Staff Handbook - Park Day Nursery › ... › 11 › Staff_Handbook_2013_PARK_… · Contractual status Your contractual terms and conditions of employment are contained within the

Staff Handbook

Staff Handbook 2013 2

Index

Company Rules Page

Introduction

Recruiting new staff

Alcohol & Drugs

Attendance & Timekeeping

Company and Personal Property

Company Vehicle Policy

Company Own Vehicle Policy

Computer Policy

Conduct Policy

Data Policy

Dress & Appearance

Electronic Mail & Internet Policy

Expenses Policy

Eye Test Policy

Holidays

Lone Working Policy

Pay & Overtime

Relationships at Work

Sickness & Absence Policy & Procedure

Social Media Policy

Special Leave of Absence

Studies Policy (short version)

Studies Policy (long version)

Telephone & Mobile Telephone Policy

Use of Company Equipment

Leavers – Resignations

Forms Page

Appendix 1 New Employees Checklist

Appendix 2 Subject Access Request Form

Appendix 3 Expenses Claim Form


Appendix 4 Holiday Entitlement Record

Appendix 5 Special Leave Request Form

Appendix 6 Self Certification Form

Appendix 7 Return To Work Interview Form

Appendix 8 Assistance With Studies Form

Appendix 9 Mileage Record/Claim Form


Introduction This handbook is your essential guide and tells you what you need to know about working for us. It’s important that you know the high standards we expect from each other, as well as the benefits you can gain from your employment with us. Please read it carefully. If there is anything you do not fully understand, or if problems should arise during your employment, please talk to your Manager in the first instance.

The HR policies and procedures in this handbook form an essential part of the Company’s policies and procedures, and are discretionary, as such the Company may change or withdraw them without having to consult with you. You will of course be notified of any change.

Contractual status

Your contractual terms and conditions of employment are contained within the following documents:

your offer of appointment letter

your written statement of employment particulars or contract of employment

the sections of this Staff Handbook that are expressed to have contractual effect or to form part of your contract of employment.

Other sections of this Staff Handbook contain some Company policies, guidelines and useful information that do not form part of your contract of employment.

Changes to the Staff Handbook

From time to time, this Staff Handbook may be amended and updated.

We may amend or vary any non-contractual policies and procedures at any time for various reasons relating to business needs or to reflect legal developments but will make every effort to notify you where there has been an official change to any policy or procedure.

We may also amend or vary any contractual policies and procedures from time to time in order to reflect legislative or other employment law developments and we may make minor, non-fundamental or procedural changes to contractual policies and procedures for reasons relating to business needs. Again, we will make every effort to give you notice of any such changes.

We will consult with the workforce regarding any proposals to make substantive changes to contractual policies and procedures.

You are responsible for keeping up-to-date with the Company’s policies and procedures. A copy of the latest version of this Staff Handbook (hard copy) is located in the main office. It is important that you continue to familiarise yourself with the current Staff Handbook on a regular basis and refer to it during your employment with us.


In addition to this handbook the company complies with all statutory procedures relating to employment law. If you require any policy on the list below, please request a hard copy from the office. Alternatively there is a statutory policies handbook available in the office for staff to read which contains the following policies

Adoption Leave

Anti Corruption & Bribery Policy

Disciplinary Procedure/Stages of Disciplinary Procedure

Equal Opportunities, Equality & Dignity at Work

Flexible Working

Grievance Procedure

Health & Safety Policy

Maternity Leave

Parental Leave & time off for dependants

Paternity Leave

Redundancy

Retirement/Pension

Smoking Policy

*Our Human Resources support is provided by:

Lamont Jones Limited Park House, Titan Centre Bradford Road Birstall West Yorkshire WF17 9PH

Telephone - 01924 441032 Fax - 01924 443578 Email – [email protected]

Director – Heather Jones Ph.D.

mailto:[email protected]


Recruiting New Staff

It is the Company’s policy that all vacancies will be advertised internally (by e-mail/posting on notice boards) as well as externally and existing employees are to be encouraged to apply for vacant posts if they have the requisite skills, qualifications and experience. The Company aims at all times to recruit the person who is most suited to the particular post. Recruitment must be solely on the basis of the applicant’s abilities, qualifications, experience and merit as measured against the job description and person specification. The guidelines promulgated in the Company’s equal opportunities statement must be followed at all stages of recruitment and selection. Line managers conducting recruitment interviews must ensure that questions asked of job applicants are in no way discriminatory or personally intrusive. The interview should focus on the needs of the post and the skills, qualifications and experience needed to perform it effectively. It is the Company’s policy to seek at least one written reference, which must be from a previous employer (or, if this is the prospective employee’s first job, their school teacher or higher or further education lecturer) and to ask for documentary proof of qualifications and eligibility to work in the UK. Any offer of employment must be conditional on this documentation being satisfactory to the Company. Before references are taken up, the prospective employee’s consent should first be sought. Changes to the law preventing illegal working came into effect from the 1st May 2004. Certain documents must be requested from potential employees and it is a criminal offence to employ someone who has no right to work in the United Kingdom. Before a person starts working certain documents must be obtained and potential employees must provide either ONE of the original documents listed in list 1 OR TWO of the original documents in list 2. Employers must satisfy themselves that all potential employees are the rightful holder of any of the documents that they present and that reasonable steps have been taken to check that the documents relate to the person presenting them by: -

Checking photographs Checking dates of birth Making sure documents have not expired. Checking for UK government stamps Making sure that if the documents are from list 2 that they are in the same

name Employers must make a photocopy or a scan of the documents presented of the front cover, photograph, personal details and any page containing an official UK government stamp. This copy must be kept in an employees personnel file.


Documents required: List 1 (ONE NEEDED)

Passport – UK citizen (any other passport offered must be reported to the Managing Director)

National Identity Card Residence permit issued by the Home Office.

List 2 (TWO NEEDED)

Permanent National Insurance Number – on, P45, P60, National Insurance Card Birth certificate (full to include parent’s names)

ANY OTHER IMMIGRATION DOCUMENTATION REFER TO OUR HR SUPPORT - LAMONT JONES

Induction

When a new employee starts work they should be given an induction in which their line manager covers the main terms of employment (these can be found in more detail in the Company handbook.) The new employee should sign the New Employees Checklist (Appendix 1) to confirm they understand these rules have been explained to them. This is then placed in their HR file.


Alcohol and Drugs Alcohol and drug misuse or abuse can be a serious problem within the workplace. Employees who drink excessively or take unlawful drugs are more likely to work inefficiently, be absent from work, have work accidents and endanger their colleagues. The Company has a duty to protect the health, safety and welfare of all its employees. However, the Company recognises that, for a number of reasons, employees could develop alcohol or drug related problems. In relation to drugs, these rules apply to those that are unlawful under the criminal law and not to prescribed medication. These rules aim to promote a responsible attitude to drink and drugs and to offer assistance to employees who may need it.

Advice and Counseling

It is the Company’s intention to deal constructively and sympathetically with an employee’s alcohol or drug related problems, such as alcohol or drug dependency. When it is known that an employee has an alcohol or drug problem HR will be able to provide advice and guidance on how to seek suitable treatment. The primary objective of any discussions will be to assist the employee with the problem in as compassionate and constructive a way as possible. Any discussions of the nature of an employee’s alcohol or drug problem and the record of any treatment will be strictly confidential unless the employee agrees otherwise. If you have an alcohol or drug problem, you should seek appropriate help. If you have an alcohol or drug problem which affects your conduct or performance at work and you refuse the opportunity to receive help, the matter will be referred for action under the Company’s disciplinary procedure as appropriate. Likewise, if after accepting counseling and assistance, and following review and evaluation, your conduct or work performance reverts to the problem level, the matter may also be dealt with through the disciplinary procedure.

Prohibition on Alcohol and Drug Consumption in the Workplace

No alcohol or drugs must be brought onto or consumed on Company premises at any time. Staff must never drink alcohol or take drugs if they are required to drive private or Company vehicles on Company business. Staff must also not drink alcohol or take drugs when they are on operational standby or on call. Employees representing the Company at business/client functions or conferences or attending Company organised social events outside normal working hours are expected to be moderate if drinking alcohol and to take specific action to ensure they are well within the legal limits if they are driving. They are prohibited from taking drugs on these occasions. Social drinking after normal working hours and away from the Company’s premises is, of course, generally a personal matter and does not directly concern the Company. The Company’s concern only arises when, because of the pattern or amount of drink involved, the employee’s attendance, work performance or conduct at work deteriorates. A breach of these provisions is a disciplinary offence and will be dealt with in accordance


with the Company’s disciplinary procedure. Depending on the seriousness of the offence, it may amount to gross misconduct and could result in the employee’s summary dismissal.

Alcohol and Drug Related Misconduct

Whilst these rules are aimed at assisting employees with alcohol or drug problems, action will nevertheless be taken under the Company’s disciplinary procedure if misconduct takes place at work as a result of drinking or taking drugs, or if an employee is found to be under the influence of alcohol or drugs whilst at work. Even a small amount of alcohol can affect work performance and, if an employee is found under the influence of alcohol whilst at work, there could be serious health and safety consequences. The same applies to being under the influence of drugs. Incapacity or misconduct caused by an excess of alcohol or drugs at work is a potential gross misconduct offence under the Company’s disciplinary procedure and the employee is therefore liable to be summarily dismissed. This also applies to any employee believed to be buying or selling drugs or in possession of or taking drugs on the Company’s premises. The Company reserves the right in any of these circumstances to arrange for the employee to be escorted from the Company’s premises immediately and sent home without pay for the rest of the day or shift.

Alcohol and Drug Testing

On the grounds of protecting health and safety and only where necessary to achieve a legitimate business aim, the Company reserves the right to carry out random alcohol and drug screening tests on those employees in the workplace whose activities and job duties have a significant impact on the health and safety of others. If an employee receives a positive test result, this will be viewed as a potential gross misconduct offence and renders the employee liable to summary dismissal in accordance with the Company’s disciplinary procedure. Unreasonable refusal to submit to an alcohol or drug-screening test will also be dealt with through the disciplinary procedure.


Attendance Policy & Timekeeping

Specific guidance & Procedures for Dealing with Individual Cases of Excessive Absence In cases where your absence record warrants attention your Manager will interview you. This interview will be triggered by the advent of four or more absences within a rolling twelve month period. The purpose of this interview will be to discuss your views about your state of health in the light of your sickness absence record. This will be on an informal basis in the first instance. AT THIS TRIGGER POINT – a way forward will be discussed. However, it must be stressed that disciplinary action may be taken although each situation will take account of all factors and circumstances prevailing. At the interview your manager will have your record available and this will demonstrate how it exceeds an acceptable level of absence. They will also highlight any patterns or trends which require explanation. You will be invited to discuss any underlying problems such as work related or other difficulties. You will be asked to explain the circumstances which necessitate your being absent from work. If appropriate, you will be offered an appointment to discuss any recurring health problems with a Medical Advisor and arrangements will be made for an appointment within five working days of the meeting, in normal circumstances. The Medical Advisor will report their findings in confidence to the manager concerned. A follow-up meeting will be arranged within five working days of the appointment with the Medical Advisor to review the situation. If you refuse such an appointment, the Company will have to make decisions without the benefit of medical advice. Such a refusal may also prejudice your right to Company Sick Pay. Any substantial continuing health problems will be dealt with according to the Company’s normal arrangements in such cases. Where there appears to be no one substantial underlying cause for excessive absence, it will be made clear to you that you will be expected to meet appropriate attendance targets. If you fail to meet the appropriate attendance targets, you will be interviewed again on an informal basis. Medical certificates to cover all absences will be requested and further attendance targets set. A continued failure to meet attendance targets will result in you being subject to the formal attendance procedure on the grounds that you do not reach the Company’s required standard of attendance. The Company may ask for further medical advice at any stage during the formal procedure and if you refuse to give permission for such advice to be sought, the Company will be obliged to make any subsequent decisions without the benefit of such advice. Employees are entitled to be accompanied at any stage of the formal attendance procedure by a colleague or suitably qualified Trade Union representative of their choice.


A formal Stage one warning will be issued where attendance targets are not reached after informal action. This warning will remain on file for six months and further failure to reach set attendance targets during that time will result in a second stage formal warning. This will remain on file for twelve months and further failure to reach set attendance targets during that time may result in dismissal with notice for failing to reach the required attendance standards.

TIMEKEEPING

All employees are expected to report for work punctually and to observe the normal hours of work laid down in their contract of employment. Failure to report for work on time is detrimental to the efficient running of the business and imposes an unnecessary burden on colleagues. If you are going to be late for work, you must make every effort to contact your line manager by telephone as soon as reasonably practicable to notify them of this fact and of the time you expect to arrive. If you are then late for work, you must report to your line manager and explain the reason for your lateness before starting work. If it becomes necessary for you to leave work before your normal finishing time or to take time off work during normal working hours (even in circumstances of a family emergency), prior authorisation must be obtained from your line manager. You must then report to your line manager on re-starting work. In respect of family emergencies, please see the section on Time Off for Dependants for further information. Except in the normal course of your job duties and during your lunch break, you must not leave your place of work without prior authorisation from your line manager. Your line manager will monitor your timekeeping on an ongoing basis. Such monitoring will include visual observation. You have no contractual or statutory right to be paid for time not worked due to lateness or absence. Any payments made by the Company in such circumstances are done so in its absolute discretion. Failure to comply with the above rules and procedures without reasonable excuse and/or persistent poor timekeeping are serious offences and will be dealt with in accordance with the Company’s disciplinary procedure.


Company and Personal Property Company Property

Use of Company property for any purpose other than normally defined duties is not permitted. Unless required for business purposes, Company property of any type is not to be taken away from the premises without prior approval from a Director. You must immediately notify the appropriate member of management of any damage to property or premises. You are responsible for the care and safe keeping of any equipment provided to you by the Company. The Company reserves the right to charge for any item which is unaccountably lost or damaged. If you are suspected to, or found to have intentionally damaged company property you could face disciplinary action.

Personal Property

You are recommended not to bring personal items of value onto the premises and, in particular, not to leave any such items unattended as the Company does not accept any liability for the loss of, or damage to, personal property brought onto the premises. THEFT WILL NOT BE TOLERATED, it is company policy to inform the police, and culprits will be prosecuted and dismissed. The company reserves the right to search you and your vehicle whilst on company property, if practicable you will be accompanied by a third party. Whilst you have the right to refuse the search, such a refusal will constitute a breach of contract.


Computer Policy

Computer usage

Some employees have access to computers at work for use in connection with the Company’s

business. Computers are provided to employees to undertake business-related activities only.

Employees who are discovered unreasonably using the Company’s computers for personal

and private purposes will be dealt with under the Company’s disciplinary procedure.

Vandalism of, or otherwise intentionally interfering with, the Company’s computers/network

constitutes a gross misconduct offence and could render the employee liable to summary

dismissal.

Security

As many computer files contain some form of confidential or otherwise sensitive business

information, the Company takes the security of these files very seriously. With this in mind, we

have introduced some basic security precautions that all employees must abide by. These are

as follows:

• if you need to leave your computer for more than a couple of minutes, lock the computer

screen

• if you need to leave your computer for a long period of time, log off - never leave an

unattended computer logged on

• computer passwords are considered our confidential information even if you are using

your personal password for social networking to login to our work systems. When creating

a computer password, do not use one that is obvious, such as your date of birth or the

name of a close family member - passwords should preferably be a mix of letters and

numbers and should not be the same as any other personal passwords you may have (such

as Internet banking passwords)

• always keep your password private, do not write it down and do not divulge it to anyone

else (including other members of staff), except for IT support.

• if you suspect that someone knows your password, change it in the normal way

• change your password at regular intervals in any event

• always shut down your computer when you go home at the end of the day

• if you notice any suspicious activity, for example an employee trying to gain unauthorised

access to another member of staff’s computer, notify your manager immediately

• if you are provided with a Company computer for use in your home, family members

[are/are not] (amend as necessary) allowed to use it

• (insert any other measures).

Data

The computers and the data they contain are provided to undertake business-related activities

and to enable you to carry out your job duties. As such, data should not be amended, deleted,


copied or taken away unless this is both specifically related to the work you are undertaking

and you have the authority to make such amendment, deletion or copy. In particular, you

should not delete or amend any documentation or programs which are stored on the

Company’s communal drives unless you have the requisite level of authority to do so.

Non-work related data should not be copied onto or stored on Company computers.

Use of portable storage devices

Some employees may be provided with portable storage devices, such as memory sticks and

portable hard drives, which can be plugged into the USB port of a computer. Whilst they are

provided so as to allow for the copying and transferring of files and images between an

employee’s desktop or laptop computer, their small size and storage capacity makes them

vulnerable to misuse. For this reason, any employee issued with these devices must not

transfer any data to a third party computer (including one at home) without first having

obtained approval from their manager. From time to time, user guidelines will be produced on

the usage of such devices and employees will be expected to follow them. Any employee who

transfers files to a third party without permission is likely to be subject to disciplinary action.

In the event that this involves the deliberate transfer of sensitive commercial information to a

competitor, it will be treated as gross misconduct.

Software

The Company licences the use of computer software from a variety of outside companies. The

Company does not own this software and, unless authorised by the software developer,

neither the Company nor any of its employees have the right to reproduce it. To do so

constitutes an infringement of copyright. Contravention is a disciplinary matter and will be

dealt with in accordance with the Company’s disciplinary procedure.

Software that you need to use to carry out your job duties will be provided and installed on

your computer for you. Installation of any non-approved software is prohibited. This includes

screen savers and wallpapers. Only the IT department has the authority to load new software

onto the network system. Even then, software may be loaded only after having been checked

for viruses.

Viruses

The Company’s computer network makes it vulnerable to viruses. All Company computers

have virus protection software installed. Re-configuring or disabling this software is

prohibited.

If your computer starts to behave strangely or you suspect it may have become infected with a

virus, turn it off immediately and contact the IT department.


Games

Employees may only access any computer games that are on the network outside their normal

working hours. You must not install your own games onto your computer.

Remote access

Some employees may spend at least part of their working week on Company business away

from the premises. This includes usually sales staff and those who may work from home.

These employees and any others who may work remotely on an informal basis should be

aware that all aspects of this policy apply equally to them. Remote working employees will

also be expected to comply with any additional guidelines that may be introduced in order to

reduce the likelihood of the Company’s computer networks being compromised as a result of

remote access.

Temporary workers

From time to time, the Company may need to use temporary staff in order to cover busy

periods or annual leave. Should any temporary worker need to use a computer as part of their

job role, the manager responsible for their day-to-day supervision will be required to bring this

policy and its contents to their attention.

It is also Company policy that any temporary workers who are required to use a computer for

more than 30 days will be given their own log-in details. Managers will need to identify if there

are any directories or computer files on the computer that will be used by the temporary

worker that are of a sensitive or confidential nature. If so, the IT department will need to be

involved in restricting access to them. The same principles apply to any self-employed

contractors engaged by the Company.

Managers’ duties

Managers will be required to notify the IT department in advance of any computer users that

will be leaving the Company. This should be done at least 7 days before the employee leaves,

so that the individual’s account can be closed down on their departure.

Likewise, managers should notify the IT department in advance of any new

computer users that will be starting work for the Company. This should be done at

least 14 days before the employee starts, so that the individual’s account can be set up ready

for their start date.

From time to time, the Company will review its storage of confidential information and the

media upon which it is stored. Managers will be expected to co-operate in terms of identifying

such files, the employees or other staff with access to them and the file locations.

Contravention of this policy

Failure to comply with any of the requirements of this policy is a disciplinary offence and may

result in disciplinary action being taken under the Company’s disciplinary procedure.


Conduct Policy As a general rule, what employees do after normal working hours and off the Company’s premises are a personal matter and do not directly concern the Company. However, there are some exceptions to this rule.

The Company will become involved where incidents occur:

at office parties, office drinks events or other work-related social occasions or gatherings, whether organised by the Company or by employees themselves

at social occasions or gatherings organised by the Company’s customers or clients where the employee has been invited in his capacity as an employee of the Company

at work-related conferences

whilst the employee is working away on business on behalf of the Company.

On these occasions, employees are expected to be moderate if drinking alcohol and to behave in an appropriate, mature and responsible manner, taking into account that they are representing the Company. They must take specific action to ensure they are well within the legal limits if they are driving. Any employee who is found to have harassed or verbally or physically abused or assaulted another employee or a customer or client of the Company, or who otherwise brings the reputation of the Company into disrepute, at such an event will be subject to disciplinary action under the Company’s’ disciplinary procedure. Depending on the circumstances of the case, such behaviour may be treated as gross misconduct and could render the employee liable to summary dismissal and an officer in breach of the conduct expected within their office. Where the employee’s off-duty conduct seriously undermines the trust and confidence that the Company has in the employee, whether at a work-related social occasion or otherwise, under the Company’s’ disciplinary procedure this could result in the employee’s dismissal. For example, if the employee commits a criminal offence outside employment, the Company will examine whether there is an adverse connection between the criminal offence and the employee’s employment. The Company will then consider whether the offence is one that makes the employee unsuitable for his type of work or unacceptable to other employees, taking into account length of service, status, relations with fellow workers and the effect on the Company’s business and reputation subsequent to a charge or conviction.


Data Policy

In the course of your work you may come into contact with or use confidential information about employees, clients and customers, for example their names and home addresses. The Data Protection Act 1998 contains principles affecting employees’ and other personal records. Information protected by the Act includes not only personal data held on computer but also certain manual records containing personal data, for example employee personnel files that form part of a structured filing system. The purpose of these rules is to ensure you do not breach the Act. If you are in any doubt about what you can or cannot disclose and to whom, do not disclose the personal information until you have sought further advice from your Line Manager or the Company’s Data Protection Officer. You should be aware that you can be criminally liable if you knowingly or recklessly disclose personal data in breach of the Act. A serious breach of data protection is also a disciplinary offence and will be dealt with under the Company’s disciplinary procedures. If you access another employee’s personnel records without authority, this constitutes a gross misconduct offence and could lead to your summary dismissal.

The Data Protection Principles

There are eight data protection principles that are central to the Act. The Company and all its employees must comply with these principles at all times in its information-handling practices. In brief, the principles say that personal data must be: 1. Processed fairly and lawfully and must not be processed unless certain conditions are

met in relation to personal data and additional conditions are met in relation to sensitive personal data. The conditions are either that the employee has given consent to the processing, or the processing is necessary for the various purposes set out in the Act. Sensitive personal data may only be processed with the explicit consent of the employee and consists of information relating to:

race or ethnic origin

political opinions and trade union membership

religious or other beliefs

physical or mental health or condition

sexual life

criminal offences both committed and alleged.

2. Obtained only for one or more specified and lawful purposes, and not processed in a

manner incompatible with those purposes. 3. Adequate, relevant and not excessive. The Company will review personnel files on an

annual basis to ensure they do not contain a backlog of out-of-date information and to check there is a sound business reason requiring information to continue to be held.

4. Accurate and kept up-to-date. If your personal information changes, for example you

change address, you must inform your line manager as soon as practicable so that the Company’s records can be updated. The Company cannot be held responsible for any errors unless you have notified the Company of the relevant change.


5. Not kept for longer than is necessary. The Company will keep personnel files for no longer than six years after termination of employment. Different categories of data will be retained for different time periods, depending on legal, operational and financial requirements. Any data which the Company decides it does not need to hold for a period of time will be destroyed after one year. Data relating to unsuccessful job applicants will only be retained for a period of one year.

6. Processed in accordance with the rights of employees under the Act. 7. Secure, technical and organisational measures will be taken against unauthorised or

unlawful processing of personal data and against accidental loss or destruction of, or damage to, data. Personnel files are confidential and are stored in locked filing cabinets. Only authorised staff will have access to these files. Files will not be removed from their normal place of storage without good reason. Data stored on diskettes or other removable media will be kept in locked filing cabinets. Data held on computer will be stored confidentially by means of password protection, encryption or coding and again only authorised employees have access to that data. The Company has network backup procedures to ensure that data on computer cannot be accidentally lost or destroyed.

8. Not transferred to a country or territory outside the European Economic Area unless

that country ensures an adequate level of protection for the processing of personal data.

Data Protection: Subject Access to Data

Under the terms of the Data Protection Act 1998, “subject access” is an individual’s right to gain access to data (if any) held about themselves by the Company in electronic format and/or manual records.

Any individual, an employee or a client who wishes to exercise this right has to make an application in writing; this should be done by asking the individual to complete the Subject Access Request Application Form (Appendix 2).

The Company needs to be assured of an applicant’s identity before relevant data is released, and a fee of £10.00 must be taken when a request for the release of data is made.

The individual making the request must be made aware that the Company may require a period of 40 days in which to provide the required information.

If you wish to make a complaint that the rules are not being followed in respect of personal data the Company holds about you, you should raise the matter with the Data Protection Officer. If the matter is not resolved to your satisfaction, it should be raised as a formal grievance under the Company’s grievance procedure.

Your Consent to Personal Information Being Held

The Company holds personal data about you and, by signing your contract of employment; you have consented to that data being processed by the Company. Agreement to the Company processing your personal data is a condition of your employment. The Company also holds limited sensitive personal data about its employees and, by signing your contract of employment, you give your explicit consent to the


Company holding and processing that data, for example sickness absence records, health needs and equal opportunities monitoring data.

Your Obligations In Relation To Personal Information

You should ensure you comply with the following guidelines at all times:

Do not give out confidential personal information except to the data subject. In particular, it should not be given to someone from the same family or to any other unauthorised third party unless the data subject has given their explicit consent to this

Be aware that those seeking information sometimes use deception in order to gain access to it. Always verify the identity of the data subject and the legitimacy of the request, particularly before releasing personal information by telephone

Only transmit personal information between locations by fax or e-mail if a secure network is in place, for example, a confidential fax machine or encryption is used for e-mail

If you receive a request for personal information about another employee, you should forward this to your line manager who will be responsible for dealing with such requests

Ensure any personal data you hold is kept securely, either in a locked filing cabinet or, if computerised, it is password protected

Compliance with the act is your responsibility. If you have any questions or concerns about the interpretation of these rules, take this up with the data protection officer.

Fair and Lawful Processing

The Act is intended not to prevent the processing of personal data, but to ensure that it is done fairly and without adversely affecting the rights of the data subject. The data subject must be told who the data controller is, who the data controller's representative is, the purpose for which the data is to be processed by the Company and the identities of anyone to whom the data may be disclosed or transferred.

For personal data to be processed lawfully, certain specific conditions have to be met. These include, among other things, requirements that the data subject has consented to the processing, or that the processing is necessary for the legitimate interest of the data controller or the party to whom the data is disclosed. When sensitive personal data is being processed, additional conditions must be met. In most cases the data subject's explicit consent to the processing of such data will be required.

Processing For Limited Purposes

Personal data may only be processed for the specific purposes notified to the data subject when the data was first collected or for any other purposes specifically permitted by the Act. This means that personal data must not be collected for one purpose and then used for another. If it becomes necessary to change the purpose for which the data is processed, the data subject must be informed of the new purpose before any processing occurs.


Adequate, Relevant and Non-Excessive Processing

Personal data should only be collected to the extent that it is required for the specific purpose notified to the data subject. Any data which is not necessary for that purpose should not be collected in the first place.

Accurate Data

Personal data must be accurate and kept up to date. Information which is incorrect or misleading is not accurate and steps should therefore be taken to check the accuracy of any personal data at the point of collection and at regular intervals afterwards. Inaccurate or out-of-date data should be destroyed.

Timely Processing

Personal data should not be kept longer than is necessary for the purpose. This means that data should be destroyed or erased from the Company’s systems when it is no longer required.

Processing In Line With Data Subject's Rights

Data must be processed in line with data subjects' rights. Data subjects have a right to:

Request access to any data held about them by a data controller.

Prevent the processing of their data for direct-marketing purposes.

Ask to have inaccurate data amended.

Prevent processing that is likely to cause damage or distress to themselves or anyone else.

Data Security

The Company must ensure that appropriate security measures are taken against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data. Data subjects may apply to the courts for compensation if they have suffered damage from such a loss.

The Act requires the Company to put in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction. Personal data may only be transferred to a third-party data processor if he agrees to comply with those procedures and policies, or if he puts in place adequate measures himself.

Maintaining data security means guaranteeing the confidentiality, integrity and availability of the personal data, defined as follows:

Confidentiality means that only people who are authorised to use the data can access it.

Integrity means that personal data should be accurate and suitable for the purpose for which it is processed.

Availability means that authorised users should be able to access the data if they need it for authorised purposes. Personal data should therefore be stored on the central computer system instead of individual PCs.


Security procedures include:

Entry controls. Any stranger seen in entry-controlled areas should be reported.

Secure lockable desks and cupboards. Desks and cupboards should be kept locked if they hold confidential information of any kind. (Personal information is always considered confidential.)

Methods of disposal. Paper documents should be shredded. Floppy disks and CD-ROMs should be physically destroyed when they are no longer required.

Equipment. Data users should ensure that individual monitors do not show confidential information to passers-by and that they log off from their PC when it is left unattended.


Dress and Appearance The aim of this policy is to ensure the professional standards of the Company are met at all times. It is considered essential that the Company has a minimum standard policy on dress and appearance as set out in this document and that all employees dress in a manner that is suitable and appropriate to the Company’s business.

What Is Acceptable To Wear?

All staff is expected to wear smart black trousers and the supplied company polo shirt and supplied company fleece if necessary. Smart casual DOES NOT include such items as denims, sportswear, trainers etc. If you are in any doubt please refer to your line manager for guidance. Jewellery must be kept to a minimum, be conservative and discreet in order to maintain a professional image and to maintain a safe working environment.

Client Contact Staff

All staff coming into contact with clients and customers of our clients are expected to wear normal business dress – suits and ties (optional) for male employees and smart blouses skirts or trousers for female employees.

H&S for Staff

Appropriate robust clothing that is suitable for the nature of the role must be worn – your line manager will advise you. If safety equipment is provided then these must be worn/used as directed such as special gloves for nappy changing.

Footwear

All employees must wear smart sensible comfortable footwear in the interests of health and safety. Open toed shoes including flip flops are not permitted in the interests of both health and safety and corporate image. Extremes of fashion should be avoided.

Personal Appearance/Standards

Employees must ensure that their hair is neat and reflects a professional image. Long hair must be kept neatly under control for appearance and health and safety reasons. Visible tattoos and facial piercings’ are not acceptable. It is every employee’s responsibility to take care of their own personal hygiene, grooming and overall personal standards. Any cuts or burns to the hands or arms must be covered with the appropriate dressings.

Certain Ethnic/Religious Groups

The Company accepts that members of certain ethnic or religious groups are subject to strict religious or cultural requirements in terms of their clothing and appearance. Subject to necessary health and safety requirements, the Company will not insist on dress rules which run counter to the cultural norms of such employees. If you are uncertain as to whether a particular item of clothing is acceptable, please speak to your line manager for guidance.


Failure to comply with the Company’s policy on dress and appearance may lead to disciplinary action. Also, depending on the circumstances of the case, you may be required to go home and change your clothing. If this happens, you have no right to be paid for the period of your absence from work.


Electronic Mail & Internet Policy The Company will comply with all laws that regulate the use of computers, data protection and confidentiality. This policy relates to the Company/ Customers/Clients. You are expected to assist in ensuring that the Company complies with its legal duties. Please note this list is not exhaustive. The Company has the right to monitor any and all aspects of the use of the facilities that are made available to employees and temporary personnel and to monitor, intercept and/or record any communications made by using the facilities. This is to ensure compliance with this policy or for any other purpose authorised under the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000. By using the facilities you consent voluntarily and knowingly to your use being monitored. You also acknowledge the right of the Company to conduct such monitoring.

The Purposes For Such Monitoring Are:

to promote productivity and efficiency

for security reasons

to ensure there is no unauthorised use of the Company’s time e.g. that an employee has not been using e-mail to send or receive an excessive number of personal communications.

to ensure the smooth running of the business if the employee is absent for any reason and communications need to be checked.

to ensure that all employees are treated with respect, by discovering and eliminating any material that is capable of amounting to unlawful harassment.

The Following Rules Apply;

The Company’s computers email and internet facilities are provided for the performance of your job – this includes email and internet facilities which are accessible by using a mobile device such as a Company mobile phone. You must not use any information, data or software held on the computers for any other purpose. Those employees who are provided with email or internet access including access using mobile phones or other devices must not use the facilities for personal purposes. It is forbidden to use the facilities for playing games or accessing social networking sites. Please note the Company has placed restrictions on accessing social networking sites.

You are not permitted to discuss any matters relating to your employment or disclose any information about the Company, its employees, customers or clients on any social networking site such as Facebook, Bebo, Twitter etc. This rule applies both during working hours and outside work.

Vandalism of, or otherwise intentionally interfering with, the Company’s computers will not be tolerated. The term ‘computer’ is also deemed to include peripheral devices such as printers, storage drives, and scanners.


You are responsible for making sure that any faults or problems that occur whilst you are using the Company’s computers are reported to Management.

If you have access to confidential information and/or data on the Company’s computers, you must ensure that such information and/or data remains confidential and is secure.

If you have been issued with a password that gives you access to the Company’s computers or any part of those computers’ systems, you must keep the password confidential. It may only be given to another person with the written permission of Management.

Unless you have the written permission of Management, you are not permitted to make or distribute copies of any software on the Company’s computers, particularly when copying such software will amount to a breach of copyright.

You may make copies of information or data held on the Company’s computers for back up purposes only. If you wish to transfer this information or data to another computer that does not belong to the Company, for example, so that you can work on your home computer, you will need the written permission of Management.

You may only load on to the Company’s computers software authorised in writing by Management. If you load unauthorised software on to any computer operated by the Company, you will commit a disciplinary offence and be subject to the Company’s Disciplinary Procedure. This may result in your dismissal.

In Respect Of Sending/Receiving Emails;

The Company has an e-mail system, which is intended to promote the Company’s business by making communication more effective. The Company may be liable if you misuse the system by, for example, sending other people either inside or outside the Company defamatory messages. The e-mail system is not meant for personal email messages and they should be kept to a minimum.

If you use inappropriate language, which may include malicious gossip, messages that amount to a breach of the Company’s equal opportunities policies or be otherwise inappropriate, this will be treated as a disciplinary offence and be treated in accordance with the Company’s Disciplinary Procedure. You may be dismissed as a result of such disciplinary action. In certain cases, you may commit a criminal offence if you send inappropriate messages.

Any e-mail that you send through the Company’s computer systems are the Company’s intellectual property. The Company shall have the right to retrieve all e-mails for any reasons that it deems appropriate. The Company shall also have the right to monitor all use of its computer systems without informing you. You agree that these provisions do not infringe any rights that you may have under the Human Rights Act 1998 or any legislation that amends or replaces the Human Rights Act 1998.

If you receive an e-mail that was not meant for you, you should immediately notify the sender. If you receive an e-mail that has inappropriate contents, you should notify Management immediately.


If you deliberately or knowingly misuse the Company’s e-mail system, the Company may consider this to be gross misconduct. The Company will not tolerate the sending of e-mails that are malicious, untrue, obscene, defamatory or in any way offensive.

Communications of a sensitive or confidential nature should not be sent by e-mail because it is not guaranteed to be private - when monitoring e-mails, the Company will, except in exceptional circumstances, confine itself to looking at the address and heading of the e-mails. However, where circumstances warrant it, the Company may open e-mails and access the content. In this case, the Company will avoid, if possible, opening e-mails clearly marked as private or personal.

Do not store large quantities of e-mail, downloaded files or attachments. The retention of such data utilises large amounts of storage space on both network servers and PCs, and adversely affects system performance.

The Company reserves the right to deny or remove e-mail or internet access to or from any employee.

You should delete any e-mail messages sent or received that no longer require action or are no longer relevant. You should make hard copies of any information that you need to retain for record-keeping purposes.

The Facilities Should NOT Be Used For:

Personal business interests. Taking part in MSN messaging (either sending or receiving) or other social

networks such as friends reunited, MySpace, Face book, twitter, bebo etc. External job searches. Taking part in external surveys or chain e-mail. Conducting trivial debates. Expressing views or opinions about the Company, other employees or

customers/clients of the Company. Distributing anything created by other people without their prior approval. Downloading unacceptable material such as ‘porn’ - If you access, download,

distribute, view or send pornographic and/or other offensive/damaging material from the internet it will be regarded as gross misconduct which could result in summary dismissal.

Taking part in ‘on line’ gambling/gaming web sites. Social networking and video sharing websites When logging on to and using social networking and video sharing websites and blogs at any time, including personal use on non-Company computers outside the workplace, employees must not:

publicly identify themselves as working for the Company, make reference to the Company or provide information from which others can ascertain the name of the Company

write about their work for the Company - and they must ensure also that any views expressed are clearly stated to be theirs alone

conduct themselves in a way that is detrimental to the Company or brings the Company into disrepute


use their work e-mail address when registering on such sites or provide any link to the Company’s website

allow their interaction on these websites or blogs to damage working relationships between employees and clients of the Company

include personal information or data about the Company’s employees, contractors, suppliers, customers or clients without their express consent (an employee may still be liable even if employees, contractors, suppliers, customers or clients are not expressly named in the websites or blogs as long as the Company reasonably believes they are identifiable) - this could constitute a breach of the Data Protection Act 1998 which is a criminal offence

make any derogatory, offensive, discriminatory or defamatory comments about the Company, its employees, contractors, suppliers, customers or clients (an employee may still be liable even if the Company, its employees, contractors, suppliers, customers or clients are not expressly named in the websites or blogs as long as the Company reasonably believes they are identifiable)

make any comments about the Company’s employees that could constitute unlawful discrimination, harassment or bullying contrary to the Equality Act 2010 - you can be personally liable for your actions under the legislation

disclose any trade secrets or confidential or sensitive information belonging to the Company, its employees, contractors, suppliers, customers or clients or any information which could be used by one or more of the Company’s competitors, for example information about the Company’s work, its products and services, technical developments and staff morale

breach copyright or any other proprietary interest belonging to the Company. Employees should remember that social networking websites are a public forum, even if they have set their account settings at a restricted access or “friends only” level, and therefore they should not assume that their entries on any website will remain private. Employees must also be security conscious when using social networking websites and should take appropriate steps to protect themselves from identity theft, for example by restricting the amount of personal information they give out, such as date and place of birth, schools attended, family names and favourite football team. This information may form the basis of security questions and/or passwords on other websites, such as online banking. If employees are asked to contribute to an official blog or newsfeed connected to the Company, then special rules apply and the employee will be briefed in detail about what to write. Employees who are discovered contravening these rules, whether inside or outside the workplace, may face serious disciplinary action under the Company’s disciplinary procedure. Depending on the seriousness of the offence, it may amount to gross misconduct and could result in the employee’s summary dismissal.

Please make Management aware immediately if you receive any suspect documents, e-mail messages or computer virus alerts. Do not open attachments to any e-mail message whose address you do not recognise. Do not forward them to any other internal or external user without the approval of your Line Manager.


PLEASE NOTE THE SAME RULES APPLY FOR THOSE STAFF PROVIDED WITH A MOBILE PHONE, DONGLE OR OTHER DEVICE WITH INTERNET ACCESS AT HOME OR AWAY FROM THE OFFICE. INAPPROPRIATE USE OF THE COMPUTERS, E-MAIL AND THE INTERNET SYSTEM MAY LEAD TO DISCIPLINARY ACTION UP TO AND INCLUDING DISMISSAL.


Expenses Business Expenses

It is Company policy that employees should not be out of pocket for expenses incurred wholly, exclusively and necessarily in the performance of their authorised duties. All employees, however, have a duty to safeguard Company money and to act in the Company’s best interest at all times. The policy seeks to ensure reimbursement of reasonable additional expenditure, which has been authorised, against production of original receipts except where predetermined fixed allowances apply. A mileage allowance per mile may be paid in some circumstances and in the event of a claim for business mileage you will be advised if this is applicable in advance. Expenses claims (except for mileage claims) must be submitted on a Monthly Expenses Claim Form (Appendix 3) Expenses claims for mileage must be submitted on a Mileage Record/Claim Form (Appendix 9). Multiple expense claims will not be accepted. Claims MUST be made for the prior month and MUST be submitted within 2 weeks of the end of the month. All expenses will be paid in a timely manner by either cheque or electronic transfer to your bank account.


Holidays Your paid annual leave entitlement is set out in your contract of employment. Full Time employees are entitled to 20 days holiday with pay each year. The Company’s holiday year runs from 1 January to 31 December. All holidays should be taken in this period as they be cannot normally be carried forward. Any unused holiday entitlement above this will be lost and there will be no payments made in respect of these unused days. In addition to your holiday entitlement all staff will qualify for the following statutory holidays. Staff may, however, be required to work on statutory holidays at the Company’s discretion. If this is required they will be allowed another day’s holiday in lieu of the day involved, except in the case of casual or temporary staff employed specifically to cover statutory holidays.

New Years Day Good Friday Easter Monday May Day (first Monday in May) Spring Holiday (last Monday in May) Summer Holiday (last Monday in August) Christmas Day Boxing Day

In years in which “fixed date” Bank Holidays fall on a Saturday or Sunday, the recognised holidays will be the following business day; e.g. when Christmas Day and Boxing Day fall on a Saturday and Sunday, the recognised holidays will be 27th and 28th December. You will be required to hold back days of your holiday to cover the working days between the Christmas/New Year ‘shut down’ period. The company will publish a notice as early as possible in the year to advise you of the exact dates that apply. Holidays will be authorised on a first come/first served basis. Whilst every effort is made to grant employees leave at the time of their choosing, this can’t always be guaranteed. For business reasons there may be occasions where we are unable to grant requests due to short staffing or operational reasons. If leave is still taken under these circumstances, the employee concerned is liable for disciplinary proceedings. All requests for annual leave must be approved in writing in advance by your line manager. You must not book holidays until your request has been formally authorised. A maximum of two weeks holiday may be granted at any one time, however in exceptional circumstances holidays for a longer period may be granted at the discretion of the Company.

New Entrants

Employees who join the Company will be allowed one twelfth of their annual holiday entitlement for each completed month of service during the year. Fractions of one half and above will be rounded up.


The Company will endeavour to honour holidays booked prior to joining, however this cannot be guaranteed. During the initial six months of the probationary period employees are not entitled to take holiday leave, unless previously agreed with the Company.

Leavers

Employees who resign from the service of the Company may take one twelfth of their holiday entitlement for each completed calendar month of service during the year. The employee must have been employed until the last working day of the month to be granted that month’s entitlement. Fractions of one half and over will be rounded up. Every effort will be made to ensure that the employee is able to take their full entitlement before their notice expires. However, if this is not possible for operational reasons, payment will be made in lieu. If more than the full entitlement has been taken, the appropriate deduction will be made from the final salary.

Part-Time Staff

Any staff member, other than casual or temporary staff, shall receive a pro-rated holiday entitlement equivalent to that of full-time staff at the same level and with the same length of service. Where appropriate the entitlement will be expressed in hours per year as opposed to days per year. (This will particularly apply to part-time employees that work either on differing days of the week or variable hours.) This also relates to bank holiday allowances.

Requesting Holiday Leave

Although staff members can take holidays at any time during the year, it would not be practical for too many staff to be away at once. Therefore, before making any firm arrangements, staff members should agree with their Manager that their proposed arrangements are acceptable. A minimum of the following notice must be given:

½ – 2 days = 1 weeks notice

3 – 4 days = 2 weeks notice

5 or more = 4 weeks notice

1. Request your Holiday Entitlement Record (Appendix 4) from your Manager. 2. Complete request and return to your Manager, who will then authorise

accordingly and inform you if it has been approved. Where a bank holiday falls within a period of absence due to illness, time off in lieu will not be allowed. Normally holiday entitlement will not be credited in circumstances where a staff member falls ill whilst on holiday.

Sickness

Should you be incapacitated for work due to sickness or injury during any period of pre-booked annual leave (whether in whole or in part) the Company may in its absolute discretion reimburse the period of annual leave entitlement lost due to incapacity. You


have no contractual right to reimbursement and, before considering whether reimbursement is appropriate in the circumstances, you must deliver to the Company a relevant medical certificate covering the period of incapacity. Reimbursement will only be considered where you fell seriously ill or you sustained a serious injury.

Gross Misconduct

No payment in lieu of accrued contractual annual leave will be made to you in the event of the termination of your employment for gross misconduct or in the event that you give inadequate notice to terminate your employment or you leave before your contractual notice period has expired.

Other

In addition, contractual annual leave will not accrue during a period of additional maternity leave or during a period of sickness absence, except at the absolute discretion of the Company. For these purposes, contractual annual leave means any leave entitlement provided for in your contract of employment that is over and above the statutory annual leave entitlement provided for in the Working Time Regulations 1998.


Pay and Overtime Full details of the payment system are comprised into your contract of employment under section 3.1 Staff will be paid monthly in arrears by BACS less deductions of PAYE, National Insurance Contributions and other deductions which the Company is required to make. You will receive a payslip showing how the total amount of your salary payment has been calculated and the deductions that have been made e.g. income tax, national insurance and pension, clothing, training costs etc. Any queries you may have with your pay such as incorrect payment, shortages and errors in deductions, should be raised with finance in the first instance. We reserve the right in our absolute discretion to deduct any sums which you may owe the Company from your pay, including, but not limited to any overpayments made to you, losses suffered by the Company as a result of your negligence, breach of contract or breach of Company procedures.

Overpayments/underpayments

Should you be overpaid or underpaid in error, you must notify the Company without delay. The error will normally be corrected in your next payment. Where the amounts due to us exceed any amount due to you, it is a term of your employment that you pay back the amount owing immediately, unless an alternative arrangement has been made for reasons of financial hardship which can only be agreed by the Managing Director. When you leave the Company, for whatever reason, any overpayments or pay in respect of holidays taken in excess of your entitlement, or any other amounts owing to us, will be deducted from any final pay due to you.

Bank Account Details

When joining the Company you will be asked to provide details of the bank or building society account into which you wish your salary to be paid. If these details change you must inform your line manager in writing as soon as possible otherwise you may find payment to you is delayed.

Income Tax

We are legally obliged to deduct income tax (PAYE) and National Insurance contributions from your salary where appropriate. There may also be other circumstances where we are legally obliged to deduct money from your salary, for example, student loans. At the end of each tax year, you will receive a P60 tax form showing the total pay you received from the Company during that year and the amount of deductions. You should retain this document in a safe place as you may find that you need to produce it when


making enquiries with the HMRC and DWP. The law does not allow the Company to issue duplicate copies.

Overtime

There will be times when you will have to work overtime when the workload demands it and it is a condition of employment that you are willing to do so, when requested or necessary. This may involve working evenings, weekends and bank holidays. The need to work overtime is at the discretion of your line manager and/or a Company Director who will make the decision based on the workload. Overtime will not be authorised in cases where it is believed that the work is being protracted unnecessarily. If you are required to work overtime, it will be agreed whether this is to be paid or given as time off in lieu before the overtime is worked.

Bonuses

There is no contractual right to a Company bonus. Any bonus, temporary additional remuneration or other benefit will be paid at the discretion of the Company e.g. Christmas bonus/gift. The Company reserves the right to provide, amend or remove a bonus scheme at any time.

Lay Off and Short Time Working

The Company reserves the right to lay employees off or put them on short-time working where the needs of the Company’s business make this necessary. Employees will be paid guaranteed payments at the prevailing statutory rate during any period of lay off or short-time working.

Salary Review

Your salary will be reviewed in or around the March of each year, to take effect in April’s salary. You are not entitled to an automatic pay increase and this is at the discretion of the company taking into account such factors as performance and current rates of pay in your employment sector. Any applicable salary uplifts will be confirmed in writing and will apply from the following month.


Relationships at Work It is recognised that from time to time personal/intimate relationships can develop in the work place. The Company requires that all employees declare such relationships to their immediate line manager who will then inform HR. All such information will be treated with the utmost discretion but the necessity of such a disclosure is to ensure that employees do not put themselves in a position where there could be a conflict of interest or allegation of favouritism or bias. If such a relationship develops then the parties cannot be involved in recruitment, selection, appraisal, promotion or disciplinary action involving the other person with whom he or she has a personal relationship. On occasion, alternative arrangements may have to be made such as changing reporting lines or redeployment or transferring one of the employees. Failure to disclose such a relationship could result in disciplinary action including dismissal especially where favouritism, bias, breach of confidentiality or conflict of interest has occurred as a result of an undeclared personal relationship or where an employee refuses to be transferred or redeployed. A definition of such a personal/intimate relationship includes family relationships and sexual/romantic relationships.


Sickness /Absence Policy and Procedure Absence due to Illness

The Company will maintain records of attendance and absence of individual members of staff. It is the responsibility of employees to maintain an acceptable level of attendance and it is the responsibility of all managers to maintain, review and manage absence levels within their areas of responsibility. Managers will take appropriate steps to identify the reasons for, and so far as possible to eliminate unacceptable levels of absence within their area of responsibility. Under no circumstances will managers put pressure on individual members of staff to work when they are unfit to do so for any reason. In the event of your absence for whatever reason, you, should telephone your Line Manager on the first day of absence, at least 30 minutes before your start time, to inform the Company of your reason for absence with an estimated return to work date. Unless you have been signed off work by your Doctor, you must keep the Company informed of when you are likely to return to work at least every two days. If the absence is due to sickness, you must complete a Self-Certification Form (Appendix 6) as evidence of illness or incapacity prior to your return to work, if return to work is within 7 working days. Employees who are unable to return to work within 7 calendar days must obtain a medical certificate from their doctor, specifying his/her incapacity and there after every fourteenth day and at the end of the sick leave. This must be completed and sent to your Manager. The old style sick notes have now been replaced with FIT NOTES. These notes will list some common changes which could be made to an employees work environment or role to help facilitate a return to work. Where a doctor considers another option is more appropriate they may state this in this document – there is no longer a Fit for Work option. There is an acknowledgement that it is the employer not the doctor who is best placed to make a decision on any recommendations in consultation with the employee and thereby facilitate a return to work. If however, the employer is not able to facilitate a change or an adjustment a revised statement from the doctor is not necessary, the existing statement is evidence that an individual has a health condition preventing them carrying out the current role. HR will then progress the situation accordingly with each case being individually assessed looking for a suitable solution. On your return to work you will be asked to complete a Return to Work Interview Form (Appendix 7), with your Manager. Employees may be asked to provide written evidence of any recommendation to exercise (or other therapeutic treatment) whilst on sick leave. This can be from their GP or


another specialist (medically qualified such as a physiotherapist). This report should state what exercise is recommended and why. The Company reserves the right to withhold sick pay in circumstances where the certification procedure described above has not been followed or where there is sufficient reason to doubt the validity of your sickness absence claim. In the latter circumstances, the Company may request you to undergo a medical examination by a doctor selected by it.

Medical Examinations

The Company reserves the right to require the submission of medical evidence for any period of absence due to ill health or incapacity where an employee has a record of absence which is unacceptable to his or her manager. In addition, the Company may at any time require an employee whose absence record has given cause for concern or where there is doubt as to the reason for self certified absence, to consent to a further examination by a qualified medical practitioner nominated by the Company. This is in addition to the Company’s right to require a medical examination in order to establish the likely future state of health or fitness for work of a staff member with longer-term health problems. Falsification of returns of hours worked and/or attendance records are regarded by the Company as gross misconduct and may accordingly lead to dismissal under the disciplinary procedure. Sick Pay Scheme

For employees who are absent from work because of illness or injury and the absence complies with the conditions of notification of absence, the Company will pay statutory sick pay in accordance with its legal obligations. Please Note – the Company reserves the right that the payment of the above sick pay is discretionary and for genuine sickness, misuse will not be tolerated. Self elected procedures such as ‘cosmetic surgery’ will not be covered by this policy and sick pay will not be paid in those circumstances. The entitlement is calculated at the staff member’s first day of sickness and is reduced by any paid absence taken in the preceding 12 months. Please note – the first three days of any sickness absence are ‘holding days’ and are unpaid.

Frequent Absences

The prime concern of the Company is to ensure the support and well being of all staff. However, in the event of 4 or more individual absences in any 12 month period (of whatever numbers of days on the occasion of each individual absence) the TRIGGER POINT, is reached A more detailed review of all circumstances will take place with a member of the Management and will involve HR. If the reasons for such frequent absences are found to


be unsatisfactory then the Company reserves the right to move to the Company disciplinary procedure.

Persistent Short-Term Illness

Members of staff who are unable by reason of recurrent ill health to maintain an acceptable level of attendance or performance will be consulted, and his/her entire record of service will be taken into account. The primary criterion will not be past record alone, but whether in the light of past record and associated medical evidence, and available evidence, the member of staff will be able to maintain an acceptable level of attendance and performance. The Company reserves the right to require any member of staff whose record of attendance is unacceptable to undergo such medical examination by a medical practitioner nominated by the Company as it deems necessary, and/or to submit medical certificates for all absences, and/or to furnish medical evidence of fitness to remain in employment of the kind in which s/he is currently engaged. A member of staff may be required to provide a certificate of his/her fitness to return to work as a condition of being permitted to do so.

Long-Term Illness

Employees who are on long term sick leave cannot apply to take annual leave whilst they are off sick (nor can they take this time in lieu)

Home Visits

The Company reserves the right to make home visits if an employee is going to be absent for at least four weeks. The employee may have someone present during this visit if they so wish. Notes will be taken of the meeting and there may be a necessity for a follow up meeting. The purpose of every meeting will be to assess the possibility of the employees return to work and to agree a strategy to assist and aid this whilst always taking into account all medical advice.


ABSENCE POLICY AND PROCEDURE

ABSENCE DUE TO ILLNESS - QUICK REFERENCE GUIDE

STAFF MEMBER MANAGER

Telephone manager

before 7:30am to

explain why you are absent.

Note details

Complete a Self

Certification Form and pass to manager

Place form on staff

member’s file

Obtain a Medical

Certificate from your

doctor. Complete and send to your manager.

Place Medical

Certificate on staff members file

First Day of Absence

Return to Work Within 7 Days

Illness Lasting 8 or More Calendar Days

IN ALL CASES A RETURN TO WORK INTERVIEW FORM WILL BE

COMPLETED WITH YOUR LINE MANAGER

WHEN THE TRIGGER POINT IS REACHED (4 ABSENCES IN

ANY 12 MONTH PERIOD) YOU WILL BE INTERVIEWED BY A

MANAGER & HR - ULTIMATELY THIS MAY RESULT IN DISCIPLINARY ACTION


Social Media Policy

Social media definition Social media is an interactive online media that allows users to communicate instantly with each other or to share data in a public forum. It includes social and business networking websites such as Facebook, MySpace, Bebo, Twitter and LinkedIn. Social media also covers video and image sharing websites such as YouTube and Flickr, as well as personal blogs. This is a constantly changing area with new websites being launched on a regular basis and therefore this list is not exhaustive. This policy applies in relation to any social media that employees may use. Use of social media at work Employees are not permitted to access social media websites or to keep a blog using the Company’s IT systems and equipment at any time. This includes laptop and hand-held computers or devices distributed by the Company for work purposes. The Company has added most of the websites of this type to its list of restricted websites. Where employees have their own computers or devices, such as laptops and hand-held devices, they must limit their use of social media on this equipment to outside their normal working hours (for example, during lunch breaks). However, employees may be asked to contribute to the Company’s own social media activities during normal working hours, for example by writing Company blogs or newsfeeds, managing a Facebook account or running an official Twitter or LinkedIn account for the Company. Employees must be aware at all times that, while contributing to the Company’s social media activities, they are representing the Company. Company’s social media activities Where employees are authorised to contribute to the Company’s own social media activities as part of their work, for example for marketing, promotional and recruitment purposes, they must adhere to the following rules:

use the same safeguards as they would with any other type of communication about the Company that is in the public domain

ensure that any communication has a purpose and a benefit for the Company

obtain permission from their line manager before embarking on a public campaign using social media

request their line manager to check and approve content before it is published online

follow any additional guidelines given by the Company from time to time. The social media rules set out below also apply as appropriate.


Social media rules The Company recognises that many employees make use of social media in a personal capacity outside the workplace and outside normal working hours. While they are not acting on behalf of the Company in these circumstances, employees must be aware that they can still cause damage to the Company if they are recognised online as being one of its employees. Therefore, it is important that the Company has strict social media rules in place to protect its position. When logging on to and using social media websites and blogs at any time, including personal use on non-Company computers outside the workplace and outside normal working hours, employees must not:

other than in relation to the Company’s own social media activities or other than where expressly permitted by the Company on business networking websites such as LinkedIn, publicly identify themselves as working for the Company, make reference to the Company or provide information from which others can ascertain the name of the Company

other than in relation to the Company’s own social media activities or other than where expressly permitted by the Company on business networking websites such as LinkedIn, write about their work for the Company - and, in postings that could be linked to the Company, they must also ensure that any personal views expressed are clearly stated to be theirs alone and do not represent those of the Company

conduct themselves in a way that is potentially detrimental to the Company or brings the Company or its clients, customers, contractors or suppliers into disrepute, for example by posting images or video clips that are inappropriate or links to inappropriate website content

other than in relation to the Company’s own social media activities or other than where expressly permitted by the Company on business networking websites such as LinkedIn, use their work e-mail address when registering on such sites or provide any link to the Company’s website

allow their interaction on these websites or blogs to damage working relationships with or between employees and clients, customers, contractors or suppliers of the Company, for example by criticising or arguing with such persons

include personal information or data about the Company’s employees, clients, customers, contractors or suppliers without their express consent (an employee may still be liable even if employees, clients, customers, contractors or suppliers are not expressly named in the websites or blogs as long as the Company reasonably believes they are identifiable) - this could constitute a breach of the Data Protection Act 1998 which is a criminal offence

make any derogatory, offensive, discriminatory, untrue, negative, critical or defamatory comments about the Company, its employees, clients, customers, contractors or suppliers (an employee may still be liable even if the Company, its employees, clients, customers, contractors or suppliers are not expressly named in the websites or blogs as long as the Company reasonably believes they are identifiable)

make any comments about the Company’s employees that could constitute unlawful discrimination, harassment or cyber-bullying contrary to the Equality Act 2010 or post any images or video clips that are discriminatory or which may constitute unlawful harassment or cyber-bullying - employees can be personally liable for their actions under the legislation

disclose any trade secrets or confidential, proprietary or sensitive information belonging to the Company, its employees, clients, customers, contractors or suppliers or any information which could be used by one or more of the Company’s competitors, for example information about the Company’s work, its products and services, technical


developments, deals that it is doing or future business plans and staff morale

breach copyright or any other proprietary interest belonging to the Company, for example, using someone else’s images or written content without permission or failing to give acknowledgement where permission has been given to reproduce particular work - if employees wish to post images, photographs or videos of their work colleagues or clients, customers, contractors or suppliers on their online profile, they should first obtain the other party’s express permission to do so.

Employees must remove any offending content immediately if they are asked to do so by the Company. Work and business contacts made during the course of employment through social media websites and which are added to personal social networking accounts amount to confidential information belonging to the Company and accordingly must be surrendered on termination of employment. Employees should remember that social media websites are public fora, even if they have set their account privacy settings at a restricted access or “friends only” level, and therefore they should not assume that their postings on any website will remain private. Employees must also be security conscious when using social media websites and should take appropriate steps to protect themselves from identity theft, for example by placing their privacy settings at a high level and restricting the amount of personal information they give out, e.g. date and place of birth. This type of information may form the basis of security questions and/or passwords on other websites, such as online banking. Should employees notice any inaccurate information about the Company online, they should report this to their line manager in the first instance. Social media monitoring The Company reserves the right to monitor employees’ use of social media on the Internet, both during routine audits of the computer system and in specific cases where a problem relating to excessive or unauthorised use is suspected. The purposes for such monitoring are to:

promote productivity and efficiency

ensure the security of the system and its effective operation

make sure there is no unauthorised use of the Company’s time

ensure that inappropriate, restricted or blocked websites are not being accessed by employees

make sure there is no breach of confidentiality. The Company reserves the right to restrict, deny or remove Internet access, or access to particular social media websites, to or from any employee. Contravention of this policy Failure to comply with any of the requirements of this policy is a disciplinary offence and may result in disciplinary action being taken under the Company’s disciplinary procedure. Depending on the seriousness of the offence, it may amount to gross misconduct and could result in the employee’s summary dismissal.


Special Leave Of Absence It is the Company’s policy to grant reasonable requests for time off, subject to the operational needs of the business. This leave can be a combination of paid or unpaid depending on the circumstances and will be granted at the discretion of the Company. The Company will comply fully with legal requirements in respect of statutory time off work.

Time off for Compassionate leave

Subject to your statutory right to time off to deal with a family emergency (see the section on Time Off for Dependants), if you suffer a bereavement or serious illness in your family or in a close relationship, compassionate leave must be approved by your line manager. All requests for compassionate leave will be considered on an individual basis. There is no contractual or statutory entitlement to be paid for absences relating to compassionate leave. Any payment of salary during compassionate leave is made at the absolute discretion of the Company. Subject to your statutory right to time off to deal with a family emergency, the Company expects you to use your paid annual leave entitlement for time off needed to care for sick relatives or friends.

Domestic Incidents

This covers unplanned domestic events such as a burglary, flood, gas leak or fire. Requests for a further period of leave paid or unpaid will be considered at the discretion of the appropriate Manager. Requests for leave should be made at the earliest possible opportunity to the appropriate Manager for authorisation.

Illnesses of Spouse, Child, Parent or other dependant regularly living with the staff member

In the case of minor illnesses of spouse, child, parent or other dependant regularly living with the staff member, the option of a late start or early finish or small extension to the lunch break may be considered at the Manager’s discretion. If the problems encountered are particularly acute a combination of these can be allowed. In the event of a serious illness of one of the staff member’s immediate family, the Company may at its discretion grant the individual special leave. The staff member in these circumstances should provide to the Company as soon as possible details of the illness and an assessment of the likely time away from work, which will be required. Whilst there is no automatic right to paid absence, the Company will consider each case on its merits.

Jury Service

If an employee is called for jury service, they should immediately inform their Manager of the period for which they have been asked to attend. Employees will not continue to be paid, but they are eligible to claim for loss of earnings and any fees or expenses to which they are eligible from the Court. An employee is expected to return to work if the requirement to attend court is curtailed.


Medical and Dental Appointments

Routine medical and dental appointments should be arranged as far as possible to take place outside normal working hours. Where this is not possible, paid leave may be granted at the discretion of your Manager.

Religious holidays

Subject to complying with the relevant provisions as to the notice set out in your contract of employment and to the requirements of the Company’s business, you will normally be allowed to use your annual leave entitlement to observe special religious holidays.

Membership of the reserved armed forces

If you are a member of the reserved armed forces, you may use your paid annual leave entitlement to carry out your duties, provided you comply with the provisions relating to paid annual leave set out in your contract of employment and in the section on “Holidays”. The Company expects you to use your paid annual leave first before applying for further time off. Otherwise, any further time off relating to membership of the reserved armed forces will only be granted at the absolute discretion of the Company and you have no contractual or statutory right to be paid for this leave. Any payment of salary made by the Company in such circumstances is done so in its absolute discretion. If you wish to apply for this type of leave, you should apply in writing to your Line Manager stating the period of leave requested and the reasons for it.

Procedure for requesting Special Leave

Upon request for any type of Special Leave it is the Managers responsibility to:

Identify the reason for the request.

Consider all the available facts including any previous absences.

Make a justifiable decision and advise that decision as soon as possible.

Where paid Special Leave has not been granted, consideration should be given to allowing the employee to take part of their annual leave.

Where unpaid Special Leave is granted, a deduction from salary will be made according to the amount of time taken.

A Special Leave Request Form (see Appendix 5) should be completed

Unauthorised Absence

All absences must be authorised by your Manager. Any unauthorised absence constitutes a breach of contract and may lead to disciplinary action as well as an appropriate deduction from pay.


Studies Policy Introduction

The Company is firmly committed to the career development of its staff to meet increasing market demands and company demands to ensure continued business success. A motivated, well trained, customer driven workforce is an important factor in a tough marketplace. The Company is committed to developing staff that are professional in approach as well as being highly motivated. All this is essential to allow us to develop and grow the Company and provide rewarding career options for all staff in line with personal abilities. The Company is committed to providing consistent support for those who wish to study for a qualification, which will benefit both the individual and the Company. The following sections outline the assistance available and the procedures to be followed. It is important that support is consistently authorised, progress is closely monitored and any issues dealt with promptly at a senior level.

Availability of Support - General

The Company, at its discretion, may offer support to staff wishing to commence a programme of studies. The support available is a combination of exam release and assistance with expenses. Full details of the assistance available are contained in the following sections. Staff wishing to study should initially complete a Request for Assistance with Studies Form (Appendix 8). This form should be endorsed by your manager and sent for authorisation. Each application will be considered on merit and if accepted confirmation will be given to the student that they may commence their programme of studies. The support for individuals will be linked to career development and longer term potential in the Company. Other criteria will also be utilised e.g. length of service, performance ratings, identified training needs and commitment to the Company. Staff must have the potential to progress and be performing at a fully effective level or above if they wish to be considered for study support. Support would, therefore, not normally be available to staff employed by the Company for less than 12 months.

Availability of Release

For all approved qualifications the following release is available for one sitting of the same subject:

The examination day off Release is available for courses/revision courses if they are an integral part of the study programme. Release is also available for residential courses if they are an integral part of the qualification. At the Company’s discretion time off is also allowed for last minute revision before the exam. This is to be taken either as holiday or time off in lieu.


Any time off must be agreed with your Line Manager and be subject to the business needs of the Company.

Availability of Expenses - General

The Company will assist members of staff with the cost of approved courses (i.e. tuition, registration fees, subscription, examination fees and exemption fees). Financial assistance would normally be provided on a 50/50 basis, i.e. 50% of the full cost of the examination may be claimed immediately. The remaining 50% of the cost may be reclaimed after examination success has been achieved.

Textbooks

Essential textbooks may be purchased and expenses claimed in full any time during the course of study. Students using a distance learning package will not normally require textbooks as the course will be all inclusive. Students should check whether required textbooks are available from the Company before purchasing new textbooks. Once examination success has been achieved, textbooks should be returned to the Company to form part of the education library.

Reimbursement of Sums Paid

All fees paid by the Company will be reclaimed if a staff member:

Resigns within 2 years of the start of their training or study (unless it ends because of illness or redundancy)

Abandons a course of study without reasonable grounds Consistently fails to sit an examination without reasonable grounds

Monitoring

Where a student does not make satisfactory progress, the following action will be taken by the Company: Seek payment of all sums paid in respect of the current course of study Seek the return of, or reimbursement for, all textbooks previously paid for by the Company


Telephone & Mobile Telephone Policy Using Your Mobile Telephone Whilst Driving

From 1st December 2003 it became a criminal offence for anyone to drive a motor vehicle while using a hand-held phone or similar device. Therefore no employee of the Company must take or make phone calls whilst driving unless they are using an installed hands free kit in the car. You must not use your phone unless you are safely parked with the engine turned off. Any breach of this new legislation could result in not only a fixed penalty fine but a larger fine for drivers of a bus, coach or van as well as 3 penalty points. The Company will not be held liable for the payment of these fines or the penalty points and reserves the right to deduct such fines from an employee’s salary.

Personal Mobile Telephones at Work

In some incidences, for health & safety reasons, it is forbidden for staff to have their mobile ‘phones on ‘active use’ during working hours – you will be advised if this related to your role. If there is a need in the case of a family emergency then permission MUST be obtained from your manager. This also includes text messaging. For all other staff then they must keep their mobile ‘phones in the staff room during working hours, but are allowed to be used during work breaks. It is forbidden to take photographs of staff or visitors on your mobile ‘phone as this may cause offence. Failure to adhere to this policy could result in disciplinary action.


Use of Company Equipment In order to enable some employees to work from home or otherwise away from the Company’s premises, the Company may provide them with designated items of office equipment. Office equipment may include computer hardware and software, laptop, printer, scanner, telephone, fax machine, answer machine, mobile phone, desk, chair, filing cabinet or any other item of office equipment. If you are provided with any items of office equipment, you agree that you will be responsible for ensuring they are properly looked after and stored and otherwise kept safely at all times. You will be required to pay to the Company the reasonable replacement cost of any item of office equipment, which is lost or stolen whilst under your control due to your negligence or deliberate or reckless act or omission. You agree to provide your written consent for the Company to deduct a sum equal to the reasonable replacement cost from your wages should an item of office equipment be lost or stolen whilst under your control due to your negligence or deliberate or reckless act or omission. The Company reserves the right to require you to return any item of office equipment at any time during your employment for any reason whatsoever, including, but not limited to, the withdrawal of any privilege of working from home and/or working away from the Company’s premises. You have no contractual entitlement to the use of the office equipment and therefore withdrawal of its use at any time does not entitle you to claim any form of damages or compensation. In addition, on the termination of your employment for any reason, you must promptly and without unreasonable delay return any items of office equipment and, in any event, this must take place by no later than any date specified to you at the time by the Company. Any items of office equipment must be returned in the same condition as provided to you, subject to reasonable wear and tear. If an item of office equipment is damaged whilst under your control, reasonable wear and tear excepted, you are required to pay to the Company the cost of repairing the damage. In certain circumstances, this may include the replacement cost of the office equipment if it cannot, in the Company’s reasonable opinion, be repaired. You agree to provide your written consent for the Company to deduct a sum equal to the reasonable cost of repairing the damage to the affected equipment or replacing the item of damaged equipment (as appropriate) from your wages. It is your responsibility to return office equipment to the Company, whether this is by demand of the Company or in the event of the termination of your employment for any reason. You agree that failure to do so will entitle the Company to withhold any wages due from the Company to you up to the current market value of the equipment not returned. Any office equipment is provided for the exclusive use by you in connection with your employment with the Company. Use of the office equipment for personal and private purposes or for any use other than for the Company’s business is prohibited. If you are discovered using the equipment for personal or private purposes, this is a disciplinary matter and will be dealt with under the Company’s disciplinary procedure. A deliberate, negligent or reckless failure to take proper care of an item of office equipment, resulting in it being lost, damaged or stolen, is also a disciplinary offence and will again be dealt with in accordance with the Company’s disciplinary procedure.


If you are to be allocated one or more items of office equipment for use at your home or away from the Company’s premises, you will be asked to sign a form acknowledging receipt of the equipment. When signing this form, you will also be asked to provide your written consent for the Company to deduct a sum equal to the market value of any item of office equipment (or the reasonable cost of repair, as appropriate) from your wages should it be lost, stolen or damaged whilst under your control due to your negligence or deliberate or reckless act or omission or should you fail to return it to the Company either when demanded or in the event of the termination of your employment.


Leavers - Resignations Please note that this does not include disciplinary leaving. If you wish to end your employment with the Company you must notify your Manager in writing giving the required notice period specified in your contract. An early leaving date may be mutually agreed, at the absolute discretion of your line manager, and subject to the requirements of the Company’s business. Your letter of resignation will be formally acknowledged, and the Company will confirm your last day of employment and details of the final salary payments due to you. On your last day on the Company premises you must hand over all keys and property belonging to the Company. Removal of equipment / property belonging to the Company will be treated as theft. The Company reserves the right to deduct such sums from an employee’s final salary for non return of company equipment. Please note, any outstanding bonus due will be paid at the discretion of the Company and if paid will be within one month after your last salary.


New Employee Checklist/First Week Review

NAME

START DATE

Line Manager Initials

Tour of premises and facilities and introduction to other employees

Explain normal hours of work, with payment dates.

Holiday entitlement and how to arrange time off.

Sick pay scheme and procedure to follow in full.

Expenses system if applicable to role.

Explained safety procedure and issue personal alarm if applicable.

Show location of first aid box, accident book and procedure explained.

Fire drill explained and meeting point established.

Staff Handbook issued or read with advice where it is located for future reference. Equal Opportunities explained.

Check employment contract returned and discuss / issue Job Description and training schedule.

Issue Induction Schedule if applicable.

EMPLOYEE’S SIGNATURE

MANAGER’S SIGNATURE

End of First Week Review Comments

EMPLOYEES SIGNATURE

MANAGER’S SIGNATURE

Appendix 1


Subject Access Request Form Surname

Former Surname (if applicable)

Forenames

Address

Telephone Number

Date of Birth

CLIENTS

Are you a present or past client of the company? PRESENT/PAST

For past clients - please provide details of which part of the Company you conducted business with and the dates and the nature of the business you carried out.

STAFF

Are you a present or past member of staff? PRESENT/PAST

If present – please give department (if applicable)

For past staff – please give dates of employment

Your Signature: _______________________ Date: ________________

For official use: Date received: __________________ Confirmation of identity checked: ______________________________ Fee Received (£10.00) _____________________________ (signature) On completion, this form should be sent to your manager.

Appendix 2


Monthly Expense Claim Form Name: ________________________________ Date: _________________________________

Date Details of expenditure

Contact/Reason Sub Total

VAT Total

Sub Total

Claimed by: ___________________________________ Authorised by: ________________________________ Date: _______________________________________

Appendix 3


Holiday Entitlement Record

NAME: START DATE:

ENTITLEMENT: YEAR:

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m

To

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ays

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Appendix 4


Special Leave Request Form

Name:

Job Title:

Date to start from:

Date Returning to Work:

Reason for Leave:

Signature:

Date:

Manager/Directors’ Name:

Manager/Director Signature:

Date:

Appendix 5


Self-Certification Form This form should be completed on your return to work following any period of sickness. If you are returning to work after a period of sickness of more than 7 calendar days a medical certificate should already have been provided to cover the period of absence in excess of these first seven days.

Name:

Dates of Sickness (Including non-working days)

FROM TO

------------------ am/pm ----------------- am/pm ------------------ day ----------------- day

------------------ date ---------------- date

Details of sickness or injury

Did you consult a Doctor? YES/NO. If YES please give details of: Doctor’s name, address, date of visit, treatment received

and any current treatment. If NO please state why not.

Declaration

I certify that I was incapable of work because of my sickness/injury on the dates shown above and that this information is true and accurate.

I acknowledge that false information will result in disciplinary action.

I hereby give my employer permission to verify the above information.

Signed: Acknowledged: (employee) (for employer)

Date:

Appendix 6


Return to Work Interview Form

Name:

Manager/Director:

Dates Absent:

Type of Absence (Sick / Special Leave etc)

Reason for Absence:

Documentation Received (Sick Note / Self-Certification Form)

Total absence to date:

Business Update:

Employee Signature:

Date:

Managers/Directors Signature:

Date:

Appendix 7


Request for Assistance with Studies

NAME:

PROFESSIONAL QUALIFICATION TO BE TAKEN:

I confirm that I understand that I have read the recovery of expenses in the appropriate section of the Company Handbook.

All members of staff who attend training or study courses sponsored by the Company are required to refund some or all of their training or study expenses if their employment with the Company ends within two years of the start of their training or study (unless it ends because of illness or redundancy). These expenses include registration fees, enrolment fees, course fees, books and examination fees and any other expenditure incurred by the Company in connection with the training or study.

Expenses may be recovered from me by way of set off against, or deduction from, any sum due to me from the Company whether as salary, bonus, commission, expenses or otherwise. If there is any further money owing it will be repayable by me within 28 days of the effective date of termination of my employment or by agreement with the Company.

I agree to refund my training and study expenses in accordance with the above should my employment be terminated (other than by reason of ill health or redundancy) within 2 years of the date of commencement of the training or study.

Name: _____________________________________ Signed: _____________________________________ (Student) Dated: _____________________________________ Name: _____________________________________ Signed: _____________________________________ (on behalf of the Company)

Dated: _____________________________________

Appendix 8


Mileage Record Form Name: ………………………………………………. Date: ………………………………………………..

Date Journey Total miles

Claimed by: _______________________________

Date: ___________________________________

Authorised by: ____________________________

Date: ___________________________________

Appendix 9