8 - People Strategy 2021-26 - New and Revised HR OD Policies
Renfrewshire Council · 17 November 2022
Back to Finance, Resources and Customer Services Policy Board — 17 November 2022 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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1 ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 17 November 2022 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: ‘People Strategy 2021-26’ - New and Revised HR&OD Policies ___________________________________________________________________ 1. Summary 1.1 In March 2021, Members approved the Council’s new People Strategy: ‘Our People Our Future 2021-2026’. The immediate priorities of this strategy were to focus primarily on supporting the workforce in the response to and recovery from COVID19. Longer-term it will support the continuation of the council’s transformation plans, ensuring we can adapt our ways of working to meet the challenges of the future. It aims to improve the workplace culture and staff experience by creating the right conditions for change, to deliver future modernised and sustainable services. 1.2 A key project identified within the strategy was the HR&OD Policy Review Plan. This committed officers to review all existing HR&OD policies to better support new ways of working as the Council emerged from the challenges of the pandemic. New and revised HR & OD policies will create the right supportive foundations to ensure they adequately empower and support the level of organisational and cultural change required. This policy review has incorporated our values and a has clear focus on flexibility, health and wellbeing, equality, diversity and inclusiveness. 1.2 The purpose of this report is therefore to seek approval from members to implement the four policies attached in Appendices 1-4. These include: Revised Recruitment Policy (Appendix 1) New Menopause Policy (Appendix 2)
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2 Revised Managing Absence Policy (Appendix 3) New Pregnancy Loss Policy (Appendix 4) 1.3 Consultation has taken place with the Trade Unions and Services and feedback has informed the development of these policies. All policies have been modernised and are updated in line with best practice, our values and employment legislation. 1.4 Following approval from Members, a detailed set of procedures will be finalised in conjunction with the trade unions to support the implementation of these policies. In addition, some changes will be required to the ERP system as will updated training for managers. These developments are being designed now. These policies will be fully implemented the next few months and by no later than end of March 2023. These will also 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 new and revised HR&OD Policies at appendices 1-4. __________________________________________________________________ 3. Background 3.1 The Council strives to create a healthy and inclusive working environment which supports all employees to better balance their work and home commitments. Employee health, development and wellbeing remains our top priority. 3.2 The Council recognises that employees today have an increased need for a better work experience and a desire for more flexibility and self-control around work life balance, particularly when it comes to sharing parenting and family responsibilities. Accommodating changes to working arrangements and supporting personal commitments will help us to continue attracting and retaining key talent whilst continuing to provide a modern and efficient service to the residents of Renfrewshire. 3.3 Through the implementation of these policies, the Council will promote and encourage employees to fully utilise all the supportive provisions available. 4 New and Revised HR&OD Policies 4.1 Revised Recruitment Policy - Our Council of the future requires a highly skilled, flexible, adaptive, and motivated workforce committed to driving continuous improvement to achieve the Council’s vision and values and meet the needs of Renfrewshire’s communities.
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3 The revised Recruitment Policy (Appendix 1) provides the Council’s statement of intent for recruitment, outlining its recruitment principles to attract the right people, for the right jobs, with the right skills, knowledge, and competencies. 4.2 The Council will strive to reach out to all community groups through its recruitment campaigns and targeted activities to attract a wide and diverse talent pool. Appointments will be made on merit and best fit with the Council’s organisational competencies, goals and values whilst meeting best practice and legislative requirements. Supporting guidance and development in recruitment good practice will be made available for managers and employees to support the fair, inclusive and consistent implementation of this policy. 4.3 The key changes in the policy are: A five-week target for completing pre-employment checks to appoint people following an offer of employment. One reference only required for internal, cross-service area appointments. More emphasis on being an inclusive employer and creating a positive journey for all during the recruitment process. Integration of the Council’s employability programmes, supporting alternative routes into employment. Aligning to Audit Scotland ‘Managing Early Departures’ principles, employees who leave the Council on VR/VER will not be re-employed after they have chosen to leave the Council’s employment within 1 year. 4.4 New Menopause Policy - the Council recognises that its workforce is diverse with female employees accounting for approximately three quarters of the workforce. Menopause is a natural life occurrence affecting people in many ways. The Council recognises that symptoms of menopause, predominantly in women can have a detrimental impact on their mental and physical health. The policy will aim to support women and raise awareness of what menopause is and supports managers and colleagues when the symptoms impact on someone within the workplace. 4.5 The policy provides up to a maximum of 5 days leave with pay relating to: Seeking support and advice from healthcare professionals or other organisations such as a specialist nurse or GP. Attending related appointments for example, in relation to skin and/or hair changes or a sexual health clinic to discuss contraception. Recovering from some of the more serious effects of menopause. 4.6 Managing Absence Policy - The health, safety and wellbeing of our employees remains the Council’s top priority as we continue to recover from the covid pandemic and settle into new and different ways of working.
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4 4.7 Over the years we have implemented a range of successful initiatives to reduce absence levels and improve well-being at work, but we need to do more, we need to do things differently and work more closely with our trade union colleagues and partners to improve well-being. This policy aims to improve our culture of wellness, inclusiveness, and continuous improvement and sets out our expectations for people to attend work and our intention to take all reasonable supportive steps to minimise the impact current sickness absence has on our services, communities. 4.8 The key changes in the policy are: One process to support short and long term absences. Applying supportive early intervention strategies such as moving to day 1, 2 & 3 employee absence contacts, replacing the current day 1, 4 and 7 contact procedures. New absence review points, replacing current absence triggers to help manage short term, sporadic absences. A phased return to work of up to 4 paid weeks in any calendar year following a period of absence. Removal of leave abatement, ensuring staff can take all leave they have accrued while off sick. 4.9 Pregnancy Loss Policy – the Council is committed to the Miscarriage Association’s Pregnancy Loss Pledge enhancing the support to those who experience pregnancy loss including providing paid time off to parents at any stage. 4.10 This policy will enhance our inclusive working environment, through supporting the workforce and their partners back to work following pregnancy loss by showing compassion, flexibility, practical and emotional support in all circumstances. Pregnancy loss includes miscarriage, ectopic or molar pregnancy (loss of a pregnancy before 24 weeks gestation). 4.11 It is proposed that up to 2 weeks’ paid leave will be approved for someone who experiences pregnancy loss from day 1 of employment with the Council. __________________________________________________________________ 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. HR & Organisational Development - As outlined in the report. 3. Community Planning – None. 4. Legal – None
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5 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. 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 - As outlined in the report. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact – None. 12. Cosla Policy Position – None. 13. Climate Risk – None. _________________________________________________________ List of Background Papers None _________________________________________________________________ Author: Raymond Cree, Organisational Development and Workforce Planning Manager. raymond.cree@renfrewshire.gov.uk
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1 Issue Number: 2 Issue Date: 11/22 Review Date: 11/24 This document is available in alternative formats on request For all council employees. Local recruitment procedures are in place for the Chief Officers and Teachers. Recruitment Policy
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2 Contents Page Number 1. Introduction 3 2. Purpose of the Policy 3 3. Scope 3 4. Responsibilities 3 5. Recruitment Principles 3 6. Supporting Renfrewshire’s Communities 5 7. Recruitment Training 5 8. The Equality Act and the Public Sector Equality Duty 5 9. Recruitment Complaints 5 10. Conflict of Interest 5 11. Confidentiality 6 12. Equality and Human Rights Impact Assessment 6 13. Monitoring and Review 6
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3 1 Introduction 1.1 The Council is committed to attracting the best candidates and recruiting the highest calibre of employees. As an equal opportunities’ employer, we recognise the benefits that a diverse workforce with different values, beliefs, experience, and backgrounds brings. We are committed to building an inclusive recruitment culture where all people feel valued, included, and able to be at their best. 1.2 All candidates will be given the opportunity to demonstrate their ability regardless of any protected characteristic. 1.3 We will provide guidance for managers and candidates which will support this policy. 2 Purpose of The Policy 2.1 The purpose of this policy is to support services to manage all recruitment activities effectively through the provision of a fair and transparent process. 2.2 The policy aims to: Appoint and retain our workforce of the future based on merit. Apply fair and consistent recruitment practices across the Council. Embed our equality, diversity, and inclusion agenda throughout our recruitment processes. Meet all legislative employment requirements and demonstrate best practice. 3 Scope 3.1 The principles of this policy apply to all potential candidates and existing employees. Separate local guidance procedures are in place for the recruitment of the Chief Executive, Chief Officers and Teaching staff which must be applied when recruiting to these employee groups. 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 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, HR & 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 All candidates will be encouraged to apply online, but we will provide and accept applications in accessible formats where necessary. We can offer alternative versions of the application form in formats such as large print, braille, and audio.
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4 5.2 Prior to advertising a vacancy there must be a post in the organisational structure with a job-evaluated, current job description. The job description and person specification will be available for candidates. 5.3 There will be an organised panel interview to assess a candidate’s suitability against the essential and desirable criteria requirements of the job. 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 and 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 HR & OD. 5.5 All candidates will be given reasonable information about what to expect in advance regarding application format and assessment tools. 5.6 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. 5.7 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. 5.8 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 1 year from the date of leaving. 5.9 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. 5.10 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. 5.11 All candidates will be assessed in line with our competencies, vision, and values. 5.12 We will obtain a record of each candidate’s employment history and explore any gaps with the candidate. All necessary pre-employment checks must be completed before any successful candidate commences employment with us. 5.13 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 from being notified as the preferred candidate. For job roles that generally have shorter notice periods, we will try where possible to have contracts sent within a 2-week period.
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5 5.14 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 Supporting Renfrewshire’s Communities 6.1 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 working with schools, colleges, and universities, promoting our employment opportunities and various career pathway routes into employment through apprenticeships, traineeships, and internship programmes. 7 Recruitment Training 7.1 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. 8 The Equality Act and the Public Sector Equality Duty 8.1 The Equality Act 2010 and the Public Sector Equality Duty requires us to gather evidence and use equality data from applicants to ensure we take all reasonable steps to eliminate possible discrimination. Equality monitoring helps us to ensure our recruitment practices are fair and reasonable, and to understand the impact our recruitment processes have on applicants from different equality groups. We will investigate reasons for any disproportionate trends in the recruitment 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. 8.2 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. 9 Recruitment Complaints 9.1 If an applicant considers they have been unfairly treated in the application of this policy, a complaint can be made to the Head of People & OD to investigate the matter and take any appropriate actions. 10 Conflict of Interest 10.1 Where a member of the recruitment panel is related to a candidate or has a close relationship outside work, they must declare their relationship and take no further part in the selection process.
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6 11 Confidentiality 11.1 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. 11.2 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. 11.3 Information processed may include paper or electronic records and will be done so in line with the General Data Protection Regulation (Regulation EU 2016/679) (“GDPR”), the Privacy and Electronic Communications (EC Directive) Regulations 2003 (as may be amended by the proposed Regulation on Privacy and Electronic Communications) and any legislation that, in respect of the United Kingdom, replaces, or enacts into domestic law, or any law relating to data protection, the processing of personal data and privacy as a consequence of the United Kingdom leaving the European Union. The recruitment process and decisions arising from it must be documented and documentation held securely for at least 6 months. 12 Equality and Human Rights Impact Assessment 12.1 This policy has been equality impact assessed in line with the Council’s obligation to comply with the Equality Act 2010. 13 Monitoring and Review 13.1 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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For all council employees. Supporting Menopause Policy Issue Number: 1 Issue Date: 11/22 Review Date: 11/24 This document is available in alternative formats on request
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2 Contents Page Number 1. Introduction 3 2. Purpose of this policy 3 3. Scope 3 4. Menopause Stages 3 5. Menopause Symptoms 4 6. Supports and Paid Leave 4 7. Supporting Menopause Guidance 5 8. Supporting Each Other 5 9. Confidentiality 6 10. Equality and Human Rights Impact Assessment 6 11. Monitoring and Review 6
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3 1. Introduction 1.1 The Council wants to support colleagues’ wellbeing at every stage of life. Almost three quarters of our workforce are female and therefore we recognise that many female colleagues will be working through the perimenopause and menopause transition and managing the symptoms at work. We know that many people feel uncomfortable talking about the perimenopause and menopause, which means that some women suffer in silence while experiencing a wide range of symptoms that can affect their physical as well as mental health. 1.2 Whilst research shows that menopause normally takes place between 45 and 55 years of age as oestrogen levels drop, we understand the timings and symptoms are different for everyone. In the UK, the average age for a woman to reach the menopause is 51 years old. However, for some women, menopause occurs earlier or later than this. 1.3 While this Policy uses the term ‘women’ to talk about people who may experience perimenopause and menopause transition, we know that it can impact trans or non-binary colleagues. We will support all colleagues experiencing perimenopause and menopause transition, so we encourage colleagues to ask for help if they need it. 2. Purpose of this policy 2.1 The purpose of this policy is to provide support to women with menopause, to raise awareness of what menopause is and to help you discuss this openly and confidently, should you wish to do so. We hope this helps to ensure that if you do experience menopause, you receive the right support at work when it’s needed. 3. Scope 3.1 The policy applies to all Council colleagues. Advice and guidance on this and other support and leave provisions are available from Human Resources & Organisational Development (HR & OD). 4.0 Menopause Stages 4.1 Perimenopause is phase leading up to the menopause, when a woman’s hormone balance starts to change. During this time a woman may start to suffer with menopause symptoms but is still having periods. Women are said to have reached the menopause when they haven’t had a period for a year. The symptoms last on average for four years, but for some can last much longer. 4.2 Menopause can be defined as the biological stage in a woman's life that occurs when she stops menstruating and reaches the end of her natural reproductive life. It is sometimes called the ‘change of life’ and is a natural part of the ageing process because of a change in hormone levels, more specifically oestrogen. As a result of these hormonal changes many women can experience menopause symptoms.
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4 4.3 Early menopause happens when a woman stops menstruating before the age of 45. Premature menopause starts before the age of 40 and can also be referred to as “premature ovarian insufficiency”. Early or premature menopause can be due to several reasons including family history, some health conditions (for example certain autoimmune diseases), medication or treatments (such as some received for cancer), surgery (for instance removal of the ovaries) and smoking. 5. Menopause Symptoms 5.1 Menopause is a personal experience. This is a natural part of the ageing process and can cause a wide range of symptoms that may last for several years. You may experience some symptoms with varied duration and severity, whereas others may experience no symptoms and may not require help or support. 5.2 Menopause symptoms can be both physical and psychological. Below is a non- exhaustive list of some of the symptoms may affect you at work: Hot flushes Night sweats Light or heavy periods Headaches Low mood Memory and concentration problems Muscle and joint stiffness and pain Difficulty sleeping Tiredness 6.0 Supports and Paid Leave 6.1 We are committed to supporting you if you are experiencing symptoms of perimenopause or menopause transition. We understand that not everyone experiences menopause in the same way. Like any other health condition, your symptoms, and the support you need may differ from others. 6.2 If you are experiencing symptoms and need support, you should speak to your line manager if you’re comfortable to do so. Your manager can then discuss any workplace supports to help you, for example: Providing more breaks. Making sure you’ve got access to cold water while you’re working. Making sure you’ve got easy access to toilet facilities. Making sure the temperature is comfortable, providing a fan or access to fresh air. Adjusting your uniform requirements or providing more items of uniform. Giving you somewhere to store extra clothes or change clothes during the day. Working from home (where practical).
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5 Changing your working hours if you’re experiencing disturbed sleep (where practical). 6.3 There may also be times that your line manager can agree up to 5 days paid menopause leave per year. This leave would normally be used for: Seeking support and advice from healthcare professionals or other organisations such as a specialist nurse or GP. Attending related appointments for example, in relation to skin and/or hair changes or a sexual health clinic to discuss contraception. Recovering from some of the more serious effects of menopause. If attending appointments, you will be asked to provide your line manager with some kind of confirmation of your appointment(s). If line managers are unsure about agreeing leave, they should take advice from HR&OD before any agreement is made. 6.4 Paid leave will be pro-rated and can be taken in hours, half days, or days. 7. Supporting Menopause Guidance 7.1 More guidance on menopause and the support available can be found in the ‘Supporting Menopause Guidance’. All managers will be required to complete the appropriate e-learning training to support the fair and consistent application of this policy. Training covers: The symptoms of menopause. Our roles and responsibilities. Guidance to help you have a sensitive conversation. Examples of workplace supports and support for employees. 8. Supporting Each Other 8.1 We’re committed to taking all reasonable steps to make sure that we: Listen to you if you tell us about your perimenopause or menopause symptoms. Keep information about your health confidential. Support you if you’re experiencing menopausal symptoms, by putting in place supports where needed. Treating you with respect, not making judgements or assumptions about you based on your age or because you’ve told us that you’re in menopause transition. Treat any issues of bullying and harassment in relation to health issues associated with the menopause seriously. 9. Confidentiality
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6 9.1 If you tell your manager or HR about your menopause transition, they’ll keep this information confidential and won’t share it unless you give your consent, except if we’ve got serious concerns for your safety or that of others. 9.2 Information relating to menopause leave and confidential discussions linked to menopause will be recorded, maintained, and processed securely by the relevant Service, HR & OD and Customer and Business Services, and will be used only to monitor the effectiveness of this policy. All information will be processed in line with current UK data protection laws. 10. Equality and Human Rights Impact Assessment 10.1 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. 11. Monitoring and Review 11.1 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.
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Managing Absence Policy For Local Government, Craft and Chief Officers (Excludes Teachers). Issue Number: 2 Issue Date: 11/22 Review Date: 11/24 This document is available in alternative formats on request
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1 Contents Page Number 1 Introduction 2 2 Purpose and Aims 2 3 Scope 3 4 Sickness Absence Categories 3 5 Absence Reporting Procedures 3 6 Keeping in Touch 3 7 Sickness and Fit Note Certification 3 8 Sick Pay 4 9 Return to work 4 10 Absence Review Meetings 4 11 Annual Leave and Phased Return to Work 5 12 Disability Related Absence 6 13 Pregnancy Loss and Menopause related Absence 6 14 Supports to Enable a Quicker Return to Work 6 15 Scheme of Unpaid Leave of Absence due to Sickness 6 16 Confidentiality 6 17 Equality and Human Rights Risk Impact Assessment 7 18 Monitor and review 7
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2 1 Introduction 1.1 We are working hard to be the most supportive, caring, and inclusive employer we can be, providing 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. Whatever you’re employed as in the Council, the work you carry out every day matters a great deal to communities and colleagues, and without it, we simply cannot deliver essential services to our communities or achieve our Council vision. 1.2 Your health, safety and wellbeing remain our top priority as we continue to recover from the covid pandemic and settle into new and different ways of working. We recognise that there will be times when you can’t come to work because of illness, and when this happens, we will support you to come back to work as soon as possible, providing you with different support options. 1.3 Over the years we have implemented a range of successful initiatives to reduce absence levels and improve well-being at work, but we need to do more, we need to do things differently and work more closely with our trade union colleagues and partners to improve well-being. Through the application of this policy, we want to improve our culture of wellness, inclusiveness, and continuous improvement and therefore this policy sets out our expectations for you to attend work and our intention to take all reasonable steps to minimise the impact sickness absence has on our services, communities, budgets, and reputation. 1.4 We recognise the importance of training in the managing absence process, and we will ensure that those taking part in any managing absence activities are appropriately trained and are aware of equal opportunities legislation, ensuring you are treated fairly and given equal opportunity through this process, regardless of any protected characteristic. 1.5 This information which follows in this policy outlines the key stages in our managing absence processes and our commitment to reduce the level and costs of absence to the Council. This policy replaces our previous Supporting Attendance at Work Policy and takes effect immediately. 2 Purpose and Aims 2.1 The purpose of this policy is to support the Council to manage absence cases using a consistent and supportive process. 2.2 The policy aims to: Promote the overall health, safety, and wellbeing of employees through education, training, and support. Improve absence levels though applying early intervention strategies. Ensure that managers adopt a fair and consistent approach when managing absence, taking account of individual circumstances. Ensure our expectations are understood on managing absence.
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3 Ensure those suffering from chronic or terminal illness are given the necessary consideration and support. Encourage closer analysis and reporting of absence cases. 3 Scope 3.1 This policy applies to all employees, excluding Teachers who have their own supporting attendance arrangements in place. 4 Sickness Absence Categories 4.1 There are 2 categories of absence: Short Term Intermittent Absence: any spell of absence of up to and including 28 calendar days. (pro-rated). Long Term Absence: any single spell of absence of more than 28 calendar days. (pro-rated). 5 Absence Reporting Procedures 5.1 If you are too ill to attend work, you are required to contact your line manager on day the 1st, 2nd, 3rd, and 7th days of absence by phone and where possible, at least one hour before the time you are due to start work. In certain circumstances and if required, someone else may contact us on your behalf. 5.2 If you have more than one job, you must contact each line manager to let them know of your absence. 5.3 When reporting absence, you will be required to provide the following information: The reason for your absence and how long you expect to be off work ill. When your illness started. If your absence is work-related. Your phone number so your manager can maintain contact. Details of any urgent or outstanding work that needs picking up. 5.4 If your absence is not reported on time, this may be recorded as unauthorised absence and could result in loss of pay and action under the disciplinary procedures. If we have reason to believe that your sick leave is not genuine, we may investigate this under the Disciplinary Procedures. 6 Keeping in Touch 6.1 If your absence extends beyond the 3rd day, you are required to contact your line manager on the 7th day of absence. If your absence extends beyond this, then regular contact must be made at least once per week, or as agreed with your line manager.
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4 7 Sickness and Fit Note Certification 7.1 If your absence is for 7 calendar days or less, you are required to submit a self- certificate on Businessworld. If your absence continues beyond 7 days, you will be required to submit a Fit Note from a certified medical practitioner or an appropriate healthcare professional. All your absences will be recorded on Businessworld for each job role you hold. 8 Sick Pay 8.1 You may be entitled to receive Occupational Sick Pay (OSP), depending on your length of service. If you are not entitled to OSP, you may receive Statutory Sick Pay (SSP) for up to 28 weeks. OSP and/or SSP may be stopped in certain circumstances if: You have not followed the absence procedure without good reasons. You do not provide a Fit Note. You are found to be engaging in activities including other work, (paid or unpaid, or any sports or hobbies) during your absence that delay recovery or make your illness or condition worse. This may also be considered as misconduct and investigated under the Disciplinary Procedures. 8.2 Managers must contact HR&OD for advice before stopping any pay. 8.3 If your absence is due to industrial accident or a notifiable disease you will receive an industrial injury allowance and this absence will not count towards the calculation for absence review points which are used for managing absence processes. 8.4 Managers may also refer you to Occupational Health to enable relevant support and advice to be provided. If there is a need to cancel or reschedule this appointment, a minimum of 2 days’ notice must be given to Occupational Health where possible. 9 Returning to Work 9.1 Your line manager will arrange to have a return to work meeting with you after every period of absence. All return to work meetings will be recorded on Businessworld. 10 Absence Review Meetings 10.1 Your line manager will arrange an absence review meeting with you when you have reached an absence review point (previously known as an absence trigger). If you have more than one job with the Council, absence review points will be considered separately in each of your job roles. 10.2 There are 3 absence review meetings, as detailed below. Your line manager is encouraged to have more informal support meetings with you if required. The purpose of the absence review meetings is to explore the reasons for your absence and the impact your absence is having on service delivery. Your line
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5 manager will agree appropriate interventions and/or additional support with you to improve your attendance at work. 10.3 At the end of each absence review meeting, your line manager will issue you with an outcome letter advising you that your absence levels may be of concern and the potential consequences of failing to achieve a reasonable improvement in your attendance. This letter will also outline the agreed steps you will take to improve your attendance at work and the supports available to help you. 10.4 You will be asked to attend a third and final absence review meeting if your absence levels can no longer be sustained, despite appropriate support and/or reasonable adjustment(s) being made throughout the process. During this meeting, consideration is being given as to whether you can fulfil your contractual obligations to attend work on a regular basis. Dismissal may also be considered, or alternatives to dismissal. 10.5 First Absence Review Meeting 5 days (pro-rated) or 2 occasions of absence in a rolling 12-month period. 4 continuous weeks of absence. Where’s there’s a pattern of absence. Any unauthorised absence. 10.6 Second Absence Review Meeting A further 5 days (pro-rated) or 2 occasions of absence in a rolling 12- month period. 6-12 weeks of a long-term absence. Where there’s a pattern of absence. Any unauthorised absence. 10.7 Third Absence Review Meeting A further 5 days (pro-rated) or 2 occasions of absence in a rolling 12- month period. 12-26 weeks of a long-term absence. Where there’s a pattern of absence. Any unauthorised absence. 10.8 In some circumstances, your line manager may apply discretion and decide not to progress you to the next absence review meeting. This decision should be taken after advice from HR&OD for consistency. 11. Annual Leave and Phased Return to Work 11.1 You may take annual leave during sickness absence if agreed with your line manager. This will not impact on your sick pay, but fit notes are required if your absence lasts more than 7 days. If you have been unable to take all your leave in the calendar year that you have been absent, you can carry forward any unused leave into the next calendar year.
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6 11.2 To support your return to work, your line manager may agree a phased return to work of up to 4 paid weeks in any calendar year. You may also agree with your line manager to use your accrued annual leave to assist with a longer phased return to work period. 12. Disability Related Absence 12.1 If you have a disability, we will make reasonable adjustments throughout the managing absence process to support your return to work, that may include review. of any management absence review points, ensure you are not disadvantaged in any way. 13. Pregnancy Loss, and Menopause Related Absence 13.1 If you are impacted by pregnancy loss or menopause symptoms, we will support you throughout the managing absence process and facilitate a supported return to work. 14. Supports to Enable a Quicker Return to Work 14.1 In some circumstances, your line manager may agree to provide you with support to your daily duties, work location, start times etc during absences. This may help you to return to work quicker or in some capacity rather than remaining off sick. We may also consider risk assessed alternative duties to facilitate a return to work. 15. Scheme of Unpaid Leave of Absence due to Sickness Absence 15.1 In circumstances where you have exhausted your entitlement to sick pay but there is a reasonable prognosis that you may be able to return to work in the near future, a period of up to 13 weeks unpaid leave may be approved, subject to the discretion of the Head of Service. In exceptional circumstances, an extended final period of unpaid leave up to 13 weeks may be approved to allow more time for you to return to work. 16. Confidentiality 16.1 Information relating to your health and absence will be recorded, maintained, and processed confidentially and securely by your service, line manager, HR&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 the General Data Protection Regulation (Regulation EU 2016/679) (“GDPR”), the Privacy and Electronic Communications (EC Directive) Regulations 2003 (as may be amended by the proposed Regulation on Privacy and Electronic Communications) and any legislation that, in respect of the United Kingdom, replaces, or enacts into domestic law, or any law relating to data protection, the processing of personal data and privacy as a consequence of the United Kingdom leaving the European Union.
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7 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.
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1 Issue Number: 1 Issue Date: 11/22 Review Date: 11/24 This document is available in alternative formats on request Pregnancy Loss Policy For all council employees.
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2 Contents Page Number 1. Introduction 3 2. What is pregnancy loss? 3 3. Guidance for managers 3 4. If the loss occurs at work 4 5. Communicating the news 4 6. Guidance for colleagues impacted by pregnancy loss 4 7. Medical appointments and support 5 8. Confidentiality 5 9. Counselling 5 10. Returning to work 5 11. Supports 6 12. Pregnancy loss from 24 weeks (Stillbirth and Neonatal loss) 6 13. IVF and Fertility 6 14. Additional support 7
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3 1. Introduction 1.1 We know that pregnancy loss can be a devastating experience whether it happens to you, your partner or the surrogate having your baby. We know that sadly it’s more common than people may think and that the challenges at work are often misunderstood. 1.2 We want you to know that we understand that for some, pregnancy loss whenever or however it happens is a type of bereavement and that getting the right support at work is crucial. We are committed to giving all affected colleagues the support that they need. We will create a supportive work environment, having this pregnancy loss policy in place to support the workforce and their partners back to work by showing flexibility wherever possible. 1.3 The Council is committed to the Miscarriage Association’s Pregnancy Loss Pledge, enhancing the support to staff experiencing pregnancy loss including providing paid time off to parents experiencing pregnancy loss at any stage. 1.4 The purpose of this policy is to define what types of pregnancy loss are covered in this and other policies, give you information about what leave you can take and outline what help is available both inside and outside of the Council. 2. What Is pregnancy loss? Miscarriage – the spontaneous loss of a pregnancy during the first 24 weeks. Stillbirth - the loss of a baby from 24 weeks, during labour or birth. Ectopic pregnancy – when a fertilised egg develops outside the womb Molar pregnancy – when an abnormal fertilised egg implants in the uterus. Neonatal Loss – the loss of a live-born baby up to 28 days after the birth. Embryo transfer Loss – when an embryo transfer during fertility treatment doesn’t result in pregnancy. Abortion or termination of pregnancy- a medical or surgical procedure to end a pregnancy. 3. Guidance for managers 3.1 We must recognise everyone’s needs will be different. For example, some may feel that they can continue to work as normal, while others may require more support. You may have your own experiences or opinions about the impact of miscarriage. Everyone will experience their loss differently, and it’s important not to make any assumptions about how they feel or how they want to be treated. 3.2 You may be a manager with your own experience of loss or an expectant parent managing someone that has experienced a loss. So, dealing with pregnancy loss-related issues may understandably be difficult. If this is the case, speak to
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4 your own line manager or HR&OD for advice or to direct you to the relevant part of the guidance. Further information, guidance and support is available from the Miscarriage Association website. 3.3 It is important to remember that partners, as well as grandparents and other close relatives, may be impacted by the miscarriage and you will need to consider how best to support them if they work in your team. 4. If the loss occurs at work 4.1 A pregnancy loss may happen at work. You may not be aware that an employee is pregnant. She is not obliged to tell her manager of her pregnancy until 15 weeks before her estimated due date, or as soon as is reasonably practicable after then (approximately 6 months pregnant). 4.2 If an employee suspects that she has started to lose her baby she may have bleeding, severe abdominal pain, and may be faint or collapse. She may be very distressed and panicked, embarrassed and frightened. 4.3 You can help by ensuring that she has very quick access to a toilet, and you may need to help her by calling her preferred contact or colleague to discreetly assist her in getting home or to hospital or a first aid room. In severe cases you may need to call an ambulance. 4.4 If a woman’s partner, relative or close friend is told of the loss while at work, they may need to leave at short notice to provide practical and emotional support. 5. Communicating the news 5.1 Your manager will consider carefully how to explain any sudden absence to respect your privacy, as we fully understand that you might not want others to know the details. 6. Guidance for colleagues impacted by pregnancy loss 6.1 All colleagues who have been affected by pregnancy loss (including partners and those affected by loss through fertility treatment from the point of embryo transfer) will be eligible for full paid leave from day 1 of employment with the Council. This includes whether it happens to you, your partner or the surrogate having your baby. There is no limit on the number of times you can take it if you are impacted by more than one loss. 6.2 It doesn’t matter how long you’ve worked here or how many hours you work; you are entitled to this leave with full pay. Up to 2 weeks paid leave will be approved. Further time off can be supported in accordance with the Council’s Sick Pay Scheme and Managing Absence Policy. 6.3 It’s important that you contact your manager as soon as possible if you are impacted by pregnancy loss, so that we know what’s happening and how we
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5 can support you. If you don’t feel like you can speak to your manager, remember we have an Employee Assistance Programme (EAP) who can provide support. You can contact the EAP (Time for Talking) on 0800 970 3980. 6.4 We would encourage you to let your manager know so that they can support you during this difficult time and help you return to work, however if you would prefer not to tell anyone please use the Managing Absence Policy instead. Any sickness absence that is recorded as pregnancy related does not count towards absence triggers. 6.5 If you have been affected as a family member (as a grandparent for example) and need time off to support your loved one, please refer to our Special Leave Policy. 7. Medical appointments and support 7.1 We encourage you to speak to a GP if you have experienced pregnancy loss. 7.2 We know that if you are affected by pregnancy loss you may need time away from work to attend medical appointments or to support your partner and that it may be challenging to arrange appointments around working hours. We will provide a reasonable amount of paid time off to attend appointments. 8. Confidentiality 8.1 If you tell your manager about your own experience or your partner’s pregnancy loss, they’ll keep this confidential and won’t share this information unless you say it’s okay – except if we’ve got serious concerns for your safety or that of others. 9. Counselling 9.1 You can access free, professional, and confidential counselling 24 hours a day through contacting Time for Talking. The best way to access this is via the mobile app or if you prefer you can call them on 0800 970 3980. More information about our EAP (Employee Assistance Programme) can be found at our Wellbeing Hub. 9.2 If you would prefer to speak to someone who is specially trained in the kind of pregnancy loss you have experienced, you can contact one of the specialist organisations listed at the end of this policy. 10. Returning to work 10.1 We understand how differently colleagues impacted by pregnancy loss will feel about coming back to work. We know that the experience will affect people differently both emotionally and physically. We also know that for some, the transition back to work may be challenging.
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6 10.2 There might be supports that we can make at work to help you cope if you find things difficult. These are temporary changes that your line manager will agree with you to help you adjust to coming back to work. 10.3 Your manager may do a risk assessment to understand more about how your experience might impact you at work and discuss any supports you might need. You can also use a Wellbeing Action Plan to identify how your experience has impacted you at work and use this to discuss any changes you might need with your manager. 11. Supports 11.1 The supports that we can make will depend on your circumstances, but the types of changes that might help could be: Changing your start time if you’re experiencing disturbed sleep. Providing more breaks. Adjusting start and finish times. Adopting hybrid working if you have a suitable role. Making sure you’ve got easy access to toilet facilities. Turning your camera off when on video calls. 11.2 Your manager might suggest that you speak to Time for Talking, to get some help and advice. They may encourage you to go to your GP for support if you haven’t already. They might also ask you if you’re happy to be referred to Occupational Health. This is so we can get more information about how your experience is likely to affect you at work, and what supports we can make to help. 12. Pregnancy loss from 24 weeks (Stillbirth and Neonatal loss) 12.1 The law and your rights are different if you are impacted by pregnancy loss from 24 weeks and our Council policies are different too. 12.2 If you are the pregnant parent and experience a stillbirth or neonatal loss you are entitled maternity benefits and do not need to use this policy. You can read more information Parenting Leave and Pay Policy. 12.3 If you experience the loss of a child under 18, including adoptive parents, foster parents and intended parents, support is provided in our Special Leave Policy. 13 IVF and Fertility 13.1 We understand that you may have unique challenges if you experience both pregnancy loss and infertility. We want you to know that this policy still applies if pregnancy loss occurs after you or your partner have had fertility treatment from the point of embryo transfer onwards.
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7 14. Additional support 14.1 There are lots of charities and other specialist support groups who offer information and support about pregnancy loss. Here are some that you might find helpful: The Miscarriage Association – an organisation which offers support and information for those affected by miscarriage, ectopic or molar pregnancy as well as signposting for counselling services. Petals – provides specialist support and counselling after pregnancy loss Tommy's - a charity that funds research into pregnancy problems and provides information for parents-to-be. SANDS can offer you support if your baby dies during pregnancy or after birth. ARC - a national charity offering parents support through antenatal screening and its consequences, including bereavement. Abortion Talk - a new charity offering people the chance to talk about abortion in a non-judgemental and supportive environment. The Fertility Network – a charity offering resources and support for those affected by fertility issues. The Ectopic Pregnancy Trust – supporting people with early pregnancy complications.