9 - ‘People Strategy 2021-26’ - New and Revised HR&OD Policies
Renfrewshire Council · 23 April 2026
Back to Finance, Resources and Customer Services Policy Board — 23 April 2026 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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PUBLIC ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 23 April 2026 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: ‘People Strategy 2021-26’ - New and Revised HR&OD Policies ___________________________________________________________________ 1. Summary 1.1 As part of the on-going implementation of our People Strategy priorities ‘Our People Our Future 2021-2026’, approved by Members in March 2021, key work continues to be progressed by Officers in relation to our ongoing HR&OD Policy Review Plan. The review plan helps to improve the workplace culture and staff experience by creating the right conditions for change, to deliver future modernised and sustainable services. 1.2 Our revised HR&OD policies create the right supportive foundations to ensure they adequately empower and support the level of organisational development and embed the cultural change journey. The policy review has incorporated our values and a has clear focus on flexibility, health and wellbeing, equality, diversity, and inclusiveness. 1.3 The Council is committed to conducting its business with honesty and integrity, and it expects all employees to maintain high standards in accordance with the Council’s Code of Conduct for Employees. 1.4 The purpose of this report is to seek approval from Members to implement the revised policies attached in the following appendices: • Revised Whistleblowing Policy (Appendix 1). • Revised Recruitment Policy (Appendix 2). • Revised Parenting Leave and Pay Policy (Appendix 3).
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PUBLIC 1.5 The revisions are required as a result of the Employment Rights Act 2025, which received Royal Assent on 18 December 2025 and represents a significant reform of employment legislation. The Act introduces a range of new statutory rights and protections for workers, with its provisions being implemented on a phased basis through commencement regulations. While some measures took effect immediately or in early 2026, further provisions are due to come into force during 2026 and 2027. The revisions proposed in this report are necessary to ensure that Council policies and practices remain compliant as the Act’s provisions are progressively implemented. 1.6 Consultation has been undertaken with the recognised Trade Unions, and relevant feedback has been taken into account in shaping the revised policies. The policies have been modernised to reflect contemporary standards in style, presentation and language, and to support inclusive and best practice approaches. 1.7 Following approval from Members, Officers will review associated training modules on iLearn to support the implementation of the policies. The policies will be communicated to all managers and employees within the Council via the normal channels. __________________________________________________________________ 2. Recommendations 2.1 It is recommended that members: • Approve the revised Whistleblowing Policy at Appendix 1. • Approve the revised Recruitment Policy at Appendix 2. • Approve the revised Parenting Leave and Pay Policy at Appendix 3. __________________________________________________________________ 3. Background 3.1 The Council strives to create a healthy, open and inclusive working environment which enables all colleagues to carry out their roles in a safe and supportive way. This is important to maintain health and wellbeing which remains our top priority. 3.2 The Employment Rights Act 2025 will require a number of HR&OD Policies to be updated to reflect the legislative reforms being implemented from the Act. The Whistleblowing, Recruitment and Parenting Leave and Pay Policy have been reviewed to align with these reforms and best practice. 3.3 Section 4 of the report provides Members with a summary of each policy and key changes required. 3.4 Through implementing these policies, the Council will promote and encourage people to fully use all the supportive provisions available.
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PUBLIC 4 Revised Whistleblowing Policy 4.1 Whistleblowing is protected in law, providing safeguards for employees and workers who raise concerns in the public interest. 4.2 The revised Whistleblowing Policy sets out the Council’s approach to supporting employees and workers to raise concerns, in the public interest, about wrongdoing, malpractice or risks to health and safety. The policy promotes openness, accountability and a culture where concerns can be raised safely and appropriately, in line with the Council’s values and governance arrangements. 4.3 The Employment Rights Act 2025 introduced reforms to strengthen whistleblowing protections, including the explicit inclusion of disclosures relating to sexual harassment as qualifying protected disclosures when raised in the public interest. The Whistleblowing Policy has been updated to reflect this statutory change and to ensure that individuals who raise such concerns are protected from detriment or dismissal in accordance with the legislation. 5 Revised Recruitment Policy 5.1 To deliver the Council’s vision and values and respond effectively to the needs of Renfrewshire’s communities, the Council requires a skilled, adaptable and motivated workforce. This policy supports the attraction and recruitment of people who are committed to continuous improvement and capable of working in a dynamic and evolving public service environment. 5.2 As reported to Members within the annual progress update on the Council’s People Strategy ‘Our People, Our Future 2021–2026’ on 13 November 2025, the Council has committed to guaranteeing an interview for individuals from care-experienced backgrounds who meet the essential criteria for the role for which they are applying. This commitment is now embedded within the Recruitment Policy as a core element of the Council’s inclusive recruitment approach. 5.3 The policy strengthens the importance of robust pre-employment checks and sets out the Council’s statutory responsibilities in relation to right-to-work verification and safer recruitment and vetting practices, including the disclosure of unspent convictions where required. 5.4 Updated supporting guidance and the continued development of recruitment good practice will be made available to managers and employees to support the fair, inclusive and consistent application of this policy across the organisation.
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PUBLIC 6. Revised Parenting Leave and Pay Policy 6.1 The revised Parenting Leave & Pay Policy, provides information and awareness of the types of parenting leave and pay entitlements available for all employees with parenting responsibilities. It will offer flexibility to employees at particular stages of their lives and encourage the sharing of parenting responsibilities. 6.2 The Employment Rights Act 2025 introduced Day 1 rights to Paternity Leave and Parental Leave entitlements. The Parenting Leave and Pay Policy has been updated to reflect the Paternity Leave change. Statutory Paternity Pay still requires 26 weeks’ service. Parental leave is already a Day 1 right in the Council. 6.3 The revised policy also includes provision for Bereaved Partners’ Paternity Leave. This provides bereaved fathers and partners with an enhanced entitlement to paternity leave where the child’s mother or primary carer or adopter dies within the first year of the child’s life. Regulations made under the Act enable extended leave of up to 52 weeks, providing additional protection and support during exceptionally difficult circumstances. __________________________________________________________________ Implications of the Report 1. Financial - The Council’s ongoing financial sustainability is dependent on the ability of the Council to transform and modernise services. 2. People & Organisational Development – People & OD and Internal Audit will provide advice and guidance to managers and employees in the interpretation and application of these policies. 3. Community Planning – None. 4. Legal – The Council will meet its legislative and best practice requirements. 5. Property/Assets – None 6. Information Technology – As outlined in the report. 7. Equality & Human Rights The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report because for example it is for noting only.
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PUBLIC If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety - None. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact – None. 12. Climate Risk – None. 13. Children’s Rights – None. 14. Cosla Policy Position – None. _____________________________________________________ List of Background Papers _________________________________________________________________ Author Eddie Simpson, Strategic Lead Partner (Organisational Development) eddie.simpson@renfrewshire.gov.uk
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1 PUBLIC Appendix 1 Issue Number: 3 Issue Date: 04/26 Review Date: 04/28 This document is available in alternative formats on request. For all Council employees. Whistleblowing Policy
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2 PUBLIC CONTENTS 1. Introduction 3 2. Purpose and Aims 3 3. Scope of policy 3 4. What is whistleblowing? 3 5. Procedure for Raising a Whistleblowing Concern 4 6. Raising a Whistleblowing Concern to Elected Members 5 7. Sexual Harassment Disclosures 6 8. Confidentiality and Anonymity 6 9. External disclosures 6 10. Protection and Support for Whistleblowers 7 11. False Reporting 7 12. Responsibility and Training 7 13. Monitoring and Review 8 14. Contacts 8 VERSION CONTROL Version Date Details of Review/Revisals made Next Review date 1 January 2023 Drafting of new policy to reflect current legislative requirements [February 2025] 2 April 2026 Drafting of revised to reflect legislative requirements [April 2028]
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3 PUBLIC 1. Introduction 1.1 The Council is committed to conducting its business with honesty and integrity, and it expects all employees to maintain high standards in accordance with the Council’s Employee Code of Conduct. Part of that is creating an open and supportive working environment where employees feel able to speak up about any suspected wrongdoing. This Policy details our process for dealing with Whistleblowing. 1.2 This Policy has been agreed and implemented following consultation with the recognised Trade Unions. 2. Purpose and Aims 2.1 The purpose of this Policy is to provide a mechanism for employees of the Council and other workers within the Council as detailed in section 3.1 of the policy, to report a concern which they have about serious wrongdoing or malpractice within the Council. It draws on the rights and obligations contained within the Employment Rights Act 1996, the Employment Rights Act 2025, the Public Interest Disclosure Act 1998 and the Enterprise and Regulatory Reform Act 2013. 2.2 The aims of this policy are: (a) To encourage employees and other workers within the Council to report suspected wrongdoing as soon as possible, in the knowledge that their concerns will be taken seriously and investigated as appropriate, and that their confidentiality will be respected. (b) To provide employees and other workers with guidance as to how to raise those concerns. (c) To reassure employees and other workers that they should be able to raise genuine concerns without fear of reprisals, even if they turn out to be mistaken. 3. Scope of policy 3.1 This Policy covers all Council’s employees, workers, officers, consultants, contractors, volunteers, casual workers and agency workers. 4. What is whistleblowing? 4.1 Whistleblowing is the disclosure of information which relates to suspected malpractice, wrongdoing or dangers at work. This may include: • Criminal activity; • Failure to comply with any legal or professional obligation or regulatory requirements; • Miscarriages of justice; • Danger to health and safety; • Damage to the environment;
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4 PUBLIC • Information tending to show any matter falling within any one of the preceding paragraphs has been, is being or is likely to be deliberately concealed; • Sexual harassment disclosures. 4.2 A “whistleblower” is a person who raises a genuine concern relating to any of the above. If you have any genuine concerns related to suspected malpractice, wrongdoing or danger affecting any of the Council’s activities (a whistleblowing concern) you should report it under this Policy. 4.3 Whistleblowing does not cover less serious matters, such matters should be raised by an employee to their line manager. An employee’s concerns about their own employment which should be addressed in accordance with the relevant HR policy, for example the Council’s Grievance Procedure or Respect at Work Policy, as appropriate. 4.4 If an employee or other worker is uncertain whether something is within the scope of this Policy they should seek advice from the Whistleblowing Officer, whose contact details are at the end of this Policy. 5. Procedure for Raising a Whistleblowing Concern 5.1 An employee or other worker wishing to raise a matter that is covered by the categories covered in this Policy should: (a) Contact the appropriate designated officer in the employing Service in the Council. The Designated Officers are those identified in Annex 1 to this Policy. The concern should be raised, preferably, in writing and to avoid any doubt, should be preferably described as a “Whistleblowing Concern”. (b) Call the Confidential Whistleblowing Hotline. (c) Completing the online form at www.renfrewshire.gov.uk, search for ‘Whistleblowing Policy’. 5.2 Employees within the Renfrewshire Health and Social Care Partnership can access the National Whistleblowing Standards in relation to NHS Services. Further information can be obtained from Chief Officer and accessed here. 5.3 Where a whistleblowing concern is made directly to a line manager, the line manager should immediately forward details of the concern to the Designated Officer. 5.4 Any whistleblowing concern received in accordance with paragraph 5.1 above, will be sent to the Designated Officer (set out in Annex 1 of this Policy). If a whistleblowing concern is made which alleges wrongdoing by a Designated Officer, then that concern should be made directly to the Chief Executive. In the event the whistleblowing concern relates to the Chief Executive then that concern should be made directly to the Council’s Monitoring Officer. Once a whistleblowing concern has been submitted, the Designated Officer (or
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5 PUBLIC nominated officer in their absence) will acknowledge receipt as soon as possible and within a maximum of 5 working days. 5.5 At this stage of the process, it is important that both parties maintain confidentiality where that is required to ensure that the matter can be dealt with in the appropriate way, avoid prejudice and protect individual rights. 5.6 The whistleblowing concern will then be considered and a decision taken as to whether, and in what way, the matter should proceed. 5.7 Should the Designated Officer decide not to take any action you will be notified and given the reason(s) for this decision. 5.8 If the Designated Officer decides that further action is required based on your whistleblowing concern, then you will be notified of this decision and the likely timescale. 5.9 Once the matter has been concluded and the appropriate action taken in response to your concern, you will be informed, subject to confidentiality being maintained, as required. 5.10 Under the terms of this Policy, you may seek a progress update from the Designated Officer regarding the status of your concern, although it must be understood that the response may have to be qualified in order to protect other interests. 5.11 Whilst the Council cannot guarantee the outcome you are seeking, the Council will try to deal with your concern fairly and in an appropriate way. By using this Policy, you can help the Council achieve this. 5.12 If you are not satisfied with the way your whistleblowing concern has been dealt with, you can raise this with the Chief Executive. 6 Raising a Whistleblowing Concern to Elected Members 6.1 Where an Elected Member is approached by an employee or other worker as set out in section 3 above in connection with a whistleblowing concern covered under this Policy, the Elected Member should encourage that individual to raise their concern in accordance with this Policy. 6.2 In cases where an Elected Member receives a whistleblowing concern, they shall send it directly to the Whistleblowing Officer who will then process it in line with this policy. 6.3 Elected Members must not investigate any whistleblowing concerns themselves.
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6 PUBLIC 7. Sexual Harassment Disclosures 7.1 The Employment Rights Act 2025 explicitly recognises sexual harassment as a category of wrongdoing that can form the basis of a protected whistleblowing disclosure. This means that where an employee or other worker reasonably believes that their disclosure about sexual harassment is made in the public interest, they will be protected from detriment and, where applicable, unfair dismissal under whistleblowing law. This update removes previous ambiguity by adding sexual harassment directly to the statutory list of protected matters, thereby strengthening legal protections and supporting greater confidence for workers to raise such concerns through whistleblowing channels. 8 Confidentiality and Anonymity 8.1 The Council hopes that all employees or other workers will be able to raise whistleblowing concerns openly under this Policy. However, if an employee or other worker wishes to raise their concern confidentially, the Council will try to ensure that their identity remains anonymous. If it is necessary for anyone investigating the employee or other worker’s concern to know their identity, then this will be discussed directly with them. 8.2 The Council does not encourage employees or other workers to raise concerns anonymously. Proper investigation may be more difficult or impossible if the Council cannot obtain further information. It is also more difficult to establish whether any allegations are credible. Employees or other workers who are concerned about possible consequences if their identity is revealed should raise this with the Designated Officer and appropriate measures may be taken to preserve confidentiality. An employee or other worker can seek advice from the Council’s whistleblowing hotline or Protect, the independent whistleblowing charity, who offer a confidential helpline (details are set out below). 9. External disclosures 9.1 The aim of this Policy is to provide an internal mechanism for reporting, investigating and remedying any wrongdoing in the workplace. It is expected that the internal mechanisms outlined in this Policy will be used and with confidence. If, however, there is genuine cause to believe that an internal disclosure to one of the identified officers would not be appropriate for particular reasons, it is accepted that a disclosure to an external regulator may be protected. It will very rarely, if ever, be appropriate to alert the media and employees and other workers are strongly encouraged to report concerns through this Policy and its internal mechanisms. 9.2 The independent whistleblowing charity, Protect, operates a confidential helpline. They also have a list of prescribed regulators for reporting certain types of concern. Their contact details are at the end of this Policy. 9.3 Whistleblowing concerns usually relate to the conduct of the Council’s employees, but they may sometimes relate to the actions of a third party, such as a customer, supplier or service provider. In some circumstances the law will
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7 PUBLIC protect you if you raise the matter with the third party directly. However, the Council encourages its employees and other workers to report such concerns internally first. An employee or other worker should contact the Whistleblowing Officer for guidance regarding this. 10. Protection and Support for Whistleblowers 10.1 It is understandable that whistleblowers are sometimes worried about possible repercussions. The Council encourages openness and transparency and will support employees and other workers who raise genuine concerns under this policy, even if they turn out to be mistaken. Employees and other workers raising concerns under this Policy will be protected, provided that the concern is made in the reasonable belief that it is in the public interest. 10.2 Employees and other workers raising a concern under this policy must not suffer any detrimental treatment as a result of raising the concern. Detrimental treatment includes dismissal, disciplinary action, harassment, victimisation or other unfavourable treatment connected with raising a concern. If you believe that you have suffered any such treatment, you should inform the Whistleblowing Officer immediately. If the matter is not remedied, you should raise it formally using the Council’s Grievance Procedures or Respect at Work Policy. 10.3 An employee or other worker must not threaten or retaliate in any way against another individual raising a whistleblowing concern. Any employee or other worker involved in such conduct may be subject to disciplinary action under the Council’s Disciplinary Procedures. In addition, where an employee or other worker has been subjected to a detriment by another employee, they could be personally liable for their own conduct. 11. False Reporting 11.1 There may be instances when a concern is submitted, based on reasonable belief by an employee or other worker that something is wrong at a particular time, which is subsequently demonstrated to be false or inaccurate. In such circumstances, they will be informed of the discrepancy between their concern and the facts at hand. Provided that the Council is satisfied that the employee or other worker had a reasonable belief that such a situation should be reported, no further action will be taken. 11.2 If an employee or other worker has deliberately raised a concern that they know to be untrue or unfounded this may lead to a disciplinary investigation and disciplinary action taken against them. 12. Responsibility and Training 12.1 Internal Audit has overall responsibility for this policy and for reviewing the effectiveness of actions taken in response to concerns raised under this policy. The Whistleblowing Officer will maintain a register of concerns raised and the outcomes, as required. The Whistleblowing Officer (or other delegated officer)
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8 PUBLIC will present an annual report to the Audit, Risk and Scrutiny Board detailing the number of whistleblowing complaints received and actions taken by the Council. This annual report will be anonymised to protect confidentiality. 12.2 The Designated Officers must provide information regarding any concerns received to the Whistleblowing Officer. Regular updates and information about outcomes of any investigations must be provided to the Whistleblowing Officer to allow them to maintain the register of concerns. 12.3 The Designated Officers must ensure that all managers and other staff who may deal with concerns or investigations under this Policy receive regular and appropriate training. 13. Monitoring and Review 13.1 This Policy will be reviewed regularly and in line with any legislative and/or organisational changes. The recognised trade unions will be consulted on any future changes to this Policy. 14. Contacts Whistleblowing Officer Chief Auditor (or delegated officer) whistleblowingofficer@renfrewshire.gov.uk Monitoring Officer Head of Corporate Governance mark.conaghan@renfrewshire.gov.uk Renfrewshire Council’s external auditors Azets 0141 567 450 Whistleblowing hotline Available Monday-Thursday from 9am to 4.45pm and Friday 9am to 3.55pm 0300 300 1314 whistleblowingofficer@renfrewshire.gov.uk Protect (Independent whistleblowing charity) The Green House 244-254 Cambridge Heath Road London E2 9DA Telephone: 020 3117 2520 Email: whistle@protect-advice.org.uk Website: www.protect-advice.org.uk
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9 PUBLIC Annex DESIGNATED OFFICERS TO WHOM WHISTLEBLOWING CONCERNS MAY BE REPORTED Alan Russell – Chief Executive Gordon McNeil – Director of Environment, Housing and Infrastructure Alastair MacArthur – Director of Finance and Resources Janie O’Neill – Director of Children’s Services Billy McClean – Chief Officer of the Renfrewshire Health and Social Care Partnership
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1 PUBLIC Appendix 2 For all Council employees. Local recruitment procedures are in place for Chief Officers and Teachers. Recruitment Policy Issue Number: 3 Issue Date: 02/26 Review Date: 02/28 This document is available in alternative formats on request.
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2 PUBLIC Contents Page Number 1. Introduction 3 2. Purpose of the Policy 3 3. Scope 3 4. Responsibilities 4 5. Recruitment Principles 4 6. Statutory Right to Work Checks 5 7. Declaration of Unspent Convictions 6 8. Supporting Renfrewshire’s Communities 6 9. Recruitment Training 6 10. The Equality Act and the Public Sector Equality Duty 6 11. Recruitment Complaints 7 12. Conflict of Interest 7 13. Confidentiality 7 14. Equality and Human Rights Impact Assessment 7 15. Monitoring and Review 8
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3 PUBLIC 1. Introduction 1.1 The Council is committed to attracting, selecting and appointing the best people to deliver high-quality services for our communities. We will recruit and retain a workforce of the highest calibre and recognise that a diverse workforce, bringing together different perspectives, experiences, values and backgrounds, enhances organisational effectiveness and decision-making. As an equal opportunities employer, we are committed to fostering an inclusive and fair recruitment culture where everyone feels valued, respected and able to perform at their best. 1.2 Recruitment and selection decisions will be based solely on merit. All candidates will be given a fair and equitable opportunity to demonstrate their skills, experience and potential, regardless of any protected characteristic, in line with relevant equality legislation. 1.3 The Council will provide clear guidance and support for both managers and candidates to ensure this policy is applied consistently and transparently, promoting best practice in inclusive and effective recruitment. 2. Purpose of The Policy 2.1 The purpose of this policy is to provide a robust, consistent and transparent framework for the recruitment and selection of employees across the Council. It is designed to support services and managers to attract, assess and appoint the most suitable candidates in a fair, inclusive and lawful manner. 2.2 This policy aims to: • Ensure recruitment and selection decisions are objective, evidence-based and made on merit. • Promote fair, consistent and effective recruitment practices across all Council services. • Embed the Council’s equality, diversity and inclusion commitments throughout all stages of the recruitment and selection process. • Ensure compliance with all relevant employment and equality legislation and reflect recognised best practice. • Support the development and sustainability of a skilled, diverse and high-performing workforce capable of meeting current and future service delivery needs. 3. Scope 3.1 The principles of this policy apply to all potential candidates and existing employees. Separate local procedures apply when recruiting the Chief Executive, Chief Officers, and Teaching staff. We also have separate procedures in place for volume recruitment. 3.2 This policy applies to the recruitment of posts that are permanent, temporary, fixed term or casual/sessional. Services must ensure that any other partner
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4 PUBLIC agencies acting on behalf of the Council for the purposes of recruitment resources or shared recruitment campaigns apply the principles in this policy. 4. Responsibilities 4.1 All Managers, Elected Members, People & OD, Customer and Business Services and the Trade Unions all have a part to play in ensuring the principles of this policy are applied effectively. 5. Recruitment Principles 5.1 Vacancies will be advertised online, but we will provide and accept applications in accessible formats where necessary. We can offer alternative, accessible versions of the application form in formats such as large print, braille, audio, Easy Read, and other languages if required. 5.2 Prior to advertising, a vacancy must exist in the organisational structure, with a job-evaluated, current job description and person specification available. 5.3 An organised panel interview will assess a candidate’s suitability. Selection will be based on the essential and desirable criteria of the person specification. Panels will use structured scoring against the criteria and will record reasons for decisions. Other relevant assessment tools may also be used (appropriate to the post being advertised). 5.4 We are a Disability Confident employer and guarantee an interview to all candidates with disabilities who meet the essential criteria for the job. 5.5 We will consider any reasonable adjustments throughout the recruitment process to support and promote a positive and inclusive recruitment experience. Advice on reasonable adjustments should be sought from People & OD. 5.6 As part of the commitment to #KeepThePromise, we will guarantee an interview to all candidates who are care-experienced and meet the essential criteria for the job. 5.7 All candidates will be given reasonable information about what to expect in advance regarding application format and assessment tools. 5.8 If you are currently working with us and on the redeployment register, you will normally be given the opportunity to note interest in jobs before they are advertised. If successful, the post will not be advertised. 5.9 We will obtain a record of each candidate’s employment history and explore any gaps with the candidate. 5.10 All necessary pre-employment checks (for example, references, right to work, appropriate vetting) must be completed before any successful candidate commences employment with us.
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5 PUBLIC 5.11 For posts where a criminal record check is required, this will be detailed in the job advertisement and pack. Only successful candidates will be asked to give details of their criminal record in line with legislation. 5.12 Where a former employee has received voluntary redundancy or voluntary early retirement, we will not normally re-employ or re-engage them for a period of 2 years from the date of leaving. 5.13 Where a candidate gives inaccurate or misleading information or withholds relevant information, this may be considered grounds for withdrawing a job offer if a reasonable explanation is not provided. If the candidate has already been appointed, we may take disciplinary action up to and including dismissal if a reasonable explanation is not provided. 5.14 Where a candidate is a former employee who was dismissed by us, we will be entitled to review and consider the circumstances of the dismissal when deciding whether to select the candidate for interview, and/or recruit. This will also apply if the candidate resigned before the outcome of a disciplinary hearing or investigation into an allegation of gross misconduct. 5.15 All candidates will be assessed in line with our competencies, vision, and values. 5.16 We will issue a contract of employment to candidates on the first day of being appointed to the Council. We aim to appoint candidates within a maximum period of 4-5 weeks after the preferred candidate is notified. For job roles that have shorter notice periods, we will try where possible to have contracts sent within a 2-week period. 5.17 After the offer of employment is accepted, your personal data, for example your personal email address or mobile number, may be used to share important updates or information with you to improve communication and engagement. You may opt out of this at any point. 6. Statutory Right to Work Checks 6.1 Vacancy Managers must ensure statutory right to work checks have been completed before employment starts. All recruitment and vetting evidence will be retained in line with data protection requirements. 6.2 Where criminal record checks are required, this will be stated in the advert and pack. Only the successful candidate will be asked to provide relevant details, and only where lawful and proportionate. 6.3 For regulated roles involving children and/or protected adults, under the Disclosure Scotland Act, PVG scheme membership is a legal requirement. Services must follow Disclosure Scotland guidance and the Council’s safer recruitment procedures.
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6 PUBLIC 6.4 We will not ask about spent convictions unless an applicable legal exception applies. Where disclosure is requested, we will consider the information received from Disclosure Scotland and assess its relevance to the role before making any decision. 7. Declaration of Unspent Convictions 7.1 Applicants must disclose any unspent convictions during the recruitment process, as required under the Rehabilitation of Offenders Act 1974. The Council may consider this information when assessing suitability for a role, ensuring that any decision is fair, proportionate, and directly relevant to the position’s responsibilities. Failure to declare unspent convictions when asked may result in withdrawal of an offer or termination of employment if discovered later. 7.2 Convictions that will never be spent, will be considered on a case-by-case basis. Appointment may be refused where the nature and severity of the offence are relevant to the job role, and where appointment would pose an unacceptable and significant risk to the Council, including the potential for reputational harm. Hiring mangers seek advice from People & OD and Legal Services for any such cases. 8. Supporting Renfrewshire’s Communities 8.1 We are committed to supporting local business growth and tackling unemployment in Renfrewshire and will therefore participate in all the Council’s local employability initiatives and national government initiatives as part of the recruitment process to assist with training opportunities and creating jobs for disadvantaged or disengaged groups across Renfrewshire. We remain fully committed to collaborating with schools, colleges, and universities, promoting our employment opportunities and various career pathway routes into employment through apprenticeships, traineeships, and internship programmes. 9. Recruitment Training 9.1 If involved in the recruitment process, you must ensure you have received training on the Council’s Recruitment Policy. The Chair of the Recruitment Panel must be assured all panel members have received training prior to any recruitment activities being undertaken. 10. The Equality Act and the Public Sector Equality Duty 10.1 The Equality Act 2010 and the Public Sector Equality Duty requires us to gather evidence and use equality monitoring information from applicants to help ensure we take all reasonable steps to eliminate possible discrimination. Your equality monitoring data will be anonymised and will help us to ensure our recruitment practices are fair and reasonable and understand the impact our recruitment processes have on applicants from different equality groups. We will investigate reasons for any disproportionate trends in the recruitment
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7 PUBLIC information and will consider, where appropriate, using positive action and targeted recruitment to better perform the equality duty and encourage applications from underrepresented groups for posts within the Council. 10.2 Where requested, reasonable adjustments to the recruitment process will be considered to ensure that no candidate is disadvantaged because of their disability or any other protected characteristic. 11. Recruitment Complaints 11.1 Applicants who consider they have been unfairly treated in the application of this policy, may submit a complaint to the Head of People & OD for consideration. 12. Conflict of Interest 12.1 Recruitment panel members must declare any personal relationship with a candidate, including family connections or close relationships outside of work. Where such a conflict exists, the panel member may be required to withdraw from the recruitment and selection process to ensure fairness and transparency. 13. Confidentiality 13.1 We will treat all information on application forms confidential and restrict access to this information to those involved directly in the recruitment process and its administration. 13.2 Information relating to the recruitment process and activities should be recorded, maintained, and processed confidentially and securely by the relevant Service, HR & OD and Customer and Business Services. Any information recorded and maintained will be used only to monitor the effectiveness of this policy. 13.3 Information processed may include paper or electronic records and will be done so in line with Data Protection Laws, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and any enactment thereunder or amendment thereto. 13.4 The recruitment process and decisions arising from it must be documented and documentation held securely for at least 6 months. 14. Equality and Human Rights Impact Assessment 14.1 This policy has been equality impact assessed in line with the Council’s obligation to comply with the Equality Act 2010.
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8 PUBLIC 15. Monitoring and Review 15.1 This policy will be reviewed regularly and in line with any legislative changes and best practice relating to recruitment activities. The recognised trade unions will be consulted on any future changes to this policy.
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1 [PUBLIC Appendix 3 Issue Number: 3 Issue Date: 04/26 Review Date: 04/28 This document is available in alternative formats on request. For all Council employees excluding Teachers. Parenting Leave and Pay Policy Supporting parents to get the balance right
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2 [PUBLIC Contents Page Number 1. Introduction 3 2. Purpose of the policy 3 3. Scope 4 4. Responsibilities 4 5. Ante-natal Leave and Pay 4 6. Maternity, Adoption and Surrogacy Leave and Pay 4 7. Maternity, Adoption and Surrogacy Support Leave and Pay 6 8. Paternity Leave and Pay 6 9. Shared Parental Leave and Pay 7 10. Parental Leave 7 11. Neonatal Care Leave and Pay 8 12. Parental Bereavement Leave 8 13. Bereaved Partner’s Paternity Leave (BPPL) 8 14. Additional Supportive Leave 9 15. Redeployment Rights 9 16. Confidentiality 10 17. Equality and Human Rights Impact Assessment 10 18. Monitoring and Review 10
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3 [PUBLIC 1. Introduction 1.1 We are working to be the most supportive, caring and inclusive employer we can be. We want to provide you with a workplace where you feel safe, valued and listened to, a place where you will have a good experience each day and feel supported to achieve your own goals and aspirations, helping you to reach your full potential. We want to support you with parenting responsibilities to achieve a better balance between your life inside and outside of work. 1.2 Wherever you are employed in the Council, the work you carry out every day matters to the communities and colleagues we serve, and without it, we cannot deliver essential services to our communities or achieve our Council vision and values. 1.3 The Parenting Leave Policy is designed to offer you support and flexibility at particular stages in your life, encouraging shared parenting responsibilities between both parents and supporting the Council to address its gender pay gap priorities. 1.4 This policy covers leave and pay provisions relating to: • Ante-natal. • Maternity, Adoption and Surrogacy • Paternity • Shared Parental Leave • Parental Leave • Neonatal Care • Parental Bereavement 1.5 Depending on the type of leave and pay entitlements, requests approved will be pro-rated in line with your working hours/work pattern. For example, if you only work on Mondays and Tuesdays, then one week of leave is 2 days. 1.6 To ensure fair, inclusive and consistent implementation of this policy, including eligibility criteria, pay rates as well as requesting and approval processes, supporting guidance will be available on the Council’s intranet and from the People & OD Team. 2. Purpose of the Policy 2.1 The purpose of the policy is to outline the Council’s parenting leave and pay provisions available to the workforce, which supports and encourages our people to share parenting responsibilities. 2.2 The policy aims to: • Support employees who have parenting responsibilities and help them achieve a better balance between working and parenting commitments;
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4 [PUBLIC • Provide information and raise awareness of the different types of parenting leave available in the Council, eligibility criteria and the associated pay rates; • Meet all legislative employment requirements and demonstrate best practice; • Apply fair, inclusive and consistent requesting and approval processes; • Support the Council’s workforce planning, and gender pay priorities. 2.3 This policy complements other Council policies such as Flexible Working, Supportive Leave, Pregnancy Loss, Respect at Work, and Equality & Diversity. 3. Scope 3.1 This policy applies to all Council employees, excluding Teaching staff where separate procedures are in place. Advice and guidance on this and other leave provisions are available from the People & Organisational Development (OD) team. 4. Responsibilities 4.1 Managers, Elected Members, People & OD, Customer and Business Services and the Trade Unions all have a part to play in ensuring the principles of this policy are applied effectively. Responsibilities are outlined in the Parenting Leave and Pay Supporting Guidance. 5. Ante-natal Leave and Pay 5.1 Antenatal leave is available to employees, which allows pregnant employees and the father, partner or intended parent, the ability to request reasonable paid time off to attend ante-natal care appointments including parentcraft and dental. You can request this leave using Business World. 6. Maternity, Adoption and Surrogacy Leave and Pay 6.1 You are entitled to take up to 52 weeks Statutory Maternity Leave or Adoption Leave from day one of your employment. 6.2 You do not have to take 52 weeks Maternity Leave however the mother is required by law to take the first 2 weeks leave after the baby is born. This is called Compulsory Maternity Leave. 6.3 Maternity and Adoption leave is made up of: • 26 weeks Ordinary Maternity Leave or Ordinary Adoption Leave (OML/OAL) and; • 26 weeks Additional Maternity Leave or Additional Adoption Leave (AML/AAL).
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5 [PUBLIC 6.4 If you have 26 weeks or more continuous service at the 15th week before Expected Week of Childbirth/Expected Week of Adoption (EWC/EWA), you will receive Occupational Maternity Pay or Ordinary Adoption Pay (OMP/OAP) and Statutory Maternity Pay or Statutory Adoption Pay (SMP/SAP) at the following rates: • Week 1-6 6 weeks at 90% of a week’s pay, including SMP where eligible. • Week 7-18 12 weeks at 50% of a week’s pay plus the lower rate of SMP provided earnings do not exceed normal pay. • Week 19-39 21 weeks at the SMP rate. • Week 40-52 Unpaid 6.5 If you have less than 26 weeks continuous service at the 15th week before the EWC/EWA, you will not be eligible for either OMP/OAP or SMP/SAP. However, you may be entitled to receive up to 39 weeks of Maternity Allowance or Adoption Allowance payable by the Government. 6.6 If you are a surrogate or intended parent and apply for a parental order in respect of the child within 6 months of the birth, and you expect the order to be granted, you are entitled to take leave in line with the maternity, adoption and Surrogacy leave and pay provisions at section 6.4 above. 6.7 Payments made by the Council during Maternity Leave or Adoption Leave which are over and above your statutory entitlement are made on the understanding that you will return to employment with the Council for a period of at least 3 months. SMP/SAP payments made to you would not be recovered. 6.8 You should inform your line manager that you are pregnant as soon as you are happy to do so and no later than the 15th week before the EWC/EWA. At this time, a maternity risk assessment for new and expectant mothers will be completed by your line manager. 6.9 You should request Maternity Leave on Business World and attach the required documentation such as your MATB1 form, Matching Certificate and /or Parental Order, when available. 6.10 During your Maternity or Adoption Leave, you can choose to work up to 10 days which can worked in agreement with your line manager throughout the year. These are called Keeping in Touch (KIT) days. The hours you work on an agreed KIT day will be paid at your normal rate of pay. This will not affect your statutory entitlements. 6.11 We are a Breastfeeding Friendly Scotland employer. We support and encourage colleagues who wish to continue to breastfeed or express milk in the
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6 [PUBLIC workplace (including milk to be donated). We will encourage flexible arrangements so that you can breastfeed and will provide suitable facilities so you can express milk and store it. We will raise awareness of the facilities available at work locations. You should discuss any requirements should you feel comfortable to do so with your line manager. 7. Maternity, Adoption and Surrogacy Support Leave and Pay 7.1 Maternity, Adoption and Surrogacy Support Leave of up to a maximum of 1 weeks’ paid leave (pro-rated) can be requested by fathers, partners, or intended parents who have less than 26 weeks continuous service with the Council or around the time of the birth or adoption placement/match. In addition, Maternity, Adoption and Surrogacy Support Leave of up to a maximum of 1 weeks’ paid leave will also be available to request for a nominated carer of an expectant mother, adopter, or intended parent at or around the time of the birth or adoption placement/match. This will enable nominated carers to assist in the care of the child and provide support to the mother, primary adopter, or intended parent. 7.2 You may take this leave during the period from 1 week before the EWC/EWA and up to 3 weeks after the birth, match, or placement for adoption. 7.3 When you request Maternity, Adoption and Surrogacy Support Leave you must provide your line manager with evidence that you are a nominated carer for the child. This evidence must be either confirmation from your GP or a birth certificate confirming the child’s date of birth and a declaration from the person you are supporting. Leave will only be approved once this evidence is provided. 7.4 Maternity, Adoption and Surrogacy Support Leave is not available to fathers, partners or intended parents who access paid Paternity Leave provisions. 8. Paternity Leave and Pay 8.1 If you are responsible for your child’s upbringing and wish to take time off work to care for your child or support the primary adopter of your child, you are entitled to Statutory Paternity Leave. 8.2 You must provide notice to take paternity leave from your first day of employment with the Council as soon as reasonably practicable. You can request up to a maximum of 4 weeks Paternity Leave. Paternity Leave is unpaid during the first 26 weeks of your employment. 8.3 If you have 26 weeks continuous service with the Council at the start of the 15th week before the EWC/EWA and are either: • A biological father; • A partner or husband who is not the baby’s biological father; • A mother’s female partner or civil partner in a same sex couple; • A partner/husband/wife of a person adopting a child; • A partner/civil partner of a person adopting a child;
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7 [PUBLIC • the intended parent (if you are having a baby through a surrogacy arrangement); You can request up to a maximum of 4 weeks paid Paternity Leave. 8.4 You will be paid at 100% of a weeks’ pay for the first week, followed by 3 weeks paid at 90% of a weeks’ pay (including SPP). This can be taken consecutively or in separate one-week blocks at any point in the first 12 months following the birth of your child or after placement for adoption. You get the same amount of leave even if you have more than one child, for example, twins. 8.5 You will need to provide 4 weeks’ notice for each period of paid Paternity Leave and submit your request on Business World. You can vary the dates if you give at least 4 weeks’ notice of the variation. We recognise that notice periods for Adoption Leave will vary due to the inherent fluctuations in the adoption process. 8.6 You can take paternity leave after a period of shared parental leave. 9. Shared Parental Leave and Pay 9.1 Shared Parental Leave allows eligible mothers, fathers, partners, and adopters to choose how to share time off work after their child is born or when placed with them for adoption. This provides you with more flexibility in how to share the care of your child in the first year following birth or adoption. You can decide to be off work at the same time as your partner and/or take it in turns to have periods of leave to look after your child. You can share up to 50 weeks of leave and up to 37 weeks of pay between you and your partner. 9.2 To be eligible for Shared Parental Leave, both parents must meet the requirements set out in the Supporting Guidance. Shared Parental Leave will be paid in line with the Council’s current Maternity and Adoption Pay provisions. 9.3 During your Shared Parental Leave, you can choose to work up to 20 days. These are called Shared Parental Leave in Touch (SPLIT) days, which can be worked in agreement with your line manager throughout the year. The hours you work on an agreed SPLIT day will be paid at your normal rate of pay. This will not affect your statutory provisions. 9.4 You may also take Statutory Paternity Leave with pay if you have already taken Shared Parental Leave and pay. 10. Parental Leave 10.1 Parental Leave is an additional entitlement and allows parents to request up to 18 weeks’ unpaid leave, per child up to their 18th birthday, to look after their child’s welfare. You can request up to a maximum of 4 weeks’ unpaid parental leave for each child in a 12-month period. You must take parental leave as whole weeks, for example, 1 week or 2-week blocks and you can request this leave using Business World.
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8 [PUBLIC 11. Neonatal Care Leave & Pay 11.1 Neonatal Care Leave is available to support you if your child is receiving or has received neonatal care within the first 28 days after the day of their birth and for a continuous period of at least 7 days. This leave is available from day one of your employment. 11.2 You are entitled to request 1 weeks’ leave for every 7 days your child spends in neonatal care up to a maximum of 12 weeks leave. This leave can be used within the first 68 weeks of your child’s birth but not at the same time as any other leave you may be taking such as Maternity Leave. 11.3 If you have 26 weeks or more continuous service with the Council you will receive Statutory Neonatal Care Pay throughout the leave period. If you have less than 26 weeks continuous service, you will not be eligible for Statutory Neonatal Care Pay. 11.4 You can request this leave using Business World. 12. Parental Bereavement Leave 12.1 Losing a child is an unimaginable trauma. Parental Bereavement Leave is available to you if you lose a child under the age of 18 or suffer a stillbirth after 24 weeks of pregnancy. This leave is available from day one of your employment. Your manager will also provide you with any additional support or assistance you may need. We will continue our journey to improve the workplace experience by creating an environment where our people who have experienced trauma can feel safe and have a sense of control to re-engage and return to productivity. 12.2 You are entitled to 2 weeks leave and this can be taken as a single block or as 2 separate weeks within 56 weeks of the date of the death or stillbirth. This leave is in addition to any other leave you may take and should not be taken at the same time. 12.3 If you have 26 weeks or more continuous service with the Council you will receive Statutory Parental Bereavement Pay throughout the leave period. If you have less than 26 weeks continuous service, you will not be eligible for Statutory Parental Bereavement Pay. 13. Bereaved Partner’s Paternity Leave (BPPL) 13.1 The right to take BPPL applies where the primary carer dies and is intended to support continuity of care for children in highly distressing circumstances. 13.2 In the event of bereavement (where the child’s mother or primary adopter dies in childbirth, or within 12 months of birth or placement for adoption), the bereaved father or partner is entitled to statutory Bereaved Partner’s Paternity Leave from day one of employment.
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9 [PUBLIC 13.3 The father of the child or partner of the deceased will be entitled to take up to 52 weeks' unpaid leave before the child's first birthday (provided they have the main responsibility for the child’s upbringing and are taking the BPPL to care for the child). If, however, the child’s primary carer dies 20 weeks after childbirth, the employee will only be entitled to 32 weeks’ leave. 13.4 BPPL usually starts and ends within the same 52-week period following the child’s birth or adoption. There is a limited exception to this where the bereavement occurs less than 14 days before the end of the 52-week period. In those circumstances, the employee may take up to 14 days’ BPPL. 13.5 Employees may work up to ten “keeping in touch” days during leave, by agreement, without bringing the leave to an end. 13.6 If the child dies, bereaved fathers/partners can remain on paternity leave for up to 8 weeks within the 52-week period, if they have not taken BPPL before the child’s death. 13.7 Employees will benefit from extended enhanced redundancy protection (mirroring protections available to those taking maternity leave). Similar rights are provided for those who have adopted a child. They are also entitled to return to the job or in some circumstances, to a suitable alternative job. 14. Additional Supportive Leave 14.1 You can request a period of unpaid supportive leave, up to a maximum of 1 year to support any of the above leave provisions. 14.2 Your Head of Service may approve unpaid supportive leave if your service is able to cover the duties of your post, without serious disruption to the service or significant financial cost. 14.3 You can request this in writing to your Head of Service explaining the reasons for the request and the requested start and end date. 14.4 Additional leave may be available in line with other Council policies to support the above leave provisions. 15. Redeployment Rights 15.1 We will prioritise offers of suitable alternative employment to a wider range of employees where their roles no longer exist as part of a service review. Those who are away from work because they are on maternity, adoption or shared parental leave, already have this right. Under the regulations this right extends to cover the following: • Pregnant employees - From the date you inform your manager that you are pregnant, until your maternity leave starts, or where the pregnancy ends and you are not entitled to maternity leave, until two weeks after • the end of the pregnancy.
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10 [PUBLIC • On maternity or adoption leave - For 18 months from the date of birth or the date of placement for adoption. • On shared parental leave – For 18 months from the date of birth or the date of placement for adoption, when taking a period of at least 6 weeks continuous leave. When taking less than 6 weeks continuous leave or discontinuous leave, the protected period will end on the last day of each period of leave taken. 16 Confidentiality 16.1 Information relating to Parenting Leave and Pay provisions will be recorded, maintained and processed confidentiality and securely by your service, line manager, People & OD and relevant partners. Information will not be divulged to any third parties without your written consent. 16.2 Information processed may include paper or electronic records and will be done so in line with Data Protection Laws, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and any enactment thereunder or amendment thereto.” 17 Equality and Human Rights Impact Assessment 17.1 This policy has been impact assessed in line with the Council’s obligation to comply with the Equality Act 2010 and the Public Sector Equality Duty. 18 Monitoring and Review 18.1 This policy will be reviewed regularly and in line with any legislative and organisational changes. The recognised trade unions will be consulted on any future changes to this policy.