Human Resources Policy.pdf - Lincolnshire Police

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1. POLICY IDENTIFICATION SHEET
This policy has been drafted in accordance with the principles of human rights
legislation, public disclosure is approved unless where otherwise indicated
and justified.
POLICY TITLE:
HUMAN RESOURCES POLICY
POLICY REFERENCE NO: PD115 (2)
POLICY OWNERSHIP:
ACPO Commissioning Officer:
Portfolio / Business-Operational
Owner:
Department Responsible:
Person Responsible:
DEPUTY CHIEF CONSTABLE
DIRECTOR OF RESOURCES
HUMAN RESOURCES
HR DIRECTOR
Links or overlaps with other policies/strategies:
Human Resources Plan
POLICY IMPLEMENTATION DATE: APRIL 2014
POLICY REVIEW DATE: APRIL 2015
VERSION: DATE: REASON FOR ISSUE:
(1) Aug-11 Policy review.
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(2) Apr-14 Policy reviewed
2. POLICY STATEMENTS/INTENTIONS
2.1 The principles and scope of the policy
This is the Police and Crime Commissioner for Lincolnshire and the Chief Constable
of Lincolnshire Police Human Resources umbrella policy, which covers all HR
procedures including guidance and schemes.
The term „staff‟ relates to the Police and Crime Commissioner for Lincolnshire
employees and Lincolnshire Police Staff.
2.2 The aim of the policy
HR, like other business areas contributes to the strategic aims and priorities of the
organisation. The aim of the policy is to provide a framework for HR procedures and
guidance documents to be adhered to.
3. INTRODUCTION/LEGAL BASIS
3.1 The origins/background information
This policy recognises that managers are the “front-line” of the HR service. The way
in which they lead and manage their staff has a major impact on whether or not our
workforce feels:
skilled;
highly motivated and well led;
supported and valued.
The behaviours and values are expected by managers to display are set out in the
Leadership and Staff Charters. The Leadership Charter sets out expectations of
everyone in a leadership and management position or those who are responsible for
staff. The Staff Charter sets out the values and behaviors we expect of everyone in
the organisation.
3.2 Motivators/Driving Forces
The HR policy provides an opportunity to bring HR procedures, guidance and
schemes together under one framework.
3.3 General Principles of the Policy
We will apply HR policy and procedures in a fair and reasonable way. We will aim to
balance the need
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to take account of individual circumstances
to provide services to our communities which will improve their trust and
confidence in Lincolnshire Police
All the HR procedures that are covered by this HR ‘umbrella’ policy are listed
below. The list will be updated on an annual basis.
30+ Scheme Annual Review Process
The 30+ Police Retention Scheme is designed to assist police forces in retaining
officers with 30 years‟ pensionable service who have valuable skills and experience.
This annual review outlines the process for reviewing police officers who are
members of the 30+ scheme.
Access to Personal Files
This procedure details how information will be stored and retained in police officers,
staff and members of the Special Constabulary personal files in accordance with the
Data Protection Act (1998), the Freedom of Information Act (2000) and the
recommendations of the ACPO Code of Practice. The procedure has been written
to comply with current equality principles.
Acting Procedures
The procedure clarifies the process for Constables on acting duty to Sergeant,
Sergeant to Inspector and Inspector to Chief Inspector. The HR Operations Team
regularly reviews the profiles of officers who are on acting up duty to address any
equalities concerns.
Alcohol, Drugs and Other Substance Abuse – Pre Employment Screening
The policy outlines the mechanisms in place for alcohol and drug screening and the
associated welfare and conduct issues relating to alcohol, drugs and other
substance misuse. HR is responsible, with the external provider, for administering
the pre-employment screening of a percentage of potential new starters. Those
subject to screening are selected randomly.
Allocation of new starters (Police Officers)
The procedure describes the process for allocating postings for new police officers.
HR will monitor the workforce profile across the Force to make sure that there is no
disproportionality amongst under-represented groups.
Annual Leave Police Officers
The procedure outlines annual leave entitlement for full time and part time police
officers. Annual leave entitlement is linked to length of service in accordance with
the Police Regulation 33.
Bonus Payments Scheme
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The Scheme has been produced in accordance with the PNB agreement Police Pay
and Conditions. Incident specific bonuses may be awarded for work of an
outstandingly demanding nature.
Recommendations made by the Head of Department will be considered quarterly by
the moderation panel and the decision confirmed by the Chief Constable. The panel
will comprise of a Chief Superintendent, a Federation representative and a HR
representative.
The guidance also includes the “On Call” scheme for police officers. The Head of
Department is responsible for making sure that a formal „on call‟ rota is in place.
Career Breaks
The Policy details the criteria to apply for a career break. Career breaks are subject
to the Chief Constable‟s agreement, for up to a maximum of 5 years. Police officers
and staff are not paid during career breaks, nor does qualification as reckonable
service applies for pension, annual leave, increments or any other employment
benefits.
Chief Officer Relocation Policy
This document sets out the Police and Crime Commissioner for Lincolnshire and
Lincolnshire Police policy on Chief Officer relocation expenses.
Competence Related Threshold Payments (CRTP) Scheme
This is the Force‟s scheme, which reflects the PNB Police Pay and Conditions
Agreement that allows Police Officers to apply for a Competence Related Threshold
Payment (CRTP) once they have served for at least one year at the maximum of
their pay scale. The criteria relate to high professional competence in four elements.
There is an assessment, determination and appeals process.
The CRTP scheme is closed to new applications from 1 April 2013. Following the
Winsor Independent Review Part 1, the CRTP scheme will be retained for those
officers already in receipt of CRTP however, from 1 April 2013 the CRTP payment
amount will be reduced each year until 1 April 2016. The CRTP scheme will then
cease on 1 April 2016.
Each year, the Force undertakes a survey return to the PNB providing equalities
data. This relates to those officers that have applied for the payment, have been
accepted or refused and who may have had a CRTP payment taken off them.
Disability
Manager‟s guidance on employing, retaining and making reasonable adjustments
for disabled people. This is positive guidance, which supports the entire workforce in
operating within the Equality Act (2010).
Disciplinary Procedure (Staff)
Disciplinary action is designed to make sure that standards of conduct and
behaviour are achieved and maintained. This does not include capability, for which
there is a separate procedure. The HR Operations Team monitors cases to identify
adverse trends and provides a summary of disciplinary cases for Staff to the
Professional Standards Department on a regular basis.
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Exit Interview/Questionnaires
The exit interview/questionnaire process has been designed to give people the
opportunity to provide honest feedback about why they have decided to leave the
organisation. From this any patterns or trends can be identified within the
organisation which may need addressing via policies, procedures or practices.
Leavers are sent exit questionnaires and the HR Operations Team monitors leavers
and invite those from key priority groups to exit interviews. Lincolnshire Police also
provides the Home Office with figures on the exit questionnaires that are completed
on an annual basis.
Facilities Agreement
This details the Trade Union recognition working agreement between Lincolnshire
Police and the Lincolnshire Police Unison Branch.
Fairness at Work
The Fairness at Work procedure sets out the steps to be followed when an
individual wishes to raise a workplace complaint or concern. Its aim is to facilitate
the resolution of complaints fairly, at an appropriate level and with minimum delay.
The procedure complies with the grievance resolution processes that employers are
required by law to have as part of the Dispute Resolution Regulations 2004. It also
complies with the good practice principles reflected within the ACAS Code of
Practice on handling grievances.
Flexible Retirement (Staff)
The procedure describes what flexible retirement is and how to apply for it. The HR
Operations Team track applications made under the procedure to ensure that no
applications are refused on unjustifiable grounds.
Flexi-Time Scheme
The scheme details the eligibility criteria and entitlements to Flexi-Time for non
operational staff.
Flexible Working Procedure
The procedure describes what flexible working is and how to apply for it. The
procedure applies to police officers, student officers and staff. HR monitors
applications made under the procedure to identify any equality concerns.
Giving Effective Feedback
This guidance document is for managers to assist them in giving effective feedback
to police officers and staff to establish good working relationships and develop staff
performance.
Health & Safety Policy
This policy sets out the organisation‟s general policy for safeguarding the health,
safety and wellbeing of its employees and others, in conjunction with the Strategic
Partner. The policy complies with the Health and Safety at Work, etc Act 1974 and
the Police Health and Safety Act 1997 to provide safe and healthy workplaces and
working environments for all persons, both employees and non-employees whilst
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complying with the Equality Act 2010 and the Human Rights Act 1998.
Honoraria Awards
The document outlines the process and criteria for staff that may be eligible for an
honorarium payment. Heads of Department approve these requests of up to £500,
any payment over £500 are subject to the approval of the Head of Finance.
Reports are available that identify any disproportionate trends in the application of
honoraria awards.
Ill Health Retirement (Police Officers)
The procedure outlines the management of the ill-health retirement of Police
Officers including the referral process, the decision making process at Chief Officer
Group level and details how to appeal. The HR Operations Team reports regularly
on retirements being processed in line with the procedure and to identify any
disproportionate trends.
Ill Health Retirement (Staff)
The procedure outlines the process for managing the ill-health retirement of staff.
The HR Operations Team reports regularly on retirements being administered in line
with the procedure and to identify any disproportionate trends.
Internal Transfers (Police Officers)
The procedure describes how police officers can apply for an internal transfer. The
HR Operations Team monitors transfer requests on a regular basis.
Job evaluation Procedure
The procedure outlines the process for job evaluations for staff posts. Lincolnshire
Police currently use the Northgate Arinso HR Progress Scheme to determine the
grading for all staff posts. The job evaluation scheme is based on a set of factors
that are objectively assessed. A right of appeal exists against job evaluation
outcomes.
Managing Attendance Policy
The policy applies to Police Officers and staff. The policy details the roles and
responsibilities of all parties involved in managing attendance and reporting
absence. The procedure outlines the trigger points and how to address short term,
medium term and long term absence from work with additional guidance for
managers to manage attendance effectively.
The organisation holds reports on long, medium and short-term sickness which
highlight disproportionate trends that need addressing.
Maternity and Adoption Procedure
This guidance applies to all female full-time or part-time police officers and staff. In
the case of adoption, this also includes all male staff. The procedure explains the
role and responsibilities of employees and managers.
Entitlement to maternity leave and pay are linked to length of service under the
employee‟s terms and conditions of employment so entitlements may vary.
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Mediation
Lincolnshire Police offers a mediation service to all police officers and staff to help
individuals experiencing conflict in the workplace work towards a positive solution.
The procedure details how to access the mediation service and how it is
administered.
MOPI Job Descriptions and Person Specifications
This document provides guidance to make sure that Management of Police
Information (MOPI) responsibilities and accountabilities are fed into job descriptions
and personal job specifications. The guidance is drawn mainly from the national
guidance on threshold standards and should help our managers to think about
inserting relevant MOPI references.
Note taking at Investigation Interviews and Formal Hearings
This is a guidance document for note takers when attending formal Investigation
interviews as part of formal procedures such as Disciplinary, Misconduct, Fairness
at Work and Unsatisfactory Performance.
On Call Scheme for Police Officers
The scheme applies to federated ranks and details the administration,
responsibilities and payment for on call duty.
Part Time Annual Leave Calculation
The procedure provides details of calculating annual leave entitlement for police
officers and staff who work on a part time basis.
Parental Leave Guidance
Police officers and staff are entitled to up to 18 weeks parental leave up to a their
child‟s 5th birthday if they have parental responsibility for the child and have
completed 1 years continuous service with the organisation. If the child is disabled
they are eligible for 18 wks until the child‟s 18th birthday. Leave entitlements are
defined by current UK employment law and by Police Regulations for Police
Officers. Parental leave is unpaid.
Paternity and Additional Paternity Guidance
This guidance outlines the provisions for Paternity (Maternity Support) Leave and
Additional Paternity Leave (APL). Police officers and staff are entitled to up to two
consecutive working weeks (10 days Pro rata) paternity leave and up to 26 weeks
additional paternity leave. The entitlement applies to all individuals who meet the
qualifying criteria and notice requirements as stipulated in the guidance document.
PCSO Guidance on Overtime and Hours of Work
Details PCSO hours of duty, overtime rates of pay, local agreements on shifts and
working hours as stated in PCSO terms and conditions of employment.
Pension Scheme FAQ’s (Police Officers)
This document provides answers to some Frequently Asked Questions on Police
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Officer retirements.
People and Postings Movement Procedure
The procedure applies to all movements of police officers, staff (includes PCSO‟s)
and members of the Special Constabulary. The procedure applies to people
movements and changes decided at a local level. The roles and responsibilities
regarding people and posting movements is also documented.
Performance Development Review (PDR)
The PDR Scheme applies to police officers and staff. The PDR Scheme is a
performance management framework to ensure that work is done in a consistent
and effective way across the organisation. The document outlines the full PDR
process including reporting and reviews.
A PDR meeting will be carried out at least once a year with a six-month review of
progress. The HR Operations Team monitors PDR completion rates and carry out
qualitative reviews on a regular basis.
Performance Related Pay for Superintendents and Chief Superintendents
The document outlines the arrangements that are in place for the progression of
Superintendents and Chief Superintendents through the incremental pay scale.
Following the Winsor Independent Review Part 1, the Performance Related Pay for
Superintendents and Chief Superintendents Scheme has been suspended for two
year from 1 April 2012 to 31 March 2014.
Police Convalescence Homes
This offers guidance for police officers that wish to attend a Police Convalescence
Home. The document includes the Harrogate Referral Form, application for leave to
attend a Police Convalescence Home and the claim form for the reimbursement of
travel expenses.
Staff Flexible Hours Scheme
The scheme describes the flexible hour‟s provisions for non-operational staff. It is
the decision of the relevant Head of Department as to which roles in their areas are
suitable to operate the scheme.
Staff Ill Health Procedure
The procedure explains the management of staff ill health. The process of gaining
medical advice, ill health hearings, suspension on medical grounds and termination
of employment due to ill health are clarified in the procedure.
The HR Operations Team monitors the application of the procedure for any
disproportionate impact.
Staff Redundancy and Efficiency Procedure
This document describes the consultation process to be followed when a
redundancy is being considered and contains the criteria for compensation or
redundancy payment that applies. The procedure complies with current Employment
Legislation.
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Staff Terms and Conditions of Employment
Details police staff terms and conditions of employment, pay, grading and the Police
Staff Council Handbook that contains pay and conditions agreed by the National
Police Staff Council.
Staff Timesheet
This guidance document explains how to complete and submit the staff timesheet.
Probationary Periods Procedure –Staff
The document details the six month probationary procedure for newly appointed
staff.
Professional Membership Fees Policy
This is the policy for police officers and staff to follow in order to be considered for
the reimbursement of professional membership fees or subscriptions. The policy
includes the professional membership fees application.
Promotion Procedure – Sergeant and Inspector
This document describes the process to be applied for promotion to the rank of
Sergeant and Inspector. The application of the procedure in individual promotion
exercises is reviewed by the Resources and Succession Planning Team. Any
disproportionate trends in the shortlisting and selection decisions would be
highlighted as part of the review and reported to the relevant Promotions Board.
Protection of Earnings
The procedure explains what protection of earnings is and when it may be applied.
The need for protection of earnings can occur for a number of reasons that include;
redeployment to a lower graded job because of ill health or disability, review or
redesign of the job, re-evaluation or re-grading of the job, re-organisation and/or
redundancy situations.
The HR Operations Team monitors these cases for signs of disproportional
application.
Public Holiday Leave Guidance for Constables and Sergeants
As part of the Winsor Part 1 recommendations; Constables and Sergeants can now
nominate alternative public holiday leave dates. The guidance explains the eligibility
criteria and how to apply.
Recruitment and Selection
This procedure provides guidance on all aspects of recruitment and selection. The
various stages of the recruitment process are monitored by the Resources and
Succession Planning Team in order to identify any trends.
Recruitment Policy Statement
The Recruitment Policy Statement contains the key principles and aims of
Lincolnshire Police officer and staff recruitment.
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Redeployment and Trial Period Guidance
This procedure explains what redeployment is, the process and how it applies to
staff. The members of staff who are redeployed are relatively small but are
monitored and reviewed on a regular basis by the HR Operations Team.
References
This guidance is for Lincolnshire Police Officers, Staff and members of the Special
Constabulary asked to provide employment or character references for current or ex
police officers, PCSO‟s, staff, special constables or community volunteers.
Removal Leave
This document describes the circumstances in which people can apply for paid
leave when moving house, where such a move has been at the request of the
organisation. Applications are considered and authorised by Heads of Department.
Restricted Duties (Police Officers)
This procedure outlines how Lincolnshire Police will manage police officers unable
to undertake the full duties of their post for medical reasons. The HR Operations
Team monitors and analyses the numbers and types of officers who are subject to
restricted duties and identify any concerns in relation to equality.
Restricted Duties (Staff)
This procedure outlines how Lincolnshire Police will manage staff unable to
undertake the full duties of their post for medical reasons.
Severe Weather Guidance
The purpose of this guidance is to outline the responsibilities of both police officers
and staff in attending work during extreme weather conditions.
Smoking at Work
The Police and Crime Commissioner for Lincolnshire and the Chief Constable of
Lincolnshire Police recognise that the health, safety and welfare of police officers,
staff, visitors, and contractors are of prime importance. Lincolnshire Police has
therefore developed and enforces a dedicated smoke-free policy, conforming to the
Health Act 2006.
Special Constabulary
This document outlines the role, powers, training, promotions, management and
structure of the Special Constabulary including the recruitment process and
conditions of service.
Special Leave
The Special Leave Policy outlines the types of Special Leave, eligibility criteria and
entitlement options and explains how to apply for Special Leave.
Stress (occupational) Policy
Provides guidance on recognising and managing workplace stress.
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Time Off Scheme
This guidance has been prepared to support managers who receive requests for
time off. The scheme outlines the circumstances in which time off can be applied
for and explains the process of how to apply for time off.
Unsatisfactory Performance of Staff
This procedure applies for staff to staff who have unsatisfactory performance.
Unsatisfactory Performance of Student Officers
This procedure outlines the process that applies to student officers where there are
concerns about unsatisfactory performance. Cases are reviewed by the HR
Operations Team and any equality concerns are highlighted and addressed.
Unsocial Hours Payments for Police Officers
Details the eligibility criteria for unsocial hour‟s payments for police officers and
explains how the payments are administered.
Working Time Regulations
Working Times Agreement – This documents the agreement between Lincolnshire
Police and staff unions and associations regarding working time.
Working Time Regulations Guide – This provides guidance on interpreting the
Lincolnshire Police working time agreement.
3.4 Legal Basis
There is a huge volume of different legislation that governs our HR policy,
procedures and practices. This includes legislation on:
employment rights;
discrimination;
health and safety.
This policy complies with current employment legislation, case law and Police
Regulations.
3.5 Human Rights Considerations/Articles Engaged
This policy has been developed in accordance with Human Rights, in particular
consideration has been given to:
• Article 8 – Right to respect for private and family life
• Article 9 – Freedom of thought conscience or religion
• Article 10 – Freedom of expression
• Article 14 – Freedom from discrimination
4. APPENDICES
List all Appendices
Examples are: Risk assessments and health and safety considerations; Specific instructions, tactics, methods,
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practices and procedures; Individual roles and responsibilities; Related protocols, practices or service agreements
with other agencies; Administration
5. IMPLICATIONS OF THE POLICY
5.1 Financial Implications/Best Value
Whenever HR practice or procedures are changed, the financial implications of the
change and costs of implementation are identified and taken into account.
Frequently, the aim of the change will be to improve performance. Where the
change is in response to new legislation and there is an additional cost, this will
either be met from existing budgets or, if significant, factored into the organisations
budget planning process.
5.2 Human Resources/Training
It is important that managers are fully briefed on all changes to key HR procedures
and guidance. Whenever changes are made, we will make sure that they are
properly communicated and that training needs are identified and met.
5.3 Corporate/Business Plan
We will ensure that the HR service focused on the key issues that contribute to
overall performance.
5.4 Risk Management
Strategic Development has responsibility for the generation of the Risk Register.
5.5 Health and Safety
All Health & Safety issues will fall under the Health and Safety Policy.
5.6 Diversity
We will regularly monitor key procedures and practices to make sure they are not
having an adverse impact on under-represented groups.
5.7 Every Child Matters
Not applicable.
5.8 Crime and Disorder Act
Not applicable.
5.9 Internal Policy/Strategy Links
All HR Policies
5.10 Consultation
To be consulted
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5.11 Publication
This policy will be available on the Intranet and will be published for the public via the
Internet.
6. PROMOTION/DISTRIBUTION
This policy will be available on the Intranet and Internet.
7. MONITORING/REVIEW
The HR Co-ordinator is the monitor for the policy.
The Professional Standards Department (PSD) holds information on disciplinary
action taken against police officers and produce regular reports.
Reviews will take place when needed in response to:
Concerns raised through the monitoring process and by HR staff;
Changes to legislation or employment case law;
Requests from staff associations/trade unions;
Complaints or concerns raised by managers or members of the workforce.
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