Employee Handbook V5 2018

employee handbook
A guide to your terms and conditions of employment, rewards, benefits and
policies at the Fuller Research Group

family . unique . leaders . loyal . extraordinary . resourceful

getting the most from your
employee handbook
We would like to wish you every success during your employment, whether you recently
joined us or whether you are an existing employee. We hope that your experience of
working here will be positive and rewarding.
This employee handbook has been designed to introduce you to the company and to serve as
a quick reference for many issues relating to your employment with the Fuller Research Group,
through policies, practices and benefits. The Handbook is in two parts: Part One provides an
overview of the key things you need to know about working for us in relation the our business,
our people policies, your terms and conditions, your rewards and benefits, looking after your
health, safety and wellbeing and the development opportunities and support for your career that
we provide.
The second part of the Handbook is about Protecting You, Our Clients and the overall business, it
covers legal and ethical requirements that we need to follow to make sure we do the right things
all of the time.
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Some sections of the Handbook are part of your contractual terms and
conditions of employment and these are indicated by this symbol
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Some of the sections are an overview of our people or business policies there
are indicated by this symbol
It is important that you read and understand this Handbook and refer to it when you need to
throughout your career with us.
From time to time it might be necessary for us to change some of the details contained in this
Handbook to reflect changes in company policy or to comply with new legislation, so it is
important that you always refer to the most current and up to date policies and Handbook. You
will find these on People HR, our internal people software.

part one
welcoming, developing,
supporting and rewarding
you!
Dear Colleague,
Thank you for choosing the Fuller Research Group.
I hope that you’ll find it a positive working experience, where you will be able to grow and
achieve your career goals.
I would like to wish you every success during your employment with us, whether you have
recently joined the FRG or you’re an existing colleague. This Employee Handbook is designed
to introduce you to the Fuller Research Group and to be of continuing support during your
career with us.
Together with your offer letter and your Statement of Terms and Conditions, this Handbook
sets out additional terms, provides guidance on the high standards of conduct we expect of
you, along with some of the rewards and benefits you may want to take advantage of. It also
lets you know where to find the main policies and procedures that cover your employment
with us.
We want to be the market leader within the Market Research industry and be the best we
possibly can for our people and clients.
I look forward to working with you.
Head of Admin and HR

who we are...
The Fuller Research Group Partnership is the
umbrella organisation encompassing Acumen Field Limited,
Research Opinions Limited and Aspect View Facilities. All
of the companies within the Fuller Research Group serve the
needs of the market research industry and operate within
strict Quality systems.
Research Opinions Limited was founded in 1987 as Julie Fuller
Recruitment, with the aim of providing quality market research
respondents to research and fieldwork agencies. Based in the
south Manchester area the company quickly grew to cover the
whole of the North West region and eventually the UK.
Following on the success of Research Opinions came the launch
of another Julie Fuller enterprise, Aspect View Limited. Situated
in the leafy suburbs of south Manchester, the flagship venue was
soon accompanied by a sister venue in the heart of Manchester
city centre. These venues continue to set the standard for
premier viewing facilities in the industry.
Acumen Field Limited was founded in 2005 to provide
outstanding fieldwork throughout the UK. The company has
since grown to supply fieldwork services throughout the world
and continues to lead the industry with unbeatable services in
Qualitative,Quantitative and Medical fieldwork and recruitment.
Full Colour Research is a strategic insight agency that loves to
find the answers to your business questions. We combine our
enthusiasm for getting to know people with our passion for
research to help brands make decisions for a successful future.
We are experts at bringing research to life.

part one
our values
At the heart of everything we do are our company values. We stand by them being the set of
behaviours that we expect all our people to embrace to further our ambitions for our business
and our people.
Through professionalism, respect, flexibility, pride and teamwork we have created a vibrant
company where ideas can blossom, people can thrive and success can flourish.
We are excited for you to be a part of it!
family
unique
leaders
loyal extraordinary resourceful

people hr
People hr is the system which holds all of your personal information, including details about
your employment with the Fuller Research Group.
You can check your personal information, which includes absence history, job details, and
personal development. This is also where you can make requests for annual leave, and
update your personal details such as your emergency contacts and home address.
It is important that we’ve got accurate and up to date information, so if anything changes you
must update People HR.
download the app so
you can access all the
details you need, from any
place at any time

part one
your terms and
conditions at the
fuller research group
explained
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your hours of work and working arrangements
Your hours of work are detailed in your Statement of Terms and Conditions. You will need
to sign in and out of work; this is for fire safety, but also to ensure that we comply with the
requirements of the Working Time Regulations. If you take on a second job at any time you
must let your manager know.
You are entitled to an unpaid break of 60 minutes for lunch.
varying your hours of work
If you’d like to request a change to your working arrangements then we will try to agree that
wherever we can, as long as we can still meet our client and business needs, see our Flexible
Working Policy for more information about this.
your place of work
Your job will be based at the location detailed in your Statement of Terms and Conditions
However the Company reserves the right to change your place of work to an alternative
location within a reasonable daily travelling distance of your home where there is a business
need to do so. Any move would be discussed with you and appropriate notice given.

salary payments and deductions
Wages are paid on the 28th of the month, unless this falls on a Saturday, Sunday or Bank
holiday, when payment will reach you on the working day before hand. Wages are paid
directly into your nominated bank account. An itemised pay statement showing gross
earnings, fixed and variable deductions and net wage will be emailed to you monthly.
Your starting salary is confirmed in your offer letter and Statement of Terms and Conditions.
We will let you know of any changes to your salary. Salary reviews are at the discretion of
Senior Management.
It is your responsibility to let HR or Payroll know immediately if your nominated bank
account changes.
The FRG may, at its absolute discretion, make a payment in lieu of the appropriate period of
notice. In such a situation the employment will terminate immediately and you will receive the
amount of monies that relate to the appropriate period as one final payment on the next pay
date. The provision of all benefits will cease on the date that employment terminates.
We have the right to deduct from your pay anything you owe us; this includes but is not
limited to:
Any overpayment we have made to you in relation to your salary, allowances or bonus
payments.
Any loans made in connection with your job, for example advances on your salary
Your contributions to any company pension scheme you belong to
Any salary sacrifice benefit you have elected e.g. childcare vouchers
Repayment of any training costs as outlined in any individual learning agreement
Any holiday you’ve taken in excess of your entitlement if you leave FRG
It is important that you check your payslip each month to make sure that you’ve received
everything you are entitled to and that any changes that have been made to your working
hours or arrangements have been properly reflected.
If you notice any overpayments, other payments you were not expecting or notice that any
adjustments to your working hours or arrangements have not been made, please let HR know
about this as soon as you can so that things can be put right quickly.

part one
probationary policy
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All employees are required to complete a probation period. We make every effort during
recruitment to ensure that we recruit people with the right skills and competence for their role.
The purpose of the probationary period is to give us a further opportunity to find out whether
you are suited to the role.
During this period we will ensure that you have regular discussions with your line manager to
review progress. If you successfully complete your probation period, your appointment will be
formally confirmed by HR.
If this is not the case, we may either extend your probation period or give you notice to
terminate your employment.
You can find all the details you need in the Probationary Policy

developing you
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Our continuing success as a company depends on recruiting, engaging and developing
the right people who have the skills, knowledge and experience to deliver our services
to the highest standard
job opportunities
If a job opportunity arises within the FRG
it will be advertised internally in the first
instance. You have the opportunity to apply
for the role. Selection for the role will follow
the recruitment and selection guidelines
below.
recruitment and selection
Recruitment and Selection is of paramount
importance to the continued success of the
FRG.
We aim to ensure, as far as reasonably
possible, the best people are recruited and
the recruitment process is free from bias
and discrimination.
When a vacancy arises essential and
desirable requirements will be produced
alongside a job description and person
specification. To be successful at the short
listing stage, applicants must meet all of the
essential criteria.
Due to the nature of the industry in which
we work, recruitment may also be carried
out on a referral basis, if the candidate
meets the criteria we are looking for.
training
The Fuller Research Group believes in
developing its people. We offer a range of
internal and external training to ensure that
you have the skills and knowledge
necessary to your job.
This starts with your induction, and
mentoring from your colleagues and
manager, through to online courses and
external training when you need it.
For further information please see our
Training Policy.
feedback and review
We believe that consistent and timely
feedback throughout the year is important
for your development, so you will receive
this all the time from managers and
colleagues alike
You will also have an annual Opportunity
and Development review, which is a more
formal place to discuss your progress and
set objectives for the coming year.
For more information please see our
Opportunity and Development Policy.
Selection for employment, promotion and
training will be on the basis of aptitude and
ability.

part one
rewarding you
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health care package
On successful completion of your
probationary period you will be enrolled
onto our Simply Health Cash Plan. This
helps towards healthcare expenses such
as dental, optical and physiotherapy. This
is fully funded for you by the company;
however there is also the option to add on
family members at your own cost.
birthday leave
Nobody wants to work on their birthday!
So we give you the day off, to enjoy the
celebrations. If your birthday falls over the
weekend, you can nominate the Friday or
Monday as your day off!
service awards
We want to recognise and reward you for
your loyalty and commitment to the Fuller
Research Group.
You will receive a thankyou from us at 1
year, 5 years, ten years and then every 5
years of service following on.
equal opportunities
We are committed to equal opportunities at
FRG. It is recognised in our society group
and individuals have been, and continue to
be, discriminated against on the basis of
age, disability, gender reassignment,
marriage or civil partnership, pregnancy and
maternity, race, religion or belief, sex or
sexual orientation.
We are committed to providing a working
environment in which employees are able to
realise their full potential and contribute to its
business success irrespective of their age,
disability, gender reassignment, marriage or
civil partnership, pregnancy and maternity,
race, religion or belief, sex or sexual
orientation. This is a key employment value
to which all employees are expected to give
their support.
We also commit to not treating any clients or
suppliers less favourably based on the same
criteria listed above.
pensions
We have a Pension Scheme in line with
government rules after the introduction
of Auto Enrolment, for more information
please see our Pensions Policy or speak to
Accounts.
More information about your benefits
can be found in the Benefits folder

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supporting you
our people policies
our people policies – an overview
Our People Policies are where you can find out about things like how we support you when
you need time away from work, how to request and book your holiday, or what you can
expect if you are becoming a parent. You will find them in the Supporting You file in the HR
and Health and Safety Folder.
In this handbook we will cover some important highlights of some of these Policies, but you’ll
need to make sure that you read all of these policies in full so that you have complete
understanding of what they cover and what you need to know and do during your career
with the FRG. Most of our policies also have supporting guidelines which give more practical
information and details about how to put the policies into practice, and often this includes
template forms and letters for you and your manager to use where needed.
looking the part – dressing for work
The way you look creates an image of the FRG, it’s important to look smart and professional
so whatever your role, we expect you to dress in a way that is suitable to what you do. The
general dress code is smart casual; however we think that jeans are acceptable. When visiting
clients, or when clients visit us we expect that you will dress appropriately for the occasion.
We have a dress-down day each Friday. If you chose to take part in this, your clothes still
need to be appropriate. Scruff, ripped clothing or clothing that is too tight or short are not
acceptable. For more detailed information regarding acceptable dress, please see the Dress
Code policy.
balancing work and home life
We want to give you greater choice and flexibility about your working life whenever we can.
But we do need to be able to balance this with making sure we give our clients the best
service, giving them what they need when they need it and being able to run all areas of our
business successfully.
Our Flexible Working Policies and Guidelines are where you can find all you need to know
about how to request changes to your working arrangements and the options available to
you.
We also understand that things will happen in your life outside of work that mean you may
need some time away unexpectedly, whether this is to deal with an emergency to care for
a relative or to deal with a breakdown in childcare arrangements. That’s where our Flexible
Leave and Family Friendly Policies and Guidelines come in, and where you can find out the
options available that you can discuss with your manager to agree the best way we can
support you with your particular situation. This policy also covers the support we provide if
you’re involved in public duties, such as being a School Governor or you need to attend a
court or tribunal hearing.

part one
holidays
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The holiday year runs from 1st January to 31st December. If you join or leave us during the
year your entitlement is based on the date you started or left. You are entitled to 28 days
holiday a year when you start your employment with us, including all bank holidays. If you are
a part time employee your holiday allowance is worked out on a pro-rata basis.
Increases in Annual Leave are awarded in the annual leave year following the completion of
the relevant full years’ service. For example if you started work with us 3rd June 2014, your
first increase would occur in the 2017 holiday year.
1-2 years 28 days including bank holidays
3-5 years 30 days including bank holidays
5+ years 33 days including bank holidays
Holiday cannot be carried over into the next year.
You can request holiday via People HR, please make sure you have had your holiday
approved before you make any definite arrangements.
If you would like to use your holiday to celebrate religious festivals or attend ceremonies we
will consider your request sympathetically, alongside other requests and the needs of the
business.

eing absent from
work
If you need time off work, for reasons you can plan for, you must agree this with your
manager beforehand wherever you can. But we know things happen that we can’t always
plan for, including illness. If this happens you need to let your manager or know that you won’t
be in work as soon as you can and normally before 9am.
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Depending on the reason you are not able to attend work, there are a range of leave options
to support you and you can find out more about these in our Leave Policy and Guidelines.
Whatever the reason for your absence, it is really important you contact your manager,
because if you’re absent without their agreement or knowledge this is known as being Absent
Without Authorised Leave (AWAL) and we reserve the right to stop your pay. This could also,
following investigation lead to serious consequences under our Disciplinary Policy.
sickness absence
If you are too ill to come to work, this section tells you more about what to do and how we will
support you.
The Sickness Absence Policy and Guidelines explain how we manage absence; the support
we provide and what steps may be take depending on the reason and length of absence.
High levels of absence can have an impact on the success of our business, affecting clients
and colleagues so it’s important that we do manage absence in a fair and supportive way.
If you can’t come to work as expected it is important you follow the absence reporting
procedures and call your manager by phone on the first day of sickness absence,
between 8am and 9am, and each subsequent day for short term absences. Throughout
longer term absences you will need to maintain reasonable contact with your manager. If you
are off work for more than 7 calendar days you also need to make sure you provide us with
a doctors fit note. We encourage you to discuss with you doctor and manager whether there
is any support or reasonable adjustments that can be made to help your successful return to
work.
When you’re back at work your manager will hold a return to work meeting with you to
understand more about the reasons for your absence and what they can do to support you.
They will also consider and discuss any next steps that might be needed, depend on the
length and reason for your absence, in line with the Sickness Absence Policy.
We will do everything reasonable to help you through periods of illness. Sometimes we might
need you to have a medical examination or we might need to seek further medical advice in
relation to your illness. If we do we will ask for your consent to disclose the medical report to
us.

sick pay
Occupational Sick Pay (OSP)
All employees are entitled to 3 days occupational sick pay per annum, the sick pay year runs
in line with the annual leave year, 1st January to 31st December.
Statutory Sick Pay (SSP)
Provided the correct absence reporting procedures are followed, you will normally be paid
statutory sick pay, providing you meet the eligibility criteria.
Unacceptable absence levels
High levels of absenteeism or repeated spells of sickness absence cause considerable
business and client disruption. It also places undue burden upon other team members, Where
required, managers will manage the situation in line with our Sickness Absence Policy.
Medical appointments
Whenever possible you need to arrange medical appointments, including GP’s, dentists and
other specialists outside your normal working hours. But, if there is no option and you need to
attend an appointment during your working hours, this time will be paid but you need to make
sure that you agree it with your manager and that all appointments are as close to the
beginning or end of the day as possible. If you frequently take time off for medical
appointments without good reason we may require you to make up lost time or take the time
unpaid.
More information is available in the Sickness Absence Policy, including template forms for
holding return to work meetings and other important documents.

ecoming a parent
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Whether you are a first time parent or growing your family, we know having a child will change
your life and we have a range of policies in place to help you make the most of this time.
maternity leave
Pregnant employees are entitled to:
Paid time off to attend antenatal care
A period of maternity leave
The right to return to the same job held before the start of maternity leave with the
same terms and conditions, unless after additional maternity leave, this is not
reasonably practicable.
‘ordinary maternity leave’ – first 26 weeks
‘additional maternity leave’ – last 26 weeks
You do not have to take 52 weeks but you must take 2 weeks leave after your baby is born.
The FRG offers and Enhanced Maternity Leave Package.
For further information please refer to the Maternity Leave Policy
Paternity/ Partner Leave
If you are a father to be or will share the responsibility with a partner for bringing up a child,
you may have the right to Statutory Paternity Leave and Pay.
You could be entitled to between two and four weeks leave within the first 8 weeks of the birth
(or due date if the baby is early).
The FRG offers an Enhanced Paternity/ Partner Leave Package.
For further information please refer to the Paternity Leave Policy

shared parental leave
Shared parental leave (SPL) is available to all employees, full and part time, and allows a
mother/ primary adopter and their partner to share the responsibility of working and caring for
a child provided that the mother/ primary adopter returns to work prior to using all the their
entitlement to maternity/ adoption leave and/ or statutory pay.
To qualify for shared parental leave you must:
1. Be the child’s mother or primary adopter
2. Be the biological father of the child; or,
3. Be the mothers husband, partner (including same sex relationships) or civil partner, or
be the husband or partner (including same sex relationships) of the primary adopter
and
4. Have 26 weeks continuous service with the FRG, 15 weeks before:
a. The expected week of childbirth; or
b. Being notified of being matched with an adoptive child.
The FRG offers an Enhanced Shared Parental Leave Package.
For further information please refer to the Shared Parental Leave Policy
parental leave
Eligible employees can take unpaid parental leave to look after their child’s welfare. For
example to:
Spend more time with your children
To look at new schools
To settle your children into new childcare arrangements
To spend more time with family, i.e. Visiting grandparents
All your terms and conditions of employment are protected during parental leave.
Parental leave is unpaid and you can take it up to your child being 18.
For further information please refer to the Parental Leave Policy.

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getting to work (adverse weather/ transport/ childcare difficulties)
We know that sometimes things happen that make getting to work difficult, such as extreme
weather like significant snow or floods, school closures or disruption to the transport network.
We do expect you to make every effort to attend your normal place of work and make
alternative travel or childcare arrangements wherever possible.
If you find yourself in this situation, you need to contact your manager before your normal
start date to discuss the options available to you. If you cannot get to your place of work and
there are no options for being able to work differently during this time the absence may be
taken as annual leave, unpaid leave or there might be an option to make the time up over an
agreed period. If you are late for work because of genuine difficulties then no action will be
taken.
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More information and guidance is available in the Transport Difficulties and Adverse Weather
Policy.
raising concerns
We know that even in the best work places people may have concerns that they want to raise
about things and we’ll make sure that we listen to these and work with you to respove them
wherever we can. Where you feel comfortable to do so, then it is always a good idea to talk to
your manager to try and resovle any concerns you have informally. But if this doesn’t work or
it is something more serious you feel need to be raise formally from the outset then you can
raise a formal grievance. If you raise a grievance, this will be treated seriously and
investigated independently. You’ll have the right to be accompanied by another company
employee at any formal meetings or appeals which are held to understand the issues in your
grievance and make any decisions on what should happen.
Everyone at the Fuller Research Group has the right to work in an enviornment free from
harassment or any other type of unwanted behaviour.
So, if you believe you have been subject to, or have witnessed harassment, victimisation or
bullying at work, you can raise your concerns and be sure these will be taken seriously,
investigated fully and appropriate decisions and actions taken.
If you need any more information on these areas please look at our Bullying and Harassment
and Grievance Policies and Guidelines.
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discipline
If the expected standards are not met our Disciplinary Policy and Guidelines explain what will
happen. We know most of the time an informal approach to any minor issues of misconduct
can resolve the problem and may be all that is needed to make sure that it doesn’t happen
again. Sometimes things are more serious or people do not change their behaviour or actions
and then we may need to take formal action in line with the Disciplinary Policy.
The Disciplinary Policy and Guidelines explains how we will investigate any allegations and
the process that we will follow to make sure we reach a fair decision on the outcome, including
providing the right to be accompanied by another company employee, time to prepare for
any formal hearings and the right to appeal against any formal outcomes that are issued.
If an allegation is very serious, we may suspend someone on full pay, without prejudice whilst
we investigate.

part one
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supporting you
your health, safety and wellbeing
managing safely
We’ve got a formal Health and Safety Management Policy in place, which outlines any
common hazards that have been identified and how we stop these turning into accident.
This information is available in the HR and Health and Safety folder, under Supporting You.
your responsibilities
Whilst at work, you’re also responsible for taking reasonable care of your own health and
safety and that of your colleagues, particularly if they could be injured by something you do or
don’t do. You need to take positive steps to make sure you work safely and don’t do anything
reckless that could result in injury to yourself or others.
When you join the Fuller Research Group you will be given a copy of the company health and
safety information pack, which tells you about the key risks and what you need to do for safe
working. Whether you are new, or have been here some time, you should read the booklet
and make sure that you apply the guidance in the workplace.
You’ll also need to complete the mandatory health and safety training within 30 days of joining
FRG, and then complete refresher training as required.
reporting concerns
You always need to be alert to any health and
safety risks in your workplace. If you identify a risk
you should take action to control it straight away if
you can, for example by moving a storage box that
is blocking a fire exit. If it is not something you can
do yourself, tell HR.
accidents
If you have an accident at work, however small,
you must tell HR straight away. You’ll need to record
what happened in the on-site Accident Book.
fire safety
To ensure high standards of fire safety, an adequate
number of fire wardens have been appointed
and trained across the business. If a fire starts, it is
the fire wardens’ responsibility to ensure everyone
evacuates the building quickly and calmly. The fire
warden will let you know when it’s safe to go back
into the building.
When you first start work, HR will make sure you’re
told:
emergency arrangements
If there’s an emergency situation, like a bomb
threat, and you are not in your normal place
of work, let you manager know you are safe
straight away via phone, text or email.
We also have an emergency preparedness plan,
which outlines actions to take in an emergency.
This is available in the supporting you folder –
please familiarise yourself with it.
first aiders
We have Appointed Persons in place to make
sure there’s always help and support available if
you have an accident or injury at work.
Appointed Persons are responsible for calling
the emergency services in the event of an
emergency.
first aid kit
First aid kits are located in the kitchen areas in
each of the offices.
How to raise the alarm.
What the alarm sounds like.
The quickest way out of the building.
Where to go and who to report to once
you’ve left the building.

We’re positive about mental health at the Fuller Research Group and want you to know
that you can talk about any problems you may have openly and in confidence and
without fear of being judged, persecuted or ignored.
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If you have an existing or developing mental health condition that you need help with, always
talk to you manager about this. With your consent and working as a team, your manager and
HR will make sure you get the help and support you need at work.
drug and alcohol policy
When you are at work you must be able to carry out your role safely and to the standards
expected. If we reasonably believe you are under the influence of any substance we’ll investigate
this and may take appropriate action (including action under our Disciplinary Policy).
Where, however, you may be encountering problems with drug or alcohol misuse/ abuse, and
you come to us for support, we’ll aim to deal with you fairly and sympathetically and to work
with you to help you try to overcome these, so you can continue in your role with the Fuller
Research Group and wherever possible protect your health and wellbeing.
The use, possession, sale or distribution of illegal substances at work is illegal and are treated
as gross misconduct under our Disciplinary Policy. Our Drug and Alcohol policy explains how
we approach this.
smoking policy
To protect everyone from the risks of passive smoking whilst they are at work we have a no
smoking policy in place in all our buildings, it is also the law, and this extends to the use of
e-cigarettes as well.
Smoking at work is only allowed at the rear of the buildings, in the designated smoking area
and is not permitted outside the front of the building. This is because, as well as increasing
the risk of passive smoking for colleagues, clients and members of the public, it can create a
bad impression of the FRG. If you are not sure where the designated area is, please ask HR. If
you use e-cigarettes you must also only use these outside the building, but you don’t have to
use the smoking area if you don’t want to. However, we do ask you to find a place that is not
client facing wherever possible.
We know that many people what to stop smoking and that it can be really hard to do so. So, if
you want help with this you can contact HR, who can point you in the right direction for
support services.
Expert help in difficult times – Telephone Counselling - 0800 975 3356
As a caring employer we want to support you at all times.
Friends, family, colleagues and your manager can often help you out with invaluable help and support
when times are tough. But sometimes you just need someone impartial to talk to; or someone who
can provide you with independent, professional help and information.
Through our Healthcare provider, Simply Health, we offer a telephone counselling service, you can
talk to them about anything that is troubling you. Things like financial difficulties,
relationships, bereavement, serious illness, separation, anxiety and depression.

part one
leaving
We realise that from time-to-time people will leave the Company. It is important that
your working relationship with us continues as normal during this period to ensure
effective handover of your role.
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retirement
We do not operate a fixed retirement age. Retirement will be a matter of individual choice for
employees. If you wish to retire, you are required to provide at least your contractual notice
period prior to your proposed retirement date. We would ask that you would give us more
notice wherever possible, as this will assist with succession planning and handover
arrangements.
retirement process
Once an employee has decided that they wish to retire, they should inform their line manager
in writing of their intended retirement resignation date, in accordance with their contractual
notice period.
The Fuller Research Group will write to the employee acknowledging receipt of the
employee’s notice of retirement resignation letter.
The line manager will meet the employee to discuss arrangements for leaving the company,
including intended leaving date, succession and handover plans and so on.
Once leaving date has been agreed, the company will write to the employee confirming their
last day of employment, and the normal arrangements for leaving the company will apply.
notice
If you wish to resign you should write a letter to your Head of Department, stating clearly the
day on which you wish your resignation to become effective taking account of the required
contractual notice period stated in your terms and conditions.
Similarly, if we terminate your employment for any reason, this will also be confirmed in
writing.
When your letter is received a copy will be sent to HR, this will start the administration
process. We will issue a letter confirming your resignation and the date on which your
employment will cease.
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We reserve the right, at our sole discretion, to require employees who have resigned with
notice, or who have been given notice to terminate their contract by the organisation, not to
attend their place of work for all or part of the notice period.
exit interviews
The purpose of conducting exit interviews is to identify the reasons why you are leaving,
which will enable us to monitor the information received and highlight any trends.
The information received will be used to develop our policies.
All employees will be asked to take part in an exit interview.

HR will email you the relevant questionnaire, once your leaving date has been confirmed.
The questionnaire is designed to find out your thoughts about the company as an employer
and to investigate reasons for leaving.
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If you would prefer to attend a meeting in person to discuss your reasons for leaving, then you
should contact HR so that a meeting can be arranged.
return of company property
When your employment ends or at any time at our request, you must immediately return any
documentation or property belonging to the company, that is in your possession or control.
This includes books, documents, records, computer hardware and software and other disks
or tapes kept or made by you and in your possession or control that relate to company
business, your computer, any materials, credit cards, keys, equipment or other property
belonging to or related to the business, its clients, supplier or respondents.
Failure to return our property will entitle us to withhold any final payments due to you and/ or
to deduct the cost of replacing items.
payment of final salary
Any final payments of salary and expenses will be made to you in the normal way, less any
deductions due to the company. Once all final payments have been made you will be sent
your final pay slip and relevant statutory forms such as your P45.
Any adjustments for accrued holiday which has not been taken, or where you have taken
more holiday than you have accrued, will also be made or deducted within your final payment.
The holiday days are paid at your basic hourly rate.
requesting a reference
We will give accurate and timely references for past employees, providing a standard
reference.
References will not be given over the telephone. References will only be provided by HR to
prospective future employers and not directly to employees. No further details other than that
contained in the standard reference will be provided. Your manager will not be able to provide
a reference for you.

part two
protecting you,
our clients and the
fuller reseach group
We expect you to have the highest professional and ethical standards whilst you are working
for us and in carrying out your role. This includes following any required legislation, our people
policies and our policies on business conduct as well as following the Market Research
Society Code of Conduct generally. We need you to act professionally, honestly and with
integrity in all your dealings with your colleagues, our clients and anyone else that you have
contact with as part of your role with us.
business integrity
We expect each of our employees to maintain the highest standards in carrying out their business
activities, adhering to legislation and our policies on business conduct. We expect you to always act
professionally, honestly and ethically in your dealing with colleagues, third parties and clients.
If during your employment you have received any convictions that you believe will impact on our
reputation or the job that you do, it is important that you notify your manager of this fact as soon as
possible as it may have a bearing on your future employment with us.
For the same reasons outlined above you should also advise your manager if you are
required to attend court as a result of being arrested or charged with a criminal or statutory offence;
or have any economic or terrorism related sanctions against you, as this may also have a bearing on
your future employment with FRG.
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conflicts of interest
A conflict of interest may happen if you have a direct or indirect interest in a contract or
proposed contract as a result of personal or business relationships or other activities outside
of your job with us. It is also important you are aware of risks posed by Politically Exposed
Persons (‘PEP’S’). These are people who hold or have held positions in public office (e.g.
senior political or public office positions or employees of state owned enterprises). PEP’s
generally present a higher risk for conflicts of interest and bribery and corruption because of
the positions they hold and their ability to influence events.
You must let us know of any connection which could be seen to compromise your
judgement in your role, so you need to:
Make sure you never abuse your position or authority for personal gain
Take steps to avoid conflicts of interest wherever possible
Tell your manager as soon as possible if you become aware of any potential conflict of
interest
Co-operate with any steps we need to put in place to manage risks associated with a
conflict of interest

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other employment and outside interests
You may want an additional job as well as your role with FRG, but it is important this does not
cause a conflict of interest or have a negative effect on doing your job with us. We also need
to check that you’re not putting your health and safety at risk because all of your working
hours together potentially putting undue strain on you.
You should ask your manager or HR about your plans before you confirm any commitments
elsewhere to guard against a possible conflict of interest and make sure everything is ok. This
also applies if you want to set up your own business or become self-employed. Although we
will never unreasonably stop you from working elsewhere, we won’t agree to anyone working
for one of our direct competitors or one of our suppliers or agents.
We do encourage our people to have a broad range of interest and activities outside of their
work as it helps to gain valuable skills and experiences. We do expect that those other
interests are not in competition or conflict with your role or work for us. If you’re not sure
whether something you want to get involved with may create a conflict of interest then please
speak to your manager.
intellectual property
In the course of your work with us, you may create certain works or solutions etc. that could
have a broader use than just for the Fuller Research Group. These may amount to what is
known as “Intellectual Property” or “IP”, and includes inventions, designs or technical
know-how. If that’s the case, you must tell us about and keep confidential all such IP and by
agreeing to employment with us, you acknowledge that the Company have rights of
ownership for any IP created. Any decisions about the protection or use of any such IP are for
us to make as a Company. Further details are outlined in your Statement of Terms and
Conditions.
confidentiality
You need to know, and follow, the guidelines about confidentiality in the area you work. In
addition, your Terms and Conditions of Employment provide details regarding your duty of
confidentiality. You must not disclose confidential information, including personal data about
clients, suppliers, respondents or other employees.
You may sometimes be entrusted with confidential information relating to a third party
organisation, its research and customer list. Please respect your privileged position and do
not disclose and information, which could undermine the reputation or commercial position of
either company.
You must keep everything you use for your work, like any papers or letters, secure both at
your workplace and elsewhere. You’ll need to return everything which belongs to us, or which
contains confidential information, if you leave the company, or anytime we ask you for it.
You must not copy, share or publish any material that is protected by copyright, unless you
have the permission of the person who owns the copyright.
business continuity management
Like any organisation we can be at risk from incidents which interrupt our business operations,
for example something unexplained happening to the company building, our systems or
our people, or any combination of these things.
If a crisis does happen, the people responsible for our crisis management response will make
sure internal and external communications are in place so we can carry on with our
essential businesses operations and that we have got effective co-ordination in place with
external agencies such as the emergency services.

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In addition, we also have Business Continuity Plans that set out how we will respond to an
incident, maintain critical activities and communicate with colleagues and third parties. Having
this will mean that clients and other shareholders can have confidence that the welfare of our
people and key business activities will be maintained.
emergency arrangements
In an emergency situation, like a bomb threat or terrorist activity, we need to be able to check
that everyone is safe quickly and efficiently. So, if you are not in your normal place of work
and something like this happens, always let HR know where you are and that you are safe
right away, normally by telephone. It is also important to keep your personal details up to date
on HR Online in case we need to contact you or your family at home.
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using fuller research group equipment
We will give you the essential tools that you need to do your job, for example access to emails
and the internet. Whatever equipment we provide it is important that you use it properly and
take good care of it.
i.t equipment and systems
You may use work emails and the internet for personal use if it doesn’t impact your work.
Excessive and/or inappropriate use may be investigated and could result in disciplinary action
so always think carefully about how much you are using it and what you are using it for.
If we give you remote access to our IT systems because you need this for your job you should
only use this for work purposes. It is important that you read, understand and follow our
Acceptable Use of Internet, Workstations and Email Policy which sets out the requirements
you need to follow, including:
Always locking or closing down your system before leaving your desk. If you don’t you
may be held responsible for any misuse of your system, including internet searches or
emails sent or received.
Choosing secure passwords, and not sharing these or writing them down.
Not letting anyone else use your workstation whilst you are logged on under your own
password
Making sure any messages or documents that you send internally or externally reflect
the highest professional standards.
Not actively searching for inappropriate content or asking for such content to be sent
to you, if you receive inappropriate messages or content, let HR and your manager
know straightaway.
Only using approved business software or “demos” and never using anything from any
other source, including public bulletin boards, shareware, catalogues, user groups,
computer stores and home computers.
This is not an exhaustive list so it’s important you read the full policy and if there’s anything
you’re not sure about always ask you manager for guidance as improper use could lead to
disciplinary action.

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using personal devices at work
Most of us have personal mobile phones or other devices we use to access the internet as
well as make calls and send text messages. We know that being able to stay in contact with
key contacts when you are at work to deal with emergencies is important, for example your
children’s school or elderly parents who rely on you. However we don’t expect you to make
general social calls, update social media or browse the web during your working hours as it’s
important to stay focused on your role so you give the best service to our clients and carry
out your role how we expect you to.
social media
The guidelines for communicating in an electronic world are based on the same values and
professional standards that you are expected to live by everyday whilst working for the Fuller
Research Group, whether you are Tweeting, talking to clients or chatting over a neighbours
fence. Remember your responsibility to the FRG doesn’t end when you leave the office. Our
Social Media Policy therefore applies to both company managed social medial and your
personal social media. Please make sure you read the full policy, and if you are unsure of
anything speak to your manager or HR.

part two
bribery and corruption
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You need to act honestly and with integrity at all times in your role with us and it is illegal and
wrong to bribe or be bribed, whether directly or indirectly. Bribes are any inappropriate
advantage or benefit and can include money, gifts, hospitality, expenses, reciprocal favours,
political or charitable contributions, inside information, and offering employment, or training
opportunities to name just a few.
We will not tolerate anyone who works for us being involved in bribery or corruption as we as
a company and individuals face the risk of prosecution fines and imprisonment, even if the
bribe is not successful. This would also damage our reputation and affect the confidence our
clients have in us. For full details, please refer to the Anti-Bribery and Corruption Policy.
gifts and hospitality
It is important that you act with the highest standards of integrity and honesty to avoid any
perception or allegations of bribery, compromise or having a conflict of interest in your role
with the Fuller Research Group.
gifts
Employees can only accept and keep gifts paid for by third parties if they are of a low
monetary value, such as pens, diaries, food items and other promotional items. Accepting and
keeping all other gifts is not permitted.
Employees must not accept and keep any gifts during the procurement of a project under any
circumstances.
Where refusing a gift would cause a major offence, it should be accepted and donated to
charity.
You must not apply for any loyalty or cash back schemes on behalf of the company that will
lead to personal gains. Any loyalty points and cash back received must be declared to a
Director.
corporate hospitality
Acceptance of corporate hospitality must be transparent and you must always receive
approval from their head of department before accepting. The following areas are exempt:
business and travel expenses incurred while attending events/conferences/seminars,
sponsored or supported by third parties
normal business lunches and meals (with the exception of lunches/meals offered as
part of a tendering/procurement exercise)
Advice on any other items is available from HR.

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data protection and confidentiality
A key part of all our roles at the Fuller Research Group is keeping our client, company and
respondent information secure and confidential and complying with the requirements of the
Data Protection Act 1998.
You can find our Data Protection policy and additional information in the Quality folder, which
explains what the law says and what we have in place to ensure we are all compliant at all
times.
You also need to ensure that you do not divulge any confidential information related to clients
or about the projects that you are working on at any time.
We have mandatory training on Data Protection which you will have to complete before you
carry out any work for the company and then annually to ensure your knowledge stays up to
date.
You must keep all of the information that you use for your work, like papers or letters or electronic
files secure at work and anywhere else you may need to take this information. If you
need to take any confidential information away from your normal place of work, you need to
confirm this first with your manager, and make sure that you keep it safe and secure.

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using frg information
As an employee, you’ll be entrusted with a range of information and data about our business,
clients and respondents, and there are some important rules about how you treat this
information that you will need to follow at all times:
You must only access respondent information for work purposes. It is a criminal
offence to use or obtain respondent information for your own purposes or on behalf of
someone else.
You must not give any confidential information belonging to FRG to anyone outside the
company, unless you need to as part of your job or you are required to by law. This
applies throughout your employment with us and after it has come to an end.
You must never use any confidential information, including respondent details, data or
records for your own purposes.
If we ask you to, you must return (or destroy) any of our information at any time.
You must not disclose any confidential information, including personal data about re
spondents and other employees to anyone else unless you are authorised to do so.
For twelve months after you leave FRG, you must not try to persuade any clients you
have worked with to take their business elsewhere.
If you are trusted with information about a client company, or their client, you must not
disclose any information which could undermine the reputation or commercial position
of either company.
You must not take client or respondent information or equipment with you if you leave
the company.
You must comply with company procedures and policies at all times.
You can see more detail about your duty of confidentiality in your Statement of Main Terms
and Conditions.
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Any breaches of security regarding personal, client or respondent data will be treated very
seriously, investigated througouhly and, if necessary, disciplinary action will be taken which
could result in you losing your job.
copyright
You must not copy, share or publish any material that this protected by copyright unless you
have the permission of the person who owns the copyright.
looking after your data
Like all companies, we need to hold personal information about you. We do this in a number
of ways, but mainly computer systems using online cloud software – HR Online. Whatever the
information is that we hold we make sure your data is processed in line with the Data
Protection Act and any Codes of Practice issued by the Information Commissioner. You have
the right to see the personal data we hold about you and if this is incorrect for any reason you
can let us know and we will make any appropriate changes.
The type of information we hold includes (but is not limited to) your home address, emergency
contact details, your bank account details and your National Insurance number. We also hold
information about your gender, age, ethnic origin and any disabilities you might have. Other
examples include personal data you provided to us when you applied to FRG and information
about your performance during your career with us.

We also need to pass relevant data to other companies who provide us with business
services linked to your employment with us, for example administering our pension and
benefit schemes. We will only pass your personal information onto other employees if they
need this information to be able to do their job, or to anyone else if they have the appropriate
authority.
If we need to share your personal data with any organisation outside the European Economic
Area we won’t do this unless we’re satisfied that this data will be processed as securely as if it
were being processed by ourselves.
Should you leave the company there is some specific personal information about you that we
will keep on our records for a reasonable period in line with legislative requirements.

thank you for taking
the time to read this
employee handbook.
We hope that you find this Handbook a useful reference point throughout your career with us.
Please remember that we update this Handbook from time to time to make sure it is up to
date and relevant, so do make sure you refer to the latest version in the HR and Health and
Safety folder. If you have any questions about the Handbook content, please talk to your manager
or HR.
Together we can be the market leader within the Market Research industry and be the best we
possibly can for our people and clients, and we look forward to working with you to achieve
this.