Employee Handbook - Scarborough Borough Council
Employee Handbook - Scarborough Borough Council
Employee Handbook - Scarborough Borough Council
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<strong>Scarborough</strong> <strong>Borough</strong> <strong>Council</strong><br />
<strong>Employee</strong> <strong>Handbook</strong><br />
Revised April 2011<br />
Date of Issue: INSERT DATE<br />
Page: 1
EMPLOYEE HANDBOOK<br />
CONTENTS<br />
Section Subject Page(s)<br />
1 Introduction 3<br />
2 <strong>Council</strong>’s Corporate Plan 3<br />
3 Customer Care 3-4<br />
4 Car Allowances and Related<br />
Matters<br />
4-5<br />
5 Conduct 5-11<br />
6 Conditions of Service 11-12<br />
7 <strong>Employee</strong> Benefits and Facilities 12-14<br />
8 Environmental Strategy 14-15<br />
9 Equal Opportunities Policy 15<br />
10 Health and Safety 16-20<br />
11 Leave 20-23<br />
12 Recruitment and Selection 23-24<br />
13 Salary 24-25<br />
14 Sickness 25-28<br />
15 Learning and Development 28-30<br />
16 Trade Union Membership 30<br />
Index 31-34<br />
Revised: April 2011<br />
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EMPLOYEE HANDBOOK<br />
1. INTRODUCTION<br />
The information, contained in this <strong>Handbook</strong>, applies to all salaried employees of<br />
<strong>Scarborough</strong> <strong>Borough</strong> <strong>Council</strong>, whose Conditions of Service are determined by the<br />
National Joint <strong>Council</strong> for Local Government Services and as locally agreed by the<br />
Chief Executive and appropriate Committees of the <strong>Council</strong>.<br />
The Authority recognises that the information may need further revision from time to<br />
time in order to take account of changing conditions and circumstances.<br />
2. THE COUNCIL’S CORPORATE PLAN<br />
<strong>Employee</strong>s should be aware that the <strong>Council</strong> adopted the following Vision and<br />
Mission Statement in 2006:-<br />
Our Vision is 'to achieve the renaissance of the North Yorkshire Coast by<br />
2020'.<br />
Our Mission is 'to enhance the quality of life for those living in, working in or<br />
visiting the <strong>Borough</strong> by providing value for money services, consulting people<br />
and putting them first'.<br />
The <strong>Council</strong> will achieve this through five key aims:-<br />
Aim 1<br />
Aim 2<br />
Aim 3<br />
Aim 4<br />
Aim 5<br />
Developing Safer and Stronger Communities<br />
Building Prosperous Communities<br />
Creating Healthy and Vibrant Communities<br />
Creating Quality Environments<br />
Improving the <strong>Council</strong><br />
3. CUSTOMER CARE<br />
Service Improvements:-<br />
The Authority has an on-going commitment to Customer Care, and is always striving<br />
to find ways to improve service provision, in the light of customer perception. The<br />
speed of telephone answering and the quality of response and of letter handling are<br />
continually monitored and compared with set targets.<br />
An A to Z of Services has been produced to provide a comprehensive guide to over<br />
250 Services. The <strong>Council</strong> also has a Civic Newspaper, which offers basic<br />
information on Services, new issues and initiatives, and articles of public interest. A<br />
Residents’ Panel has been established to enable the <strong>Council</strong> to consult with<br />
community representatives about proposed developments.<br />
Revised: April 2011<br />
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EMPLOYEE HANDBOOK<br />
Name Badges:-<br />
New entrants into the Service will be provided with a Name Badge which enables<br />
them to be identified whilst on <strong>Council</strong> business. The Badges are produced by the<br />
Print Plus Section of Legal and Support Services.<br />
If an employee loses his/her Badge, this should be reported to their Line Manager or<br />
directly to the Print Plus Manager on Extension 2328. A replacement Badge can be<br />
produced by the system without the need for a further visit to Print Plus provided that<br />
there is an indication as to whether a new badge holder, clip and/or chain is also<br />
required. The Authority has reached a policy decision that it will replace, free of<br />
charge, one badge lost within any 12 month period. If more than one lost Badge per<br />
12 month period is recorded, the <strong>Council</strong> may request repayment of the cost<br />
(currently about £2) from that employee.<br />
Any employee leaving the Service of the <strong>Council</strong> will be required to return their Name<br />
Badge to either their Line Manager or to the Human Resources Team. The Badge<br />
will then be sent to Print Plus so that the database record can be eliminated and the<br />
card destroyed.<br />
4. CAR ALLOWANCES AND RELATED MATTERS<br />
Car Allowances:-<br />
<strong>Employee</strong>s required to use their motor vehicles for the efficient performance of their<br />
duties will receive allowances for that use. They may be designated as either<br />
Essential or Authorised Car Users.<br />
Essential Car Users are those employees whose duties are of such a nature that it is<br />
essential for them to have a motor car at their disposal whenever required. It is<br />
expected that they will undertake at least 3,000 miles per annum. They are entitled<br />
to receive a monthly lump sum allowance and car mileage rates for official journeys.<br />
Authorised Car Users are those for whom it is desirable that a car should be<br />
available when required. They are expected to use their motor vehicle for all<br />
reasonable and regular journeys, for which they are entitled to receive the<br />
appropriate casual user car mileage rates.<br />
The lump sum and mileage rates are reviewed each year. Details of the current<br />
rates are available on Porthole.<br />
Car Parking Facilities:-<br />
<strong>Employee</strong>s designated as Essential Car Users are afforded the facility of parking in<br />
one of the <strong>Council</strong>’s Car Parks wherever possible. However, due to the limited<br />
number of car parking spaces available this facility may be withdrawn. The Authority<br />
cannot guarantee a car parking space for Authorised Car Users. Car parking<br />
facilities cannot be provided for any other employees.<br />
Revised: April 2011<br />
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EMPLOYEE HANDBOOK<br />
Driving Licence and Insurance:-<br />
All employees, designated as Essential or Authorised Users, are required to have a<br />
current full driving licence, which enables them to drive vehicles under the relevant<br />
categories. They must inform the <strong>Council</strong> of any development or change that may<br />
affect their fitness to drive or may restrict the categories of vehicle they are permitted<br />
to drive. They are also required to maintain a comprehensive policy of insurance in<br />
respect of the motor car(s), which they use in the course of their official duties. The<br />
licence and insurance policy will be inspected from time to time and any failure to<br />
notify the <strong>Council</strong> of changes or to provide adequate insurance cover will result in<br />
disciplinary action being taken against the employee.<br />
5. CONDUCT<br />
Code of Conduct:-<br />
<strong>Employee</strong>s of <strong>Scarborough</strong> <strong>Borough</strong> <strong>Council</strong> are required to undertake their duties<br />
and work to an acceptable standard of performance and conduct themselves in<br />
accordance with the approved Code of Conduct, which has been produced as a<br />
separate document.<br />
The Code of Conduct identifies the areas that employees are required to be aware of<br />
in order for them to discharge their duties effectively with the <strong>Council</strong> and will form<br />
part of their Contract of Employment. It is important that employees are aware of the<br />
minimum standard of behaviour required by the <strong>Council</strong>, as failure to comply may<br />
result in disciplinary action being taken against the employee concerned.<br />
Disciplinary and Procedure Rules:-<br />
The disciplinary rules applicable to a particular employee can be obtained from their<br />
Line Manager or from the Human Resources Team. Any breach of disciplinary rules<br />
will render an employee liable to disciplinary action under the Disciplinary Procedure<br />
(see separate document). Where it is considered, in accordance with the disciplinary<br />
rules and procedure, that an offence is of a serious nature, possibly constituting<br />
gross misconduct, employment may be suspended on full pay to enable an<br />
appropriate investigation to be made, before a disciplinary hearing is arranged to<br />
consider any allegation made against the employee concerned. Where gross<br />
misconduct is determined, then this will result in employment being summarily<br />
terminated, i.e. without the giving of notice. Depending upon the circumstances, and<br />
where it is determined that there is no requirement for a further investigation or<br />
suspension, then following the disciplinary hearing, employment will be summarily<br />
terminated by the <strong>Council</strong>. If an employee is dissatisfied with any disciplinary<br />
decision relating to him/her, he/she has a right to apply for a review of the decision to<br />
the <strong>Council</strong>’s Appeals Committee.<br />
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EMPLOYEE HANDBOOK<br />
Gross misconduct is misconduct of such a nature that the Authority is justified in no<br />
longer tolerating the continued presence at the place of work of the employee, who<br />
commits an offence of gross misconduct. Examples of offences of gross<br />
misconduct, which have led to the dismissal of Local Authority employees, include:-<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
Unauthorised removal of Authority's property.<br />
Malicious damage to Authority property.<br />
Offences of dishonesty.<br />
Sexual offences.<br />
Sexual misconduct at work.<br />
Fighting.<br />
Physical assault.<br />
Falsification of time sheets, subsistence and expenses claims etc.<br />
Theft.<br />
Falsification of qualifications.<br />
Breaches of Safety Regulations endangering others.<br />
Refusal to obey all reasonable, lawful and non-dangerous orders.<br />
Driving or operating machines/equipment at work whilst under the influence of<br />
drugs or alcohol.<br />
This list is neither exclusive nor exhaustive, and in addition there may be other<br />
offences of a similar gravity, which would constitute gross misconduct (e.g. breach of<br />
the <strong>Employee</strong> Code of Conduct or the <strong>Council</strong>’s various Information Technology<br />
Policies and associated Codes of Practice). The list is liable to amendment in the<br />
light of any consultations on disciplinary rules and procedures which may take place<br />
with recognised Unions for the appropriate employment group, and therefore can<br />
only be regarded as provisional. Monitoring/surveillance exercises may be<br />
undertaken to investigate suspected areas of misconduct or other wrong doing.<br />
Grievance Procedure:-<br />
If you have a grievance relating to your employment, you have a right to express it<br />
by taking up the matter yourself or consulting your Trade Union or <strong>Employee</strong><br />
Representative who may handle it for or with you. The following Procedure has<br />
been agreed as being the most effective way for you to do so:-<br />
First Stage:-<br />
Where an employee is aggrieved on any matter (other than those dealt with under<br />
other Procedures) he/she should discuss the matter initially with his/her Supervisor<br />
or Line Manager.<br />
The immediate superior should reply orally to the grievance as soon as possible and<br />
in any case within seven days. If detailed information is required, which will take<br />
some time to obtain, this must be made clear to the employee and a timetable<br />
agreed for obtaining that information, before further action is to be taken under the<br />
next Stage of the Procedure.<br />
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EMPLOYEE HANDBOOK<br />
Should the grievance relate to the conduct of a colleague, that colleague will be<br />
notified of the terms of the complaint and have an opportunity of being heard<br />
him/herself. (Should this colleague be the person to whom a complaint would<br />
normally be referred, in such cases the matter will be referred directly to the Head of<br />
Service or to a Senior Manager nominated as his Representative to be dealt with<br />
under the Second Stage of the Procedure).<br />
Second Stage:-<br />
If the complainant is dissatisfied with the reply, he/she should report his/her<br />
grievance to his/her Trade Union or <strong>Employee</strong> Representative, who may then raise<br />
the matter with the Head of Service or other nominated Senior Manager. The<br />
complaint at this stage should be made in writing. Where an employee is not in<br />
membership of a Trade Union or <strong>Employee</strong> Organisation, he/she will be allowed to<br />
make personal representations to the Head of Service (or nominated Senior<br />
Manager).<br />
The Head of Service (or nominated Senior Manager) should reply to the complaint<br />
as soon as possible and in any case within seven days.<br />
Third Stage:-<br />
If the employee at this Stage of the Procedure continues to be dissatisfied, he/she or<br />
his/her Representative may write to the Chief Executive, asking for the matter to be<br />
referred to the <strong>Council</strong>’s Appeals Committee. The Head of Human Resources and<br />
Performance will discuss the grievance with the parties concerned, with a view to the<br />
two Sides reaching an agreement before arrangements are made for Members of<br />
the Appeals Committee to consider the case.<br />
Time Limits:-<br />
Every effort will be made by Management to deal with a complaint as speedily as<br />
possible. <strong>Employee</strong>s must, however, be aware that some cases will need time to be<br />
investigated fully and to be dealt with adequately.<br />
If within a period of seven days, the particular matter has not been dealt with at the<br />
First Stage of this Procedure, the employee concerned will be entitled to proceed to<br />
the next Stage. In the Second or any subsequent Stage, the matter must be dealt<br />
with within 21 days, otherwise the employee and/or his/her Representative will be<br />
entitled to proceed to the next Stage. These time limits may be altered by mutual<br />
agreement between the parties.<br />
The matter will end at Employing Authority level.<br />
Exceptions:-<br />
The Procedure does not cover the following items:-<br />
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EMPLOYEE HANDBOOK<br />
<br />
<br />
<br />
<br />
Income Tax, National Insurance matters, etc.;<br />
the rules of any Pension or Superannuation Scheme;<br />
disciplinary matters and “whistleblowing”, which are the subject of separate<br />
Procedures; and<br />
the grading of Posts.<br />
Home Address and Personal Circumstances:-<br />
It is reasonable for Management to assume that the details given by an employee<br />
about his/her home address and other details are correct: In case of emergencies at<br />
work, it is important that a person has been identified who can be contacted.<br />
If an employee changes either his/her address, his/her name or that of his/her<br />
contact person, he/she must advise their Line Manager, Exchequer Services, and<br />
the Human Resources Team as soon as practicable after the change occurs.<br />
Information Technology<br />
Information Technology Security:-<br />
The <strong>Council</strong> has approved an ICT security policy framework to protect the <strong>Council</strong>’s<br />
IT systems and to identify the risks and define the necessary procedures.<br />
Adherence to the policies is a condition for using these facilities and a failure to<br />
follow them will result in disciplinary action being taken. The Authority relies heavily<br />
upon Information Technology for the provision and support of many of its services.<br />
Personal Computers (PCs) and support systems have become a mainstay in the<br />
office environment, but, in the past few years, some organisations have been<br />
affected by computer virus infections, that have caused major problems. The result<br />
can potentially be disastrous and can mean valuable work being lost, some of which<br />
may not be possible to recover and may be expensive, in both time and money, to<br />
replace.<br />
Computer viruses are unauthorised programs on PCs, workstations or servers, and<br />
the Authority must do everything in its power to ensure that they are not allowed to<br />
affect its systems. Not only could a computer virus affect a program, contained on a<br />
separate PC, but, when extended to networked systems, the difficulties would be<br />
multiplied and the consequences all the more serious.<br />
The Authority has determined that, in order to minimise the risk of infection, all floppy<br />
disks/CD ROMs/DVDs/memory sticks etc should be subjected to an anti-viral<br />
protection procedure, before they are introduced on to a PC at work.<br />
If an employee has or uses a floppy disk/CD ROM/DVD/memory stick at work,<br />
he/she should inform his/her Section Head/Supervisor, who will make arrangements<br />
for the disk to be verified through the virus checking program and, if it is free from<br />
virus, it will be returned for use. Under no circumstances whatsoever, should any<br />
member of staff introduce an unlicensed floppy disk/CD ROM/DVD/memory stick on<br />
to a PC at work without that disk being verified.<br />
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EMPLOYEE HANDBOOK<br />
Owing to the potential consequences of not adhering to this procedure, should it be<br />
proven that a disk has or is being used without verification, appropriate disciplinary<br />
action will be taken against the employee concerned.<br />
E-mail and the Internet:-<br />
The <strong>Council</strong> has approved policies for the use of electronic mail and the Internet.<br />
Copies of these documents will be provided to employees who should be aware that<br />
monitoring/surveillance exercises on their use of electronic mail and/or the Internet<br />
may be undertaken to investigate suspected cases of misconduct or wrong doing,<br />
which, if confirmed, will result in disciplinary action being taken against them.<br />
Outside Paid Appointments:-<br />
Additional paid employment should not in any way conflict with or react detrimentally<br />
to the Authority’s interest or in any way weaken public confidence in the conduct of<br />
the Authority’s business. <strong>Employee</strong>s are required to notify their Head of Service of<br />
any additional employment which they would wish to undertake prior to commencing<br />
it. <strong>Employee</strong>s in posts graded SO1 and above must receive the prior consent of the<br />
Head of Human Resources and Performance.<br />
Telephones:-<br />
<strong>Employee</strong>s should not normally use the <strong>Council</strong>’s telephones to make or receive<br />
personal calls and the <strong>Council</strong>’s policy states that private phone calls by employees<br />
from landlines or mobiles should only be made where they are essential and/or<br />
urgent. Private calls have a double cost to the <strong>Council</strong> (1 - call charges and 2 - the<br />
individual’s lost time making the call).<br />
If an employee needs to make a personal call from their <strong>Council</strong> land line phone they<br />
should ensure that any such calls are of an essential/urgent nature and keep the<br />
time spent on this to a minimum. <strong>Employee</strong>s should also be aware that where<br />
unreasonably high levels of personal use are apparent the <strong>Council</strong> will take<br />
appropriate action.<br />
If an employee needs to make a call from their <strong>Council</strong> mobile phone they should<br />
keep it short and ensure that they pay for it. Service Administration Sections will<br />
monitor invoices to ensure this policy is maintained. Should an employee make a<br />
private call from their mobile, it is their responsibility to record the expenses on the<br />
private mobile phone calls document, which should be handed to Print Plus with<br />
payment. Copies of the document can either be found at Print Plus or on Porthole<br />
under Employment/HR Documents and Forms/Forms.<br />
Once a mobile phone is registered to a specific user, that user is responsible for any<br />
inappropriate use on that handset. Therefore it is advised that each handset is pin<br />
protected. It is also advised that ICT Service Desk (Ext 2900) is notified of the pin in<br />
case it is forgotten. Inappropriate use includes excessive private use and<br />
downloading ring tones, videos, games and wallpapers.<br />
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EMPLOYEE HANDBOOK<br />
If the phone is lost or misplaced the employee should contact the ICT Service Desk<br />
(Ext 2900) immediately so that a bar can be put on its use and a replacement<br />
sought.<br />
It is against the law to use a mobile phone when driving. Doing so may lead to<br />
prosecution. If there is a work requirement for an employee to take calls whilst<br />
driving, individuals should ensure that their line manager has a hands-free kit<br />
installed in the vehicle, as without this the individual is violating this policy and acting<br />
illegally.<br />
For more information regarding Use of Mobile Phones on <strong>Council</strong> Business please<br />
refer to the Phone Book on Porthole. Those without access to the internet can find a<br />
copy with their line manager.<br />
<strong>Employee</strong>s have a responsibility to ensure that telephone access provided to them<br />
to enable them to carry out their duties is not abused. <strong>Employee</strong>s should therefore<br />
note that failure to adhere to these guidelines may be treated as an abuse of <strong>Council</strong><br />
equipment and, as a consequence, could result in the matter being dealt with under<br />
the <strong>Council</strong>’s Disciplinary Procedure and ultimately in formal disciplinary acting being<br />
taken.<br />
A ‘pay phone’ is situated in the basement corridor between <strong>Council</strong> Tax and Income<br />
and Recoveries and the Emergency Control Centre (otherwise known as ‘The<br />
Bunker’/Committee Room 4) and can be used by employees working in<br />
<strong>Scarborough</strong> Town Hall to make private telephone calls. However, such calls<br />
should only be made where deemed to be essential/and or urgent during working<br />
hours.<br />
Whistleblowing:-<br />
The <strong>Council</strong> is committed to the highest possible standards or openness and<br />
accountability. In line with that commitment, <strong>Scarborough</strong> <strong>Borough</strong> <strong>Council</strong><br />
encourages employees and others with serious concerns about malpractices in the<br />
form of irregularity, wrongdoing or a serious failing in standards at work to come<br />
forward and voice those concerns. It is recognised that certain cases will have to<br />
proceed on a highly confidential basis and the <strong>Council</strong> wishes to make it clear that<br />
staff can do so without fear of reprisal. The ‘Whistleblowing’ Policy is designed to<br />
provide a framework to encourage and enable staff to raise serious concerns<br />
internally within the <strong>Council</strong>. The overriding consideration should be that it would be<br />
in the public interest for the malpractices to be corrected and for any necessary<br />
sanctions to be applied.<br />
The ‘Whistleblowing’ Policy is intended to cover concerns that fall outside the scope<br />
of other Procedures and which:-<br />
<br />
<br />
<br />
<br />
Are believed to be unlawful;<br />
Are against the <strong>Council</strong>’s Standing Orders or Policy;<br />
Fall below established standards of practice; or<br />
Amount to improper conduct.<br />
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EMPLOYEE HANDBOOK<br />
As a first step, employees are encouraged to raise their concerns with their<br />
immediate Line Manager or Superior. If they feel unable to do this, then they can<br />
contact the Head of Human Resources and Performance on a confidential basis,<br />
who as the Nominated Officer will give advice and guidance on any aspect arising<br />
from the ‘Whistleblowing’ Policy. A copy of the policy is available on Porthole.<br />
6. CONDITIONS OF SERVICE<br />
Data Protection:-<br />
In accordance with the Data Protection Acts, 1984 and 1998, an employee has a<br />
right of access to his/her computerised personal records and to certain types of<br />
manual files upon request to the Human Resources Team. If there is anything<br />
incorrect within the records, the employee should draw this to the attention of the<br />
Human Resources Team.<br />
Hours of Work and Flexible Working:-<br />
The Authority operates a Flexible Working Hours Scheme, and it will be decided by<br />
Management whether an employee is able to participate in this Scheme. The<br />
Scheme operates between 7.00 am and 7.00 pm. The standard office hours are<br />
8.30 am to 5.00 pm Monday to Friday, with a minimum of 30 minutes’ lunch break,<br />
which applies to all employees of the Authority. A copy of the Flexible Working<br />
Hours Scheme is available on Porthole.<br />
Notice:-<br />
The minimum period of notice, to which an employee is entitled, unless specifically<br />
referred to in his/her Contract of Employment, is one week for every year of<br />
continuous service up to a maximum of 12 weeks.<br />
The minimum period of notice which employees are required to give this <strong>Council</strong> is<br />
as follows:-<br />
<strong>Employee</strong>s in posts up to and including Grade SO2 - 1 calendar month.<br />
<strong>Employee</strong>s graded PO1 to PO5 - 2 calendar months.<br />
<strong>Employee</strong>s graded PO6 and above - 3 calendar months.<br />
Payments of Expenses/Allowances:-<br />
Payment of all claims shall be made on the following basis:-<br />
Interview, Relocation and Post-Entry Training Expenses as soon as practicable<br />
after verified claims have been received;<br />
Essential/Casual mileage and Travelling and subsistence claims on or about the<br />
15 th of each month with salary payment. In regard to such claims, employees<br />
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EMPLOYEE HANDBOOK<br />
must make themselves aware of the deadline by which they have to be submitted<br />
to those employees who have been authorised to approve them.<br />
Subsistence allowances will be paid in accordance with the agreed local rates as<br />
specified from time to time, unless otherwise agreed by the Head of Finance and<br />
Asset Management, in conjunction with the Head of Human Resources and<br />
Performance.<br />
All journeys undertaken by rail will be reimbursed at the standard rail fare, unless<br />
there are any extenuating circumstances, in which case each occasion will be<br />
treated on its merits by the Head of Finance and Asset Management, in conjunction<br />
with the Head of Human Resources and Performance.<br />
Journeys outside the <strong>Scarborough</strong> <strong>Borough</strong> <strong>Council</strong> area require prior approval from<br />
the employee’s Head of Service.<br />
Having regard to transport costs, unless there are special circumstances to the<br />
contrary, Authorised and Casual Car Users will be reimbursed the lowest of the rates<br />
for mileage allowance, public transport or the cost of a hire vehicle.<br />
Hire vehicles can be obtained from the Transport Manager. Where a hire vehicle is<br />
considered to be the most cost effective means of travel, Heads of Service or<br />
Service Unit Managers will finalise the arrangements.<br />
The <strong>Council</strong> will pay taxi fares to employees who, at the request of their Head of<br />
Service, have to remain at work outside normal office hours and are unable to use<br />
public transport to return home.<br />
7. EMPLOYEE BENEFITS AND FACILITIES<br />
Childcare Voucher Scheme:-<br />
The <strong>Council</strong> operates a Childcare Voucher Scheme through the KiddiVouchers<br />
Company. Any employee (male or female) who uses the services of a registered<br />
childcare provider can receive up to £55 per week or £234 per month in childcare<br />
vouchers, which are provided via a salary sacrifice scheme. This means that<br />
employees give up part of their salary in order to receive an equal amount of<br />
vouchers, which results in savings in income tax and national insurance<br />
contributions. The vouchers can be used for nurseries, childminders and out of<br />
school care and holiday clubs. Further details can be obtained from KiddiVouchers,<br />
Tel 0845 0941412 or via their website www.KiddiVouchers.com.<br />
However, the Government plans to phase out this Scheme from April 2011 in favour<br />
of providing 10 hours a week of free childcare for 2 year olds. Current users of the<br />
Scheme and parents who sign up for childcare vouchers before April 2011 will be<br />
able to continue to enjoy tax and national insurance savings until April 2015.<br />
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EMPLOYEE HANDBOOK<br />
Cycle to Work Scheme<br />
The Government initiative Cycle to Work Scheme is available to employees from<br />
time to time (within specified dates). The <strong>Council</strong> operates the Scheme through<br />
Halfords and this provides the opportunity for employees to purchase a bicycle and<br />
benefit from significant savings. <strong>Employee</strong>s can select a bicycle up to the value of<br />
£1,000. Automatic deductions are taken from the employee’s salary for a period of<br />
12 months based on a discounted price before tax. At the end of 12 months, a<br />
payment of 3% of the value of the bike plus VAT should be made plus in order to<br />
purchase the bicycle outright. To qualify employees must have a permanent<br />
contract with the <strong>Council</strong> (not currently subject to a probationary period) and should<br />
use the bicycle for some commuting to work. Further details can be obtained from<br />
Exchequer Services.<br />
The British United Provident Association Limited (BUPA)<br />
and The Hospital Saving Association Plan (HSA):-<br />
The Authority has negotiated preferential rates for employees, who wish to join either<br />
BUPA or the HSA, which Organisations provide help to its members to meet the<br />
costs of medical treatment. Subscriptions are for individuals, married couples, or<br />
families. Full details of the current subscription rates and benefits are available from<br />
the Human Resources Team or Exchequer Services.<br />
Charities Aid Foundation:-<br />
Facilities are available for any employee, who wishes to make a regular donation to<br />
a Charity of his/her choice. Deductions are made directly from salary. Further<br />
details of the Scheme and an application form are available from the Human<br />
Resources Team.<br />
Pension Scheme:-<br />
All employees have automatic entry to the Local Government Pension Scheme<br />
which is administered on behalf of the Authority by the North Yorkshire County<br />
<strong>Council</strong>, provided they are engaged on a contract of at least three months. They are<br />
required to contribute a percentage of their pensionable pay, and the Authority is<br />
also obliged to pay a contribution. Details of the Scheme can be found on the<br />
nynet.org.uk/pensionfund website. <strong>Employee</strong>s may opt out of the Scheme at any<br />
time, and if they wish to exercise this option, they must contact Exchequer Services.<br />
Additional Voluntary Contributions:-<br />
The <strong>Council</strong> has a special arrangement with The Prudential Assurance Company<br />
Limited for them to provide the facility for employees to purchase Additional<br />
Voluntary Contributions (AVCs). Details are available from Exchequer Services.<br />
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EMPLOYEE HANDBOOK<br />
Professional Fees:-<br />
Where it is an essential requirement of a Post that an employee holds membership<br />
of Professional Organisations/Institutes, the Authority will reimburse the cost of the<br />
professional fees of one or more approved Organisations in full. <strong>Employee</strong>s for<br />
whom membership is deemed to be desirable, rather than essential, will be<br />
reimbursed up to a maximum of £250 per annum. This also applies to students<br />
studying for a professional qualification under the Post-Entry Training Scheme.<br />
However, this facility may be amended or withdrawn by the <strong>Council</strong> by the giving of<br />
28 days’ notice in writing.<br />
Reimbursement up to a maximum of £250 per annum will be made to those<br />
employees for whom membership is deemed to be desirable, rather than essential.<br />
This also applies to students studying for a professional qualification under the Post-<br />
Entry Training Scheme. However, this facility may be amended or withdrawn by the<br />
<strong>Council</strong> by the giving of 28 days’ notice in writing.<br />
Staff Room Facility:-<br />
Staff Room facilities are available to all staff employed at the Town Hall, and the<br />
Room is situated near Recoveries and <strong>Council</strong> Tax. Full kitchen facilities (including a<br />
microwave) and a television are available, and staff are encouraged to make full use<br />
of the facilities during the lunch break.<br />
8. ENVIRONMENTAL STRATEGY<br />
General Policy:-<br />
The Authority is aware of the need to consider the environment and, wherever<br />
possible, uses recycled paper for correspondence, reports, etc. It has adopted an<br />
Environmental Strategy covering recycling of materials, which would otherwise be<br />
waste; reduction of pollution from <strong>Council</strong> vehicles; energy conservation in <strong>Council</strong><br />
buildings, reduction in the use of toxic chemicals. In addition, the <strong>Council</strong> will strive<br />
to improve access to all <strong>Council</strong> buildings for disabled persons and maintain an ongoing<br />
programme of tree planting in countryside areas under its control.<br />
Recycling of Waste Paper:-<br />
As part of the Strategy, the <strong>Council</strong> is committed to recycling office waste paper<br />
across all the Offices and has introduced a recycling scheme. The basis of the<br />
scheme has been the introduction of a dual waste storage system within the Offices.<br />
This involves:-<br />
Using the normal office waste bins as the daily storage facility for recyclable waste<br />
paper only; and<br />
Providing additional, larger waste bins for the storage of non-recyclable waste.<br />
These bins are coloured red and provided with a plastic bin liner.<br />
It is recognised that separating waste may cause some minor inconvenience to staff.<br />
Nevertheless, it is crucial that proper separation is achieved so that the quality of the<br />
Revised: April 2011<br />
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EMPLOYEE HANDBOOK<br />
material collected for recycling satisfies the standards required by the paper mills. It<br />
has been the case that whole consignments of waste paper have been rejected,<br />
where only one bale was found to be below standard. Accordingly, all staff are<br />
urged to play their part in ensuring that the proper separation of materials, as set out<br />
below, is achieved:-<br />
RECYCLABLE WASTE<br />
Normal Office Waste Bins<br />
Spoiled photocopy paper<br />
Spoiled letter paper<br />
Spoiled coloured copy paper<br />
Spoiled lined writing paper<br />
Spoiled message paper<br />
Forms of all kinds<br />
Surplus Committee reports and agendas*<br />
Envelopes<br />
Magazines<br />
Newspapers<br />
Non-confidential computer waste*<br />
Old file covers<br />
NON-RECYCLABLE WASTE<br />
RED Waste Bins<br />
Carbon paper<br />
Polythene magazine wrappers<br />
Food wrappers/containers<br />
Food waste<br />
Drinks cans/bottles<br />
Cardboard<br />
Plastics of all kinds<br />
* Pink Committee reports are confidential and should be removed from any bound<br />
or stapled agendas and torn up before binning. Confidential computer waste<br />
should be set aside for disposal by shredding, and should NOT, under any<br />
circumstances, be disposed of in the office waste bins. Section Heads should be<br />
consulted if staff are in any doubt about the confidentiality of any waste.<br />
9. EQUAL OPPORTUNITIES POLICY<br />
<strong>Scarborough</strong> <strong>Borough</strong> <strong>Council</strong>, as a major employer within the area, is committed to<br />
the principle and achievement or providing equality of opportunity in employment at<br />
the workplace to existing and potential employees. The <strong>Council</strong> is also committed to<br />
the provision of high quality services in a way, which is accessible to all. It wishes to<br />
set an example to others who provide goods and services by promotion and publicity<br />
of policies and practices, which are designed to encourage equality of opportunity.<br />
The <strong>Council</strong> has adopted an Equal Opportunities Policy, the aim of which is to<br />
ensure that no existing or potential employee receives less favourable treatment<br />
than any other on the grounds of race, colour, ethnic origin, nationality, age, sex,<br />
marital status, disability, sexual orientation, Trade Union activity, political or religious<br />
belief. Recruitment, promotion, transfers and training criteria will be regularly<br />
reviewed to ensure that individuals are selected, promoted and trained on the basis<br />
of their relevant merits and abilities. The <strong>Council</strong> will not discriminate on the basis of<br />
sex or race or disability in the provision of services and of general employee facilities<br />
and benefits, and reaffirms its acceptance and obligations under the various<br />
schemes of conditions of service, which cover Local Government employees in<br />
respect of equal opportunities.<br />
Any complaints of discrimination against employees will be investigated thoroughly<br />
and pursued through the <strong>Council</strong>’s agreed Grievance Procedures. Discrimination on<br />
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EMPLOYEE HANDBOOK<br />
the grounds of race or sex or disability may result in disciplinary action being taken,<br />
in accordance with the agreed Disciplinary Procedures.<br />
The <strong>Council</strong> has also adopted a separate Bullying and Harassment Procedure.<br />
10. HEALTH AND SAFETY<br />
General Safety:-<br />
It is emphasised that personal safety, the safety of fellow employees and that of<br />
other people, who may be affected by work activities, depends largely on the attitude<br />
of individual employees. The support and co-operation of each and every employee<br />
in the procurement and maintenance of a safe and healthy working environment is<br />
not only required by law, but it is essential to achieve this.<br />
For further details on Health and Safety issues, reference should be made to the<br />
General Health and Safety Policy and ‘An <strong>Employee</strong>’s Guide to Health and Safety at<br />
Work’, which are available from Line Managers.<br />
Health and Safety at Work Etc Act:-<br />
The aim of the Health and Safety at Work Etc Act, 1974, (referred to below as ‘the<br />
Act’) is to provide a legislative framework to encourage, promote and stimulate high<br />
standards of working conditions, which would be free from inherent risks to health<br />
and safety. It is supported by other legislation, including Regulations giving certain<br />
European Union Directives the full force of UK Law.<br />
A healthy person is one who enjoys a stage of physical and mental well-being. A<br />
safe working environment is one that is free from risks. Legislation alone cannot<br />
achieve this safe and healthy environment, because the working environment is<br />
largely dependent on the attitudes of people. Therefore, without the active support of<br />
all employees, any programme to improve the standards of occupational health and<br />
safety will not be effective. The <strong>Council</strong> has established arrangements to protect<br />
and maintain the health and safety of all its employees and to show how they can<br />
play their part in the maintenance of a safe and healthy working environment. Risk<br />
assessments have been carried out in regard to most activities and information is<br />
available from the Finance and Asset Management.<br />
The <strong>Council</strong>’s duty:-<br />
The <strong>Council</strong> as an employer is required to ensure, so far as is reasonably<br />
practicable, the health, safety and welfare at work of all its employees. This duty<br />
includes:-<br />
<br />
<br />
The provision and maintenance of plant and systems of work, that are safe and<br />
without risk to health;<br />
The arrangements for ensuring safety and absence of risks to health in the use,<br />
handling, storage and transport of articles and substances;<br />
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EMPLOYEE HANDBOOK<br />
The provision of such information, instruction, training and supervision as is<br />
necessary to ensure health and safety;<br />
The provision and maintenance of safe places of work under their control, and<br />
access to and egress from them;<br />
The provision and maintenance of a working environment which is safe and<br />
without risks to health and which has adequate welfare facilities; and<br />
To conduct their undertakings in such a way that the health and safety of<br />
persons not in their employ (the public) is not endangered.<br />
In recognition and acceptance of these duties, <strong>Scarborough</strong> <strong>Borough</strong> <strong>Council</strong> has<br />
adopted a General Health and Safety Policy, which is supplemented by Service<br />
Policies. Copies of these Policies can be obtained from Line Managers or Trade<br />
Union Safety Representative. If in doubt, an employee should consult his/her<br />
immediate Supervisor.<br />
The <strong>Employee</strong>’s duty:-<br />
<strong>Employee</strong>s have a duty to take reasonable care for the health and safety of<br />
themselves, other employees, and members of the public, likely to be affected by<br />
their acts or omissions.<br />
The Act also requires employees to co-operate with employers and others in meeting<br />
statutory requirements. <strong>Employee</strong>s must not interfere with or misuse anything<br />
provided to protect their health, safety or welfare.<br />
Penalties for breaches of the Act and Regulations are severe and employees as well<br />
as employers can face prosecution. The <strong>Council</strong>’s Disciplinary Procedure may also<br />
be invoked, if employees ignore the requirements of Safety Legislation or the Codes<br />
of Practice and instructions, given to implement the <strong>Council</strong>’s Safety Policy.<br />
Organisation and Responsibilities for Health and Safety:-<br />
Heads of Service:-<br />
Responsibility for the day-to-day management of the health and safety at work of<br />
employees shall, in the first instance, rest with the Heads of Service.<br />
Service Health and Safety Advisers:-<br />
Each Service has a Health and Safety Adviser, who ensures that necessary action is<br />
undertaken to update Health and Safety Policies, arranges training, investigates<br />
incidents and assesses risks.<br />
Trade Union Safety Representatives:-<br />
Safety Representatives are appointed by the appropriate Trade Unions. Their<br />
function is to represent the employees in consultations with the employer on matters<br />
of health and safety. The name of the Trade Union Safety Representative is<br />
available on Porthole and may be given on the notice board at an employee’s place<br />
of work.
EMPLOYEE HANDBOOK<br />
<strong>Employee</strong> Joint Consultative Committee:-<br />
Various employment matters including health, safety and welfare at work are<br />
discussed at meetings of the <strong>Employee</strong> Joint Consultative Committee, which are<br />
held at least twice per year. The Committee consists of Members, Management and<br />
Trade Union Representatives.<br />
The Health and Safety Officer:-<br />
The <strong>Council</strong> employs a qualified Health and Safety Officer, who has the duty of<br />
advising on Health and Safety matters, inspecting premises and investigating<br />
accidents or incidents.<br />
Accident Reporting:-<br />
All accidents and dangerous occurrences (even those not resulting in personal<br />
injury), must be reported by the employee to his/her immediate Supervisor, who will<br />
advise his/her Service Unit Manager and arrange for the appropriate Incident Report<br />
Forms to be completed. If the particular matter is the subject of a report to the Health<br />
and Safety Executive, an investigation will be carried out. Information about<br />
potentially dangerous locations and persons should be reported too.<br />
Cash Collection and Security:-<br />
If required to deposit monies at a bank or a <strong>Council</strong> depository, it is important that:-<br />
<br />
<br />
Deposits are not made at the same time each day;<br />
The route taken when collecting cash or making deposits should be varied from<br />
time to time;<br />
An employee should be accompanied when carrying cash e.g. for deposit<br />
purposes.<br />
All employees must take whatever steps are necessary to avoid a confrontational<br />
situation with any potential assailant and if it is necessary in appropriate<br />
circumstances to hand over any <strong>Council</strong> monies in their possession, to do so without<br />
argument.<br />
If members of staff hold keys on behalf of the <strong>Council</strong>, it is essential that they are<br />
held securely at all times and are not labelled so that they can be readily identified to<br />
a particular location, if they are lost or stolen.<br />
Control of Substances Hazardous to Health:-<br />
All substances, used and stored for <strong>Council</strong> work activities, must be carefully<br />
assessed to determine if any hazard to health is presented and what action can be<br />
taken to protect people from such risks. Details of COSHH assessments and other<br />
safety information relating to substances used are held by the Services concerned<br />
and centrally by the Health and Safety Officer.<br />
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EMPLOYEE HANDBOOK<br />
Drugs and Alcohol Policy:-<br />
The <strong>Council</strong> operates a Drugs and Alcohol Policy, the overall aim of which is to<br />
assist in the development and maintenance of a healthy and safe working<br />
environment by reducing the possible occurrence of problems associated with the<br />
use of drugs and/or of alcohol. A copy of the Policy is available on Porthole.<br />
First Aid Facilities:-<br />
First Aid boxes are available at all working locations and in many vehicles for<br />
treatment of minor injuries. First Aid Notices have been posted in prominent<br />
positions at workplaces and employees should ensure that they know where they<br />
can obtain such assistance from named qualified First Aid Officers.<br />
Fire Precautions:-<br />
As soon as possible after an employee first takes up the duties of a particular post,<br />
he/she must read the instructions displayed at their place of work on what to do in<br />
the event of a fire, know where the nearest fire alarm and fire extinguishers are, how<br />
to work them, and the escape routes to the assembly point. <strong>Employee</strong>s must cooperate<br />
with exercises to test evacuation procedures.<br />
Hazard Reporting:-<br />
Any situation, which an employee considers hazardous, and which he/she cannot<br />
remedy him/herself, should be reported immediately to his/her Supervisor, who, in<br />
turn, will advise his/her Section Head. If the employee is not satisfied with the action<br />
taken, a Trade Union Safety Representative may be contacted and the formal<br />
hazard reporting system invoked.<br />
Immunisation:-<br />
The requirement for immunisation is a condition of employment for any employee<br />
who has been identified as being at risk through a COSHH assessment. A refusal<br />
by an employee to be re-immunised will be the subject of a counselling interview, in<br />
the presence of a Trade Union Representative, if so wished by the employee<br />
concerned, and could result in redeployment or disciplinary action.<br />
Pathogens:<br />
The <strong>Council</strong> has a programme for advising employees about the risks, involved in<br />
any contact with AIDS virus and other pathogens that may occur during work<br />
activities, and the minimisation of the effect of any such contact by immunisation,<br />
where appropriate and the provision of safe systems of work, together with suitable<br />
protective clothing or equipment. Further details are available from the employee’s<br />
Line Manager or Health and Safety Officer.<br />
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EMPLOYEE HANDBOOK<br />
Town Hall Security<br />
A security key will be issued to employees based at the Town Hall, <strong>Scarborough</strong>, for<br />
all entrances, except the main entrance on St Nicholas Street. This will allow access<br />
to the Town Hall between 7 am and 7 pm Monday to Friday. If an employee requires<br />
access to the building at any other time, it will be necessary for him/her to contact<br />
their Line Manager to obtain the necessary keys. The employee will also have to be<br />
trained in the use of the building alarm system. If a security key is lost, it should be<br />
reported to Democratic Services and it will be replaced free of charge on the first<br />
occasion. However, any further replacement may have to be charged for, depending<br />
upon the circumstances.<br />
11. LEAVE<br />
Leave entitlement is determined by grade and length of service as follows:-<br />
GRADE<br />
LESS THAN 5 YEARS’<br />
SERVICE<br />
AFTER 5 YEARS’<br />
SERVICE<br />
Up to Scale 4 21 days 25 days<br />
Scales 5 - 6 21 days 26 days<br />
SO1 - PO3 23 days 28 days<br />
PO4 - PO6 26 days 31 days<br />
It is the grading of the post, which determines the number of days’ leave<br />
entitlement, not the spinal column point within the grade.<br />
In addition to annual leave, all employees are entitled to 8 statutory and 2 extra<br />
statutory days, as follows:-<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
New Years Day<br />
Good Friday, Easter Monday<br />
May Day<br />
Spring Bank Holiday Monday<br />
Summer Bank Holiday Monday<br />
Christmas Day, Boxing Day<br />
One additional day in the Christmas/New Year period.<br />
<strong>Employee</strong>s are also entitled to an additional “floating day” to be taken on the same<br />
basis as annual leave (pro rata for part-timers), provided that they work a completed<br />
calendar month between 1 April and 30 September in any year.<br />
Carry Over/Bring Forward of Leave<br />
New entrants to the service are entitled to leave proportionate to completed months<br />
of service during the leave year of entry. In exceptional circumstances, and subject<br />
to the exigencies of the service, a Head of Service can authorise the carrying over of<br />
a maximum of five days into the next leave year, or bringing forward of five days<br />
from the next leave year.<br />
Revised: April 2011<br />
Page: 20
Recovery of Leave/Taking of Leave prior to termination of contract<br />
EMPLOYEE HANDBOOK<br />
In the event of an employee leaving the service of the <strong>Council</strong> before the end of a<br />
leave year, the Authority reserves the right to recover from his/her salary an amount,<br />
equal to the value of any leave, which may have been taken but not actually<br />
accrued, up to the date of leaving the <strong>Council</strong>. The employee will also be required to<br />
repay any outstanding monies which are the subject of signed agreements between<br />
him/herself and the <strong>Council</strong>. In accordance with the Wages Act 1986, the maximum<br />
amount deductible per week would be no greater than 10% of the gross salary,<br />
except in the final payment of salary, where the 10% limit is removed. Should the<br />
final salary be insufficient to repay any such monies due to the Authority, the<br />
employee will be required to make suitable arrangements for repayment of any<br />
outstanding balance.<br />
<strong>Employee</strong>s are expected to take all annual leave and lieu/flexi time accrued prior to<br />
leaving the service of the <strong>Council</strong>.<br />
Leave of Absence for Special Circumstances:<br />
Adoption Leave<br />
Following the adoption of a child, eligible employees have the right to take paid<br />
adoption leave when a child is newly placed for adoption.<br />
Details regarding qualification for adoption leave, the taking of adoption leave,<br />
payments of adoption leave etc are contained within the Adoption Leave Guidelines,<br />
copies of which are available on Porthole or from the Human Resources Team.<br />
Carers’ Leave<br />
Carers’ leave is a statutory right introduced by the Parental Leave Directive and the<br />
Employment Relations Act 1999. All employees are entitled to take a reasonable<br />
amount of time off work to deal with family emergencies or unexpected problems in<br />
relation to dependants from the first day of their employment. The statutory right is<br />
to time off without pay and provides employees with the opportunity to take time off<br />
in order to care for or make arrangements for the care of a dependant in times of<br />
illness or distress or when unplanned or emergency situations arise.<br />
Details regarding carers’ leave are contained within the Carers’ Leave Guidelines,<br />
copies of which are available on Porthole or from the Human Resources Team.<br />
Compassionate Leave<br />
Compassionate leave can be taken in respect of time off in cases of urgent domestic<br />
stress. The period of authorised absence should not normally exceed three days in<br />
any leave year.<br />
Up to three days' paid leave of absence may be granted at the discretion of the Head<br />
of Service in the event of either a serious illness or bereavement of a close blood<br />
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EMPLOYEE HANDBOOK<br />
relative, e.g. Mother, Father, Son/Daughter, Sister, Brother, Sister/Brother in Law,<br />
Grandparents or a close blood relative of a partner.<br />
Details regarding compassionate leave are contained within the Compassionate<br />
Leave Guidelines, copies of which are available on Porthole or from the Human<br />
Resources Team.<br />
Study Leave<br />
Where an employee is undertaking a course of study under the <strong>Council</strong>’s Post-Entry<br />
Training Scheme, his/her Head of Service is authorised to grant up to a maximum of<br />
five days’ leave for pre-examination study for professional examinations and leave to<br />
take the particular examinations. The leave requirement will be determined by the<br />
relevant Head of Service and be dependent upon the level of examination.<br />
Absence Due to Abnormal Weather Conditions<br />
It is the responsibility of all employees to report to their place of work on the days<br />
and at the time specified in their Contract of Employment.<br />
Where abnormal weather conditions create lateness or absence, this will be<br />
regarded as authorised absence. At the discretion of the Head of Service, such<br />
authorised absence will be treated as follows:-<br />
Lateness:<br />
Absence:<br />
Requirement to make up the lost time when convenient, i.e. by<br />
taking a shorter lunch period or by working after the end of the<br />
normal working day or in extreme cases, lost time through lateness<br />
may be offset against holiday entitlement.<br />
Absence of a half or full day will be regarded as being an authorised<br />
holiday and be offset against annual holiday entitlement. In the<br />
event of an employee having no outstanding holiday entitlement in<br />
the current leave year, any such absence will be without pay or<br />
offset against the holiday entitlement for the next leave year.<br />
Maternity Leave<br />
Maternity leave applies to all pregnant <strong>Scarborough</strong> <strong>Borough</strong> <strong>Council</strong> employees<br />
regardless of the number of hours worked per week.<br />
Details regarding qualification for maternity leave, the taking of maternity leave,<br />
payments of maternity leave etc are contained within the Maternity Leave<br />
Guidelines, copies of which are available on Porthole or from the Human Resources<br />
Team.<br />
Maternity Support Leave<br />
Maternity support leave is incorporated within the <strong>Council</strong>’s Paternity Leave<br />
Guidelines, see below.<br />
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EMPLOYEE HANDBOOK<br />
Parental Leave<br />
The right to parental leave is a statutory right, introduced by the Employment<br />
Relations Act 1999 and the Maternity and Parental Leave Regulations 1999.<br />
Parental leave is leave taken to look after a child or make arrangements for a child’s<br />
welfare. Qualifying employees are entitled to 13 weeks’ unpaid leave for the<br />
purpose of caring for a child. All parental leave will be unpaid.<br />
Details regarding qualification for parental leave, the taking of parental leave,<br />
payments of parental leave etc are contained within the Parental Leave Guidelines,<br />
copies of which are available on Porthole or from the Human Resources Team.<br />
Paternity Leave<br />
<strong>Employee</strong>s who qualify for paternity leave are entitled to either one week or two<br />
consecutive weeks’ paid paternity leave (not odd days). These guidelines also<br />
incorporate the right to maternity support leave.<br />
Details regarding qualification for paternity leave, the taking of paternity leave,<br />
payments of paternity leave etc are contained within the Paternity Leave Guidelines,<br />
copies of which are available on Porthole or from the Human Resources Team.<br />
12. RECRUITMENT AND SELECTION<br />
Appointments<br />
There is a legal responsibility on the <strong>Council</strong> to ensure that all its appointments are<br />
made on merit. In facilitating this, job vacancies will be advertised widely (internally<br />
and externally) and appointments made in accordance with the <strong>Council</strong>’s Equal<br />
Opportunities Policy and Procedures.<br />
Assistance to Newly Appointed Staff - Relocation Policy<br />
In accordance with the provisions of the <strong>Council</strong>'s Relocation Policy, assistance is<br />
available to newly appointed employees who are required to move and re-establish<br />
their home within an acceptable distance from their office/base. The Head of<br />
Service should be consulted before arrangements for a move are finalised. The<br />
Scheme provides financial assistance (up to the maximum prevailing limit) on<br />
approved expenses including lodging/travelling allowances, removal costs, resettlement<br />
grant and all legal expenses and other fees connected with the sale and<br />
purchase of residences, subject to certain conditions. Normally, the initial claim<br />
should be made within three months of the date when the employee takes up their<br />
duties with the <strong>Council</strong>. Recipients are required to undertake to reimburse the whole<br />
of the amount paid by the <strong>Council</strong> if they leave the <strong>Council</strong>’s service within 24<br />
months after taking up their appointment. Full details of the Scheme are available on<br />
Porthole or from the Human Resources Team.<br />
Revised: April 2011<br />
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EMPLOYEE HANDBOOK<br />
Probationary Period<br />
In most instances, the employment of newly appointed employees is subject to<br />
satisfactory completion of a period of probationary service of not more than 26<br />
weeks, during which time the employee concerned will be provided with appropriate<br />
training and will be assessed for his/her suitability for the post. During the<br />
probationary service, the Head of Service will determine whether:-<br />
<br />
<br />
<br />
The employee is to be transferred to the permanent establishment;<br />
The probationary period is to be extended; or<br />
The employment is to be terminated.<br />
If necessary, action will be taken under the <strong>Council</strong>’s Probationary Procedure. All<br />
employees will be advised in writing of the Head of Service’s decision. The 26<br />
weeks’ probationary service does not normally apply to employees either currently<br />
employed within Local Government or transferred from the service of another<br />
Authority or from any other service which is accepted by the <strong>Council</strong> as being<br />
appropriate to the post to be filled.<br />
13. SALARY<br />
Increments<br />
<strong>Employee</strong>s will normally receive an increment within their salary scale on 1 April<br />
each year until the maximum of their grade is reached. As employees must be<br />
engaged in their current post for at least 6 months before receiving an increment,<br />
where an appointment is made between 2 October and 31 March, the next increment<br />
will not be due until the second 1 April following the date of appointment.<br />
Accelerated increments may be awarded on the grounds of special merit or ability or<br />
where the progression criteria of a Career Grade have been met. Increments will not<br />
be paid to employees on career grades where the progression criteria has not been<br />
met.<br />
However, the <strong>Council</strong> reserves the right to withhold the payment of increments,<br />
depending on performance and/or the <strong>Council</strong>’s budget position, by the giving of 28<br />
days’ notice in writing.<br />
Overtime<br />
<strong>Employee</strong>s in posts graded Scale 6 and below will be entitled to the agreed local<br />
overtime payments, where approved, for additional hours worked in excess of<br />
his/her contractual hours outside of the flexi scheme, where appropriate, except<br />
where the grading of the post is inclusive of overtime. <strong>Employee</strong>s in posts graded<br />
SO1 and above do not normally qualify for overtime payments, unless their overtime<br />
working has been authorised and planned for a particular purpose over a specified<br />
period. Overtime of less than half an hour on any day shall not rank for payment.<br />
Overtime payments are normally made one month in arrears.<br />
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EMPLOYEE HANDBOOK<br />
The local overtime payments are as follows:-<br />
<br />
<br />
Additional hours worked between the first and sixth day – time and a quarter<br />
Additional hours worked on the seventh day or on a Bank/Local Holiday – time<br />
and a half.<br />
Payment Arrangements<br />
Salary is paid monthly by credit transfer direct into an employee’s Bank/Building<br />
Society account. Payment is made on the 15 th of each month. Where the 15 th falls<br />
on a Saturday, payment will be made on Friday, the 14 th . Where the 15 th falls on a<br />
Sunday, payment will be made on Monday the 16 th of the month.<br />
14. SICKNESS ALLOWANCE<br />
Allowance<br />
The <strong>Council</strong> recognises that from time to time an employee will suffer from sickness<br />
absence and has agreed a scheme to provide financial assistance and procedures<br />
for dealing with such absence. The <strong>Council</strong> is responsible for paying Statutory Sick<br />
Pay (SSP) to all its employees for a maximum of 28 weeks. Statutory Sick Pay will<br />
be liable to tax, pension and graduated national insurance deductions. Generally,<br />
employees are covered by the Scheme and may be entitled to SSP if they are sick<br />
for four or more consecutive days.<br />
An employee’s entitlement to sickness allowance is as follows:-<br />
During 1st year of service<br />
During 2nd year of service<br />
During 3rd year of service<br />
During 4th and 5th year of service<br />
After 5 years’ service<br />
1 month’s normal pay and (after completing<br />
4 months’ service) 2 months’ half pay<br />
2 months’ normal pay and 2 months’ half<br />
pay<br />
4 months’ normal pay and 4 months’ half<br />
pay<br />
5 months’ normal pay and 5 months’ half<br />
pay<br />
6 months’ normal pay and 6 months’ half<br />
pay<br />
Normal pay includes all earnings that would be paid during a period of normal<br />
working for standard hours together with certain other regular payments.<br />
An allowance shall not be paid in a case of accident due to active participation in<br />
sport as a profession, nor in cases in which the absence arises from or is attributable<br />
to an employee’s own misconduct, or neglect, or injury while working in the<br />
employee’s own time on their own account for personal gain or for another employer.<br />
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EMPLOYEE HANDBOOK<br />
Whether sickness absence is genuine or otherwise, it will always represent a cost to<br />
the Authority and its services, and will, therefore, be monitored carefully by<br />
Management. The Authority reserves the right to review levels of sickness absence<br />
periodically and to counsel employees to minimise the impact of the absences on<br />
their particular Service. Abuse of the Sick Pay Scheme may result in the suspension<br />
of payment of an allowance and/or disciplinary action.<br />
Repeated Short-Term Sickness Absences<br />
Short periods of self-certified absences will be monitored, and, where a personal<br />
record shows a regular occurrence of short-term absences during a 12-month<br />
period, the employee concerned will be required to attend a counselling interview,<br />
where the attendance record will be discussed. If it is considered that the level of<br />
absence is unreasonable, the employee may be required to be medically examined<br />
by the <strong>Council</strong>’s Medical Officer to determine whether there are satisfactory grounds<br />
for the repeated short-term absences, and whether he/she is medically fit to return or<br />
continue in their present job. If there are any doubts as to the reasons for the<br />
particular absence, it will be treated as a disciplinary matter and dealt with under the<br />
existing Procedure.<br />
Long-Term Sickness Absence<br />
Should an employee fall ill and his/her period of continuous absence extends to 4<br />
weeks or more, then in accordance with the <strong>Council</strong>'s policy, details of the absence<br />
may be referred to the <strong>Council</strong>’s Medical Officer to determine the extent of the<br />
medical problem, when he/she may reasonably be fit to return to work, and their<br />
suitability for continued employment with the <strong>Council</strong>. The 4-week qualifying period<br />
may be extended or reduced, depending upon the circumstances of each case. In<br />
the event that, following this medical examination, an employee is declared<br />
permanently incapacitated and unable to carry out his/her contractual duties, the<br />
Human Resources Team will arrange for the employee to be counselled and advised<br />
of the options available to him/her. Initially, and subject to prevailing circumstances,<br />
alternative employment may be considered suitable to the individual needs and<br />
preferences, but should no alternative employment be available, consideration will be<br />
given to retirement on the grounds of capability. If it is considered that the<br />
employment should be terminated on the grounds of ill health, in addition to the<br />
procedure on capability, the case will be referred to the <strong>Council</strong>’s Medical Officer for<br />
determination. In the absence of a recommendation being received from the<br />
<strong>Council</strong>’s Medical Officer that an employee is permanently incapacitated, the full<br />
impact of the sickness absence will be taken into account in determining what action<br />
the Authority may wish to take, which may affect the employee’s continuing<br />
employment with the <strong>Council</strong>.<br />
Where an employee is declared fit to carry out his/her contractual duties, he/she will<br />
be expected to return to work as soon as possible. At all stages of the procedure,<br />
the employee will have the right to be represented by either a Trade Union<br />
representative or a work colleague.<br />
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EMPLOYEE HANDBOOK<br />
Management reserves the right to deal with sickness absences in accordance with<br />
the <strong>Council</strong>’s Sickness Absence Procedure, depending upon the circumstances of<br />
each case.<br />
Notification Procedure when an Officer falls sick<br />
When an employee falls sick, for Statutory Sick Pay purposes, he/she must report<br />
the sickness in accordance with the <strong>Council</strong>’s Sickness Absence Procedure. The<br />
following paragraphs highlight the employee’s basic obligations with regard to the<br />
notification of sickness absence:-<br />
First day of absence from work<br />
If an employee is sick, on their first day of absence, he/she must personally notify<br />
their direct line manager/supervisor by telephone a minimum of 30 minutes prior to<br />
their start time. Unless there are exceptional circumstances the line manager or<br />
supervisor is the first point of contact and the individual should always try to speak to<br />
them or another specifically nominated officer directly. Email or text messages are<br />
not acceptable. <strong>Employee</strong>s should indicate the reason for the absence and, if<br />
possible, the likely period of absence.<br />
If the first day of absence from work is a Monday, the employee should inform the<br />
direct line manager/supervisor/nominated officer whether they had been sick on<br />
Saturday and/or Sunday as well as Monday.<br />
The employee should agree with their line manager/supervisor how often they<br />
should keep in contact should the sickness absence continue.<br />
If it is being claimed that the sickness absence is as a result of an industrial injury or<br />
an industrial disease, this must be made clear by the employee (see below).<br />
<strong>Employee</strong>s are also required to complete form SC1 (available from line<br />
managers), on their return to work, even if their absence was less than four<br />
days.<br />
Fourth day of absence from work<br />
Where it becomes apparent that absence due to sickness will continue beyond the<br />
third day (including Saturday and/or Sunday, as appropriate), the employee must<br />
again notify the employing Service, giving the reason for the absence and the<br />
expected date of return to work. Details of the information required are set out in the<br />
<strong>Council</strong>’s Sickness Absence Procedure. If the absence is as a result of an accident<br />
at work or an industrial disease, this must also be stated.<br />
Form SC1 must be completed on the first working day after returning to work<br />
following sickness absence.<br />
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EMPLOYEE HANDBOOK<br />
Absences between Four and Seven Qualifying Days<br />
When the employee returns to work, he/she must complete and sign form SC1, as<br />
stated above.<br />
Absences of More Than Seven Qualifying Days<br />
On the eighth day of absence (including Saturday and Sunday), a Doctor's certificate<br />
must be submitted to the employee’s direct line manager or nominated officer.<br />
Continuing Sickness<br />
<strong>Employee</strong>s must submit a Doctor’s certificate as often as required for State Benefit<br />
purposes. Failure to comply with this procedure may result in the employee<br />
receiving incorrect or no pay. Failure to report sickness absence properly and/or to<br />
submit the necessary documentation may be treated as an abuse of the Sick Pay<br />
Scheme and may be dealt with under the <strong>Council</strong>’s Disciplinary Procedure. If, after<br />
investigation, it is demonstrated that any false information with regard to sickness<br />
absence has knowingly been submitted, this will be treated as gross misconduct and<br />
may lead to the employee’s instant dismissal.<br />
Note: There may be occasions, when an employee is notified by the DSS that<br />
he/she is not entitled to SSP. On receipt of such notification, the information must<br />
be forwarded to the Service Administrator. If, for any reason, there is no entitlement<br />
to Statutory Sick Pay, the Service Administrator will send the employee Form SSP1,<br />
which will enable him/her to claim State Benefit.<br />
15. LEARNING AND DEVELOPMENT<br />
The <strong>Council</strong> has developed an HR Strategy which covers learning and development.<br />
This reflects the commitment to Investors in People and health and wellbeing and<br />
the development of all staff. The main focus of learning and development at the<br />
present time is Leadership and Development, the skills pledge and to develop the<br />
learning culture further within the <strong>Council</strong>.<br />
Learning and Development Representatives within Service areas are available to<br />
advise employees on matters associated with learning and development and liaise<br />
with the Learning and Development Officer.<br />
Investors in People<br />
The <strong>Council</strong> is committed to working with the Investors in People national framework,<br />
which is a standard of excellence in developing employees. The framework supports<br />
the <strong>Council</strong>’s core values and recognises the value the Authority places on its<br />
employees and their ability to deliver high quality services.<br />
Revised: April 2011<br />
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EMPLOYEE HANDBOOK<br />
Appraisal Scheme<br />
The <strong>Council</strong> operates an Appraisal Scheme, which is linked to the Competency<br />
Framework. The appraisal cycle runs from June to the end of August each year.<br />
<strong>Employee</strong>s have the opportunity to meet with their Line Manager in order to discuss<br />
their development needs, make suggestions for improving their role and agree key<br />
areas for development. Team appraisals are also used within the <strong>Council</strong>. The<br />
development plans from individual appraisals are then brought together to form the<br />
Corporate Training Plan.<br />
Leadership and Development<br />
Building HR Management Skills is a vital part of improving organisational<br />
performance and the <strong>Council</strong> aims to continue to develop managers in accordance<br />
with the Competency Framework. The appraisal cycle and 360 degree appraisals<br />
link competency together to help focus staff development. Effective training and<br />
development opportunities focus on organisational needs identified and agreed<br />
between employees and their Line Managers.<br />
Post-Entry Training and Development Scheme<br />
The <strong>Council</strong>’s Post-Entry Training and Development Scheme provides financial help<br />
and support for employees to undertake study and gain qualifications relevant to<br />
their job role, subject to the agreement of their Manager. Full details of the Scheme<br />
are set out in a separate booklet, available on Porthole or from the Human<br />
Resources Team.<br />
<strong>Employee</strong>s are required to provide the Human Resources Team with copies of any<br />
qualifications gained whilst undertaking courses under the Post-Entry Training<br />
Scheme.<br />
E-learning<br />
Electronic learning has been introduced within the <strong>Council</strong> through the learning pool.<br />
This offers employees a wide range of e-learning courses and is available to all staff<br />
anywhere where there is a PC with an internet connection.<br />
Mentoring<br />
The <strong>Council</strong> is part of Yorkshire Accord – a highly respected Mentoring Scheme<br />
which operates within North Yorkshire. Each year new mentors and mentees are<br />
recruited, trained and given the opportunity to develop through this scheme.<br />
Health and Wellbeing<br />
The health and wellbeing of employees is seen as very important to the <strong>Council</strong>.<br />
This is significant in improving work life balance and includes many ideas by<br />
employees on how continuous improvements can be made.<br />
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EMPLOYEE HANDBOOK<br />
Apprenticeship Scheme<br />
The <strong>Council</strong> operates an Apprenticeship Scheme in conjunction with the North<br />
Yorkshire County <strong>Council</strong>, which is Government funded. The Scheme is open to<br />
everyone aged 16 and over, whether they are just leaving school, have been working<br />
for years or seeking to start a new career. Further details are available from the<br />
Human Resources Team.<br />
16. TRADE UNION MEMBERSHIP<br />
<strong>Scarborough</strong> <strong>Borough</strong> <strong>Council</strong>, as an employer, supports the system of collective<br />
bargaining in every way and believes in the principles of solving industrial relations’<br />
problems by discussion and agreement. For practical purposes, this can only be<br />
conducted by representatives of the employers and of the employees. If collective<br />
bargaining of this kind is to continue and improve for the benefit of both, it is<br />
essential that the employees’ organisations should be fully representative. The<br />
Authority is associated with other Local Authorities and represented on the National<br />
and Regional <strong>Council</strong>s dealing with Local Authorities’ Services. It is equally sensible<br />
for individual employees too to be in membership of a Trade Union, representing<br />
them on the appropriate Negotiating Body, and they are encouraged to do so.<br />
<strong>Employee</strong>s have the right to join a Trade Union and to take part in its activities.<br />
Details of the specified Trade Unions on the appropriate Negotiating Body are<br />
available for reference on Porthole or from the Human Resources Team.<br />
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EMPLOYEE HANDBOOK<br />
EMPLOYEE HANDBOOK<br />
INDEX<br />
Subject Section Page(s)<br />
A<br />
Absence due to Abnormal Weather<br />
Accident Reporting<br />
Additional Voluntary Contributions<br />
Adoption Leave<br />
AIDS<br />
Appointments<br />
Appraisal Scheme<br />
Apprenticeship Scheme<br />
A to Z of Services<br />
B<br />
Best Value<br />
British United Provident Assurance Ltd<br />
(BUPA)<br />
C<br />
Car Allowances<br />
Carers’ Leave<br />
Car Parking Facilities<br />
Cash Collection and Security<br />
Casual <strong>Employee</strong>s - Pension<br />
Charities Aid Foundation<br />
Childcare Voucher Scheme<br />
Civic Newspaper<br />
Code of Conduct<br />
Compassionate Leave<br />
Computer Viruses<br />
Control of Substances Hazardous to<br />
Health (COSHH)<br />
Customer Care<br />
Cycle to Work Scheme<br />
D<br />
Data Protection<br />
Disciplinary Rules and Procedure<br />
Driving Licence and Insurance<br />
Drugs and Alcohol Policy<br />
11<br />
10<br />
7<br />
11<br />
10<br />
12<br />
15<br />
15<br />
3<br />
3<br />
7<br />
4<br />
11<br />
4<br />
10<br />
7<br />
7<br />
7<br />
3<br />
5<br />
11<br />
5<br />
10<br />
3<br />
7<br />
6<br />
5<br />
4<br />
10<br />
22<br />
18<br />
13<br />
21<br />
19<br />
23<br />
29<br />
30<br />
3<br />
3<br />
13<br />
4<br />
21<br />
4<br />
18<br />
13<br />
13<br />
12<br />
3<br />
4<br />
21-22<br />
8<br />
18<br />
3<br />
13<br />
11<br />
5-6<br />
5<br />
19<br />
Revised: April 2011<br />
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EMPLOYEE HANDBOOK<br />
Subject Section Page(s)<br />
E<br />
E-learning<br />
E-mail<br />
<strong>Employee</strong> Development Programme<br />
<strong>Employee</strong> Joint Consultative<br />
Committee<br />
Environmental Strategy<br />
Equal Opportunities Policy<br />
Examination Leave<br />
Expenses - Payment of<br />
Extra Statutory Holidays<br />
15<br />
5<br />
15<br />
10<br />
8<br />
9<br />
11<br />
6<br />
11<br />
29<br />
9<br />
27<br />
18<br />
14-15<br />
15<br />
21<br />
11-12<br />
20<br />
F<br />
Fire Precautions<br />
First Aid Facilities<br />
First Aid Officers<br />
Flexible Working<br />
10<br />
10<br />
10<br />
6<br />
19<br />
19<br />
19<br />
11<br />
G<br />
Grievance Procedure 5 6-8<br />
H<br />
Hazard Reporting<br />
Health and Safety Advisers<br />
Health and Safety Officer<br />
Health and Safety Policies<br />
Health and Wellbeing<br />
Hire Vehicles<br />
Home Address - Change of<br />
Hospital Savings Plan (H.S.A.)<br />
Hours of Work<br />
I<br />
Immunisation<br />
Increments<br />
Information Technology Security<br />
Internet<br />
Investors in People<br />
10<br />
10<br />
10<br />
10<br />
15<br />
6<br />
5<br />
7<br />
6<br />
10<br />
13<br />
5<br />
5<br />
15<br />
19<br />
17<br />
18<br />
16-17<br />
30<br />
12<br />
8<br />
13<br />
11<br />
19<br />
24<br />
8-9<br />
9<br />
28<br />
J<br />
Journeys outside SBC area 6 12<br />
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EMPLOYEE HANDBOOK<br />
Subject Section Page(s)<br />
L<br />
Leadership and Development<br />
Learning and Development<br />
Leave - Carry over/bring forward<br />
Leave - Entitlement<br />
Leave - Recovery<br />
Letters - Response to<br />
15<br />
15<br />
11<br />
11<br />
11<br />
3<br />
29<br />
28-30<br />
20<br />
20<br />
21<br />
3<br />
M<br />
Maternity Leave<br />
Maternity Support Leave<br />
Medical Referrals<br />
Mentoring<br />
Microwave Ovens<br />
Mission Statement and Corporate<br />
Services<br />
Mobile Phones<br />
11<br />
11<br />
14<br />
15<br />
7<br />
2<br />
5<br />
22<br />
22<br />
25<br />
29<br />
14<br />
3<br />
10<br />
N<br />
Name Badges<br />
Newly Appointed Staff - Assistance<br />
Notice<br />
3<br />
12<br />
6<br />
4<br />
23<br />
11<br />
O<br />
Office Hours<br />
Outside Paid Appointments<br />
Over 50s Pension<br />
Overtime<br />
6<br />
5<br />
7<br />
13<br />
11<br />
9<br />
13<br />
24-25<br />
P<br />
Parental Leave<br />
Paternity Leave<br />
Pathogens<br />
Payphone<br />
Pension Scheme<br />
Personal Harassment<br />
Post-Entry Training and Development<br />
Scheme<br />
Private Telephone Calls<br />
Probationary Period<br />
Professional Fees<br />
11<br />
11<br />
10<br />
5<br />
7<br />
9<br />
15<br />
5<br />
12<br />
7<br />
23<br />
23<br />
19<br />
9<br />
13<br />
15<br />
29<br />
9<br />
24<br />
14<br />
Revised: April 2011<br />
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Public Holidays 11 20<br />
EMPLOYEE HANDBOOK<br />
Subject Section Page(s)<br />
Q<br />
Quality Management 3 3<br />
R<br />
Rail Journeys<br />
Recovery of Monies<br />
Recycling of Waste Paper<br />
Relocation Policy<br />
6<br />
11<br />
8<br />
12<br />
11<br />
20<br />
14-15<br />
23<br />
S<br />
Safety Representatives<br />
Salary - Payment of<br />
Sickness Absence - long-term<br />
Sickness Absence - short-term<br />
Sickness Allowance<br />
Sickness Counselling<br />
Sickness Notification<br />
Staff Room Facilities<br />
Study Leave<br />
Subsistence Allowances<br />
10<br />
13<br />
14<br />
14<br />
14<br />
14<br />
14<br />
7<br />
11<br />
6<br />
17<br />
25<br />
26-27<br />
26<br />
25-26<br />
25<br />
27-28<br />
14<br />
22<br />
11<br />
T<br />
Taxis - use of<br />
Telephone Monitoring<br />
Town Hall Security<br />
Trade Union Membership<br />
6<br />
5<br />
10<br />
16<br />
12<br />
9-10<br />
20<br />
30<br />
W<br />
Whistleblowing Policy 5 10-11<br />
Revised: April 2011<br />
Page: 34