinary and Procedure Rules:- 

The disciplinary rules applicable to a particular employee can be obtained from their 

Line Manager or from the Human Resources Team. Any breach of disciplinary rules 

will render an employee liable to disciplinary action under the Disciplinary Procedure 

(see separate document). Where it is considered, in accordance with the disciplinary 

rules and procedure, that an offence is of a serious nature, possibly constituting 

gross misconduct, employment may be suspended on full pay to enable an 

appropriate investigation to be made, before a disciplinary hearing is arranged to 

consider any allegation made against the employee concerned. Where gross 

misconduct is determined, then this will result in employment being summarily 

terminated, i.e. without the giving of notice. Depending upon the circumstances, and 

where it is determined that there is no requirement for a further investigation or 

suspension, then following the disciplinary hearing, employment will be summarily 

terminated by the Council. If an employee is dissatisfied with any disciplinary 

decision relating to him/her, he/she has a right to apply for a review of the decision to 

the Council’s Appeals Committee. 


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Gross misconduct is misconduct of such a nature that the Authority is justified in no 

longer tolerating the continued presence at the place of work of the employee, who 

commits an offence of gross misconduct. Examples of offences of gross 

misconduct, which have led to the dismissal of Local Authority employees, include:- 

 

 

 

 

 

 

 

 

 

 

 

 

 

Unauthorised removal of Authority's property. 

Malicious damage to Authority property. 

Offences of dishonesty. 

Sexual offences. 

Sexual misconduct at work. 

Fighting. 

Physical assault. 

Falsification of time sheets, subsistence and expenses claims etc. 

Theft. 

Falsification of qualifications. 

Breaches of Safety Regulations endangering others. 

Refusal to obey all reasonable, lawful and non-dangerous orders. 

Driving or operating machines/equipment at work whilst under the influence of 

drugs or alcohol. 

This list is neither exclusive nor exhaustive, and in addition there may be other 

offences of a similar gravity, which would constitute gross misconduct (e.g. breach of 

the Employee Code of Conduct or the Council’s various Information Technology 

Policies and associated Codes of Practice). The list is liable to amendment in the 

light of any consultations on disciplinary rules and procedures which may take place 

with recognised Unions for the appropriate employment group, and therefore can 

only be regarded as provisional. Monitoring/surveillance exercises may be 

undertaken to investigate suspected areas of misconduct or other wrong doing. 

Grievance Procedure:- 

If you have a grievance relating to your employment, you have a right to express it 

by taking up the matter yourself or consulting your Trade Union or Employee 

Representative who may handle it for or with you. The following Procedure has 

been agreed as being the most effective way for you to do so:- 

First Stage:- 

Where an employee is aggrieved on any matter (other than those dealt with under 

other Procedures) he/she should discuss the matter initially with his/her Supervisor 

or Line Manager. 

The immediate superior should reply orally to the grievance as soon as possible and 

in any case within seven days. If detailed information is required, which will take 

some time to obtain, this must be made clear to the employee and a timetable 

agreed for obtaining that information, before further action is to be taken under the 

next Stage of the Procedure. 


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Should the grievance relate to the conduct of a colleague, that colleague will be 

notified of the terms of the complaint and have an opportunity of being heard 

him/herself. (Should this colleague be the person to whom a complaint would 

normally be referred, in such cases the matter will be referred directly to the Head of 

Service or to a Senior Manager nominated as his Representative to be dealt with 

under the Second Stage of the Procedure). 

Second Stage:- 

If the complainant is dissatisfied with the reply, he/she should report his/her 

grievance to his/her Trade Union or Employee Representative, who may then raise 

the matter with the Head of Service or other nominated Senior Manager. The 

complaint at this stage should be made in writing. Where an employee is not in 

membership of a Trade Union or Employee Organisation, he/she will be allowed to 

make personal representations to the Head of Service (or nominated Senior 

Manager). 

The Head of Service (or nominated Senior Manager) should reply to the complaint 

as soon as possible and in any case within seven days. 

Third Stage:- 

If the employee at this Stage of the Procedure continues to be dissatisfied, he/she or 

his/her Representative may write to the Chief Executive, asking for the matter to be 

referred to the Council’s Appeals Committee. The Head of Human Resources and 

Performance will discuss the grievance with the parties concerned, with a view to the 

two Sides reaching an agreement before arrangements are made for Members of 

the Appeals Committee to consider the case. 

Time Limits:- 

Every effort will be made by Management to deal with a complaint as speedily as 

possible. Employees must, however, be aware that some cases will need time to be 

investigated fully and to be dealt with adequately. 

If within a period of seven days, the particular matter has not been dealt with at the 

First Stage of this Procedure, the employee concerned will be entitled to proceed to 

the next Stage. In the Second or any subsequent Stage, the matter must be dealt 

with within 21 days, otherwise the employee and/or his/her Representative will be 

entitled to proceed to the next Stage. These time limits may be altered by mutual 

agreement between the parties. 

The matter will end at Employing Authority level. 

Exceptions:- 

The Procedure does not cover the following items:- 


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Income Tax, National Insurance matters, etc.; 

the rules of any Pension or Superannuation Scheme; 

disciplinary matters and “whistleblowing”, which are the subject of separate 

Procedures; and 

the grading of Posts. 

Home Address and Personal Circumstances:- 

It is reasonable for Management to assume that the details given by an employee 

about his/her home address and other details are correct: In case of emergencies at 

work, it is important that a person has been identified who can be contacted. 

If an employee changes either his/her address, his/her name or that of his/her 

contact person, he/she must advise their Line Manager, Exchequer Services, and 

the Human Resources Team as soon as practicable after the change occurs. 

Information Technology 

Information Technology Security:- 

The Council has approved an ICT security policy framework to protect the Council’s 

IT systems and to identify the risks and define the necessary procedures. 

Adherence to the policies is a condition for using these facilities and a failure to 

follow them will result in disciplinary action being taken. The Authority relies heavily 

upon Information Technology for the provision and support of many of its services. 

Personal Computers (PCs) and support systems have become a mainstay in the 

office environment, but, in the past few years, some organisations have been 

affected by computer virus infections, that have caused major problems. The result 

can potentially be disastrous and can mean valuable work being lost, some of which 

may not be possible to recover and may be expensive, in both time and money, to 

replace. 

Computer viruses are unauthorised programs on PCs, workstations or servers, and 

the Authority must do everything in its power to ensure that they are not allowed to 

affect its systems. Not only could a computer virus affect a program, contained on a 

separate PC, but, when extended to networked systems, the difficulties would be 

multiplied and the consequences all the more serious. 

The Authority has determined that, in order to minimise the risk of infection, all floppy 

disks/CD ROMs/DVDs/memory sticks etc should be subjected to an anti-viral 

protection procedure, before they are introduced on to a PC at work. 

If an employee has or uses a floppy disk/CD ROM/DVD/memory stick at work, 

he/she should inform his/her Section Head/Supervisor, who will make arrangements 

for the disk to be verified through the virus checking program and, if it is free from 

virus, it will be returned for use. Under no circumstances whatsoever, should any 

member of staff introduce an unlicensed floppy disk/CD ROM/DVD/memory stick on 

to a PC at work without that disk being verified. 


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Owing to the potential consequences of not adhering to this procedure, should it be 

proven that a disk has or is being used without verification, appropriate disciplinary 

action will be taken against the employee concerned. 

E-mail and the Internet:- 

The Council has approved policies for the use of electronic mail and the Internet. 

Copies of these documents will be provided to employees who should be aware that 

monitoring/surveillance exercises on their use of electronic mail and/or the Internet 

may be undertaken to investigate suspected cases of misconduct or wrong doing, 

which, if confirmed, will result in disciplinary action being taken against them. 

Outside Paid Appointments:- 

Additional paid employment should not in any way conflict with or react detrimentally 

to the Authority’s interest or in any way weaken public confidence in the conduct of 

the Authority’s business. Employees are required to notify their Head of Service of 

any additional employment which they would wish to undertake prior to commencing 

it. Employees in posts graded SO1 and above must receive the prior consent of the 

Head of Human Resources and Performance. 

Telephones:- 

Employees should not normally use the Council’s telephones to make or receive 

personal calls and the Council’s policy states that private phone calls by employees 

from landlines or mobiles should only be made where they are essential and/or 

urgent. Private calls have a double cost to the Council (1 - call charges and 2 - the 

individual’s lost time making the call). 

If an employee needs to make a personal call from their Council land line phone they 

should ensure that any such calls are of an essential/urgent nature and keep the 

time spent on this to a minimum. Employees should also be aware that where 

unreasonably high levels of personal use are apparent the Council will take 

appropriate action. 

If an employee needs to make a call from their Council mobile phone they should 

keep it short and ensure that they pay for it. Service Administration Sections will 

monitor invoices to ensure this policy is maintained. Should an employee make a 

private call from their mobile, it is their responsibility to record the expenses on the 

private mobile phone calls document, which should be handed to Print Plus with 

payment. Copies of the document can either be found at Print Plus or on Porthole 

under Employment/HR Documents and Forms/Forms. 

Once a mobile phone is registered to a specific user, that user is responsible for any 

inappropriate use on that handset. Therefore it is advised that each handset is pin 

protected. It is also advised that ICT Service Desk (Ext 2900) is notified of the pin in 

case it is forgotten. Inappropriate use includes excessive private use and 

downloading ring tones, videos, games and wallpapers. 


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If the phone is lost or misplaced the employee should contact the ICT Service Desk 

(Ext 2900) immediately so that a bar can be put on its use and a replacement 

sought. 

It is against the law to use a mobile phone when driving. Doing so may lead to 

prosecution. If there is a work requirement for an employee to take calls whilst 

driving, individuals should ensure that their line manager has a hands-free kit 

installed in the vehicle, as without this the individual is violating this policy and acting 

illegally. 

For more information regarding Use of Mobile Phones on Council Business please 

refer to the Phone Book on Porthole. Those without access to the internet can find a 

copy with their line manager. 

Employees have a responsibility to ensure that telephone access provided to them 

to enable them to carry out their duties is not abused. Employees should therefore 

note that failure to adhere to these guidelines may be treated as an abuse of Council 

equipment and, as a consequence, could result in the matter being dealt with under 

the Council’s Disciplinary Procedure and ultimately in formal disciplinary acting being 

taken. 

A ‘pay phone’ is situated in the basement corridor between Council Tax and Income 

and Recoveries and the Emergency Control Centre (otherwise known as ‘The 

Bunker’/Committee Room 4) and can be used by employees working in 

Scarborough Town Hall to make private telephone calls. However, such calls 

should only be made where deemed to be essential/and or urgent during working 

hours. 

Whistleblowing:- 

The Council is committed to the highest possible standards or openness and 

accountability. In line with that commitment, Scarborough Borough Council 

encourages employees and others with serious concerns about malpractices in the 

form of irregularity, wrongdoing or a serious failing in standards at work to come 

forward and voice those concerns. It is recognised that certain cases will have to 

proceed on a highly confidential basis and the Council wishes to make it clear that 

staff can do so without fear of reprisal. The ‘Whistleblowing’ Policy is designed to 

provide a framework to encourage and enable staff to raise serious concerns 

internally within the Council. The overriding consideration should be that it would be 

in the public interest for the malpractices to be corrected and for any necessary 

sanctions to be applied. 

The ‘Whistleblowing’ Policy is intended to cover concerns that fall outside the scope 

of other Procedures and which:- 

 

 

 

 

Are believed to be unlawful; 

Are against the Council’s Standing Orders or Policy; 

Fall below established standards of practice; or 

Amount to improper conduct. 


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As a first step, employees are encouraged to raise their concerns with their 

immediate Line Manager or Superior. If they feel unable to do this, then they can 

contact the Head of Human Resources and Performance on a confidential basis, 

who as the Nominated Officer will give advice and guidance on any aspect arising 

from the ‘Whistleblowing’ Policy. A copy of the policy is available on Porthole. 

6. CONDITIONS OF SERVICE 

Data Protection:- 

In accordance with the Data Protection Acts, 1984 and 1998, an employee has a 

right of access to his/her computerised personal records and to certain types of 

manual files upon request to the Human Resources Team. If there is anything 

incorrect within the records, the employee should draw this to the attention of the 

Human Resources Team. 

Hours of Work and Flexible Working:- 

The Authority operates a Flexible Working Hours Scheme, and it will be decided by 

Management whether an employee is able to participate in this Scheme. The 

Scheme operates between 7.00 am and 7.00 pm. The standard office hours are 

8.30 am to 5.00 pm Monday to Friday, with a minimum of 30 minutes’ lunch break, 

which applies to all employees of the Authority. A copy of the Flexible Working 

Hours Scheme is available on Porthole. 

Notice:- 

The minimum period of notice, to which an employee is entitled, unless specifically 

referred to in his/her Contract of Employment, is one week for every year of 

continuous service up to a maximum of 12 weeks. 

The minimum period of notice which employees are required to give this Council is 

as follows:- 

Employees in posts up to and including Grade SO2 - 1 calendar month. 

Employees graded PO1 to PO5 - 2 calendar months. 

Employees graded PO6 and above - 3 calendar months. 

Payments of Expenses/Allowances:- 

Payment of all claims shall be made on the following basis:- 

Interview, Relocation and Post-Entry Training Expenses as soon as practicable 

after verified claims have been received; 

Essential/Casual mileage and Travelling and subsistence claims on or about the 

15 th of each month with salary payment. In regard to such claims, employees 


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must make themselves aware of the deadline by which they have to be submitted 

to those employees who have been authorised to approve them. 

Subsistence allowances will be paid in accordance with the agreed local rates as 

specified from time to time, unless otherwise agreed by the Head of Finance and 

Asset Management, in conjunction with the Head of Human Resources and 

Performance. 

All journeys undertaken by rail will be reimbursed at the standard rail fare, unless 

there are any extenuating circumstances, in which case each occasion will be 

treated on its merits by the Head of Finance and Asset Management, in conjunction 

with the Head of Human Resources and Performance. 

Journeys outside the Scarborough Borough Council area require prior approval from 

the employee’s Head of Service. 

Having regard to transport costs, unless there are special circumstances to the 

contrary, Authorised and Casual Car Users will be reimbursed the lowest of the rates 

for mileage allowance, public transport or the cost of a hire vehicle. 

Hire vehicles can be obtained from the Transport Manager. Where a hire vehicle is 

considered to be the most cost effective means of travel, Heads of Service or 

Service Unit Managers will finalise the arrangements. 

The Council will pay taxi fares to employees who, at the request of their Head of 

Service, have to remain at work outside normal office hours and are unable to use 

public transport to return home. 

7. EMPLOYEE BENEFITS AND FACILITIES 

Childcare Voucher Scheme:- 

The Council operates a Childcare Voucher Scheme through the KiddiVouchers 

Company. Any employee (male or female) who uses the services of a registered 

childcare provider can receive up to £55 per week or £234 per month in childcare 

vouchers, which are provided via a salary sacrifice scheme. This means that 

employees give up part of their salary in order to receive an equal amount of 

vouchers, which results in savings in income tax and national insurance 

contributions. The vouchers can be used for nurseries, childminders and out of 

school care and holiday clubs. Further details can be obtained from KiddiVouchers, 

Tel 0845 0941412 or via their website www.KiddiVouchers.com. 

However, the Government plans to phase out this Scheme from April 2011 in favour 

of providing 10 hours a week of free childcare for 2 year olds. Current users of the 

Scheme and parents who sign up for childcare vouchers before April 2011 will be 

able to continue to enjoy tax and national insurance savings until April 2015. 


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Cycle to Work Scheme 

The Government initiative Cycle to Work Scheme is available to employees from 

time to time (within specified dates). The Council operates the Scheme through 

Halfords and this provides the opportunity for employees to purchase a bicycle and 

benefit from significant savings. Employees can select a bicycle up to the value of 

£1,000. Automatic deductions are taken from the employee’s salary for a period of 

12 months based on a discounted price before tax. At the end of 12 months, a 

payment of 3% of the value of the bike plus VAT should be made plus in order to 

purchase the bicycle outright. To qualify employees must have a permanent 

contract with the Council (not currently subject to a probationary period) and should 

use the bicycle for some commuting to work. Further details can be obtained from 

Exchequer Services. 

The British United Provident Association Limited (BUPA) 

and The Hospital Saving Association Plan (HSA):- 

The Authority has negotiated preferential rates for employees, who wish to join either 

BUPA or the HSA, which Organisations provide help to its members to meet the 

costs of medical treatment. Subscriptions are for individuals, married couples, or 

families. Full details of the current subscription rates and benefits are available from 

the Human Resources Team or Exchequer Services. 

Charities Aid Foundation:- 

Facilities are available for any employee, who wishes to make a regular donation to 

a Charity of his/her choice. Deductions are made directly from salary. Further 

details of the Scheme and an application form are available from the Human 

Resources Team. 

Pension Scheme:- 

All employees have automatic entry to the Local Government Pension Scheme 

which is administered on behalf of the Authority by the North Yorkshire County 

Council, provided they are engaged on a contract of at least three months. They are 

required to contribute a percentage of their pensionable pay, and the Authority is 

also obliged to pay a contribution. Details of the Scheme can be found on the 

nynet.org.uk/pensionfund website. Employees may opt out of the Scheme at any 

time, and if they wish to exercise this option, they must contact Exchequer Services. 

Additional Voluntary Contributions:- 

The Council has a special arrangement with The Prudential Assurance Company 

Limited for them to provide the facility for employees to purchase Additional 

Voluntary Contributions (AVCs). Details are available from Exchequer Services. 


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Professional Fees:- 

Where it is an essential requirement of a Post that an employee holds membership 

of Professional Organisations/Institutes, the Authority will reimburse the cost of the 

professional fees of one or more approved Organisations in full. Employees for 

whom membership is deemed to be desirable, rather than essential, will be 

reimbursed up to a maximum of £250 per annum. This also applies to students 

studying for a professional qualification under the Post-Entry Training Scheme. 

However, this facility may be amended or withdrawn by the Council by the giving of 

28 days’ notice in writing. 

Reimbursement up to a maximum of £250 per annum will be made to those 

employees for whom membership is deemed to be desirable, rather than essential. 

This also applies to students studying for a professional qualification under the Post- 

Entry Training Scheme. However, this facility may be amended or withdrawn by the 

Council by the giving of 28 days’ notice in writing. 

Staff Room Facility:- 

Staff Room facilities are available to all staff employed at the Town Hall, and the 

Room is situated near Recoveries and Council Tax. Full kitchen facilities (including a 

microwave) and a television are available, and staff are encouraged to make full use 

of the facilities during the lunch break. 

8. ENVIRONMENTAL STRATEGY 

General Policy:- 

The Authority is aware of the need to consider the environment and, wherever 

possible, uses recycled paper for correspondence, reports, etc. It has adopted an 

Environmental Strategy covering recycling of materials, which would otherwise be 

waste; reduction of pollution from Council vehicles; energy conservation in Council 

buildings, reduction in the use of toxic chemicals. In addition, the Council will strive 

to improve access to all Council buildings for disabled persons and maintain an ongoing 

programme of tree planting in countryside areas under its control. 

Recycling of Waste Paper:- 

As part of the Strategy, the Council is committed to recycling office waste paper 

across all the Offices and has introduced a recycling scheme. The basis of the 

scheme has been the introduction of a dual waste storage system within the Offices. 

This involves:- 

Using the normal office waste bins as the daily storage facility for recyclable waste 

paper only; and 

Providing additional, larger waste bins for the storage of non-recyclable waste. 

These bins are coloured red and provided with a plastic bin liner. 

It is recognised that separating waste may cause some minor inconvenience to staff. 

Nevertheless, it is crucial that proper separation is achieved so that the quality of the 


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material collected for recycling satisfies the standards required by the paper mills. It 

has been the case that whole consignments of waste paper have been rejected, 

where only one bale was found to be below standard. Accordingly, all staff are 

urged to play their part in ensuring that the proper separation of materials, as set out 

below, is achieved:- 


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RECYCLABLE WASTE 

Normal Office Waste Bins 

Spoiled photocopy paper 

Spoiled letter paper 

Spoiled coloured copy paper 

Spoiled lined writing paper 

Spoiled message paper 

Forms of all kinds 

Surplus Committee reports and agendas* 

Envelopes 

Magazines 

Newspapers 

Non-confidential computer waste* 

Old file covers 

NON-RECYCLABLE WASTE 

RED Waste Bins 

Carbon paper 

Polythene magazine wrappers 

Food wrappers/containers 

Food waste 

Drinks cans/bottles 

Cardboard 

Plastics of all kinds 

* Pink Committee reports are confidential and should be removed from any bound 

or stapled agendas and torn up before binning. Confidential computer waste 

should be set aside for disposal by shredding, and should NOT, under any 

circumstances, be disposed of in the office waste bins. Section Heads should be 

consulted if staff are in any doubt about the confidentiality of any waste. 

9. EQUAL OPPORTUNITIES POLICY 

Scarborough Borough Council, as a major employer within the area, is committed to 

the principle and achievement or providing equality of opportunity in employment at 

the workplace to existing and potential employees. The Council is also committed to 

the provision of high quality services in a way, which is accessible to all. It wishes to 

set an example to others who provide goods and services by promotion and publicity 

of policies and practices, which are designed to encourage equality of opportunity. 

The Council has adopted an Equal Opportunities Policy, the aim of which is to 

ensure that no existing or potential employee receives less favourable treatment 

than any other on the grounds of race, colour, ethnic origin, nationality, age, sex, 

marital status, disability, sexual orientation, Trade Union activity, political or religious 

belief. Recruitment, promotion, transfers and training criteria will be regularly 

reviewed to ensure that individuals are selected, promoted and trained on the basis 

of their relevant merits and abilities. The Council will not discriminate on the basis of 

sex or race or disability in the provision of services and of general employee facilities 

and benefits, and reaffirms its acceptance and obligations under the various 

schemes of conditions of service, which cover Local Government employees in 

respect of equal opportunities. 

Any complaints of discrimination against employees will be investigated thoroughly 

and pursued through the Council’s agreed Grievance Procedures. Discrimination on 

the grounds of race or sex or disability may result in disciplinary action being taken, 

in accordance with the agreed Disciplinary Procedures. 

The Council has also adopted a separate Bullying and Harassment Procedure. 


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10. HEALTH AND SAFETY 

General Safety:- 

It is emphasised that personal safety, the safety of fellow employees and that of 

other people, who may be affected by work activities, depends largely on the attitude 

of individual employees. The support and co-operation of each and every employee 

in the procurement and maintenance of a safe and healthy working environment is 

not only required by law, but it is essential to achieve this. 

For further details on Health and Safety issues, reference should be made to the 

General Health and Safety Policy and ‘An Employee’s Guide to Health and Safety at 

Work’, which are available from Line Managers. 

Health and Safety at Work Etc Act:- 

The aim of the Health and Safety at Work Etc Act, 1974, (referred to below as ‘the 

Act’) is to provide a legislative framework to encourage, promote and stimulate high 

standards of working conditions, which would be free from inherent risks to health 

and safety. It is supported by other legislation, including Regulations giving certain 

European Union Directives the full force of UK Law. 

A healthy person is one who enjoys a stage of physical and mental well-being. A 

safe working environment is one that is free from risks. Legislation alone cannot 

achieve this safe and healthy environment, because the working environment is 

largely dependent on the attitudes of people. Therefore, without the active support of 

all employees, any programme to improve the standards of occupational health and 

safety will not be effective. The Council has established arrangements to protect 

and maintain the health and safety of all its employees and to show how they can 

play their part in the maintenance of a safe and healthy working environment. Risk 

assessments have been carried out in regard to most activities and information is 

available from the Finance and Asset Management. 

The Council’s duty:- 

The Council as an employer is required to ensure, so far as is reasonably 

practicable, the health, safety and welfare at work of all its employees. This duty 

includes:- 

 

 

The provision and maintenance of plant and systems of work, that are safe and 

without risk to health; 

The arrangements for ensuring safety and absence of risks to health in the use, 

handling, storage and transport of articles and substances; 

The provision of such information, instruction, training and supervision as is 

necessary to ensure health and safety; 

The provision and maintenance of safe places of work under their control, and 

access to and egress from them; 


Page: 17


The provision and maintenance of a working environment which is safe and 

without risks to health and which has adequate welfare facilities; and 

To conduct their undertakings in such a way that the health and safety of 

persons not in their employ (the public) is not endangered. 

In recognition and acceptance of these duties, Scarborough Borough Council has 

adopted a General Health and Safety Policy, which is supplemented by Service 

Policies. Copies of these Policies can be obtained from Line Managers or Trade 

Union Safety Representative. If in doubt, an employee should consult his/her 

immediate Supervisor. 

The Employee’s duty:- 

Employees have a duty to take reasonable care for the health and safety of 

themselves, other employees, and members of the public, likely to be affected by 

their acts or omissions. 

The Act also requires employees to co-operate with employers and others in meeting 

statutory requirements. Employees must not interfere with or misuse anything 

provided to protect their health, safety or welfare. 

Penalties for breaches of the Act and Regulations are severe and employees as well 

as employers can face prosecution. The Council’s Disciplinary Procedure may also 

be invoked, if employees ignore the requirements of Safety Legislation or the Codes 

of Practice and instructions, given to implement the Council’s Safety Policy. 

Organisation and Responsibilities for Health and Safety:- 

Heads of Service:- 

Responsibility for the day-to-day management of the health and safety at work of 

employees shall, in the first instance, rest with the Heads of Service. 

Service Health and Safety Advisers:- 

Each Service has a Health and Safety Adviser, who ensures that necessary action is 

undertaken to update Health and Safety Policies, arranges training, investigates 

incidents and assesses risks. 

Trade Union Safety Representatives:- 

Safety Representatives are appointed by the appropriate Trade Unions. Their 

function is to represent the employees in consultations with the employer on matters 

of health and safety. The name of the Trade Union Safety Representative is 

available on Porthole and may be given on the notice board at an employee’s place 

of work. 


Page: 18


Employee Joint Consultative Committee:- 

Various employment matters including health, safety and welfare at work are 

discussed at meetings of the Employee Joint Consultative Committee, which are 

held at least twice per year. The Committee consists of Members, Management and 

Trade Union Representatives. 

The Health and Safety Officer:- 

The Council employs a qualified Health and Safety Officer, who has the duty of 

advising on Health and Safety matters, inspecting premises and investigating 

accidents or incidents. 

Accident Reporting:- 

All accidents and dangerous occurrences (even those not resulting in personal 

injury), must be reported by the employee to his/her immediate Supervisor, who will 

advise his/her Service Unit Manager and arrange for the appropriate Incident Report 

Forms to be completed. If the particular matter is the subject of a report to the Health 

and Safety Executive, an investigation will be carried out. Information about 

potentially dangerous locations and persons should be reported too. 

Cash Collection and Security:- 

If required to deposit monies at a bank or a Council depository, it is important that:- 

 

 

Deposits are not made at the same time each day; 

The route taken when collecting cash or making deposits should be varied from 

time to time; 

An employee should be accompanied when carrying cash e.g. for deposit 

purposes. 

All employees must take whatever steps are necessary to avoid a confrontational 

situation with any potential assailant and if it is necessary in appropriate 

circumstances to hand over any Council monies in their possession, to do so without 

argument. 

If members of staff hold keys on behalf of the Council, it is essential that they are 

held securely at all times and are not labelled so that they can be readily identified to 

a particular location, if they are lost or stolen. 

Control of Substances Hazardous to Health:- 

All substances, used and stored for Council work activities, must be carefully 

assessed to determine if any hazard to health is presented and what action can be 

taken to protect people from such risks. Details of COSHH assessments and other 

safety information relating to substances used are held by the Services concerned 

and centrally by the Health and Safety Officer. 


Page: 19


Drugs and Alcohol Policy:- 

The Council operates a Drugs and Alcohol Policy, the overall aim of which is to 

assist in the development and maintenance of a healthy and safe working 

environment by reducing the possible occurrence of problems associated with the 

use of drugs and/or of alcohol. A copy of the Policy is available on Porthole. 

First Aid Facilities:- 

First Aid boxes are available at all working locations and in many vehicles for 

treatment of minor injuries. First Aid Notices have been posted in prominent 

positions at workplaces and employees should ensure that they know where they 

can obtain such assistance from named qualified First Aid Officers. 

Fire Precautions:- 

As soon as possible after an employee first takes up the duties of a particular post, 

he/she must read the instructions displayed at their place of work on what to do in 

the event of a fire, know where the nearest fire alarm and fire extinguishers are, how 

to work them, and the escape routes to the assembly point. Employees must cooperate 

with exercises to test evacuation procedures. 

Hazard Reporting:- 

Any situation, which an employee considers hazardous, and which he/she cannot 

remedy him/herself, should be reported immediately to his/her Supervisor, who, in 

turn, will advise his/her Section Head. If the employee is not satisfied with the action 

taken, a Trade Union Safety Representative may be contacted and the formal 

hazard reporting system invoked. 

Immunisation:- 

The requirement for immunisation is a condition of employment for any employee 

who has been identified as being at risk through a COSHH assessment. A refusal 

by an employee to be re-immunised will be the subject of a counselling interview, in 

the presence of a Trade Union Representative, if so wished by the employee 

concerned, and could result in redeployment or disciplinary action. 

Pathogens: 

The Council has a programme for advising employees about the risks, involved in 

any contact with AIDS virus and other pathogens that may occur during work 

activities, and the minimisation of the effect of any such contact by immunisation, 

where appropriate and the provision of safe systems of work, together with suitable 

protective clothing or equipment. Further details are available from the employee’s 

Line Manager or Health and Safety Officer. 


Page: 20


Town Hall Security 

A security key will be issued to employees based at the Town Hall, Scarborough, for 

all entrances, except the main entrance on St Nicholas Street. This will allow access 

to the Town Hall between 7 am and 7 pm Monday to Friday. If an employee requires 

access to the building at any other time, it will be necessary for him/her to contact 

their Line Manager to obtain the necessary keys. The employee will also have to be 

trained in the use of the building alarm system. If a security key is lost, it should be 

reported to Democratic Services and it will be replaced free of charge on the first 

occasion. However, any further replacement may have to be charged for, depending 

upon the circumstances. 

11. LEAVE 

Leave entitlement is determined by grade and length of service as follows:- 

GRADE 

LESS THAN 5 YEARS’ 

SERVICE 

AFTER 5 YEARS’ 

SERVICE 

Up to Scale 4 21 days 25 days 

Scales 5 - 6 21 days 26 days 

SO1 - PO3 23 days 28 days 

PO4 - PO6 26 days 31 days 

It is the grading of the post, which determines the number of days’ leave 

entitlement, not the spinal column point within the grade. 

In addition to annual leave, all employees are entitled to 8 statutory and 2 extra 

statutory days, as follows:- 

 

 

 

 

 

 

 

New Years Day 

Good Friday, Easter Monday 

May Day 

Spring Bank Holiday Monday 

Summer Bank Holiday Monday 

Christmas Day, Boxing Day 

One additional day in the Christmas/New Year period. 

Employees are also entitled to an additional “floating day” to be taken on the same 

basis as annual leave (pro rata for part-timers), provided that they work a completed 

calendar month between 1 April and 30 September in any year. 

Carry Over/Bring Forward of Leave 

New entrants to the service are entitled to leave proportionate to completed months 

of service during the leave year of entry. In exceptional circumstances, and subject 

to the exigencies of the service, a Head of Service can authorise the carrying over of 

a maximum of five days into the next leave year, or bringing forward of five days 

from the next leave year. 


Page: 21

Recovery of Leave/Taking of Leave prior to termination of contract 


In the event of an employee leaving the service of the Council before the end of a 

leave year, the Authority reserves the right to recover from his/her salary an amount, 

equal to the value of any leave, which may have been taken but not actually 

accrued, up to the date of leaving the Council. The employee will also be required to 

repay any outstanding monies which are the subject of signed agreements between 

him/herself and the Council. In accordance with the Wages Act 1986, the maximum 

amount deductible per week would be no greater than 10% of the gross salary, 

except in the final payment of salary, where the 10% limit is removed. Should the 

final salary be insufficient to repay any such monies due to the Authority, the 

employee will be required to make suitable arrangements for repayment of any 

outstanding balance. 

Employees are expected to take all annual leave and lieu/flexi time accrued prior to 

leaving the service of the Council. 

Leave of Absence for Special Circumstances: 

Adoption Leave 

Following the adoption of a child, eligible employees have the right to take paid 

adoption leave when a child is newly placed for adoption. 

Details regarding qualification for adoption leave, the taking of adoption leave, 

payments of adoption leave etc are contained within the Adoption Leave Guidelines, 

copies of which are available on Porthole or from the Human Resources Team. 

Carers’ Leave 

Carers’ leave is a statutory right introduced by the Parental Leave Directive and the 

Employment Relations Act 1999. All employees are entitled to take a reasonable 

amount of time off work to deal with family emergencies or unexpected problems in 

relation to dependants from the first day of their employment. The statutory right is 

to time off without pay and provides employees with the opportunity to take time off 

in order to care for or make arrangements for the care of a dependant in times of 

illness or distress or when unplanned or emergency situations arise. 

Details regarding carers’ leave are contained within the Carers’ Leave Guidelines, 


Compassionate Leave 

Compassionate leave can be taken in respect of time off in cases of urgent domestic 

stress. The period of authorised absence should not normally exceed three days in 

any leave year. 

Up to three days' paid leave of absence may be granted at the discretion of the Head 

of Service in the event of either a serious illness or bereavement of a close blood 


Page: 22


relative, e.g. Mother, Father, Son/Daughter, Sister, Brother, Sister/Brother in Law, 

Grandparents or a close blood relative of a partner. 

Details regarding compassionate leave are contained within the Compassionate 

Leave Guidelines, copies of which are available on Porthole or from the Human 


Study Leave 

Where an employee is undertaking a course of study under the Council’s Post-Entry 

Training Scheme, his/her Head of Service is authorised to grant up to a maximum of 

five days’ leave for pre-examination study for professional examinations and leave to 

take the particular examinations. The leave requirement will be determined by the 

relevant Head of Service and be dependent upon the level of examination. 

Absence Due to Abnormal Weather Conditions 

It is the responsibility of all employees to report to their place of work on the days 

and at the time specified in their Contract of Employment. 

Where abnormal weather conditions create lateness or absence, this will be 

regarded as authorised absence. At the discretion of the Head of Service, such 

authorised absence will be treated as follows:- 

Lateness: 

Absence: 

Requirement to make up the lost time when convenient, i.e. by 

taking a shorter lunch period or by working after the end of the 

normal working day or in extreme cases, lost time through lateness 

may be offset against holiday entitlement. 

Absence of a half or full day will be regarded as being an authorised 

holiday and be offset against annual holiday entitlement. In the 

event of an employee having no outstanding holiday entitlement in 

the current leave year, any such absence will be without pay or 

offset against the holiday entitlement for the next leave year. 

Maternity Leave 

Maternity leave applies to all pregnant Scarborough Borough Council employees 

regardless of the number of hours worked per week. 

Details regarding qualification for maternity leave, the taking of maternity leave, 

payments of maternity leave etc are contained within the Maternity Leave 

Guidelines, copies of which are available on Porthole or from the Human Resources 

Team. 

Maternity Support Leave 

Maternity support leave is incorporated within the Council’s Paternity Leave 

Guidelines, see below. 


Page: 23


Parental Leave 

The right to parental leave is a statutory right, introduced by the Employment 

Relations Act 1999 and the Maternity and Parental Leave Regulations 1999. 

Parental leave is leave taken to look after a child or make arrangements for a child’s 

welfare. Qualifying employees are entitled to 13 weeks’ unpaid leave for the 

purpose of caring for a child. All parental leave will be unpaid. 

Details regarding qualification for parental leave, the taking of parental leave, 

payments of parental leave etc are contained within the Parental Leave Guidelines, 


Paternity Leave 

Employees who qualify for paternity leave are entitled to either one week or two 

consecutive weeks’ paid paternity leave (not odd days). These guidelines also 

incorporate the right to maternity support leave. 

Details regarding qualification for paternity leave, the taking of paternity leave, 

payments of paternity leave etc are contained within the Paternity Leave Guidelines, 


12. RECRUITMENT AND SELECTION 

Appointments 

There is a legal responsibility on the Council to ensure that all its appointments are 

made on merit. In facilitating this, job vacancies will be advertised widely (internally 

and externally) and appointments made in accordance with the Council’s Equal 

Opportunities Policy and Procedures. 

Assistance to Newly Appointed Staff - Relocation Policy 

In accordance with the provisions of the Council's Relocation Policy, assistance is 

available to newly appointed employees who are required to move and re-establish 

their home within an acceptable distance from their office/base. The Head of 

Service should be consulted before arrangements for a move are finalised. The 

Scheme provides financial assistance (up to the maximum prevailing limit) on 

approved expenses including lodging/travelling allowances, removal costs, resettlement 

grant and all legal expenses and other fees connected with the sale and 

purchase of residences, subject to certain conditions. Normally, the initial claim 

should be made within three months of the date when the employee takes up their 

duties with the Council. Recipients are required to undertake to reimburse the whole 

of the amount paid by the Council if they leave the Council’s service within 24 

months after taking up their appointment. Full details of the Scheme are available on 

Porthole or from the Human Resources Team. 


Page: 24


Probationary Period 

In most instances, the employment of newly appointed employees is subject to 

satisfactory completion of a period of probationary service of not more than 26 

weeks, during which time the employee concerned will be provided with appropriate 

training and will be assessed for his/her suitability for the post. During the 

probationary service, the Head of Service will determine whether:- 

 

 

 

The employee is to be transferred to the permanent establishment; 

The probationary period is to be extended; or 

The employment is to be terminated. 

If necessary, action will be taken under the Council’s Probationary Procedure. All 

employees will be advised in writing of the Head of Service’s decision. The 26 

weeks’ probationary service does not normally apply to employees either currently 

employed within Local Government or transferred from the service of another 

Authority or from any other service which is accepted by the Council as being 

appropriate to the post to be filled. 

13. SALARY 

Increments 

Employees will normally receive an increment within their salary scale on 1 April 

each year until the maximum of their grade is reached. As employees must be 

engaged in their current post for at least 6 months before receiving an increment, 

where an appointment is made between 2 October and 31 March, the next 

increment will not be due until the second 1 April following the date of appointment. 

Accelerated increments may be awarded on the grounds of special merit or ability or 

where the progression criteria of a Career Grade have been met. However, in 

certain circumstances, an increment may be withheld, either as a result of 

disciplinary action or if the probationary period has been extended. Increments will 

not be paid to employees on career grades where the progression criteria has not 

been met. 

Overtime 

Employees in posts graded Scale 6 and below will be entitled to the agreed local 

overtime payments, where approved, for additional hours worked in excess of 

his/her contractual hours outside of the flexi scheme, where appropriate, except 

where the grading of the post is inclusive of overtime. Employees in posts graded 

SO1 and above do not normally qualify for overtime payments, unless their overtime 

working has been authorised and planned for a particular purpose over a specified 

period. Overtime of less than half an hour on any day shall not rank for payment. 

Overtime payments are normally made one month in arrears. 


Page: 25


The local overtime payments are as follows:- 

 

 

Additional hours worked between the first and sixth day – time and a quarter 

Additional hours worked on the seventh day or on a Bank/Local Holiday – time 

and a half. 

Payment Arrangements 

Salary is paid monthly by credit transfer direct into an employee’s Bank/Building 

Society account. Payment is made on the 15 th of each month. Where the 15 th falls 

on a Saturday, payment will be made on Friday, the 14 th . Where the 15 th falls on a 

Sunday, payment will be made on Monday the 16 th of the month. 

14. SICKNESS ALLOWANCE 

Allowance 

The Council recognises that from time to time an employee will suffer from sickness 

absence and has agreed a scheme to provide financial assistance and procedures 

for dealing with such absence. The Council is responsible for paying Statutory Sick 

Pay (SSP) to all its employees for a maximum of 28 weeks. Statutory Sick Pay will 

be liable to tax, pension and graduated national insurance deductions. Generally, 

employees are covered by the Scheme and may be entitled to SSP if they are sick 

for four or more consecutive days. 

An employee’s entitlement to sickness allowance is as follows:- 

During 1st year of service 

During 2nd year of service 

During 3rd year of service 

During 4th and 5th year of service 

After 5 years’ service 

1 month’s normal pay and (after completing 

4 months’ service) 2 months’ half pay 

2 months’ normal pay and 2 months’ half 

pay 


pay 


pay 


pay 

Normal pay includes all earnings that would be paid during a period of normal 

working for standard hours together with certain other regular payments. 

An allowance shall not be paid in a case of accident due to active participation in 

sport as a profession, nor in cases in which the absence arises from or is attributable 

to an employee’s own misconduct, or neglect, or injury while working in the 

employee’s own time on their own account for personal gain or for another employer. 


Page: 26


Whether sickness absence is genuine or otherwise, it will always represent a cost to 

the Authority and its services, and will, therefore, be monitored carefully by 

Management. The Authority reserves the right to review levels of sickness absence 

periodically and to counsel employees to minimise the impact of the absences on 

their particular Service. Abuse of the Sick Pay Scheme may result in the suspension 

of payment of an allowance and/or disciplinary action. 

Repeated Short-Term Sickness Absences 

Short periods of self-certified absences will be monitored, and, where a personal 

record shows a regular occurrence of short-term absences during a 12-month 

period, the employee concerned will be required to attend a counselling interview, 

where the attendance record will be discussed. If it is considered that the level of 

absence is unreasonable, the employee may be required to be medically examined 

by the Council’s Medical Officer to determine whether there are satisfactory grounds 

for the repeated short-term absences, and whether he/she is medically fit to return or 

continue in their present job. If there are any doubts as to the reasons for the 

particular absence, it will be treated as a disciplinary matter and dealt with under the 

existing Procedure. 

Long-Term Sickness Absence 

Should an employee fall ill and his/her period of continuous absence extends to 4 

weeks or more, then in accordance with the Council's policy, details of the absence 

may be referred to the Council’s Medical Officer to determine the extent of the 

medical problem, when he/she may reasonably be fit to return to work, and their 

suitability for continued employment with the Council. The 4-week qualifying period 

may be extended or reduced, depending upon the circumstances of each case. In 

the event that, following this medical examination, an employee is declared 

permanently incapacitated and unable to carry out his/her contractual duties, the 

Human Resources Team will arrange for the employee to be counselled and advised 

of the options available to him/her. Initially, and subject to prevailing circumstances, 

alternative employment may be considered suitable to the individual needs and 

preferences, but should no alternative employment be available, consideration will be 

given to retirement on the grounds of capability. If it is considered that the 

employment should be terminated on the grounds of ill health, in addition to the 

procedure on capability, the case will be referred to the Council’s Medical Officer for 

determination. In the absence of a recommendation being received from the 

Council’s Medical Officer that an employee is permanently incapacitated, the full 

impact of the sickness absence will be taken into account in determining what action 

the Authority may wish to take, which may affect the employee’s continuing 

employment with the Council. 

Where an employee is declared fit to carry out his/her contractual duties, he/she will 

be expected to return to work as soon as possible. At all stages of the procedure, 

the employee will have the right to be represented by either a Trade Union 

representative or a work colleague. 


Page: 27


Management reserves the right to deal with sickness absences in accordance with 

the Council’s Sickness Absence Procedure, depending upon the circumstances of 

each case. 

Notification Procedure when an Officer falls sick 

When an employee falls sick, for Statutory Sick Pay purposes, he/she must report 

the sickness in accordance with the Council’s Sickness Absence Procedure. The 

following paragraphs highlight the employee’s basic obligations with regard to the 

notification of sickness absence:- 

First day of absence from work 

If an employee is sick, on their first day of absence, he/she must personally notify 

their direct line manager/supervisor by telephone a minimum of 30 minutes prior to 

their start time. Unless there are exceptional circumstances the line manager or 

supervisor is the first point of contact and the individual should always try to speak to 

them or another specifically nominated officer directly. Email or text messages are 

not acceptable. Employees should indicate the reason for the absence and, if 

possible, the likely period of absence. 

If the first day of absence from work is a Monday, the employee should inform the 

direct line manager/supervisor/nominated officer whether they had been sick on 

Saturday and/or Sunday as well as Monday. 

The employee should agree with their line manager/supervisor how often they 

should keep in contact should the sickness absence continue. 

If it is being claimed that the sickness absence is as a result of an industrial injury or 

an industrial disease, this must be made clear by the employee (see below). 

Employees are also required to complete form SC1 (available from line 

managers), on their return to work, even if their absence was less than four 

days. 

Fourth day of absence from work 

Where it becomes apparent that absence due to sickness will continue beyond the 

third day (including Saturday and/or Sunday, as appropriate), the employee must 

again notify the employing Service, giving the reason for the absence and the 

expected date of return to work. Details of the information required are set out in the 

Council’s Sickness Absence Procedure. If the absence is as a result of an accident 

at work or an industrial disease, this must also be stated. 

Form SC1 must be completed on the first working day after returning to work 

following sickness absence. 


Page: 28


Absences between Four and Seven Qualifying Days 

When the employee returns to work, he/she must complete and sign form SC1, as 

stated above. 

Absences of More Than Seven Qualifying Days 

On the eighth day of absence (including Saturday and Sunday), a Doctor's certificate 

must be submitted to the employee’s direct line manager or nominated officer. 

Continuing Sickness 

Employees must submit a Doctor’s certificate as often as required for State Benefit 

purposes. Failure to comply with this procedure may result in the employee 

receiving incorrect or no pay. Failure to report sickness absence properly and/or to 

submit the necessary documentation may be treated as an abuse of the Sick Pay 

Scheme and may be dealt with under the Council’s Disciplinary Procedure. If, after 

investigation, it is demonstrated that any false information with regard to sickness 

absence has knowingly been submitted, this will be treated as gross misconduct and 

may lead to the employee’s instant dismissal. 

Note: There may be occasions, when an employee is notified by the DSS that 

he/she is not entitled to SSP. On receipt of such notification, the information must 

be forwarded to the Service Administrator. If, for any reason, there is no entitlement 

to Statutory Sick Pay, the Service Administrator will send the employee Form SSP1, 

which will enable him/her to claim State Benefit. 

15. LEARNING AND DEVELOPMENT 

The Council has developed an HR Strategy which covers learning and development. 

This reflects the commitment to Investors in People and health and wellbeing and 

the development of all staff. The main focus of learning and development at the 

present time is Leadership and Development, the skills pledge and to develop the 

learning culture further within the Council. 

Learning and Development Representatives within Service areas are available to 

advise employees on matters associated with learning and development and liaise 

with the Learning and Development Officer. 

Investors in People 

The Council is committed to working with the Investors in People national framework, 

which is a standard of excellence in developing employees. The framework supports 

the Council’s core values and recognises the value the Authority places on its 

employees and their ability to deliver high quality services. 


Page: 29


Appraisal Scheme 

The Council operates an Appraisal Scheme, which is linked to the Competency 

Framework. The appraisal cycle runs from June to the end of August each year. 

Employees have the opportunity to meet with their Line Manager in order to discuss 

their development needs, make suggestions for improving their role and agree key 

areas for development. Team appraisals are also used within the Council. The 

development plans from individual appraisals are then brought together to form the 

Corporate Training Plan. 

Leadership and Development 

Building HR Management Skills is a vital part of improving organisational 

performance and the Council aims to continue to develop managers in accordance 

with the Competency Framework. The appraisal cycle and 360 degree appraisals 

link competency together to help focus staff development. Effective training and 

development opportunities focus on organisational needs identified and agreed 

between employees and their Line Managers. 

Post-Entry Training and Development Scheme 

The Council’s Post-Entry Training and Development Scheme provides financial help 

and support for employees to undertake study and gain qualifications relevant to 

their job role, subject to the agreement of their Manager. Full details of the Scheme 

are set out in a separate booklet, available on Porthole or from the Human 


Employees are required to provide the Human Resources Team with copies of any 

qualifications gained whilst undertaking courses under the Post-Entry Training 

Scheme. 

E-learning 

Electronic learning has been introduced within the Council through the learning pool. 

This offers employees a wide range of e-learning courses and is available to all staff 

anywhere where there is a PC with an internet connection. 

Mentoring 

The Council is part of Yorkshire Accord – a highly respected Mentoring Scheme 

which operates within North Yorkshire. Each year new mentors and mentees are 

recruited, trained and given the opportunity to develop through this scheme. 

Health and Wellbeing 

The health and wellbeing of employees is seen as very important to the Council. 

This is significant in improving work life balance and includes many ideas by 

employees on how continuous improvements can be made. 


Page: 30


Apprenticeship Scheme 

The Council operates an Apprenticeship Scheme in conjunction with the North 

Yorkshire County Council, which is Government funded. The Scheme is open to 

everyone aged 16 and over, whether they are just leaving school, have been working 

for years or seeking to start a new career. Further details are available from the 

Human Resources Team. 

16. TRADE UNION MEMBERSHIP 

Scarborough Borough Council, as an employer, supports the system of collective 

bargaining in every way and believes in the principles of solving industrial relations’ 

problems by discussion and agreement. For practical purposes, this can only be 

conducted by representatives of the employers and of the employees. If collective 

bargaining of this kind is to continue and improve for the benefit of both, it is 

essential that the employees’ organisations should be fully representative. The 

Authority is associated with other Local Authorities and represented on the National 

and Regional Councils dealing with Local Authorities’ Services. It is equally sensible 

for individual employees too to be in membership of a Trade Union, representing 

them on the appropriate Negotiating Body, and they are encouraged to do so. 

Employees have the right to join a Trade Union and to take part in its activities. 

Details of the specified Trade Unions on the appropriate Negotiating Body are 

available for reference on Porthole or from the Human Resources Team. 


Page: 31



INDEX 

Subject Section Page(s) 

A 

Absence due to Abnormal Weather 

Accident Reporting 

Additional Voluntary Contributions 

Adoption Leave 

AIDS 

Appointments 

Appraisal Scheme 

Apprenticeship Scheme 

A to Z of Services 

B 

Best Value 

British United Provident Assurance Ltd 

(BUPA) 

C 

Car Allowances 

Carers’ Leave 

Car Parking Facilities 

Cash Collection and Security 

Casual Employees - Pension 

Charities Aid Foundation 

Childcare Voucher Scheme 

Civic Newspaper 

Code of Conduct 

Compassionate Leave 

Computer Viruses 

Control of Substances Hazardous to 

Health (COSHH) 

Customer Care 

Cycle to Work Scheme 

D 

Data Protection 

Disciplinary Rules and Procedure 

Driving Licence and Insurance 

Drugs and Alcohol Policy 

11 

10 

7 

11 

10 

12 

15 

15 

3 

3 

7 

4 

11 

4 

10 

7 

7 

7 

3 

5 

11 

5 

10 

3 

7 

6 

5 

4 

10 

22 

18 

13 

21 

19 

23 

29 

30 

3 

3 

13 

4 

21 

4 

18 

13 

13 

12 

3 

4 

21-22 

8 

18 

3 

13 

11 

5-6 

5 

19 


Page: 32



E 

E-learning 

E-mail 

Employee Development Programme 

Employee Joint Consultative 

Committee 

Environmental Strategy 

Equal Opportunities Policy 

Examination Leave 

Expenses - Payment of 

Extra Statutory Holidays 

15 

5 

15 

10 

8 

9 

11 

6 

11 

29 

9 

27 

18 

14-15 

15 

21 

11-12 

20 

F 

Fire Precautions 

First Aid Facilities 

First Aid Officers 

Flexible Working 

10 

10 

10 

6 

19 

19 

19 

11 

G 

Grievance Procedure 5 6-8 

H 

Hazard Reporting 

Health and Safety Advisers 

Health and Safety Officer 

Health and Safety Policies 

Health and Wellbeing 

Hire Vehicles 

Home Address - Change of 

Hospital Savings Plan (H.S.A.) 

Hours of Work 

I 

Immunisation 

Increments 

Information Technology Security 

Internet 

Investors in People 

10 

10 

10 

10 

15 

6 

5 

7 

6 

10 

13 

5 

5 

15 

19 

17 

18 

16-17 

30 

12 

8 

13 

11 

19 

24 

8-9 

9 

28 

J 

Journeys outside SBC area 6 12 


Page: 33



L 

Leadership and Development 

Learning and Development 

Leave - Carry over/bring forward 

Leave - Entitlement 

Leave - Recovery 

Letters - Response to 

15 

15 

11 

11 

11 

3 

29 

28-30 

20 

20 

21 

3 

M 

Maternity Leave 

Maternity Support Leave 

Medical Referrals 

Mentoring 

Microwave Ovens 

Mission Statement and Corporate 

Services 

Mobile Phones 

11 

11 

14 

15 

7 

2 

5 

22 

22 

25 

29 

14 

3 

10 

N 

Name Badges 

Newly Appointed Staff - Assistance 

Notice 

3 

12 

6 

4 

23 

11 

O 

Office Hours 

Outside Paid Appointments 

Over 50s Pension 

Overtime 

6 

5 

7 

13 

11 

9 

13 

24-25 

P 

Parental Leave 

Paternity Leave 

Pathogens 

Payphone 

Pension Scheme 

Personal Harassment 

Post-Entry Training and Development 

Scheme 

Private Telephone Calls 

Probationary Period 

Professional Fees 

11 

11 

10 

5 

7 

9 

15 

5 

12 

7 

23 

23 

19 

9 

13 

15 

29 

9 

24 

14 


Page: 34

Public Holidays 11 20 



Q 

Quality Management 3 3 

R 

Rail Journeys 

Recovery of Monies 

Recycling of Waste Paper 

Relocation Policy 

6 

11 

8 

12 

11 

20 

14-15 

23 

S 

Safety Representatives 

Salary - Payment of 

Sickness Absence - long-term 

Sickness Absence - short-term 

Sickness Allowance 

Sickness Counselling 

Sickness Notification 

Staff Room Facilities 

Study Leave 

Subsistence Allowances 

10 

13 

14 

14 

14 

14 

14 

7 

11 

6 

17 

25 

26-27 

26 

25-26 

25 

27-28 

14 

22 

11 

T 

Taxis - use of 

Telephone Monitoring 

Town Hall Security 

Trade Union Membership 

6 

5 

10 

16 

12 

9-10 

20 

30 

W 

Whistleblowing Policy 5 10-11 


Page: 35

Employee Handbook (2884KB) - Scarborough Borough Council

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