(Human Resources) Policy PD 115

Code of Ethics
All staff involved in carrying out functions under any force policy and associated procedures and
appendices will do so in accordance with the principles of the Code of Ethics. The aim of the Code
of Ethics is to support each member of the policing profession to deliver the highest professional
standards in their service to the public
1.
POLICY IDENTIFICATION SHEET
This policy has been drafted in accordance with the principles of human rights
legislation, public disclosure is approved unless where otherwise indicated
and justified.
POLICY TITLE:
HUMAN RESOURCES POLICY
POLICY REFERENCE NO:
PD115 (4)
POLICY OWNERSHIP:
ACPO Commissioning Officer:
DIRECTOR OF RESOURCES
Portfolio / Business-Operational
Owner:
DIRECTOR OF RESOURCES
Department Responsible:
HUMAN RESOURCES
Person Responsible:
HR DIRECTOR
Links or overlaps with other policies/strategies:
Human Resources Plan
Code of Ethics
POLICY IMPLEMENTATION DATE:
20 NOVEMBER 2006
POLICY REVIEW DATE:
April 2016
Version
1
Date
20.11.06
Amendments
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2
3
4
31.01.15
17.03.15
15.04.15
Included the Code of Ethics Policing Principles
Updated to reflect current policies
Updated to reflect current policies
2.
POLICY STATEMENTS/INTENTIONS
2.1
The principles and scope of the policy
This is the Police and Crime Commissioner for Lincolnshire and the Chief Constable
of Lincolnshire Police Human Resources umbrella policy, which covers all HR
procedures including guidance and schemes.
The annual HR Plan sets out how the HR service will support the organisation in
achieving its objectives. The plan provides focus and direction for the work of the HR
service and a framework for measuring progress.
The term ‘staff’ relates to the Police and Crime Commissioner for Lincolnshire
employees and Lincolnshire Police Staff.
2.2
The aim of the policy
HR, like other business areas contributes to the strategic aims and priorities of the
organisation. The aim of the policy is to provide a framework for HR procedures and
guidance documents to be adhered to.
3.0
CODE OF ETHICS & PRIDE
3.1
HR policies and procedures encompass the Lincolnshire Police values and visions of
Professionalism, Respect, Integrity, Dedication and Empathy (PRIDE). All police
officers and staff are responsible to ensure that they adhere to the standards set out
by PRIDE in accordance with the Lincolnshire Police Staff Charter
3.2
The Code of Ethics Police Principles is enshrined within HR policies and procedures
to reflect the standards of professional behaviour expected by the Force. The
policies and procedures support good management practices and encourage good
performance and conduct.
3.3
Police officers and staff are required to maintain the highest standards of behaviour
in accordance with the Code of Ethics and are required to adopt the principles of
Accountability, Fairness, Honesty, Integrity, Leadership, Objectivity, Respect and
Selflessness.
4.0
INTRODUCTION/LEGAL BASIS
4.1
The origins/background information
This policy recognises that managers are the “front-line” of the HR service. The way in
which they lead and manage their staff has a major impact on whether or not our
workforce feels:

skilled;
highly motivated and well led;
 supported and valued.

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The behaviours and values are expected by managers to display are set out in the
Leadership and Staff Charters. The Leadership Charter sets out expectations of
everyone in a leadership and management position or those who are responsible for
staff. The Staff Charter sets out the values and behaviors we expect of everyone in
the organisation.
4.2
Motivators/Driving Forces
The HR policy provides an opportunity to bring HR procedures, guidance and
schemes together under one framework.
4.3
General Principles of the Policy
We will apply HR policy and procedures in a fair and reasonable way. We will aim to
balance the need


4.5
to take account of individual circumstances
to provide services to our communities which will improve their trust and
confident in Lincolnshire Police
Legal Basis
There is a huge volume of different legislation that governs our HR policy, procedures
and practices. This includes legislation on:



employment rights;
discrimination;
health and safety.
This policy complies with current employment legislation, case law and Police
Regulations.
4.6
Human Rights Considerations/Articles Engaged
This policy has been developed in accordance with Human Rights, in particular
consideration has been given to:
• Article 8 – Right to respect for private and family life
• Article 9 – Freedom of thought conscience or religion
• Article 10 – Freedom of expression
• Article 14 – Freedom from discrimination
5.0
APPENDICES
None
6.0
IMPLICATIONS OF THE POLICY
6.1
Financial Implications/Best Value
Whenever HR practice or procedures are changed, the financial implications of the
change and costs of implementation are identified and taken into account. Frequently,
the aim of the change will be to improve performance. Where the change is in
response to new legislation and there is an additional cost, this will either be met from
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existing budgets or, if significant, factored into the organisations budget planning
process.
6.2
Human Resources/Training
It is important that managers are fully briefed on all changes to key HR procedures
and guidance. Whenever changes are made, we will make sure that they are properly
communicated.
6.3
Corporate/Business Plan
Having a HR Plan will make sure that the HR service is focusing on the key issues
that contribute to overall performance.
6.4
Risk Management
Strategic Development has responsibility for the generation of the Risk Register. HR
has its own Risk Register that is monitored and reviewed on a regular basis.
6.5
Health and Safety
All Health & Safety issues will fall under the Heath and Safety Policy.
6.6
Diversity
One of the aims listed within the HR Plan is for our workforce to be representative of
our communities.
The plan sets out a range of actions we are taking in support of this aim and our
workforce profile targets.
We will regularly monitor key procedures and practices to make sure they are not
having an adverse impact on under-represented groups.
6.7
Every Child Matters
Not applicable.
6.8
Crime and Disorder Act
Not applicable.
6.9
Internal Policy/Strategy Links
All HR Policies
6.10
Consultation
This policy has been subject to full consultation with the Chief Officer Group, Chief
Superintendents all relevant Departmental and Section Heads, Staff Associations,
Office of the Police and Crime Commissioner and interested parties.
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6.11
Publication
This policy will be available on the Intranet and will be published for the public via the
Internet.
7.0
PROMOTION/DISTRIBUTION
This policy will be available on the Intranet and Internet.
8.0
MONITORING/REVIEW
HR are responsible for monitoring this policy. Reviews are undertaken annually.
Monthly and quarterly reports are produced for the OPCC’s Office. These reports
monitor performance in line with the People Strategy.
The Professional Standards Department (PSD) holds information on disciplinary
action taken against police officers and produce regular reports.
Reviews will take place when needed in response to:




Concerns raised through the monitoring process and by HR staff;
Changes to legislation or employment case law;
Requests from staff associations/trade unions;
Complaints or concerns raised by managers or members of the workforce.
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All the HR procedures that are covered by this HR ‘umbrella’ policy are listed below. The
list will be updated on an annual basis.
30+ Scheme Annual Review Process
The 30+ Police Retention Scheme is designed to assist police forces in retaining officers with
30 years’ pensionable service who have valuable skills and experience.
This annual review outlines the process for reviewing police officers who are members of the
30+ scheme.
Access to Personal Files
This procedure details how information will be stored and retained in police officers, staff and
members of the Special Constabulary personal files in accordance with the Data Protection Act
(1998), the Freedom of Information Act (2000) and the recommendations of the ACPO Code of
Practice. The procedure has been written to comply with current equality principles.
Acting Procedures
The procedure clarifies the process for Constables on acting duty to Sergeant, Sergeant to
Inspector and Inspector to Chief Inspector. The HR Operations Team regularly reviews the
profiles of officers who are on acting up duty to address any equalities concerns.
Alcohol, Drugs and Other Substance Abuse – Pre Employment Screening
The policy outlines the mechanisms in place for alcohol and drug screening and the associated
welfare and conduct issues relating to alcohol, drugs and other substance misuse. HR is
responsible, with the external provider, for administering the pre-employment screening of a
percentage of potential new starters. Those subject to screening are selected randomly.
Allocation of new starters (Police Officers)
The procedure describes the process for allocating postings for new police officers. HR will
monitor the workforce profile across the Force to make sure that there is no disproportionality
amongst under-represented groups.
Annual Leave Police Officers
The procedure outlines annual leave entitlement for full time and part time police officers.
Annual leave entitlement is linked to length of service in accordance with the Police Regulation
33.
Annual Leave for Police Staff
The procedure outlines annual leave entitlements and calculations for police staff in accordance
with Lincolnshire Police terms and conditions of employment.
Bonus Payments Scheme
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The Scheme has been produced in accordance with the PNB agreement Police Pay and
Conditions. Incident specific bonuses may be awarded for work of an outstandingly demanding
nature.
Recommendations made by the Head of Department will be considered twice a year by the
moderation panel and the decision confirmed by the Chief Constable. The panel will comprise
of a Chief Superintendent, a Federation representative and a HR representative.
The guidance also includes the “On Call” scheme for police officers. The Head of Department is
responsible for making sure that a formal ‘on call’ rota is in place.
The Business Interests and Additional Employment Policy is owned and administered by
the Professional Standards Department (PSD) The policy outlines the process for police
officers and staff to disclose or apply for an authorised business interest or additional
employment
Career Breaks
The Policy details the criteria to apply for a career break. Career breaks are subject to the
Chief Constable’s agreement, for up to a maximum of 5 years. Police officers and staff are not
paid during career breaks, nor does qualification as reckonable service applies for pension,
annual leave, increments or any other employment benefits.
Competence Related Threshold Payments (CRTP) Scheme
This is the Force’s scheme, which reflects the PNB Police Pay and Conditions Agreement that
allows Police Officers to apply for a Competence Related Threshold Payment (CRTP) once they
have served for at least one year at the maximum of their pay scale. The criteria relate to high
professional competence in four elements. There is an assessment, determination and appeals
process.
The CRTP scheme is closed to new applications from 1 April 2013. Following the Winsor
Independent Review Part 1, the CRTP scheme will be retained for those officers already in
receipt of CRTP however, from 1 April 2013 the CRTP payment amount will be reduced each
year until 1 April 2016. The CRTP scheme will then cease on 1 April 2016.
Each year, the Force undertakes a survey return to the PNB providing equalities data. This
relates to those officers that have applied for the payment, have been accepted or refused and
who may have had a CRTP payment taken off them.
Disability
Manager’s guidance on employing, retaining and making reasonable adjustments for disabled
people. This is positive guidance, which supports the entire workforce in operating within the
Equality Act (2010).
Disciplinary Procedure (Staff)
Disciplinary action is designed to make sure that standards of conduct and behaviour are
achieved and maintained. This does not include capability, for which there is a separate
procedure. The HR Operations Team monitors cases to identify adverse trends and provides a
summary of disciplinary cases for Staff to the Professional Standards Department on a regular
basis.
The Disciplinary Procedure for Police Officers is owned by the Professional Standards
Department (PSD). The Department manages and monitors disciplinary and misconduct
cases.
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Exit Interview/Questionnaires
The exit interview/questionnaire process has been designed to give people the opportunity to
provide honest feedback about why they have decided to leave the organisation. From this any
patterns or trends can be identified within the organisation which may need addressing via
policies, procedures or practices. Leavers are sent exit questionnaires and the HR Operations
Team monitors leavers and invite those from key priority groups to exit interviews. Lincolnshire
Police also provides the Home Office with figures on the exit questionnaires that are completed
on an annual basis.
Facilities Agreement
This details the Trade Union recognition working agreement between Lincolnshire Police and
the Lincolnshire Police Unison Branch.
Fairness at Work
The Fairness at Work procedure sets out the steps to be followed when an individual wishes to
raise a workplace complaint or concern. Its aim is to facilitate the resolution of complaints fairly,
at an appropriate level and with minimum delay.
The procedure complies with the grievance resolution processes that employers are required by
law to have as part of the Dispute Resolution Regulations 2004. It also complies with the good
practice principles reflected within the ACAS Code of Practice on handling grievances.
Flexible Retirement (Staff)
The procedure describes what flexible retirement is and how to apply for it. The HR Operations
Team track applications made under the procedure to ensure that no applications are refused
on unjustifiable grounds.
Flexi-Time Scheme
The scheme details the eligibility criteria and entitlements to Flexi-Time for non operational staff.
Flexible Working Options Procedure
The procedure describes what flexible working is and how to apply for it. The procedure applies
to police officers, student officers and staff. HR monitors applications made under the procedure
to identify any equality concerns.
Giving Effective Feedback
This guidance document is for managers to assist them in giving effective feedback to police
officers and staff to establish good working relationships and develop staff performance.
Health & Safety Policy
This policy sets out the organisation’s general policy for safeguarding the health, safety and
wellbeing of its employees and others, in conjunction with the Strategic Partner. The policy
complies with the Health and Safety at Work, etc Act 1974 and the Police Health and Safety Act
1997 to provide safe and healthy workplaces and working environments for all persons, both
employees and non-employees whilst complying with the Equality Act 2010 and the Human
Rights Act 1998.
Honoraria Awards
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The document outlines the process and criteria for staff that may be eligible for an honorarium
payment. Heads of Department approve these requests of up to £500, any payment over £500
are subject to the approval of the Head of Finance.
Reports are available that identify any
disproportionate trends in the application of honoraria awards.
Ill Health Retirement (Police Officers)
The procedure outlines the management of the ill-health retirement of Police Officers including
the referral process, the decision making process at Chief Officer Group level and details how
to appeal. The HR Operations Team reports regularly on retirements being processed in line
with the procedure and to identify any disproportionate trends.
Ill Health Retirement (Staff)
The procedure outlines the process for managing the ill-health retirement of staff. The HR
Operations Team reports regularly on retirements being administered in line with the procedure
and to identify any disproportionate trends.
Internal Transfers (Police Officers)
The procedure describes how police officers can apply for an internal transfer. The HR
Operations Team monitors transfer requests on a regular basis.
Job Evaluation Procedure
The procedure outlines the process for job evaluations for staff posts. Lincolnshire Police
currently use the Northgate Arinso HR Progress Scheme to determine the grading for all staff
posts. The job evaluation scheme is based on a set of factors that are objectively assessed. A
right of appeal exists against job evaluation outcomes.
Managing Attendance Policy
The policy applies to Police Officers and staff. The policy details the roles and responsibilities
of all parties involved in managing attendance and reporting absence. The procedure outlines
the trigger points and how to address short term, medium term and long term absence from
work with additional guidance for managers to manage attendance effectively.
The organisation holds reports on long, medium and short-term sickness which highlight
disproportionate trends that need addressing.
Maternity and Adoption Procedure
This guidance applies to all female full-time or part-time police officers and staff. In the case of
adoption, this also includes all male staff. The procedure explains the role and responsibilities
of employees and managers.
Entitlement to maternity leave and pay are linked to length of service under the employee’s
terms and conditions of employment so entitlements may vary.
Mediation
Lincolnshire Police offers a mediation service to all police officers and staff to help individuals
experiencing conflict in the workplace work towards a positive solution. The procedure details
how to access the mediation service and how it is administered.
MOPI Job Descriptions and Person Specifications
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This document provides guidance to make sure that Management of Police Information (MOPI)
responsibilities and accountabilities are fed into job descriptions and personal job specifications.
The guidance is drawn mainly from the national guidance on threshold standards and should
help our managers to think about inserting relevant MOPI references.
Note taking at Investigation Interviews and Formal Hearings
This is a guidance document for note takers when attending formal Investigation interviews as
part of formal procedures such as Disciplinary, Misconduct, Fairness at Work and
Unsatisfactory Performance.
On Call Scheme for Police Officers
The scheme applies to federated ranks and details the administration, responsibilities and
payment for on call duty.
Part Time Annual Leave Calculation
The procedure provides details of calculating annual leave entitlement for police officers and
staff who work on a part time basis.
Parental Leave Guidance
Police officers and staff are entitled to up to 18 weeks parental leave up to a their child’s 5th
birthday if they have parental responsibility for the child and have completed 1 years continuous
service with the organisation. If the child is disabled they are eligible for 18 wks until the child’s
18th birthday. Leave entitlements are defined by current UK employment law and by Police
Regulations for Police Officers. Parental leave is unpaid.
Paternity and Additional Paternity Guidance
This guidance outlines the provisions for Paternity (Maternity Support) Leave and Additional
Paternity Leave (APL). Police officers and staff are entitled to up to two consecutive working
weeks (10 days Pro rata) paternity leave and up to 26 weeks additional paternity leave. The
entitlement applies to all individuals who meet the qualifying criteria and notice requirements as
stipulated in the guidance document.
PCSO Guidance on Overtime and Hours of Work
Details PCSO hours of duty, overtime rates of pay, local agreements on shifts and working
hours as stated in PCSO terms and conditions of employment.
Pension Scheme FAQ’s (Police Officers)
This document provides answers to some Frequently Asked Questions on Police Officer
retirements.
People and Postings Movement Procedure
The procedure applies to all movements of police officers, staff (includes PCSO’s) and
members of the Special Constabulary. The procedure applies to people movements and
changes decided at a local level. The roles and responsibilities regarding people and posting
movements is also documented.
Performance Development Review (PDR)
The PDR Scheme applies to police officers and staff. The PDR Scheme is a performance
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management framework to ensure that work is done in a consistent and effective way across
the organisation. The document outlines the full PDR process including reporting and reviews.
A PDR meeting will be carried out at least once a year with a six-month review of progress. The
HR Operations Team monitors PDR completion rates and carry out qualitative reviews on a
regular basis.
Performance Related Pay for Superintendents and Chief Superintendents
The document outlines the arrangements that are in place for the progression of
Superintendents and Chief Superintendents through the incremental pay scale.
Following the Winsor Independent Review Part 1, the Performance Related Pay for
Superintendents and Chief Superintendents Scheme has been suspended for two year from 1
April 2012 to 31 March 2014.
Police Convalescence Homes
This offers guidance for police officers that wish to attend a Police Convalescence Home. The
document includes the Harrogate Referral Form, application for leave to attend a Police
Convalescence Home and the claim form for the reimbursement of travel expenses.
Probationary Periods Procedure –Staff
The document details the six month probationary procedure for newly appointed staff.
Professional Membership Fees Policy
This is the policy for police officers and staff to follow in order to be considered for the
reimbursement of professional membership fees or subscriptions. The policy includes the
professional membership fees application.
Promotion Procedure – Sergeant and Inspector
This document describes the process to be applied for promotion to the rank of Sergeant and
Inspector. Any disproportionate trends in the shortlisting and selection decisions would be
highlighted as part of the review and reported to the relevant Promotions Board.
Protected Learning Time
The document clarifies the time allowances that should be made by managers to support police
officers and staff undertaking learning and development activities. Any complaints would be
dealt with informally with their manager or formally via a complaint raised as part of the Fairness
at Work Procedure.
Protection of Earnings
The procedure explains what protection of earnings is and when it may be applied. The need for
protection of earnings can occur for a number of reasons that include; redeployment to a lower
graded job because of ill health or disability, review or redesign of the job, re-evaluation or regrading of the job, re-organisation and/or redundancy situations.
The HR Operations Team monitors these cases for signs of disproportional application.
Public Holiday Leave Guidance for Constables and Sergeants
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As part of the Winsor Part 1 recommendations; Constables and Sergeants can now nominate
alternative public holiday leave dates. The guidance explains the eligibility criteria and how to
apply.
Recruitment and Selection
This procedure provides guidance on all aspects of recruitment and selection.
Recruitment Policy Statement
The Recruitment Policy Statement contains the key principles and aims of Lincolnshire Police
officer and staff recruitment.
Redeployment and trial period guidance
This procedure explains what redeployment is, the process and how it applies to staff. The
members of staff who are redeployed are relatively small but are monitored and reviewed on a
regular basis by the HR Operations Team.
References
This guidance is for Lincolnshire Police Officers, Staff and members of the Special
Constabulary asked to provide employment or character references for current or ex police
officers, PCSO’s, staff, special constables or community volunteers.
Removal Leave
This document describes the circumstances in which people can apply for paid leave when
moving house, where such a move has been at the request of the organisation. Applications
are considered and authorised by Heads of Department.
Restricted Duties (Police Officers)
This procedure outlines how Lincolnshire Police will manage police officers unable to undertake
the full duties of their post for medical reasons. The HR Operations Team monitors and
analyses the numbers and types of officers who are subject to restricted duties and identify any
concerns in relation to equality.
Restricted Duties (Staff)
This procedure outlines how Lincolnshire Police will manage staff unable to undertake the full
duties of their post for medical reasons.
Severe Weather Guidance
The purpose of this guidance is to outline the responsibilities of both police officers and staff in
attending work during extreme weather conditions.
Smoking at Work
The Police and Crime Commissioner for Lincolnshire and the Chief Constable of Lincolnshire
Police recognise that the health, safety and welfare of police officers, staff, visitors, and
contractors are of prime importance. Lincolnshire Police has therefore developed and enforces
a dedicated smoke-free policy, conforming to the Health Act 2006.
Special Constabulary
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This document outlines the role, powers, training, promotions, management and structure of the
Special Constabulary including the recruitment process and conditions of service.
Special Leave
The Special Leave Policy outlines the types of Special Leave, eligibility criteria and entitlement
options and explains how to apply for Special Leave.
Staff Ill Health Procedure
The procedure explains the management of staff ill health. The process of gaining medical
advice, ill health hearings, suspension on medical grounds and termination of employment due
to ill health are clarified in the procedure.
The HR Operations Team monitors the application of the procedure for any disproportionate
impact.
Staff Redundancy and Efficiency Procedure
This document describes the consultation process to be followed when a redundancy is being
considered and contains the criteria for compensation or redundancy payment that applies. The
procedure complies with current Employment Legislation.
Staff Terms and Conditions of Employment
Details police staff terms and conditions of employment, pay, grading and the Police Staff
Council Handbook that contains pay and conditions agreed by the National Police Staff Council.
Stress (occupational) Policy
Provides guidance on recognising and managing workplace stress.
Time Off Scheme
This guidance has been prepared to support managers who receive requests for time off. The
scheme outlines the circumstances in which time off can be applied for and explains the
process of how to apply for time off.
Time Off In Lieu Guidance
This document and FAQ’s sheet details the eligibility criteria and entitlements to Time Off In
Lieu (TOIL).
Unsatisfactory Performance of Student Officers
This procedure outlines the process that applies to student officers where there are concerns
about unsatisfactory performance. Cases are reviewed by the HR Operations Team and any
equality concerns are highlighted and addressed.
Unsocial Hours Payments for Police Officers
Details the eligibility criteria for unsocial hour’s payments for police officers and explains how
the payments are administered.
Working Times Agreement – This documents the agreement between Lincolnshire Police and
staff unions and associations regarding working time.
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Working Time Regulations Guide – This provides guidance on interpreting the Lincolnshire
Police working time agreement.
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