Elementary Handbook

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Elementary Handbook


27 July 2021
PJH Law
Company House
Company Road
ComapyCity PE9 2AZ

Sections:

  • Grievance procedure
  • Anti-bribery policy
  • Data retention policy New
  • Disciplinary and dismissal procedure policy
  • Equal opportunities policy
  • Family friendly policies

Grievance procedure

  1. INTRODUCTION

    1. It is The Employer’s policy to ensure that employees with a grievance relating to their employment can use a procedure which can help to resolve grievances as quickly and as fairly as possible. The Employer reserves the right to depart from the precise requirements of this procedure when it is expedient to do so.
  2. INFORMAL DISCUSSIONS

    1. In the first instance you should talk to your immediate supervisor, to see if the matter can be resolved locally.
  3. FORMAL PROCEDURE

    1. Stage 1
      • If the issue cannot be resolved by your immediate supervisor, or if you feel that the grievance has not been resolved by any action taken or not taken by your immediate supervisor, or it is not appropriate to raise the matter with your immediate supervisor, then you should raise the matter in writing to your line manager.
      • Your line manager will arrange a meeting with you to discuss the matter. You will receive a formal invitation to attend the meeting and have the right to be accompanied by a work colleague or trade union representative. Following the meeting your line manager will notify you of his/her decision in writing with the right of appeal.
      • If you are satisfied, then no further action will be taken.
    2. Stage 2
      • In any instance where the issue cannot be resolved satisfactorily, you have the right of appeal to your line manager’s line manager. You should, within five working days of the date of the decision at Stage 1, appeal in writing (setting out the grounds of your appeal) to that manager.
      • You will be entitled to have a meeting with that manager to discuss the matter. You will receive a formal invitation to this meeting and will have the right to be accompanied at this meeting by a work colleague or trade union representative. The manager will endeavour to give his/her decision within seven working days of the date of the meeting. The manager’s decision is final.

Anti-bribery policy

  1. PRINCIPLES

    1. The Employer values its reputation for ethical behaviour. The Employer aims to ensure compliance with all anti-bribery laws and regulations. Bribery is giving someone a financial or other advantage to induce them to perform their functions or activities improperly, or to reward them for having already done so.
    2. An employer will also be liable for failing to implement adequate procedures to prevent bribery by officers, employees, business partners and agents. It is therefore important that all persons (employees, officers, business parties and agents) familiarise themselves with and adhere to this policy.
    3. It is The Employer’s policy to conduct business in an honest way, and without the use of corrupt practices or acts of bribery to obtain an unfair advantage. The Employer will apply a ‘zero tolerance’ approach to any acts of bribery or corruption by any employees, officers, business partners or agents.
    4. Our anti-bribery principles are:

      • The offer, gift, solicitation, or acceptance of bribes (whether cash or any other inducement) to any person or company, wherever they are situated, by any employee, agent or other person or body acting on behalf of The Employer, in order to gain any commercial, contractual or other advantage is strictly prohibited;
      • No company officer, employee, business partner, or agent may offer payments (or anything else of value) to other parties to make those parties act in a manner that will assist The Employer in obtaining or retaining business;
      • No company officer, employee, business partner, or agent may request, agree to receive, or accept payments (or anything else of value) except in accordance with this policy;
      • The Employer operates a zero-tolerance approach to corruption by any officers, employees, business partners or agents working on its behalf; and
      • The Employer requires any officers, employees, business partners or agents to report any suspicious activity that may violate this policy.
    5. Any employee found to have violated this policy and procedures will be subject to disciplinary action, which may include summary dismissal. Any failure to report known or suspected violations may also lead to disciplinary action.
  2. GIFTS, ENTERTAINMENT, AND HOSPITALITY

    1. Gifts, entertainment, and hospitality include the receipt or offer of gifts, meals or tokens of appreciation and gratitude, or invitations to events, functions, or other social gatherings, in connection with matters related to The Employer’s business.
    2. Gifts, entertainment, and hospitality can amount to bribery if they are of a nature or scale which shows they were given with the intention of inducing improper conduct from the recipient. Gifts and hospitality are allowed if provided simply to improve a relationship and/or network provided they are reasonable and proportionate.
    3. In order to provide clear guidance The Employer has adopted the following non exhaustive framework for the treatment of gifts and entertainment, whether given to other parties or received:

      • Business gifts that can be accepted can only be of insignificant/nominal value (such as a bottle of wine, flowers, chocolates, or branded merchandise). Any other gifts of more significant value should be discussed with your Line Manager and then refused or returned;
      • Offering or accepting a gift in the form of cash, or cash equivalent vouchers, is strictly prohibited;
      • ‘Quid pro quo’ arrangements (something offered for something in return) are strictly prohibited;
      • All gifts and hospitality involving travel and overnight accommodation requires prior approval from Line Managers;
      • Gifts or hospitality which could influence or appear to influence decisions made on behalf of The Employer should be refused;
      • The acceptance and offer of casual entertainment such as business lunch/dinners, is acceptable within reasonable bounds, as long as it is a normal and appropriate extension of business courtesy;
      • Employees must ensure that offering or accepting a gift or hospitality does not create or appear to create a conflict of interest for those involved;
      • Employees should not offer unjustified advantages to others, directly or indirectly, in connection with business dealings either in monetary form or as some other advantage;
      • Employees should avoid making gifts that could create an appearance of impropriety. No gifts should be given to public officials or other civil servants.
      • Customer and supplier hospitality should not be offered as an incentive for the recipient to make a favourable decision.
      • No donations should be made to any person, firm, or company on behalf of The Employer without the prior written authorisation of your line manager. Donations to political parties and charities which are directly linked to business and/or gaining a business advantage are strictly prohibited.
      • This is guidance only and each case should be considered on an individual basis. Employees should exercise prudence at all times and The Employer recognises that decisions as to what is acceptable may not always be easy. In the event of any doubt, always consult your line manager for guidance.
  3. GIFTS AND ENTREUPANEUR REGISTER

    1. The Employer values transparency and will maintain a gifts, entertainment, and hospitality register. Any form of gift which exceeds a nominal value, and entertainment or corporate events of any value, must be appropriately recorded in the register.
    2. In the event that an impermissible gift, entertainment, or hospitality has been given or accepted, this transaction must still be recorded in the register.
  4. COMPLAINT’S PROCEDURE

    1. The prevention, detection and reporting of bribery is the responsibility of all employees. If you feel that any action taken by The Employer or any individual has contravened this policy you should, in the first instance, contact your line manager to discuss, or if the suspected contravention is by your line manager, their line manager.

Data retention policy New

  1. INTRODUCTION

    1. The Employer holds many different types of documents containing a variety of data, including customer details, employee information as well as confidential information about the organisation and how it operates. These documents are a vital part of our business and it is important that we ensure that we protect the documents and information contained in them in order to ensure the smooth running of the business and also to comply with the requirements laid down by law.
    2. We have outlined the procedures laid down for retention, review and destruction of documents held by us. The purpose of this policy is to ensure that we only hold documents for as long as necessary and that once they are no longer required, they are destroyed in accordance with the procedures laid down in this policy.
    3. This policy supplements our Data Protection Policy.
  2. PURPOSE

    1. This policy sets out The Employer’s approach to managing its information to ensure that records and documents are preserved in line with business and legislative requirements and that data is not retained for any longer than necessary.
  3. SCOPE

    1. This Data Retention Policy applies to:

      • all staff, volunteers, consultants, contractors, trustees and, as appropriate,partnership organisations, partner staff and third parties of The Employer.
      • all records that are created, handled, stored, or processed by The Employer,electronically (soft copy) or in paper (hard copy) form.
      • All those people or groups to whom this policy applies should, as appropriate, be aware of this policy.
  4. POLICY STATEMENTS

    1. Any exceptions or variations to compliance with this policy must be approved by the HR department.
    2. When preparing tender documents and/or negotiating contracts with third parties for services thatinvolve retaining and managing records, reference to this policy will help ensure that consistent data retention obligations are met.
    3. The intention is that only one copy of a record is retained but ensure that before you destroy any records in circumstances where you believe multiple copies of a record exist that at least one copy (or the original) is retained.
    4. Suppliers and their subcontractors must have their own defined retention policy, which must be supported by documented retention requirements and procedures and which mirrors this policy in all material respects.
    5. Unless suppliers (where they act as Data Processors) have a legal obligation to do so, they should not retain The Employer’s data after they have finished providing services to The Employer.
  5. TYPES OF RECORD AND THEIR RESPECTIVE RETENTION PERIOD

    1. The relevant types of record are:

      • Accounting and Finance.
      • Contracts.
      • Corporate Records.
      • Correspondence and Internal Memoranda.
      • Personal Information.
      • Electronic Records.
      • Grant Records.
      • Insurance Records.
      • Legal.
      • Miscellaneous.
      • Personnel Records.
      • Tax Records.
    2. ACCOUNTING AND FINANCE

      • Annual Audit Reports and Financial Statements:Permanent.
      • Annual Audit Records, including work papers and other documents that relate to the audit: 7 years after completion of audit.
      • Annual Plans and Budgets:7 years.
      • Bank Statements and Cancelled Cheques:7 years.
      • Employee Expense Reports:7 years.
      • Interim Financial Statements:7 years.
    3. CONTRACTS

      • Contracts and Related Correspondence (including any proposal that resulted in the contract and all other supportive documentation): 7 years after expiration or termination.
    4. CORPORATE RECORDS

      • Corporate Records (minutes, signed minutes of the Board and all committees, record of incorporation, articles of incorporation, annual corporate reports):Permanent.
      • Licenses and Permits:Permanent.
    5. CORRESPONDENCE AND INTERNAL MEMORANDA

      • General Principle: Most correspondence and internal memoranda should be retained for the same period as the document to which they pertain or support. For instance, a letter pertaining to a particular contract would be retained as long as the contract (7 years after expiration). It is recommended that records that support a particular project be kept with the project and take on the retention time of that particular project file.
      • Correspondence or memoranda that do not pertain to documents having a prescribed retention period should generally be discarded sooner. These may be divided into two general categories:

        • Those pertaining to routine matters and having no significance. These should be discarded within five years. Some examples include:

          • Routine letters and notes that require no acknowledgment or follow up, such as notes of appreciation, congratulations, letters of transmittal, and plans for meetings.
          • Form letters that require no follow up.
          • Letters of general inquiry and replies that complete a cycle of correspondence.
          • Letters or complaints requesting specific action that have no further value after changes are made or action taken (such as name or address change).
          • Other letters of inconsequential subject matter or that definitely close correspondence to which no further reference will be necessary.
          • Chronological correspondence files.
          • Please note that copies of interoffice correspondence and documents where a copy will be in the originating department file should be read and destroyed unless that information provides reference to or direction to other documents and must be kept for project traceability.
        • Those pertaining to non-routine matters or having significant lasting consequences should generally be retained permanently.
    6. RETAINING PERSONAL INFORMATION

      • This section sets out the data retention policies and procedure of The Employer, which are designed to help ensure compliance with legal obligations in relation to the retention and deletion of personal information.
      • Personal information that is processed by The Employer for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
      • Without prejudice to the point immediately above, The Employer will usually delete personal data falling within the categories set out below at the date/time set out below:

        • Information about a computer and about visits to and use of this website (including an IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths:2 years.
        • Information provided when registering with our website (including email address): 2 years
        • Information provided when completing a profile on our website (including a name, gender, date of birth, interests and hobbies, educational details):2 years.
        • Information provided for subscribing to email notifications and/or newsletters (including a name and email address): Indefinitely or until the client chooses to ‘unsubscribe’
        • Information provided when using the services on the website, or that is generated during the use of those services (including the timing, frequency and pattern of service use): Indefinitely.
        • Information relating to any subscriptions made (including name, address, telephone number, email address and sector sought):2 years or until consent is withdrawn
        • Information posted to our website for publication on the internet: 5 years after post.
        • Information contained in or relating to any communications sent through the website (including the communication content and meta data associated with the communication): 2 years following contact.
        • Any other personal information chosen to be sent:2 years following contact.
      • Notwithstanding the other provisions of this section, The Employerwill retain documents (including electronic documents) containing personal data:

        • to the extent that The Employer is required to do so by law;
        • if The Employer believes that the documents may be relevant to any ongoing or prospective legal proceedings;and to establish, exercise, or defend The Employer’s legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
        • if explicit consent is given by the data subject. Consent is requested at least every 2 years from candidates seeking contract roles and at least every 12 months for candidates seeking permanent employment.
    7. ELECTRONIC DOCUMENTS

      • Electronic Mail: Not all email needs to be retained, depending on the subject matter.

        • All e-mail—from internal or external sources – is to be deleted after 12 months.
        • Staff will strive to keep all but an insignificant minority of their e-mail related to business issues.
        • The Employer will archive e-mail for 90 days after the staff has deleted it, after which time the e-mail will be permanently deleted.
        • Staff will take care not to send confidential/proprietary information held by The Employerto outside sources.
      • Electronic Documents: including Office 365 and PDF files, retention also depends on the subject matter.
      • The Employer does not automatically delete electronic files beyond the dates specified in this Policy. It is the responsibility of all staff to adhere to the guidelines specified in this policy.
      • In certain cases, a document will be maintained in both paper and electronic form. In such cases the official document will be the electronic document.
    8. INSURANCE RECORDS

      • Certificates issued to The Employer: Permanent
      • Claims Files (including correspondence, medical records, etc.): Permanent
      • Insurance Policies (including expired policies): Permanent
    9. LEGAL FILES AND PAPERS

      • Legal Memoranda and Opinions (including all subject matter files): 7 years after close of matter
      • Litigation Files:1 year after expiration of appeals or time for filing appeals
      • Court Orders: Permanent
    10. MISCELLANEOUS

      • Policy and Procedures Manuals – Original:Current version with revision history
      • Annual Reports:Permanent
    11. PERSONNEL RECORDS

      • Employee personnel records (including individual attendance records, application forms, job or status change records, performance evaluations, termination papers, withholding information, garnishments, test results, training and qualification records):6 years after separation
      • Employment contracts – Individual: 6 years after separation
      • Employment records correspondence with employment agencies and advertisements for job openings:3 years from date of hiring decision
    12. TAX RECORDS

      • General principle: The Employer must keep books of account or records as are sufficient to establish amount of gross income, deductions, credits, or other matters required to be shown in any such return.
      • These documents and records shall be kept for as long as the contents thereof may become material in the administration of state, and local income, franchise, and property tax laws.
      • Tax-exemption documents and related correspondence:Permanent
      • Tax bills, receipts, statements:7 years
      • Tax returns:Permanent
      • Sales/use tax records:7 years
      • Annual information returns:Permanent

Disciplinary and dismissal procedure policy

  1. POLICY STATEMENT

    1. The aim of the disciplinary procedure is to provide a framework within which managers can work with employees to maintain satisfactory standards of conduct and to encourage improvement where necessary.
    2. It is our policy to ensure that any disciplinary matter is dealt with fairly and that steps are taken to establish the facts.
  2. GENERAL PRINCIPLES

    1. This procedure does not apply to agency workers or self-employed contractors. It is for guidance only and does not form part of your contract of employment. This procedure does not apply to cases involving:

      • genuine sickness absence;
      • proposed redundancies; or
      • poor performance or capability.
    2. Minor conduct issues can normally be resolved informally between you and your manager. These discussions should be held in private and without undue delay whenever there is cause for concern. In some cases, an informal verbal warning may be given. Formal steps will be taken under this procedure if the matter is not resolved, or if informal discussion is not appropriate (for example, because of the seriousness of the allegation).
    3. Except in cases of gross misconduct, you would not normally be dismissed for a first act of misconduct. We will normally give you a warning and a chance to improve. We may not always apply this principle if your probationary period has not yet been completed.
    4. Any steps under this procedure should be taken promptly unless there is a good reason for delay. We may vary any time limits if it is reasonable to do so.
    5. If you have difficulty at any stage of the procedure because of a disability, you should discuss the situation with your manager or a member of the Human Resources department as soon as possible.
  3. CONFIDENTIALITY

    1. Our aim during an investigation or disciplinary procedure is to deal with matters sensitively and with due respect for the privacy of any individuals involved.
    2. All employees must treat as confidential any information communicated to them in connection with an investigation or disciplinary matter.
    3. You will normally be told the names of any witnesses whose evidence is relevant to disciplinary proceedings against you, unless, in our discretion, we believe that a witness’s identity should remain confidential.
    4. Witnesses must treat as confidential any information given to them in the course of an investigation, including the identity of any employees under investigation.
  4. INVESTIGATIONS

    1. The purpose of an investigation is for us to establish a fair and balanced view of the facts before deciding whether to proceed with a disciplinary hearing. This may involve reviewing any relevant documents, interviewing you and any witnesses, and taking witness statements.
    2. Investigative interviews are solely for the purpose of fact-finding and no decision on disciplinary action will be taken until after a disciplinary hearing has been held.
    3. You do not normally have the right to bring anyone to an investigative interview. However, we may allow you to bring a companion if it helps you to overcome a difficulty caused by a disability, or any difficulty in understanding English.
    4. You must cooperate fully and promptly in any investigation. This will include informing us of the names of any relevant witnesses, disclosing any relevant documents to us and attending any investigative interviews.
    5. The amount of investigation required will depend on the nature of the allegations and will vary from case to case.
  5. SUSPENSIONS

    1. In cases of alleged gross misconduct, we may need to suspend an employee from work while an investigation or disciplinary procedure is on-going. The suspension will be for no longer than necessary and we will confirm the arrangements to you in writing. While suspended you should not visit our premises or contact any of our clients, customers, suppliers, contractors, or employees, unless you have been authorised to do so by your line manager.
    2. Suspension of this kind is not a disciplinary sanction and does not imply that any decision has already been made about your case. You will continue to receive your full basic salary and benefits during the period of suspension.
  6. FORMAL DISCIPLINARY PROCEDURE

  7. WRITTEN INFORMATION

    1. Following any investigation, if we consider there are grounds for disciplinary action, we will inform you in writing of the allegations against you and the basis for those allegations. This will normally include:

      • a summary of relevant information gathered during the investigation;
      • documents which will be used at the disciplinary hearing; and
      • witness statements which will be used at the hearing, except where a witness’s identity is to be kept confidential, in which case we will give you as much information as possible while maintaining confidentiality.
    2. You will have a reasonable opportunity to consider this information before the hearing.
  8. DISCIPLINARY HEARING

    1. We will give you written notice of the date, time, and place of the disciplinary hearing, which will normally be held between two days and one week after you receive the written notice.
    2. The hearing will be chaired by your line manager. A member of Human Resources may also be present. You may bring a companion with you to the disciplinary hearing (see Right to be accompanied, below).
    3. You must take all reasonable steps to attend the hearing. Failure to attend a hearing without good reason may be treated as misconduct in itself. If you or your companion cannot attend at the time specified, you should inform us immediately and we will seek to agree an alternative time.
    4. The purpose of the disciplinary hearing is to review the evidence and to enable you to respond to any allegations that have been made against you. If you have a companion, he or she may make representations to us and ask questions but should not answer questions on your behalf. You may confer privately with your companion at any time during the hearing.
    5. It will not normally be necessary for witnesses to be questioned or cross-examined at the disciplinary hearing but, in exceptional cases, the manager responsible may decide in conjunction with Human Resources that a fair hearing could not be held otherwise.
    6. The disciplinary hearing may be adjourned if we need to carry out any further investigations. For example, we may decide to re-interview witnesses in light of any points that have been raised at the hearing. You will be given a reasonable opportunity to consider any new information obtained before the hearing is reconvened.
    7. As soon as possible following the disciplinary hearing, we will inform you in writing of our decision (including details of any misconduct that we consider you have committed, and the disciplinary sanction to be applied) together with the reasons for our decision. We will also inform you of your right of appeal. Where possible we will also explain this information to you in person.
  9. APPEALS

    1. If you wish to appeal you should do so in writing to your line manager’s line manager within one week of the date on which you were informed of the decision.
    2. We will give you written notice of the date, time, and place of the appeal hearing. This will normally be between two days and one week after you receive the written notice. In cases of dismissal the appeal will be held as soon as possible
    3. .

    4. Where practicable, the appeal hearing will be held by a manager who is senior to the person who conducted the disciplinary hearing. You may bring a companion with you to the appeal meeting.
    5. If you raise any new matters in your appeal, we may need to carry out further investigation prior to the appeal hearing. If any new information comes to light, we will provide you with the details. You will have a reasonable opportunity to consider this information before the hearing.
    6. Following the appeal, we may:
      • confirm the original decision; or
      • revoke the original decision; or
      • substitute a different disciplinary sanction.
    7. We will inform you in writing of our final decision as soon as possible after the appeal hearing. Where possible we will also explain this to you in person. There will be no further right of appeal.
    8. The date on which any dismissal takes effect will not be delayed pending the outcome of an appeal. However, if the appeal is successful, you will be reinstated with no loss of continuity or pay.
    9. Right to be accompanied:
      • You may bring a companion to any disciplinary or appeal hearings under this procedure. The companion may be either a trade union official or a colleague. You must tell your line manager who your chosen companion is, in good time before the hearing.
      • Acting as a companion is voluntary and employees are under no obligation to do so. Employees will be allowed reasonable time off from duties without loss of pay to act as a companion.
    10. If your choice of companion is unreasonable, we may ask you to choose someone else. For example, this may be the case:
      • if in our opinion your companion may have a conflict of interest or may prejudice the hearing; or
      • if your companion works at another site and someone reasonably suitable is available at the site at which you work; or
      • if your companion is unavailable at the time a hearing is scheduled and will not be available for more than five working days.
    11. We may, at our discretion, allow you to bring a companion who is not an employee or union official (for example, a member of your family) where this will help overcome a particular difficulty caused by a disability, or where you have difficulty understanding English.
  10. DISMISSALS AND DISCIPLINARY ACTION

    1. We aim to treat all employees fairly and consistently. Disciplinary action previously taken against other employees for similar misconduct will usually be taken into account but should not be treated as a precedent. Each case will be assessed on its own merits. Depending on the seriousness of the matter any of the following stages may be omitted.
    2. Stage 1: verbal warning

      • You may be given a verbal warning for a minor act of misconduct where you have no other active warnings on your disciplinary record.
      • The warning will set out the nature of the misconduct, the change in behaviour required and the likely consequences of further misconduct.
      • A record of the warning will be placed permanently on your personnel file and will remain active for six months from the date it is given, after which time it will normally be disregarded in deciding the outcome of future disciplinary proceedings. Your conduct may be reviewed at the end of this period and if it has not improved sufficiently, we may decide to extend the active period.
    3. Stage 2: first written warning

      • A first written warning will usually be given for:

        • first acts of misconduct where there are no other active warnings on your disciplinary record; or
        • minor misconduct where there is an active verbal warning on your record.
        • The warning will set out the nature of the misconduct, the change in behaviour required and the likely consequences of further misconduct.
        • The warning will be placed permanently on your personnel file and will remain active for six months from the date it is given, after which time it will normally be disregarded in deciding the outcome of future disciplinary proceedings. Your conduct may be reviewed at the end of this period and if it has not improved sufficiently, we may decide to extend the active period.
    4. Stage 3: final written warning

      • A final written warning will usually be given for:
        • misconduct where there is already an active written warning on your record; or
        • cases where there is no active written warning on file, but we consider that the misconduct is sufficiently serious to warrant a final written warning.
      • The warning will set out the nature of the misconduct, the change in behaviour required and the likely consequences of further misconduct.
      • The warning will be placed permanently on your personnel file and will normally remain active for 12 months or, if we decide that the matter is more serious, for a longer period. Your conduct may be reviewed at the end of this period and if it has not improved sufficiently, we may decide to extend the active period. After the active period it will normally be disregarded in deciding the result of future disciplinary proceedings. In exceptional cases verging on gross misconduct, a warning may remain active indefinitely.
    5. Stage 4: dismissal

      • We may decide to dismiss you in the following circumstances:
        • misconduct where there is an active final written warning on your record; or
        • gross misconduct regardless of whether you have received any previous warnings.
      • Gross misconduct will usually result in summary dismissal, that is, dismissal without notice or payment in lieu of notice. In cases not involving gross misconduct you will be given your full contractual notice period, or payment in lieu of notice.
      • As a guideline (and by means of illustration only) the following are examples of what may constitute gross misconduct:

        • Falsification of records such as Expense/Time Sheets, overtime claims, customer orders.
        • Theft, fraud or intent to defraud.
        • Extensive abuse of the Company’s facilities e.g. personal telephone calls, e-mail, Internet or postal service for personal use
        • Reckless or serious misuse of Company vehicle.
        • Falsification of information on appointment.
        • Sleeping on duty.
        • Rudeness to customers of the Company.
        • Viewing, downloading and copying of pornographic or other offensive material
        • Sending defamatory, abusive, sexist, or racist messages
        • Knowingly using Company systems to create and/or distribute viruses
        • Creating and/or distributing illegal copies of software
        • Hacking attacks on Company systems or third party systems
        • Disclosing Company passwords to access Company computers
        • Accepting a gift which could be construed as a bribe.
        • Sexual, racial or any other form of harassment.
        • Conviction for any serious criminal offence whilst an employee.
        • Wilful damage to the property of the Company or other employees.
        • Assault within the work place
        • Inability to work effectively due to the influence of alcohol or illegal drugs.
        • Unauthorised disclosures of confidential information.
        • Unauthorised absence.
        • Serious insubordination.
        • Breach of Health and Safety rules
        • Smoking
        • This list must not be regarded as exhaustive, but merely illustrative.
    6. Alternative sanctions short of dismissal

      • In appropriate cases we may consider some other sanction short of dismissal, such as:

        • demotion;
        • transfer to another department or job;
        • period of suspension without pay;
        • loss of seniority;
        • reduction in pay;
        • loss of future pay increment or bonus;
        • loss of overtime.
        • These sanctions may be used in conjunction with a written warning.

Equal opportunities policy

  1. EQUAL OPPURTUNITIES STATEMENT

    1. It is The Employer’s policy not to discriminate against its workers and/or employees because of their gender, marriage and civil partnership, sexual orientation, marital status, any gender reassignment, race, religion or philosophical belief, colour, nationality, ethnic or national origin, disability or age, pregnancy and maternity or trade union membership or the fact that they are a part-time worker or a fixed-term employee. The Employer will not tolerate discrimination by association and/or by perception and will not tolerate discrimination arising from disability. The Employer will not tolerate discrimination, because of any of the above grounds, of customers and/or clients in the provision of goods and services.
    2. The following paragraphs deal with the specific categories of workers and areas of work which we have identified as potentially giving rise to equal opportunities issues and provides more specific guidance on the parameters of our policy and approach to equal opportunities.
  2. TO WHOM DOES THIS POLICY APPLY?

    1. This policy applies to The Employer’s employees, whether permanent, temporary, or casual, part-time or on fixed-term contracts, and to individuals such as agency staff and consultants.
    2. In addition, all workers have a duty to act in accordance with this policy, and therefore to treat colleagues with dignity at all times, and not to discriminate against or harass other members of staff, whether junior or senior to them. The Employer will not tolerate any discriminatory practices or behaviour and any such conduct may be viewed as gross misconduct entitling The Employer to dismiss you summarily.
  3. PERSONNEL RESPONSIBLE FOR IMPLEMENTATION OF POLICY

    1. The Human Resources department has overall responsibility for the effective operation of this equal opportunities policy and for ensuring compliance with the relevant statutory framework prohibiting discrimination.
    2. All members of staff are responsible for the success of this policy and must ensure that they familiarise themselves with the policy and act in accordance with its aims and objectives.
  4. SCOPE AND PURPOSE OF POLICY

    1. The Employer will not unlawfully discriminate because of gender, sexual orientation, marriage and civil partnership, gender reassignment, race, religion or philosophical belief, colour, nationality, ethnic or national origin, disability or age, pregnancy and maternity, trade union membership, or part-time or fixed-term status (“Protected Characteristics”).
    2. This policy applies, without limitation, to the advertising of jobs and recruitment and selection; to training and development; opportunities for promotion; to conditions of service, benefits and facilities and pay; to health and safety and to conduct at work, to grievance and disciplinary procedures and to termination of employment including redundancy.
    3. You are also prohibited from harassing another employee and/or worker on any of the grounds under 4.1. Harassment is defined as any unwanted conduct, related to any of the Protected Characteristics set out in paragraph 4.1 above, that has the purpose or effect of violating your dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment. It is not the intention of the perpetrator that is important when considering whether harassment has taken place but your perception of the behaviour. Harassment can range from extremes such as violence to less obvious forms such as ignoring someone. Forms of harassment might include (without limitation):

      • Physical contact;
      • Bullying;
      • Unwelcome remarks about someone’s race or marital status or any other Protected Characteristic;
      • Persistent criticism;
      • Jokes, offensive language, gossip, lewd or suggestive comments;
      • Posters, obscene gestures, graffiti;
      • Isolation, non-co-operation, and exclusion from social activities;
      • Coercion for sexual favours;
      • Failure to safeguard personal confidential information;
      • Unnecessary body contact; threatened or actual assault or violence;
      • Deliberate exclusion from conversations or work activities because of any Protected Characteristic;
      • Display of “pin ups”, pornography, inflammatory or abusive literature or graffiti:
      • Using email or the internet for the purpose of bullying or making abusive or offensive remarks related to any Protected Characteristic.
    4. You should be aware that, as well as committing a disciplinary offence, an individual found to have discriminated against a fellow employee/worker in the course of their employment may be personally liable to compensate the victim. In addition, harassment for whatever reason may constitute a crime under the Protection from Harassment Act 1997 punishable by imprisonment and/or a fine.
  5. FORMS OF DISCRIMINATION

    1. Discrimination may be direct or indirect and it may occur intentionally or unintentionally. Direct discrimination occurs where someone is treated less favourably because they have one of the Protected Characteristics or are thought to have a Protected Characteristic as set out in paragraph 4.1 or because they associate with someone who has a Protected Characteristic.
    2. Indirect discrimination occurs when an unjustifiable requirement, condition or practice is imposed, apparently to all individuals, but has the effect that certain groups of individuals (who share a Protected Characteristic as set out in paragraph 4.1) cannot comply with it or are put at a particular disadvantage.
    3. Discrimination also includes victimisation (less favourable treatment because of action taken to assert legal rights against discrimination or to assist a colleague in that regard) and harassment.
  6. BREACHES OF THE POLICY

    1. If you believe that you may have been disadvantaged because of any of the Protected Characteristics listed at paragraph 4.1 (or for any other reason) you are encouraged to raise the matter through The Employer’s grievance procedure. If you believe that you may have been harassed because of any Protected Characteristic listed at paragraph 4.1 (or for any other reason), you are encouraged to raise the matter through our grievance policy. Allegations regarding potential breaches of this policy will be treated in confidence and investigated in accordance with the relevant procedure.
    2. Workers who make such allegations in good faith will not be victimised or treated less favourably as a result. False allegations of a breach in this policy, which are found to have been made in bad faith will, however, be dealt with under our disciplinary procedure and may result in summary dismissal on grounds of gross misconduct.
    3. The Employer will not tolerate retaliation against, or victimisation of any employee involved in bringing of a complaint of harassment or bullying under The Employer’s procedure. Such retaliation or victimisation will itself constitute a disciplinary offence, which may in appropriate circumstances lead to dismissal.
    4. If, after investigation, you are proven to have harassed any other worker or otherwise act in breach of this policy, you will be subject to disciplinary action. Such behaviour may constitute gross misconduct and, as such, may result in summary dismissal. The Employer will always take a strict approach to serious breaches of this policy.
    5. As this policy applies equally to The Employer workers’ relations with clients and suppliers, if, after investigation, you are proven to have discriminated against or harassed a client or supplier you will also be subject to disciplinary action.

Family friendly policies

Maternity leave and pay policy

  1. ELIGBILITY
    1. Maternity Leave
      • All Employees who are employees and provide the correct notice (see below), regardless of their
        length of service, are entitled to 52 weeks Maternity Leave. Payment is made either at the
        Maternity Allowance (MA) or the Statutory Maternity Pay (SMP) rate.
    2. Statutory Maternity Pay (SMP)
      • Employees with at least 26 weeks continuous service at the 15th week before the expected week of childbirth (known as the Qualifying Week or QW) and whose average earnings are at least as much as the lower earnings limit for National Insurance contributions qualify for SMP. It is the Company’s responsibility to determine whether or not an Employee qualifies for SMP.
      • SMP amounts to 6 weeks at 90% of your average salary plus 33 weeks at the lesser of (i) the
        Employee’s salary and (ii) the figure specified by the Department for Work and Pensions (please
        contact HR for further information).
      • Any maternity leave in excess of 39 week SMP period is unpaid (i.e., Additional Maternity Leave
        from week 40 up to the statutory maximum of 52 weeks).
      • SMP usually starts when you take maternity leave. However, your SMP will start automatically if
        you’re off work for a pregnancy-related illness in the 4 weeks before the week (Sunday to
        Saturday) that your baby is due.
    3. Maternity Allowance
      • Employees with less than 26 weeks continuous service by the Qualifying Week may be eligible to
        claim Maternity Allowance at the rate specified by the Department for Work and Pensions (and
        possibly other benefits) for the 26 weeks for Ordinary Maternity Leave. Further information is
        available through local social security offices or Jobcentres. Maternity Allowance must be
        claimed through the Benefits Agency.
  2. BENEFITS

    1. All benefits (except wage or salary) continue to accrue during your Maternity Leave.
  3. ANTENATAL CARE

    1. All pregnant Employees are entitled to reasonable time off for antenatal care. Antenatal care is not
      restricted to medical examinations but can also include relaxation classes and parent craft classes.
    2. Except for the first appointment, the Employee must be prepared to produce:
      • a certificate from a registered medical practitioner, registered midwife or registered health
        visitor confirming pregnancy; and
      • an appointment card or some other documentation showing that an appointment has been made.
  4. NOTICE OF INTENDED MATERNITY LEAVE START DATE

    1. Pregnant Employees will be required to inform their Line Manager of their intention to take maternity
      leave by the 15th week before the baby is due unless this is not reasonably practicable. The following
      information should be provided in writing:

      • confirmation of pregnancy;
      • the date the baby is expected to be born, (or the expected week of childbirth (“EWC”); and
      • when maternity leave is to start.
    2. A copy of the maternity certificate (Mat B1) must be enclosed with this letter, which would normally be
      signed by the GP or Midwife at some point following the 20th week of pregnancy. If necessary, a copy may
      be requested from the GP or Midwife, as this provides employer with formal confirmation of pregnancy.
    3. Employees have the right to alter the date maternity leave is to start, providing that they give at
      least 28 days’ notice (unless this is not reasonably practicable).
    4. The Employer will respond to requests to take maternity leave within 28 days, setting out the date on
      which the individual is expected to return to work based on her taking the full entitlement to maternity
      leave.
  5. EARLIEST START DATE

    1. The earliest date on which maternity leave can start is the 11th week before the expected week of childbirth (“EWC”).
    2. If a pregnant Employee is absent from work with a pregnancy related illness within 4 weeks of the start of the EWC, the maternity leave period will automatically commence on the first day of the absence. If the baby is premature and is born before the maternity leave period is due to commence, the maternity leave period will automatically start on the day the baby is born.
    3. Employees should inform their Line Manager, in writing, as soon as is reasonably practicable that any absence is wholly or partly due to pregnancy, in order to ensure that all relevant rights are preserved.
    4. If a pregnant Employee is absent from work within four weeks of the start of the EWC with a non-pregnancy related illness, maternity leave is unaffected and the normal sickness absence rules apply.
  6. KEEPING IN TOUCH DAYS (KIT)

    1. You will be allowed to work up to a maximum of 10 days without losing SMP. These days will be called Keeping in touch days (KIT). If you work more than 10 days, you will lose one week’s SMP for each week or part week that you work under your contract for the employer paying your SMP.
    2. KIT days will be paid at the rate specified on the Employees Contract of Employment.
    3. Any days that are worked do not have the effect of extending the total duration of the leave period. SMP is not affected and will continue to be paid out but will count towards the contractual pay.
  7. RETURN TO WORK

    1. We will assume that you will take all 52 weeks of your Statutory Maternity Leave. If you take the full
      52 weeks, you don’t need to give notice that you are coming back. However, we would encourage you to do
      so.
    2. Employees who wish to return to work at the end of the total maternity leave period (i.e., Ordinary plus
      Additional Maternity Leave) are not required to inform The Employer of their intention to do so. It will
      be assumed that, unless their Line Manager is informed otherwise, Employees intend to return from
      maternity leave at the end of the Additional Maternity Leave.
    3. Employees who wish to return to work at any time before the end of Ordinary Maternity Leave (or if they
      are entitled to it before the end of Additional Maternity Leave) must give 8 weeks written notice of the
      date on which they intend to return.
    4. If an Employee does not provide 8 weeks’ notice of her intention to return to work before the end of
      Ordinary or Additional Maternity Leave, The Employer may choose to delay the return to work until 8
      weeks’ notice has been given.
    5. Employees may not return to work for 2 weeks following childbirth.
    6. If an Employee is unable to return to work at the end of Additional Maternity Leave due to illness,
      normal sickness absence rules will apply.
  8. PROTECTION FROM UNFAIR TREATMENT

    1. All Employees have the right not to be subjected to unfair treatment as a result of pregnancy or because
      they have taken maternity leave. This right starts as soon as their Line Manager is informed of the
      pregnancy and lasts up until the end of maternity leave period.
  9. ANNUAL LEAVE

    1. Employees on maternity leave will continue to accrue annual leave.
  10. RETURNING TO WORK

    1. When returning to work after Ordinary Maternity Leave (the first 26 weeks of your Statutory Maternity
      Leave), you have a right to the same job and the same terms and conditions as if you hadn’t been away.
    2. This also applies when you come back after Additional Maternity Leave (the last 26 weeks of your
      statutory Maternity Leave). However, if it is not reasonably practical to return to your original job
      (for example, because the job no longer exists) you do not have the same right. In that case, you will
      be offered alternative work with terms and conditions.

Paternity leave and pay policy

  1. ELIGIBILITY

    1. What is paternity leave?
      • You might be eligible for:
        • 1 or 2 weeks paid Paternity Leave (“PL”)
        • up to 26 weeks paid Additional Paternity Leave (“APL”), if your child was due or placed
          for adoption before 5 April 2015
        • Shared Parental Leave (“SPL”), if your child was due or placed for adoption on or after
          5 April 2015 (see the Shared Parental Leave policy)
        • You can only take Additional Paternity Leave if your partner returns to work.
        • If your child was due or placed for adoption on or after 5 April 2015 you are not
          entitled to take APL.
    2. Qualifying for PL
      • You will qualify for PL if:
        • you are an employee;
        • you are the biological father of the child or spouse/civil partner/partner of the
          child’s mother or adopter;
        • you have or expect to have responsibility or main responsibility, for the child’s
          upbringing;
        • you are taking paternity leave to care for the child or support child’s mother or
          adopter in caring for the child;
        • have been employed continuously with The Employer for 26 weeks by the end of the
          qualifying week (“QW”) which is 15th weeks before the expected week of childbirth or
          notified by the Adoption Agency that they have been matched with a child; and
        • you give the correct notice (see below)
    3. Qualifying for APL
      • You will qualify for APL if, in addition to meeting the qualifying requirements of PL:
        • you remain employed with The Employer until the week before the first week of your APL
          and either
        • the child’s mother has been entitled to maternity leave, statutory maternity pay or
          maternity allowance in respect of her pregnancy and has returned to work; or
        • the child’s adopter has been entitled to adoption leave, statutory adoption pay in
          respect of the child’s adoption and has returned to work; and
        • you give the correct notice (see below)
    4. Statutory Paternity Pay
      • To be entitled to receive statutory paternity pay the Employee’s average weekly earnings in the
        8 weeks up to and including the 15th week before the expected week of confinement must exceed
        the lower earnings limit for National Insurance purposes.
      • If you are not entitled to statutory paternity pay a form will be issued from payroll explaining
        why not. This form can be used to apply for income support.
  2. RATES

    1. Statutory paternity pay shall be paid at the figure specified by the Department for Work and Pensions
      (please contact HR for further information) or at 90% of the Employee’s average salary if the amount is
      lower.
    2. In respect of statutory paternity pay during APL, the child’s mother or your co-adopter must have
      returned to work without having at least 2 weeks of their maternity allowance, statutory maternity pay,
      or statutory adoption pay left. Your entitlement to statutory paternity pay will equate to the number of
      weeks of remaining maternity allowance, statutory maternity pay or statutory adoption pay when the
      child’s mother or your co-adopter returned to work.
    3. Any Additional Paternity Leave taken after the end of your partner’s Statutory Maternity Pay, Maternity
      Allowance or Statutory Adoption Pay period is unpaid.
  3. DURATION

    1. For PL
      • An Employee may take one week or two consecutive weeks. Leave cannot start before the birth. You
        are not entitled to take two separate one week periods of leave or a period of leave that is
        less than one week.
      • A week is the same amount of days as an Employee normally works in a week. You receive the same
        amount of leave if your partner has multiple births.
      • PL can commence on any day after the child is born or placed for adoption and must be taken
        within 56 days of the child’s birth or placement. If the child is born prematurely, PL can be
        taken up to 56 days after the first day of the expected week of childbirth.
      • Employees are encouraged to discuss this with their Line Manager, but, in any event, The
        Employer will try to accommodate the Employee’s preference.
    2. For APL
      • (“APL”) can be taken as a minimum of 2 weeks up to a maximum of 26 weeks (depending on how much
        unused leave your partner has) if your partner has returned to work and must be taken in
        multiples of complete weeks and as one period.
      • APL must be taken in the period beginning 20 weeks after the child’s birth or placement and
        ending 12 months after that date of birth or adoption.
      • Employees are encouraged to discuss this with their Line Manager, but, in any event, The
        Employer will try to accommodate the Employee’s preference.
  4. NOTIFICATION

    1. For PL
      • Birth
        • The Employee’s Line Manager must be notified of an Employee’s intention to take PL no
          later than the 15th week before the expected week of childbirth. This should be done
          using the form SC3, available from payroll. The Employee must inform The Employer of:

          • the baby’s due date
          • when you want your leave to start (e.g., the day of the birth or the week after
            the birth)
          • if they want 1- or 2-weeks’ leave
        • Where such notification is not reasonably practicable, for example, where the child is
          born prematurely, the Employee should notify their Line Manager as soon as practicable.
        • You don’t have to give a precise date when you want to take leave (e.g., 1 February). Instead, you can give the general time (e.g., the day of the birth or 1 week after the birth).
      • Adoption
        • The Employee’s Line Manager must be notified within 7 days of being informed by the Agency that they have been matched with a child. This should be done using the form SC4, available from payroll. Where this is not reasonably practicable, for example, where a child is placed with an Employee at short notice, the Employee should notify their Line Manager as soon as reasonably practicable.
        • Employees should take particular care to ensure that the information contained in the forms is accurate.
      • Variation of Notice
        • An Employee can vary the date of commencement of PL provided that written notification is provided to their Line Manager 28 days before the date on which PL was originally intended to begin. Again, where the ircumstances mean that an Employee was not able to give this length of notice, the Line Manager should be notified of the variation as soon as reasonably practicable.
    2. For APL
      • Birth
        • The Employee’s Line Manager must be notified in writing of an Employee’s intention to
          take (“APL”) at least 8 weeks before you would like to start. The Employee must complete
          form SC7, available from payroll. The Employee must also give their Line Manager a
          written ‘mother declaration’ from the child’s mother detailing her return-to-work date
          and the amount of SMP (if applicable) and leave outstanding to her.
      • Adoption
        • The Employee’s Line Manager must be notified in writing of an Employee’s intention to take (“APL”) at least 8 weeks before you would like to start it. The Employee must complete from SC8 or SC9, available from payroll. The Employee must also give their Line Manager a written ‘adopter declaration’ from the child’s co-adopter detailing their return-to-work date and the amount of SMP (if applicable) and leave outstanding to them.
        • Within 28 days of receipt of your leave notice The Employer will request from you:
          • a copy of the child’s birth certificate; or
          • documentary evidence issued by the adoption agency that matched you with the child and confirms the name and address of the adoption agency, the date on which you were notified that you had been atched with child and the date the agency expected to place the child with you.
          • the name and address of the mother’s/adopter’s employer or business address if they are self-employed.
        • You have 28 days to provide The Employer with this information.
        • The Employer will write to confirm the start and finish dates of your APL within 28 days of receiving your leave notice form and the mother’s/adopter’s declaration.
      • Variation of Notice
        • An Employee can vary the start date and/or end date of their APL provided that written notification is provided to their Line Manager 6 weeks before the date on which their original APL was intended to begin. Again, where the circumstances mean that an Employee was not able to give this length of notice, the Line Manager should be notified of the variation as soon as reasonably practicable.
  5. CONTINUING TERMS AND CONDITIONS

    • When the Employee is on PL /APL they will continue to be:
      • entitled to the benefit of the terms and conditions of employment (excluding wages and salary) which would have applied had the employee not been absent; and
      • bound by any obligations arising under these terms and conditions that are not inconsistent with the right to take PLAPL.
  6. ANNUAL LEAVE

    • Employees on paternity leave will continue to accrue annual leave.
  7. KEEPING IN TOUCH DAYS (KIT)

    • You will be allowed to work up to a maximum of 10 days without losing statutory paternity pay. These
      days will be called Keeping in touch days (KIT). If you work more than 10 days, you will lose one week’s
      statutory paternity pay for each week or part week that you work under your contract for the employer
      paying your statutory paternity pay.
    • KIT days will be paid at the rate specified on the Employees Contract of Employment or as agreed with
      the Company.
    • Any days that are worked do not have the effect of extending the total duration of the leave period.
      Statutory paternity pay is not affected and will continue to be paid out but will count towards the
      contractual pay.
  8. RETURNING TO WORK
    • When you return to work after 26 weeks or less of PL and/or APL, you have a right to the same job and
      the same terms and conditions as if you hadn’t been away. This protection also applies where you take up
      to four weeks’ parental leave in addition to your Additional Paternity Leave.
    • Where you have taken more leave than this, you should also return to the same job with the same terms
      and conditions unless it is not reasonably practicable for you to return to your original job. You will
      then be offered suitable alternative work.
  9. LEAVE FOR ANTENATAL APPOINTMENTS
    • An Employee can take unpaid leave to accompany a pregnant woman to 2 antenatal appointments if they’re:
      • the baby’s father
      • the expectant mother’s spouse or civil partner
      • in a long-term relationship with the expectant mother
      • the intended parent (if you’re having a baby through a surrogacy arrangement)
    • The Employee can take up to 6 and a half hours per appointment.
    • You can apply for leave immediately if you’re a permanent employee. You’ll need to have been doing a job
      for 12 weeks before you qualify if you’re an agency worker.

Shared parental leave policy

  1. ABOUT THIS POLICY
    1. This policy outlines the arrangements for shared parental leave and pay in relation to the birth or
      adoption of a child.
    2. This policy applies to employees. It does not apply to agency workers or self-employed contractors.
    3. This policy does not form part of an Employee’s contract of employment and we may amend it at any time.
  2. FREQUENTLY USED TERMS
    1. The definitions in this paragraph apply in this policy.
    2. Expected week of childbirth (EWC): the week, beginning on a Sunday, in which the doctor or midwife
      expects your child to be born.
    3. Parent: One of two people who will share the main responsibility for the child’s upbringing (and who may
      be either the mother, the father, or the mother’s partner if not the father).
    4. Partner: your spouse, civil partner or someone living with you in an enduring family relationship, but
      not your sibling, child, parent, grandparent, grandchild, aunt, uncle, niece or nephew.
    5. Qualifying Week: the fifteenth week before the EWC.
  3. WHAT IS SHARED PARENTAL LEAVE?
    1. Shared parental leave (SPL) is a form of leave that may be available if your child is expected to be
      born (or placed for adoption) on or after 5 April 2015.
    2. It gives you and your partner more flexibility in how to share the care of your child in the first year
      after birth or adoption than simply taking maternity and paternity leave. Assuming you are both
      eligible, you will be able to choose how to split the available leave between you and can decide to be
      off work at the same time or at different times. You may be able to take leave in more than one block.
  4. ENTITLEMENT TO SPL
    1. You are entitled to SPL in relation to the birth or adoption of a child if:
      • you are the child’s mother, and share the main responsibility for the care of the child with the
        child’s father or with your partner;
      • you are the child’s father and share the main responsibility for the care of the child with the
        child’s mother; or
      • you are the mother’s partner and share the main responsibility for the care of the child with
        the mother (where the child’s father does not share the main responsibility with the mother).
    2. The following conditions must also be fulfilled:
      • you must have at least 26 weeks continuous employment with us by the end of the Qualifying Week,
        and still be employed by us in the week before the leave is to be taken;
      • the other parent must have worked (in an employed or self-employed capacity) in at least 26 of
        the 66 weeks before the EWC and had average weekly earnings of at least £30 during 13 of those
        weeks; and
      • you and the other parent must give the necessary statutory notices and declarations as
        summarised below, including notice to end any maternity leave, statutory maternity pay (SMP) or
        maternity allowance (MA) periods.
    3. The total amount of SPL available is 52 weeks, less the weeks spent by the child’s mother on maternity
      leave (or the weeks in which the mother has been in receipt of SMP or MA if she is not entitled to
      maternity leave).
    4. If you are the mother you cannot start SPL until after the compulsory maternity leave period, which
      lasts until two weeks after birth [or four weeks for factory workers].
    5. If you are the child’s father or the mother’s partner, you should consider using your two weeks’
      paternity leave before taking SPL. Once you start SPL you will lose any untaken paternity leave
      entitlement. SPL entitlement is additional to your paternity leave entitlement.
  5. OPTING IN TO SHARED PARENTAL LEAVE AND PAY
    1. Not less than eight weeks before the date you intend your SPL to start, you must give us a written
      opt-in notice giving:

      • your name and the name of the other parent;
      • if you are the child’s mother, the start and end dates of your maternity leave;
      • if you are the child’s father or the mother’s partner, the start and end dates of the mother’s
        maternity leave, or if she is not entitled to maternity leave, the start and end dates of any
        SMP or MA period;
      • the total SPL available, which is 52 weeks minus the number of weeks’ maternity leave, SMP or MA
        period taken or to be taken;
      • how many weeks of the available SPL will be allocated to you and how many to the other parent
        (you can change the allocation by giving us a further written notice, and you do not have to use
        your full allocation);
      • if you are claiming statutory shared parental pay (ShPP), the total ShPP available, which is 39
        weeks minus the number of weeks of the SMP or MA period taken or to be taken);
      • how many weeks of available ShPP will be allocated to you and how much to the other parent. (You
        can change the allocation by giving us a further written notice, and you do not have to use your
        full allocation);
      • an indication of the pattern of leave you are thinking of taking, including suggested start and
        end dates for each period of leave (see paragraph 9 and paragraph 10 for information on taking
        leave). This indication will not be binding at this stage, but please give as much information
        as you can about your future intentions; and
      • declarations by you and the other parent that you both meet the statutory conditions to enable
        you to take SPL and ShPP.
  6. ENDING YOUR MATERNITY LEAVE
    1. If you are the child’s mother and want to opt into the SPL scheme, you must give us at least eight
      weeks’ written notice to end your maternity leave (a curtailment notice) before you can take SPL. The
      notice must state the date your maternity leave will end. You can give the notice before or after you
      give birth, but you cannot end your maternity leave until at least two weeks after birth.
    2. You must also give us, at the same time as the curtailment notice, a notice to opt into the SPL scheme
      (see paragraph 5) or a written declaration that the other parent has given their employer an opt-in
      notice and that you have given the necessary declarations in that notice.
    3. The other parent may be eligible to take SPL from their employer before your maternity leave ends,
      provided you have given the curtailment notice.
    4. The curtailment notice is binding and cannot usually be revoked. You can only revoke a curtailment
      notice if maternity leave has not yet ended and one of the following applies:

      • if you realise that neither you nor the other parent are in fact eligible for SPL or ShPP, in
        which case you can revoke the curtailment notice in writing up to eight weeks after it was
        given;
      • if you gave the curtailment notice before giving birth, you can revoke it in writing up to six
        weeks after birth; or
      • if the other parent has died.
    5. Once you have revoked a curtailment notice you will be unable to opt back into the SPL scheme, unless
      paragraph 6.4(b) applies.
  7. ENDING YOUR PARTNER’S MATERNITY LEAVE OR PAY
    1. If you are not the mother, but the mother is still on maternity leave or claiming SMP or MA, you will
      only be able to take SPL once she has either:

      • returned to work;
      • given her employer a curtailment notice to end her maternity leave;
      • given her employer a curtailment notice to end her SMP (if she is entitled to SMP but not
        maternity leave); or
      • given the benefits office a curtailment notice to end her MA (if she is not entitled to
        maternity leave or SMP).
  8. EVIDENCE OF ENTITLEMENT
    1. You must also provide on request:
      • A copy of the birth certificate (or if you have not yet obtained a birth certificate, a signed
        declaration of the child’s date and place of birth); and
      • The name and address of the other parent’s employer (or a declaration that they have no
        employer).
  9. BOOKING YOUR SPL DATES
    1. Having opted into the SPL system, you must book your leave by giving us a period of leave notice. This
      may be given at the same time as the opt-in notice or later, provided it is at least eight weeks before
      the start of SPL.
    2. The period of leave notice can either give the dates you want to take leave or, if the child has not
      been born yet, it can state the number of days after birth that you want the leave to start and end.
      This may be particularly useful if you intend to take paternity leave starting on the date of birth and
      wish to take SPL straight afterwards.
    3. Leave must be taken in blocks of at least one week.
    4. If your period of leave notice gives a single continuous block of SPL, you will be entitled to take the
      leave set out in the notice.
    5. If your period of leave notice requests split periods of SPL, with periods of work in between, we will
      consider your request as set out in paragraph 10, below.
    6. You can give up to three period of leave notices. This may enable you to take up to three separate
      blocks of SPL (although if you give a notice to vary or cancel a period of leave this will in most cases
      count as a further period of leave notice; see paragraph 11) .
  10. PROCEDURE FOR REQUESTING SPLIT PERIODS OF SPL
    1. In general, a period of leave notice should set out a single continuous block of leave. We may be
      willing to consider a period of leave notice where the SPL is split into shorter periods with periods of
      work in between. It is best to discuss this with your manager and HR in good time before formally
      submitting your period of leave notice. This will give us more time to consider the request and
      hopefully agree a pattern of leave with you from the start.
    2. If you want to request split periods of SPL, you must set out the requested pattern of leave in your
      period of leave notice. We will either agree to the request or start a two-week discussion period. At
      the end of that period, we will confirm any agreed arrangements in writing. If we have not reached
      agreement, you will be entitled to take the full amount of requested SPL as one continuous block,
      starting on the start date given in your notice (for example, if you requested three separate periods of
      four weeks each, they will be combined into one 12-week period of leave). Alternatively, you may:

      • choose a new start date (which must be at least eight weeks after your original period of leave
        notice was given), and tell us within five days of the end of the two-week discussion period; or
      • withdraw your period of leave notice within two days of the end of the two-week discussion
        period (in which case the notice will not be counted and you may submit a new one if you
        choose).
  11. CHANGING THE DATES OR CANCELLING YOUR SPL
    1. You can cancel a period of leave by notifying us in writing at least eight weeks before the start date
      in the period of leave notice.
    2. You can change the start date for a period of leave by notifying us in writing at least eight weeks
      before the original start date and the new start date.
    3. You can change the end date for a period of leave by notifying us in writing at least eight weeks before
      the original end date and the new end date.
    4. You can combine split periods of leave into a single continuous period of leave by notifying us in
      writing at least eight weeks before the start date of the first period.
    5. You can request that a continuous period of leave be split into two or more discontinuous periods with
      periods of work in between. We will consider any such request as set out in paragraph 10.
    6. A notice to change or cancel a period of leave will count as one of your three period of leave notices,
      unless:

      • the variation is a result of your child being born earlier or later than the EWC;
      • the variation is at our request; or
      • we agree otherwise.
  12. PREMATURE BIRTH
    1. Where the child is born early (before the beginning of the EWC), you may be able to start SPL in the
      eight weeks following birth even though you cannot give eight weeks’ notice. The following rules apply:

      • If you have given a period of leave notice to start SPL on a set date in the eight weeks
        following the EWC, but your child is born early, you can move the SPL start date forward by the
        same number of days, provided you notify us in writing of the change as soon as you can. (If
        your period of leave notice already contained a start date which was a set number of days after
        birth, rather than a set date, then no notice of change is necessary.)
      • If your child is born more than eight weeks early and you want to take SPL in the eight weeks
        following birth, please submit your opt-in notice and your period of leave notice as soon as you
        can.
  13. SHARED PARENTAL PAY
    1. You may be able to claim Statutory Shared Parental Pay (ShPP) of up to 39 weeks (less any weeks of SMP
      or MA claimed by you or your partner) if you have at least 26 weeks’ continuous employment with us at
      the end of the Qualifying Week and your average earnings are not less than the lower earnings limit set
      by the government each tax year. ShPP is paid by employers at a rate set by the government each year.
    2. You should tell us in your period of leave notice(s) whether you intend to claim ShPP during your leave
      (and if applicable, for what period). If it is not in your period of leave notice you can tell us in
      writing, at least eight weeks before you want ShPP to start.
  14. OTHER TERMS DURING SHARED PARENTAL LEAVE
    1. Your terms and conditions of employment remain in force during SPL, except for the terms relating to
      pay.
    2. Annual leave entitlement will continue to accrue at the rate provided under your contract. If your SPL
      will continue into the next holiday year, any holiday entitlement that cannot reasonably be taken before
      starting your leave can be carried over [and must be taken immediately before returning to work unless
      your manager agrees otherwise]. You should try to limit carry over to one week’s holiday or less. Carry
      over of more than one week is at your manager’s discretion. Please discuss your holiday plans with your
      manager in good time before starting SPL. All holiday dates are subject to approval by your manager.
    3. If you are a member of the pension scheme, we will make employer pension contributions during any period
      of paid SPL, based on your normal salary, in accordance with the pension scheme rules. Any employee
      contributions you make will be based on the amount of any shared parental pay you are receiving unless
      you inform your line manager that you wish to make up any shortfall.
  15. KEEPING IN TOUCH
    1. We may make reasonable contact with you from time to time during your SPL although we will keep this to
      a minimum. This may include contacting you to discuss arrangements for your return to work.
    2. You may ask or be asked to work (including attending training) on up to 20 “keeping-in-touch” days (KIT
      days) during your SPL. This is in addition to any KIT days that you may have taken during maternity
      leave. KIT days are not compulsory and must be discussed and agreed with your line manager.
    3. You will be paid at your normal basic rate of pay for time spent working on a KIT day and this will be
      inclusive of any shared parental pay entitlement. Alternatively, you may agree with your line manager to
      receive the equivalent paid time off in lieu.
  16. RETURNING TO WORK
    1. If you want to end a period of SPL early, you must give us eight weeks’ written notice of the new return
      date. If have already given us three period of leave notices you will not be able to end your SPL early
      without our agreement.
    2. If you want to extend your SPL, assuming you still have unused SPL entitlement remaining, you must give
      us a written period of leave notice at least eight weeks before the date you were due to return to work.
      If you have already given us three period of leave notices you will not be able to extend your SPL
      without our agreement. You may instead be able to request annual leave or ordinary parental leave
      subject to the needs of the business.
    3. You are normally entitled to return to work in the position you held before starting SPL, and on the
      same terms of employment. However, if it is not reasonably practicable for us to allow you to return
      into the same position, we may give you another suitable and appropriate job on terms and conditions
      that are not less favourable, but only in the following circumstances:

      • if your SPL and any maternity or paternity leave you have taken adds up to more than 26 weeks in
        total (whether or not taken consecutively); or
      • if you took SPL consecutively with more than four weeks of ordinary parental leave.
    4. If you decide you do not want to return to work you should give notice of resignation in accordance with
      your contract.

Adoption leave and pay policy

  1. ELIGIBILITY
    1. To qualify, you must be:
      • To qualify for adoption leave you must be an employee;
      • be newly matched with a child by an approved adoption agency or local authority;
      • comply with notification requirements (see below); and
      • provide evidence of the adoption upon request.
    2. Adoption leave is a ‘day one’ right so employees no longer need to have 26 weeks’ continuous service to
      be eligible.
    3. Adoption leave and pay are not available in circumstances where a child is not newly matched for
      adoption, for example, where the Employee is a stepparent adopting an existing child of the family.
    4. Where a couple adopt jointly, only one partner may take adoption leave. Where an adoptive mother elects
      to take adoption leave, the adoptive father can, if eligible, take paternity leave and/or shared
      parental leave.
    5. Some surrogate parents are eligible for adoption leave. Further clarification can be provided upon
      request.
  2. TIME OFF
    1. The main adopter will be entitled to paid time off work (up to 6 hours per day) for up to five adoption
      appointments after they have been matched with a child/children. The secondary adopter will be entitled
      to unpaid time off work for up to two appointments.
  3. DURATION OF LEAVE
    1. All eligible Employees are entitled to 52 weeks Adoption Leave. The Employer will assume that the
      Employee will take their full entitlement (i.e., 52 weeks) unless notified to the contrary by the
      Employee. Adoption leave can start:

      • up to 14 days before the date the child starts living with you (UK adoptions)
      • when the child arrives in the UK or within 28 days of this date (overseas adoptions)
      • the day the child’s born or the day after (if you’ve used a surrogate to have a child)
  4. STATUTORY ADOPTION PAY (SAP)
    1. Employees on adoption leave will be entitled to receive SAP during Adoption Leave, where they have
      average weekly earnings of no less than the lower earnings limit for the payment of National Insurance
      contributions.
    2. SAP amounts to 6 weeks at 90% of salary plus 33 weeks at the lesser of (i) the Employee’s salary and
      (ii) the figure specified by the Department for Work and Pensions (please contact your Line Manager for
      further information).
    3. Any adoption leave in excess of 39 weeks SAP period is unpaid.
  5. FINANCIAL SUPPORT
    1. Employees who have average weekly earnings below the Lower Earnings Limit for National Insurance
      contributions do not qualify for SAP. They should contact their adoption agency, as they may be able to
      receive financial support. Financial support may be available through Housing Benefit, Council Tax
      Benefit or Tax Credits. Further information is available from the local Jobcentre Plus office or Social
      Security office.
  6. BENEFITS
    1. All benefits (except wages or salary) continue to accrue during Adoption Leave.
  7. NOTICE OF INTENDED ADOPTION LEAVE START DATE
    1. We encourage Employees to discuss with us their plan for adoption as soon as possible in order that we
      can discuss and endeavour to accommodate any time off work required. Adopting Employees will be required
      to notify their Line Manager of their intention to take adoption leave within no more than 7 days of
      being informed by the adoption agency that they have been matched with a child unless this is not
      reasonably practicable. The following information should be provided in writing:

      • the date on which the child is expected to be placed with the Employee; and
      • the date on which the Employee wishes their adoption leave to commence.
    2. A copy of the Matching Certificate from the adoption agency must be enclosed with this notification from
      the Employee as evidence of their entitlement to take adoption leave.
    3. Employees have the right to alter the date adoption leave is to start, providing that they give at least
      28 days’ notice (unless this is not reasonably practicable).
    4. The Employer will respond within 28 days to requests to take adoption leave, setting out the date on
      which the Employee is expected to return to work, based on the full entitlement to adoption leave being
      taken.
  8. KEEPING IN TOUCH DAYS (KIT)
    1. You will be allowed to work up to a maximum of 10 days without losing SAP. These days will be called
      Keeping in touch days (KIT). If you work more than 10 days, you will lose one week’s SAP for each week
      or part week that you work under your contract for the employer paying your SAP.
    2. KIT days will be paid at the rate specified on the Employees Contract of Employment.
    3. Any days that are worked do not have the effect of extending the total duration of the leave period. SAP
      is not affected and will continue to be paid out but will count towards the contractual pay.
  9. RETURN TO WORK
    1. Employees who wish to return to work at the end of the statutory adoption leave period are not required
      to inform the Company of their intention to do so. it will be assumed that, unless the Company is
      informed otherwise, Employees intend to return from adoption leave at the end of the 52 weeks.
    2. Employees who wish to return to work at any earlier time must give 8 weeks written notice of the date on
      which they intend to return.
    3. If an Employee does not provide 8 weeks’ notice of their intention to return to work The Employer may
      choose to delay the return to work until 8 weeks’ notice has been given.
  10. PROTECTION FROM UNFAIR TREATMENT
    1. All Employees have the right not to be subjected to unfair treatment (up to and including dismissal)
      because they have taken or requested adoption leave. If you consider you have been subject to any unfair
      treatment you are encouraged to implement the Company grievance procedure.
  11. ANNUAL LEAVE
    1. Employees on adoption leave will continue to accrue annual leave during the Adoption Leave period.
    2. Employees are expected to clear any existing annual leave balances prior to the start of adoption leave,
      as annual leave cannot be carried forward from one annual leave year to the next.
    3. There are different rules in the case of overseas adoptions which are not covered here. Further
      information can be provided upon request.

Other parental and dependant leave

  1. Employees that have worked for the Company continuously for at least 52 weeks and are parents of a child under
    the age of 18 years, are entitled to 18 weeks unpaid parental leave for each child, and which may, by agreement,
    be added to normal maternity, paternity, shared parental or adoption leave. Leave must be taken in blocks or
    multiples of one week, and no more than 4 week’s leave can be taken in any one year for any one child.
  2. All employees have the right to reasonable time off to deal with an emergency involving a dependant. This will
    usually be unpaid unless taken as holiday leave, but individual cases will be assessed on their merits.