SUFFOLK INTER-FAITH RESOURCE.

POLICIES AND PROCEDURES
HANDBOOK.

Subject to the condition that they are kept under constant review, the Procedures, Policies and other documents
contained in this document were adopted  by the Board of Suffolk Inter-Faith Resource on 17th January 2006.

 

 (Click on the ‘SIFRE Staff Handbook’ below the SIFRE logo to return to this menu page)

 

CONTENTS

Building Good Relations with People of Different Faiths

Staff Handbook

Equality and Diversity.

Equality and Diversity Review Form.

Equal Opportunities Monitoring Review Form.

Recruitment Policy.

Model Statement of Terms and Conditions of Employment.

NJC Pay Scales.

Tutor Policy.

Volunteer Policy

Tutor Agreement.

Volunteer Agreement

Working from Home Policy.

Agreement on the Conditions of Working from Home.

Induction Policy.

Employee Induction Checklist.

Tutor Induction Checklist

Trustee Induction Checklist.

Volunteer Induction Checklist.

Data Protection Policy.

Data Protection Statement.

Computer and E-Mail Policy.

Health and Safety Policy.

Personal Safety Policy.

Training and Development Policy.

SIFRE Staff Leave Record.

Subsistence and Travelling Expenses.

Grievance and Disciplinary Policy and Procedure.

Harassment Policy and Procedure.

Risk Management Report.

Self-Evaluation Questionnaire on Policies and Procedures.

Employment Exit Strategy.

Exit Interview Form.

Using the SIFRE Centre.

SIFRE’s Structural Plan.

 

Building Good Relations with People
of Different Faiths and Beliefs

 

In Britain today, people of many different faiths and beliefs live side by side. The opportunity lies before us to work together to build a society rooted in the values we treasure. But this society can only be built on a sure foundation of mutual respect, openness and trust. This means finding ways to live our lives of faith with integrity, and allowing others to do so too. Our different religious traditions offer us many resources for this and teach us the importance of good relationships characterised by honesty, compassion and generosity of spirit. The Inter Faith Network offers the following code of conduct for encouraging and strengthening these relationships.

As members of the human family, we should show each other respect and courtesy. In our dealings with people of other faiths and beliefs this means exercising good will and:

·        Respecting other people's freedom within the law to express their beliefs and convictions

·        Learning to understand what others actually believe and value, and letting them express this in their own terms

·        Respecting the convictions of others about food, dress and social etiquette and not behaving in ways which cause needless offence

·        Recognising that all of us at times fall short of the ideals of our own traditions and never comparing our own ideals with other people's practices

·        Working to prevent disagreement from leading to conflict

·        Always seeking to avoid violence in our relationships

When we talk about matters of faith with one another, we need to do so with sensitivity, honesty and straightforwardness. This means:

·        Recognising that listening as well as speaking is necessary for a genuine conversation

·        Being honest about our beliefs and religious allegiances

·        Not misrepresenting or disparaging other people's beliefs and practices

·        Correcting misunderstanding or misrepresentations not only of our own but also of other faiths whenever we come across them

·        Being straightforward about our intentions

·        Accepting that in formal inter faith meetings there is a particular responsibility to ensure that the religious commitment of all those who are present will be respected.

All of us want others to understand and respect our views. Some people will also want to persuade others to join their faith. In a multi faith society where this is permitted, the attempt should always be characterised by self-restraint and a concern for the other's freedom and dignity. This means:

·        Respecting another person's expressed wish to be left alone

·        Avoiding imposing ourselves and our views on individuals or communities who are in vulnerable situations in ways which exploit these

·        Being sensitive and courteous

·        Avoiding violent action or language, threats, manipulation, improper inducements, or the misuse of any kind of power

·        Respecting the right of others to disagree with us

Living and working together is not always easy. Religion harnesses deep emotions which can sometimes take destructive forms. Where this happens, we must draw on our faith to bring about reconciliation and understanding. The truest fruits of religion are healing and positive. We have a great deal to learn from one another which can enrich us without undermining our own identities. Together, listening and responding with openness and respect, we can move forward to work in ways that acknowledge genuine differences but build on shared hopes and values.

This article was taken from the  web site of the InterFaith Network  (www.interfaith.org.uk)

 

SUFFOLK INTER-FAITH RESOURCE.

STAFF HANDBOOK.

ANNUAL HOLIDAYS.

The Holiday Year begins on 1st April and ends on 31st March each year.

The following conditions apply to your Annual Holiday Entitlement:

·         Holiday dates will be agreed on a "first come - first served" basis, to ensure that operational efficiency/ minimum staffing levels are maintained throughout the year.  This means that you may not be able to take holiday on the dates you wish.  Four weeks notice of your intention to take holidays is requested.

·         In the event of the termination of your employment, any holiday entitlement earned but not taken, will be paid pro-rata, i.e.  an extra payment will be made based on the number of days holiday due compared to the number of working days in the month when your employment ceases, or alternatively an earlier finish date to compensate may be approved at the discretion of the Executive Officer.  However, in the event of you having taken holidays which have not been earned, pro-rata in the Holiday Year, then the appropriate deduction will be made from your final payment.

·         When you have used up your holiday entitlement you will only be permitted to take extra days without pay on the authority of the Executive Officer.  If you do not take your full holiday entitlement in any Holiday Year you will be permitted, at the discretion of the Executive Officer, to carry over leave to the next Holiday Year to a maximum of five days.

·         The basic holiday entitlement for a full time employee will be at the rate of 20 days per annum.  Additional days will be due based on service.  The full provisions relating to holiday entitlement are set out in the Terms and Conditions of Employment.

·         The leave is calculated in accordance with the Working Time Regulations 1998.

·         Any employee who has working arrangements in place whereby they work a short week (less than five full days per week) or, alternatively, work under varying daily times and hours, will have their pro-rata days leave calculated on an annual hours basis.

BEREAVEMENT LEAVE.

Up to five days' paid bereavement leave may be granted in the case of the decease of an immediate family member (immediate family is defined as a partner, child or parent of the employee, or someone who lives with the employee as part of their family).  Such leave to be authorised by the line manager who shall consult with the Executive Officer in order that a consistent decision is reached.

In cases where absence may be prolonged unpaid leave may be granted.

For non-immediate family up to one days' paid bereavement leave may be granted by the line manager who shall consult with the Executive Officer in order that a consistent decision is reached.

For non-family bereavement any leave shall be annual leave or unpaid leave.

CHANGES TO THE STAFF HANDBOOK.

Any new rules or changes to the Staff Handbook will be published by notification of a memo issued to each employee giving a minimum period of 28 days before implementation.  If you do not understand or have a dispute regarding any amendments, you must contact the Executive Officer and inform him/her of your problem.

COMPUTERS AND E-MAIL.

Suffolk Inter-Faith Resource's policy on the use of computers and email is set out in your Terms and Conditions of Employment.  Further details are contained in Suffolk Inter-Faith Resource's Computers and E-mail Policy, which is contained in Appendix 1.

CONFIDENTIALITY.

You should not at any time during your employment  (except so far as it is necessary and proper in the course of your employment) or at any time after your employment is terminated, disclose to any person any confidential information as to the practice, business dealings or affairs of Suffolk Inter-Faith Resource or any of its clients or any other matters which may come to your knowledge by reason of your employment.

CRIMINAL RECORDS.

Employees are reminded that on application for employment, they should state any criminal convictions, as required, by the Rehabilitation of Offenders Act 1974.

Where Suffolk Inter-Faith Resource regards your employment as being of a nature coming within Part V Police Act 1997, it is required to carry out enquiries with the Criminal Records Bureau.  The type and nature of your work will determine the level of enquiry and you agree to Suffolk Inter-Faith Resource carrying out such checks as Suffolk Inter-Faith Resource may consider necessary in that regard.  The requisite fee will be paid by Suffolk Inter-Faith Resource.

DATA PROTECTION.

Suffolk Inter-Faith Resource fully recognises its obligations under the Data Protection Act 1998, and all staff are expected to comply with its provisions.  Therefore, there should be no processing of data unless it can be justified as being for a legitimate reason recognised under the Act.  If you are in any doubt as to whether the acquisition or storage of any information or material contravenes data protection principles, you should clarify the position and obtain permission for such processing from the Executive Officer.

Suffolk Inter-Faith Resource has a separate Data Protection Policy.

DISCIPLINARY RULES AND PROCEDURES.

Suffolk Inter-Faith Resource's Disciplinary Rules and Procedures are set out in a separate policy, which is contained in Appendix 2.

DRESS.

Suffolk Inter-Faith Resource reserves the right to request any employee to remove jewellery that in its opinion, compromises the provisions of the Health and Safety at Work Act 1974.  All staff, whether full or part-time should attend work clean and presentable, and dressed in the manner appropriate and practical for their working environment.  All items of clothing including shoes should be clean and not torn.

EMPLOYEE'S PROPERTY.

No liability is accepted for loss of, or damage to, employee's property brought onto the premises.  Employees are requested not to bring personal items of value onto the premises and, in particular, not to leave any items overnight.

EMPLOYER'S PROPERTY.

Use of such property for any purpose other than for normally defined duties is not permitted.

Suffolk Inter-Faith Resource property of any type is not to be taken away from the premises unless with the prior approval of the Executive Officer.  Employees must immediately notify an appropriate member of management of any damage to property or premises.  Unauthorised entry of Suffolk Inter-Faith Resource's premises outside normal working hours is strictly forbidden.

EQUAL OPPORTUNITIES.

Suffolk Inter-Faith Resource is aware of its responsibilities in the area of diversity and equal opportunities and accordingly will comply with the following; The Sex Discrimination Act 1975, the Equal Pay Act 1970, the Sex Discrimination (Gender Re-assignment) Regulations 1999, the Race Relations Act 1976, the Disability Discrimination Act 1995, the Equal Pay (Questions and Replies) Order 2003, the Race Relations Act 1976 (Amendment) Regulations 2003, the Disability Discrimination Act 1995 (Amendment) Regulations 2003, the Employment Equality (Sexual Orientation) Regulations 2003, and the Employment Equality (Religion or belief) Regulations 2003.

Suffolk Inter-Faith Resource aims to employ the person best suited for each post without regard to sex, marital status, racial origin, sexual preference, religion, age, disability or any other factor that cannot reasonably be construed as being related to a person's ability to do the job.

Suffolk Inter-Faith Resource has in place procedures aimed at avoiding discrimination, both at recruitment stage and thereafter, in terms of access to progression and promotion.

In view of Suffolk Inter-Faith Resource's commitment to Equal Opportunities and Diversity we have developed a separate Equality and Diversity Policy.  This policy outlines details of expectations, training, enforcement etc.  The success of the policy depends upon all staff realising that they have their own obligations under the legislation, and any breach will result in disciplinary action being taken.

FAMILY RIGHTS.

Suffolk Inter-Faith Resource acknowledges and fully embraces the current legislation in respect of family rights in the workplace, and embraces all of the following statutory rights currently contained within the Employment Act 2002.  You will be entitled to take benefit of any provision under the terms of the legislation prevailing at the relevant time.

a)       MATERNITY.

Ordinary Maternity Leave (OML) is 26 weeks regardless of length of service.  You should give Suffolk Inter-Faith Resource 21 days notice of your intention to start your OML.  There is a further entitlement to 26 weeks of unpaid Additional Maternity Leave (AML) for employees who have 26 weeks service by the start of the 14th week before the expected week of childbirth.  Statutory Maternity Pay (SMP) is payable for the full 26 weeks of OML.  The first six weeks will be paid at 90% of your average earnings, and the standard rate after those six weeks will be £100 (or 90% of earnings, if less).  Under the Employment Act 2002, you do not need to give notice of intention to return, unless you are coming back early, in which case 28 days notice is required.

b)      PATERNITY LEAVE.

This is an entitlement to two weeks leave after the birth of a child, or the taking of a child for adoption.  Either the father or mother can take it within 56 days of the birth/adoption.  To qualify, you must have 26 weeks service by the 15th week before the event; Paternity Leave is paid at the same rate as SMP.

c)       PARENTAL LEAVE.

This is an entitlement to all parents of children under the age of five years.  The maximum time that can be taken is 13 weeks per child, with four weeks maximum per year and 21 days notice must be given.  The request must be granted unless there is a genuine business reason as to why it should not, whereupon it can only be postponed for a maximum of six months.  Although there is no legal entitlement to pay whilst on Parental Leave, Suffolk Inter-Faith Resource will pay you at the same rate as SMP for any Parental Leave.

Despite the legislation which states that a worker taking one day will be deemed to have taken that whole week, Suffolk Inter-Faith Resource will not apply that condition.

d)      ADOPTION LEAVE.

As with parental leave, adoptive parents can take 13 weeks up to five years after the adoption.  Adoptive parents can take 26 weeks ordinary adoption leave (paid) and 26 weeks additional adoptive leave (unpaid).  This applies to only one partner and 26 weeks service is required.  It is paid at the same rate as SMP.

e)       DEPENDENT LEAVE.

This grants employees the right to take time off to deal with emergencies involving dependents, usually involving problems with immediate members of the family, such as sick children where a day or two is needed to make urgent arrangements for the care of the child.  Obviously, prevailing circumstances will dictate the applicability of this provision in any case.  However, it does not extend to, for example, taking two to three weeks off to look after a child with Chicken Pox.  Although there is no legal entitlement to pay whilst on Dependency Leave, Suffolk Inter-Faith Resource will pay you at the same rate as SMP for any Dependency Leave.  Immediate family is defined as partner, child or parent of the employee, or someone who lives with the employee as part of their family.

f)       FLEXIBLE WORKING.

All qualifying employees are entitled to ask for hours which suit their own domestic and personal arrangements.  This could extend to requests for home working, or shorter days or reduced hours generally.  It is limited to parents of children under the age of six, and you must submit the request in writing.  Thereafter Suffolk Inter-Faith Resource must set up a meeting within a month and give reasons of a business nature, if your request is refused.  This must be in writing and you will have the right to contest the decision and to  resort to a tribunal if agreement cannot be reached.  Reasons for refusal might include the burden of extra costs to Suffolk Inter-Faith Resource, inability to meet client demand and/or difficulty in finding extra staff needed for cover within the organisation.  One request every 12 months is permissible.

GRIEVANCE PROCEDURE.

Suffolk Inter-Faith Resource's Grievance Procedure is set out in a separate policy, which is contained in Appendix 2.

HARASSMENT.

Harassment is a form of discrimination and will not be tolerated by Suffolk Inter-Faith Resource.  It consists of unwanted or unwelcome conduct of such a nature as to result in the victim suffering a detriment.  Typically, it can consist of bullying, racially offensive remarks, intimidation and victimisation.  It can also consist of sexual harassment, which typically is unwelcome sexual attention, suggestive remarks or gestures, display of offensive material, etc.  Any employee behaving in the ways illustrated above (or similar) will be in breach of this principle and liable to be dealt with under Suffolk Inter-Faith Resource's Disciplinary Rules and Procedures.

Any employee who is a victim of harassment should approach their line manager and voice his or her concerns, in absolute confidence.  The matter will be dealt with sensitively and sympathetically, and you should have no fear in coming forward in this way, provided the complaint is made in good faith.

HEALTH AND SAFETY.

Suffolk Inter-Faith Resource' has a separate Health and Safety Policy, which is set out in Appendix 3.

HOUSEKEEPING.

Both from the point of view of safety and of appearance all working areas must be kept clean and tidy and all employees are expected to avoid actions which might jeopardise this intention.

JOB FLEXIBILITY.

In the interests of operational efficiency employees may be required to transfer to alternative work, and it is a condition of employment that they are willing to do so, when requested.

LEAVING THE ORGANISATION.

On the termination of their employment employees must leave behind all of Suffolk Inter-Faith Resource's property.  This includes equipment, stationery and all forms of paperwork.

It is Suffolk Inter-Faith Resource's practice to follow an Exit Strategy with all departing employees in accordance with the relevant Policy and staff are requested to co-operate.

OUTSIDE ACTIVITIES.

During the continuance of your employment, you will be required to devote your full time, attention and abilities to the proper performance of your duties, and you must at all times act in the best interests of Suffolk Inter-Faith Resource.

Should you wish to take further employment with another employer, you should notify the Executive Officer in writing.  However, if you intend to engage in any occupation, either paid or voluntary, which is likely to either compete with the business of Suffolk Inter-Faith Resource, might involve a conflict of interest, or your working has any other detrimental effect on your ability to carry out your duties, then Suffolk Inter-Faith Resource has the right to require you not to take up that activity, or to cease such activity forthwith, as the case may be.

In circumstances whereby you take other employment in addition to your work with Suffolk Inter-Faith Resource, it shall be a condition that you sign an opt out clause under Regulation 5 of the Working Time Regulations 1998.

PERSONAL TELEPHONE NUMBERS.

The personal telephone numbers of any member of staff, or Suffolk Inter-Faith Resource Trustee must not be disclosed to anybody outside the business without that person's approval.

REDUNDANCY ARRANGEMENTS.

Should the circumstances arise where redundancy is seen to be a possibility the first steps will be to restrict recruitment, and thereafter to investigate measures such as short-time working and/or lay-off (without normal redundancy pay) as means of avoiding redundancies.  If redundancies cannot be avoided, consideration will be given to the retirement of employees over the normal retirement age and applications for voluntary redundancy where acceptable.

If the selection of employees for redundancy becomes necessary, the following will be considered:

·         Previous work experience and the ability to transfer to other jobs.

·         Previous disciplinary, absence and conduct records.

·         Previous job performance and the ability to be retrained.

At all times the overriding consideration will be the future viability of the business.

In the three months prior to anticipated redundancy employees will be permitted to attend job interviews during work hours without loss of pay subject to the request being approved by the line manager.  If the number of interviews to be attended exceeds five, the further approval of the Executive Officer member will be required.

SALARY AND SALARY REVIEW.

Details relating to salary payment and review are set out in your Terms and Conditions of Employment.  The current Salary Scale is contained in Appendix 4.

SICKNESS AND INJURY.

Details of your entitlement and obligations are set out in your Terms and Conditions of Employment.

Statutory Sick Pay (SSP) is payable for the first 28 weeks of absence through sickness in any one period.  It is paid to the employee by Suffolk Inter-Faith Resource on behalf of the state and is subject to PAYE and NI contributions.  Further SSP details are set out in the Terms and Conditions of Employment.

Where there is concern for an employee's health and his/her ability to carry out their work, Suffolk Inter-Faith Resource reserves the right to ask that employee to submit to an independent medical examination, the cost of which will be borne by Suffolk Inter-Faith Resource.  On receipt of the medical report Suffolk Inter-Faith Resource will assess the situation with regard to the employee's future employment.

SMOKING.

Smoking by staff is prohibited in any buildings housing the offices of Suffolk Inter-Faith Resource except those that are located in an employee's home.

TELEPHONE CALLS.

Personal telephone calls should be kept to a minimum, and only in emergencies or by reason of immediate necessity.  Suffolk Inter-Faith Resource reserves the right as it considers appropriate to instruct staff to switch their personal mobile phone to the silent mode during working hours.

It is now unlawful to make telephone calls from a vehicle other than by way of a 'hands-free' kit.  Suffolk Inter-Faith Resource undertakes not to intentionally make calls to employees in breach of the Regulations.  Where an employee receives a call from any source whilst driving on Suffolk Inter-Faith Resource's business, they will be expected not to respond (unless by way of a 'hands-free' device), and it is a condition of employment that the employee complies with this request.

TRADE UNION MEMBERSHIP.

All employees are free to be members of a trade union of their choice.

TRAINING AND DEVELOPMENT.

Suffolk Inter-Faith Resource values the contributions of its employees and will seek wherever possible to help employees develop new skills so that they may be considered for promotional opportunities.

Subject to availability of funding, employees are encouraged to attend seminars, lectures and other training events in order to keep themselves informed of matters and skills relevant to their employment.  Employees are encouraged to propose to their line manager training that they feel would be relevant to their employment.  Where Suffolk Inter-Faith Resource proposes or agrees to an employee's suggestion any costs involved will be met by, or reimbursed by, Suffolk Inter-Faith Resource.

In line with its commitment, Suffolk Inter-Faith Resource has a separate Training and Development Policy.

 

Equality and Diversity:
Policy and Procedures.

CONTENTS

 

 

1.

Introduction

2.

Definitions

3.

Policy Statements

4.

Aims and Objectives

5.

Implementation: Expectations

6.

Implementation: Recruitment and Promotion

7.

Implementation: Interviews and Selection

8.

Implementation: Training

9.

Enforcement

10.

Monitoring

1      Introduction.

1.1           Suffolk Inter-Faith Resource strives for high standards both as an employer and as a provider of services.  In so doing, we recognise the need for encouraging diversity and wholeheartedly support a policy of equal opportunities in all areas of our work and responsibilities.

1.2           This policy provides guidance to enable all who work with or for Suffolk Inter-Faith Resource to comply with anti-discrimination legislation.  The policy will also address anti-discrimination issues involving areas that currently fall outside any legislation.

1.3           Failure to follow the procedures in the policy may lead to disciplinary or other appropriate action.

1.4           Suffolk Inter-Faith Resource's aims and objectives will be achieved through action planning, effective monitoring and a willingness to tackle problems where they arise.  Suffolk Inter-Faith Resource is committed to reviewing this policy on an annual basis.  Through our training, publications, interaction with members and other activities, Suffolk Inter-Faith Resource will ensure those we work with know our statements of policy.

1.5           Suffolk Inter-Faith Resource will regularly review the implementation of its Equality and Diversity Policy and strategy.  Where evidence is found of ineffectiveness, immediate remedial action will be taken to ensure implementation.

2.     Definitions.

2.1           Equal Opportunities ensures that policies, procedures and practice within Suffolk Inter-Faith Resource do not discriminate against the people within it.  It is about treating people fairly and equally regardless of who they are, their background or their lifestyle.

2.2           Diversity ensures that all people are valued as individuals and are able to maximise their potential and contribution to Suffolk Inter-Faith Resource and to the community.  It recognises that people from different backgrounds can bring fresh ideas and a different approach, which can make the way we work and learn more fun, more creative, more efficient and more innovative.

2.3           Direct Discrimination occurs when an individual is dealt with less favourably on the grounds of race, colour, nationality, ethnic or national origin or sex.  Also because of, for example, marital status or caring responsibility; sexual orientation; age; physical, sensory or learning disability; mental health; political or religious beliefs; class; HIV status; employment status; unrelated criminal convictions; union activities.

2.4           Indirect Discrimination occurs when a requirement or condition, which although it applies equally to persons of all groups, is such that only a considerably smaller proportion of a particular group can comply with it.  Examples: a rule about clothing that disproportionately disadvantages a racial group cannot be justified; requiring applicants to have British qualifications.

2.5           Victimisation occurs when an individual is treated less favourably because that person has asserted rights under the Sex Discrimination Act, the Race Relations Act or the Disability Discrimination Act or acted as a whistleblower on such activity.  People must be able to act against unlawful discrimination without fear of reprisals.

2.6           Harassment means repeated, unreciprocated and unwelcome comments, looks, actions, suggestions or physical contact which is found objectionable and offensive and which might threaten an employee or participant or create an intimidating or uncomfortable environment.  Harassment can be sexual, racial, directed against people with disabilities or indeed related to any characteristic exhibited by the individual.  (See Suffolk Inter-Faith Resource's Harassment Policy for guidance where harassment has occurred).

2.7           Positive Action refers to measures taken to assist employees or learners who have been under-represented in specific areas, to reach a level of workplace knowledge and competencies that is comparable with 'representative' employees.  These measures would normally take the form of additional training.  'Positive discrimination' at the point of selection for work is not permissible.

Suffolk Inter-Faith Resource urges staff, trustees, volunteers and learners to be aware of the less obvious types of discrimination which result from general assumptions and pre-conceptions about the capabilities, interests and characteristics of individuals.

3.     Policy Statements.

Diversity.

3.1           Suffolk Inter-Faith Resource will actively encourage diversity to maximise achievement, creativity and good practice and to bring benefit to individuals and communities.

3.2           Suffolk Inter-Faith Resource encourages all people it works with and for to contribute to an environment in which people feel comfortable expressing how they feel and what they need, knowing they will be treated with respect and that their contribution will be valued.

3.3           The way we work, train and learn within Suffolk Inter-Faith Resource reflects both the Mission and Objectives of Suffolk Inter-Faith Resource and the spirit and intentions of legislation that outlaws discrimination and promotes equality and diversity.

3.4           Suffolk Inter-Faith Resource will make reasonable adjustments to working practices, equipment and premises and offer, where appropriate, additional support to trustees, staff and volunteers to ensure they are able to take a full and active part in Suffolk Inter-Faith Resource's work.

3.5           Suffolk Inter-Faith Resource will endeavour to deliver services in a way that genuinely recognises the importance of an inclusive society that brings opportunities and access, not barriers to individuals.

Equal Opportunities.

3.6           Suffolk Inter-Faith Resource is an equal opportunities employer and provider of services.  No job applicant, employee, volunteer, trustee, member or service user should receive less favourable treatment on the grounds of race, colour, nationality, ethnic or national origin; sex; marital status or caring responsibility; sexual orientation; age; physical, sensory or learning disability; mental health; political or religious beliefs; class; HIV status; employment status; unrelated criminal convictions; union activities.  Nor will such  person be disadvantaged by conditions or requirements which cannot be shown to be justifiable.  This principle applies to recruitment, promotion, transfer, training, benefits, facilities, procedures and all terms and conditions of employment.

4.     Aims and Objectives.

4.1           The aims and objectives of the Equality and Diversity Policy are:

·         To encourage, promote and celebrate diversity in all our activities and services.

·         To ensure equal access to jobs, volunteer opportunities.

·         To ensure compliance with legislation on discrimination and equality (Disabled Persons (Employment) Acts 1944 & 1958, Sex Discrimination Act 1975, Race Relations Act 1965, 1968 & 1976, Disability Discrimination Act 1995, Human Rights Acts 1998, Data Protection Act, Race Relations (Amendment) Act 2000, Protection against discrimination at work on grounds of sexual orientation (2003), Protection against discrimination at work on grounds of religion or belief (2003)).

·         To promote equal opportunities in other areas not currently covered by legislation.  Examples Age, Rural.

·         To create environments free from harassment and discrimination.

·         To maximise the use of resources in the best interests of staff, volunteers and service users.

·         To confront and challenge discrimination where and whenever it arises whether it be between colleagues, or in any other area relating to Suffolk Inter-Faith Resource's work.

·         To make a willingness to accept and implement this policy to be a necessary qualification for any position in Suffolk Inter-Faith Resource.

·         To ensure, through positive action and so far as is practicable, that all Suffolk Inter-Faith Resource premises and services are accessible to all people.

·         To ensure that employment and advancement within the organisation is determined by objective criteria and personal merit.

5.            Policy Implementation: Expectations.

5.1           The Trustees of Suffolk Inter-Faith Resource recognises that passive policies do not provide equality and Suffolk Inter-Faith Resource will seek to promote equality and diversity within the following framework of responsibilities.

5.2           Responsibility for implementing and developing the policy rests with the Trustees.  The overall co-ordinating responsibility for equal opportunities and management of diversity is delegated to the Equality and Diversity Officer.  However, Suffolk Inter-Faith Resource believes that all who work with or for the organisation have an individual responsibility: to accept the policy and ensure a personal involvement in its application; to co-operate actively to ensure that the environment we desire is a reality.  Therefore:

5.3           The Trustees of Suffolk Inter-Faith Resource expects individuals:

·         to co-operate with measures introduced by the Trustees of Suffolk Inter-Faith Resource to ensure equality of opportunity, diversity and non discrimination.

·         not to harass, abuse or intimidate any other employee or participant on the grounds of race, colour, nationality, ethnic or national origin; sex; marital status or caring responsibility; sexual orientation; age; physical, sensory or learning disability; mental health; political or religious beliefs; class; HIV status; employment status; unrelated criminal convictions; union activities.

·         to  feel sufficiently confident to inform management if they suspect discrimination is taking place.

5.4           The Trustees of Suffolk Inter-Faith Resource expect Line Managers:-.

·         to ensure that proper records of their employment decisions are maintained and regular reviews  of their employment practices are carried out.

·         to ensure that grievances are dealt with in a fair and consistent manner and in line with Suffolk Inter-Faith Resource's Grievance Policy and Procedure.

·         to ensure that individuals within their remit are aware of their legal responsibilities, and the organisation's Equality and Diversity Policy.

·         to promote actively the benefits of employee and participant diversity, in employment, services and training.

5.5           The Trustees of Suffolk Inter-Faith Resource will consult with an Equality and Diversity Adviser.  We will invite him/her to:-.

·         offer advice and make recommendations in relation to Equal Opportunities and Diversity and the implementation of relevant policies and procedures.

5.6           The Trustees of Suffolk Inter-Faith Resource will appoint an Equality and Diversity Officer who will:-

·         ensure that the highest standards of Equality Opportunities practice are observed in the delivery of Suffolk Inter-Faith Resource services and undertake training and development opportunities to ensure that competence is maintained.

·         collate and discuss relevant organisational information and make recommendations to the Executive Officer.

·         offer advice and guidance to members of staff, volunteers and organisations on  Suffolk Inter-Faith Resource's Equality and Diversity Policy and Procedures.

·         seek the views and opinions of employees, volunteers, customers and clients on the operation of the policy in his/ her locality/ area of responsibility, in particular to meet the diverse needs of the users.

·         ensure that staff are supported in their roles in regard to the Equality and Diversity Policy and Procedures.

·         ensure Trustees and the Executive Officer are appraised regularly on the state of equal opportunities and diversity within Suffolk Inter-Faith Resource.

5.7           The Trustees of Suffolk Inter-Faith Resource will:-

·         ensure that the Equality and Diversity Policy and associated documents are reviewed on an annual basis.

·         review and approve policies, procedures and practices that impact on equal opportunities and diversity practice.

·         facilitate training and discussion on Equal Opportunities and Diversity issues as appropriate.

·         co-ordinate the delivery of an equality and diversity strategy and action plan.

 

6.     Policy Implementation:  Recruitment and Promotion.

6.1           Suffolk Inter-Faith Resource strives to ensure that our trustees, staff and volunteers reflect the wider community.

6.2           Clear and accurate information on vacant posts should be available through advertisement, job descriptions, person specifications and interview.  Vacancies should be advertised sufficiently widely to reach the widest possible range of candidates, either internal and/or external.

6.3           All recruitment material should not imply any preferred group, unless a genuine occupational qualification exists limiting a post to a particular group.

6.4           Applicants will be informed, through all recruitment material of Suffolk Inter-Faith Resource's commitment to Equal Opportunities and Diversity and the existence of this policy.

6.5           Person specifications may include 'essential' and 'desirable' requirements that are necessary and justifiable.  Care, and advice where necessary, is needed to ensure these are not discriminatory.

6.6           Staff and volunteers should be encouraged to discuss their development and training needs through a process of regular support and annual appraisals.

6.7           Job titles that are discriminatory should be avoided.

7.     Policy Implementation:  Interviews and Selection.

7.1           In line with the intentions of this policy, interviewing and selection policies and processes must take care to reflect the gender, disability and ethnic make up of Suffolk Inter-Faith Resource when selecting the panel.

7.2           The shortlisting panel will not select candidates on the basis of the gender, name, possible disability or age of the candidate.

7.3           The interview panel must take extreme care not to ask discriminatory questions unrelated to the requirements of the job, eg race, colour, nationality, ethnic or national origin; sex; marital status or caring responsibility; sexual orientation; age; physical, sensory or learning disability; mental health; political or religious beliefs; class; HIV status; employment status; unrelated criminal convictions; union activities.

8.     Policy Implementation: Training.

8.1           In line with the intentions of this policy, Suffolk Inter-Faith Resource will not discriminate in the provision of training courses/ opportunities wherever possible.

8.2           Appropriate training will be provided to enable trustees, staff, volunteers and Committee members to perform their jobs effectively.  The training offered will take into account the needs of all people.

8.3           Briefing on this policy will form part of the Induction Procedure for trustees, staff, volunteers and Committee members.

9.     Enforcement.

9.1           Suffolk Inter-Faith Resource recognises the need for a continuing commitment to genuine equal opportunities and diversity within the organisation.  The effectiveness of the policy's aims and objectives can only be judged by how the policy operates in practice.

Policy Enforcement - Grievances.

9.2           Any staff member or volunteer who feels they have been a victim of unlawful discrimination or unfairly treated in a way contrary to the intention of this policy should raise the issue through Suffolk Inter-Faith Resource's established Grievance Procedure.

9.3           Any service user who feels he/ she has been unfairly treated in a way contrary to the intention of this policy should make a complaint through Suffolk Inter-Faith Resource's Executive Officer, who must report any such complaint to the Board of Suffolk Inter-Faith Resource.  If the complaint is about the Executive Officer, this should be made through the Chairman of the Board of Suffolk Inter-Faith Resource.

9.4           Any job applicant who believes that he/ she has been treated unfairly and contrary to the intention of this policy should raise the issue with the Executive Officer or the Chair of the Board of Suffolk Inter-Faith Resource.

9.5           All incidents of direct discrimination are disciplinary offences and will be dealt with under the Disciplinary Procedure.

9.6           Incidents of indirect discrimination will be investigated to determine whether they should be dealt with under the Disciplinary Procedure.

9.7           Incidents of victimisation or harassment will be dealt with in accordance with Suffolk Inter-Faith Resource's Harassment Procedure.  Where incidents of victimisation and harassment are proven, the issue will be dealt with under Suffolk Inter-Faith Resource's Disciplinary Procedure.

9.8           Suffolk Inter-Faith Resource will not treat lightly or ignore grievances from members of disadvantaged groups on the assumption that they are over-sensitive about discrimination.

Policy Enforcement - Disciplinary Procedure.

9.9           Any member of staff found to be in breach of this policy will be subject to disciplinary action in line with the Standard Terms of Employment.

9.10       Any volunteer found to be in breach of this policy will be counselled on his/her actions and may, where necessary, be removed from Suffolk Inter-Faith Resource's volunteer register.

9.11       Any member of any Committee or working group of Suffolk Inter-Faith Resource found in breach of this policy will be counselled on his/her actions and may, where necessary, be asked to leave Suffolk Inter-Faith Resource.

9.12       Any service user found in breach of this policy will, where appropriate, be counselled on his/her actions and may, where necessary, be referred back to their organisation or refused future services from Suffolk Inter-Faith Resource.

10.   Monitoring.

10.1       Suffolk Inter-Faith Resource view the collection/analysis of data is vital in informing change and improving performance.  Where appropriate, statistics on Suffolk Inter-Faith Resource's services will be collected and analysed in relation to equality and diversity matters.  We will review employee turnover and seek information on reasons for leaving.  Local and national data or statistics will be used to benchmark our performance.

10.2       The Trustees will review annually equality of opportunity relating to Suffolk Inter-Faith Resource services.  Recruitment and selection procedures will be monitored and reviewed annually by the Executive Officer who will report to the Board of Suffolk Inter-Faith Resource.  All aspects of personnel policies and procedures shall be kept under review to ensure that they do not operate against the Equal Opportunities Policy.

10.3       In order to determine the impact of this policy it is important that a monitoring system be developed which will measure commitment, progress and effectiveness.  The Diversity and Equality Policy will be monitored and reviewed as follows:

·         The policy will be an agenda item at Suffolk Inter-Faith Resource team meetings.

·         The Board of Suffolk Inter-Faith Resource will undertake an annual policy review.  All relevant parties will be encouraged to submit comments for consideration.

·         The review recommendations will be presented to the next Trustee meeting for their comments and ratification.

10.4       Where it appears that there may have been or there is a breach of the policy, the Board of Suffolk Inter-Faith Resource will investigate the circumstances and action will be taken to counter any proven breach of policy.

10.5       If it is found that the policy is excluding or discouraging the development of trustees, staff or volunteers or restricting service users, the Board of Suffolk Inter-Faith Resource should take positive action to re-adjust the policy.

 

Equality and Diversity Review Form

.

Equality and Diversity Adviser.

 

 

__________________________________________     Tel:__________________

Monitoring Arrangements:

 

 

 

 

 

 

 

 

Date of local review(s):

Other Information:

 

Equality and Diversity Review Form.

Equal Opportunities Monitoring.

(Strictly Confidential).

SUFFOLK INTER-FAITH RESOURCE is working towards becoming an equal opportunities employer.  All applicants for jobs are considered only on their ability to contribute to the aims of the charity, not on the basis of their national or ethnic origin, gender, marital status, sexual orientation, age, religion or disability.

To help ensure that our equal opportunities policy is effective, please answer the questions below.  The information you provide will be used to monitor the overall profile of all the people who apply.  It will only be used for the selection of individuals in a way that is within the letter and spirit of the equal opportunities legislation.  It will be treated in the strictest confidence.

 

Ethnic Origin

 

 

White British

Black African

Asian Bangladeshi

White English

Black Caribbean

Asian Chinese

White Irish

Black Other

Asian Indian

White Irish Traveller

White and Asian

Asian Pakistani

White Scottish

White and Black African

Asian Other

White Welsh

White and Black Caribbean

Other Asian background

White Other

Mixed Other

Chinese

Other

Unknown

 

 

Gender

 

 

 

Male

 

Female

 

 

Age

 

 

 

 

 

 

 

 

 

16-24

 

45-54

 

25-34

 

55-65

 

35-44

 

.

Disability.

Do you have any disability of which SIFRE should be aware?                  YES / NO.

Unspent convictions.

Have you ever been convicted of a criminal offence that is not classed as a spent conviction as defined by the Rehabilitation of Offenders Act 1974 (as amended)).

                                                                                                YES / NO.

If yes please give details:

 

Recruitment Policy.

1.     Introduction.

Organisationally, Suffolk Inter-Faith Resource aspires to be characterised as 'a well managed, well resourced organisation' in order to deliver on its Mission Statement.  People are the key factor in  achieving this - we therefore need to recruit and retain excellent staff.

Our Recruitment Policy meets with best practice, but also have the flexibility to experiment and challenge existing practices.  Fundamental is our commitment to Diversity and Equal Opportunities - these need to be inherent parts of our approach and processes.

2.     Policy.

Suffolk Inter-Faith Resource seeks to recruit high quality, committed and effective Trustees, Staff and Volunteers using a fair, honest and open process.

We aim to maintain and develop an organisation whose people are:

·         Professional and effective.

·         Motivated and fulfilled.

·         Knowledgeable and committed.

·         Offered support for personal development.

·         Reflective of the communities we serve.

Suffolk Inter-Faith Resource will monitor and respond to issues arising from the recruitment process, particularly in relation to diversity matters.

3.  Processes: Trustees

 

Recruitment Activities

Rationale

1.

The following papers will be regularly reviewed and kept up to date by the Board of Trustees:

·         Trustee Role Description and Person Specification.

·         Trustee skills audit

To keep up to date with Trustee developments and maintain awareness of skills mix

2.

At least once per annum the Trustees will review the composition of the Board to assess if there are any vacancies, co-options or skills/experience/knowledge gaps

To ensure the Trustee Board revisits its purpose and composition

3.

Recruitment of new Trustees will be managed by a permanent Search Committee, led by the Chairperson of the organisation, with at least one other Trustee as member and supported by the Executive Officer.

Allocating responsibility for recruitment of Trustees

4.

The Search Committee will determine and implement:

·         the best approach to advertising or searching for new Trustees, adhering to the Equality and Diversity Policy.

·         the best approach to short-listing and interviewing potential trustees.

·         the selection criteria

Ensuring recruitment keeps in line with policies

5.

Selection criteria:

·         The selection criteria must be applied equally to all candidates and be based on the Role Description and Person Specification.

·         If the Selection criteria are not met, an appointment should not be made

Ensuring recruitment keeps in line with policies

6.

The Search Committee makes recommendations to the Trustee Board, which can confirm or reject recommendations.

Final responsibility rests with Trustees

7.

Post interview :

·         The successful candidate/s should be telephoned as soon as practicable and oral confirmation of acceptance of the post secured.

·         This should be followed by a written offer to the successful candidate within two working days of oral acceptance with a prompt acceptance reply sought .

·         The successful candidate's references and other details should be followed up promptly.

·         The Search Committee or the potential trustee may suggest attending up to two meetings as an observer prior to accepting the appointment.

·         All other candidates interviewed should be informed promptly and offered feedback on their interview.

·         Expenses for attending interview can be made

To ensure that the chosen candidate is secured as soon as possible

3.     Processes: Staff

 

Recruitment Activities

Rationale

1.

A Job Description and Person Specification will be developed for any new post or significant amendment to an existing post.

Clarity of objectives in recruitment and establishing objective benchmarks

2.

An Interview Panel will be formed to determine the recruitment strategy for the post to be filled.  The Interview Panel:

·         Will report and be accountable to the Board of Trustees.

·         Will have at least 2 people, with 3 being the norm.

·         Will include at least one manager who will support the process.

·         Will include a Trustee for any management post.

·         Will first determine internal recruitment process, thereafter will determine the advertising and interview process.

·         Will undertake interview s and make a decision on appointment.

·         Will report to the Board of Trustees  on any problems or difficulties encountered.

Clarity of processes to be followed by interview  panel

3.

Internal and external recruitment:

·         Existing staff will be informed of all vacancies by written notice.

·         Applications from staff/ volunteers currently in post will be considered for vacancies, subject to the staff/ volunteers having successfully completed their probationary period.

·         The Interview Panel may determine that it needs to interview external as well as internal candidates in which case the vacancy will be publicly advertised in appropriate media.

Need to retain knowledge and expertise within the organisation.  If an internal applicant is appointed, must have joined the organisation under full recruitment process

4.

Short-listing process:

·         Short-listing needs to follow the organisation's best practice in Equal Opportunities.  The front 'monitoring' sheet of the applications should not be viewed by those short-listing.

·         The Interview Panel will determine the most appropriate short-listing process in relation to the status of the post and the number of applications.

Need to reduce the number of applications to a realistic number.

5.

The interview process needs to fulfil the following criteria:

Review all application forms.

·         Follow a process that provides the Panel with the ability to scrutinise individual ability, experience and knowledge.  The Panel determines whether this involves questions, presentations, tests or other recruitment methods.

·         Meet the Equality and Diversity Policy by applying the same process/format to all candidates (but making allowance/ adaptation for special needs).

Providing all candidates with equal opportunity and developing a robust system that will appoint the best candidate

6.

Selection criteria:

·         The selection criteria must be applied equally to all candidates and be based on the Job Description and Person Specification.

·         If the Selection criteria are not met, appointment should not be made.

Providing all candidates with equal opportunity and developing a robust system that will appoint the best candidate

7.

Post interview :

·         The successful candidate should be telephoned as soon as practicable and an oral confirmation of acceptance of the post secured.

·         This should be followed by a written offer to the successful candidate within two working days of oral acceptance with an acceptance reply sought within the next three working days.

·         The successful candidate's references and other details should be followed up promptly.

·         All other candidates interviewed should be informed promptly and offered feedback on their interview.

·         Expenses for attending interview can be reimbursed.

To ensure that the chosen candidate is secured as soon as possible

.

 

SUFFOLK INTER-FAITH RESOURCE.

STATEMENT OF TERMS AND CONDITIONS OF EMPLOYMENT.

(issued in accordance with the Employment Rights Act 1996).
 

This statement is dated __________________ and sets out particulars of the terms and conditions on which Suffolk Inter-Faith Resource employs:

 

FULL NAME: ______________________________.

DATE OF COMMENCEMENT OF EMPLOYMENT: __________________.

CONTINUITY OF EMPLOYMENT:

Your period of continuous employment began on the __________________.

FIXED TERM CONTRACT:

Your contract of employment is a fixed term contract for _______, expiring on _________________.

PROBATIONARY SERVICE:

All employees on joining Suffolk Inter-Faith Resource are subject to a three-month probationary period.  During this period Suffolk Inter-Faith Resource reserves the right to terminate your employment by giving one weeks' notice of termination.

JOB TITLE:

Your job title is ______________________________________.

You should understand that your job title and job description may be amended by Suffolk Inter-Faith Resource and that you may be called upon to perform additional or other duties as may reasonably be required by Suffolk Inter-Faith Resource.  The nature of the organisation and the changing needs of the voluntary sector mean you must be flexible in your approach to your work in order to meet organisational objectives.

REMUNERATION:

Your salary will be £_________________ per annum.  This will be subject to review as at the 1st April each year in accordance with the NJC Salary Scale.  Any pay rise is at the discretion of the Board of the Suffolk Inter-Faith Resource and, therefore, it does not follow that employees can expect a pay rise every year, as many factors need to be considered.  Staff will be notified of any change to their salary as soon as is practicable.

Your salary will be paid calendar monthly in arrears.  Payment will be made by cheque which will be normally presented / posted to you on the 28th day of the month, or the previous working day if the 28th is not a normal working day and each month you will receive an itemised pay statement.

Suffolk Inter-Faith Resource reserves the right to recover from you, or deduct from any sums payable to you, any sums which you may from time to time owe Suffolk Inter-Faith Resource.  Such sums may include, but are not limited to, any overpayment of salary or expenses, any holiday taken in excess of your entitlement, or the cost of repairing any damage to the organisation's property, if such damage was caused, or contributed to, by you.  This list is illustrative rather than exhaustive.

HOURS OF WORK:

The working week for full-time employees is 37.5 hours per week.  Your contract is for ____ hours per week.

Your hours of work are to be agreed with your line manager.

You will be entitled to one hour for lunch to be taken at a time to be agreed with your line manager.  With the agreement of your line manager the lunch period on any day may be reduced and your finishing time adjusted correspondingly on that day.

You are required to complete and submit a weekly time sheet to your line manager.

TIME OFF IN LIEU:

You may be required to work overtime in accordance with the requirements of the organisation when circumstances demand.  It may also be necessary to alter your hours of work generally if there is a genuine business need for this, in order to provide a full and effective service.  In the case of extra hours being worked, or your being required to work outside of your usual hours, time off in lieu (TOIL) will be granted.  All TOIL must be taken within two months of when it was accrued and be approved by the line manager.  To ensure operational efficiency/ minimum staffing levels are maintained, the line manager has authority to extend this period to four months from accrual.

HOLIDAYS AND HOLIDAY PAY:

Full-Time Employees.

The organisation's Holiday Year runs from the 1st April to 31st March each year.

The basic holiday entitlement for full time employees is 20 days* fully paid per annum plus 8 fully paid bank holidays which must normally be taken on their due dates.

Employees will be expected to take 3 days of their annual leave at Christmas when the SIFRE Centre is closed.

Part-Time Employees.

The basic holiday entitlement for part time employees is 20 days* fully paid per annum reduced pro rata to the hours worked.  Fractions of days will be rounded up to the nearest half-day.

Part time employees shall be given time off on bank holidays when these fall on their working days.

Part time employees not normally working on bank holidays will be entitled to time off in lieu which will be calculated on the basis of a fraction of the (in most years) eight bank holidays.  Fractions of days will be rounded up to the nearest half-day.

Part time employees will be expected to take 3 days of their annual leave at Christmas, reduced pro rata to the hours worked, when the SIFRE Centre is closed.

*This entitlement increases by one day for each completed year of service, to a maximum of an additional five days.  An employee commencing employment in the first 6 months of the holiday year will be entitled to an extra half day annual leave entitlement in the following Holiday Year.  This entitlement will be carried forward until the maximum five extra days have been earned.

All leave granted complies with the Working Time Regulations 1998.  All new employees are entitled to holidays on a pro-rata basis according to the hours worked.  You are advised in particular that you should not book a holiday without first agreeing the holiday dates with your line manager.  Should you fail to do so, you may be required to cancel such holiday and you should understand that the organisation will not be liable for any expense or inconvenience caused.

ABSENCE THROUGH SICKNESS OR INJURY:

You are required to be available for work during your normal working hours and you must make every effort to attend work.  In order to minimise disruption you are requested, where possible, to make dental, medical or hospital appointments in your own time.

If you are absent on account of sickness or injury you, or someone on your behalf if you are unable to, should ring your line manager before 10.00am on the first working day of absence.  You should indicate the nature of, and the likely duration of, your sickness.  Thereafter you should keep your line manager updated as to the current position.

For any absence due to sickness or injury you will be required to provide a sickness self-certification form if the absence is for less than seven calendar days.  If the illness continues after the seventh day you should forthwith submit a medical certificate from a registered medical practitioner.  On returning to work you may be required to submit a medical certificate of your fitness to work, and you may be required to undergo a medical examination, before you recommence work.  Because of the rules relating to the payment of Statutory Sick Pay (SSP) (see below) it is important that your medical certificate indicate actual days of sickness, even if they are sometimes days when you would not have worked, e.g.  weekends and public holidays.

You should understand that should you fail to comply with the organisation's sickness policy and procedures, the organisation reserves the right to deduct statutory sick pay and any contractual pay.  You should further note that a failure to comply with any of these procedures could render you liable to disciplinary action.  Should you be absent due to sickness or injury over an extended period, the organisation will regularly review such absence, and it may be necessary to terminate your employment.

After successful completion of your probationary service period, sickness benefit will be paid in accordance with the terms below.  These payments incorporate SSP (see below):

 

 

Full Pay

Half Pay

First year of service

Up to 4 weeks

Subsequent 2 weeks

Subsequent years

Up to 8 weeks

Subsequent 4 weeks

.

Any previous period of sickness in respect of which benefit has been paid within the previous 12 months preceding the first day of a new period of absence will be applied against the above limits for the new period of absence.

When sickness under these provisions occurs during a period of annual holidays you will be credited with the equivalent days annual leave to be taken at another time, provided a medical certificate covering the relevant period is produced from a registered medical practitioner.

In cases where either your doctor, or one appointed by the organisation, indicates that a phased return to work following a period of sickness is appropriate, which involves you working something less than your contracted hours, then full pay may be given at the discretion of the Executive Officer.  Such an arrangement, if agreed, will only be for a maximum period of 28 days.

Any continuation of sick pay beyond these limits will be on the recommendation of the Executive Officer to the Board who must ratify it; they may request a medical examination to be carried out by a registered medical practitioner appointed by them.

STATUTORY SICK PAY:

The organisation makes payments in accordance with the government's Statutory Sick Pay scheme "SSP".  In order to obtain SSP you must follow the notification procedures detailed above.

DISCIPLINARY PROCEDURE:

The Disciplinary Procedure applying to your employment is set out in the Staff Handbook.

GRIEVANCE PROCEDURE:

Any grievance relating to your employment should be taken up in accordance with the procedure set out in the Staff Handbook.

PLACE OF WORK:

Your principal base for work will be at the SIFRE Centre, 75 Grimwade Street, Ipswich.  However, it may be necessary from time to time for staff to carry out their duties wherever the requirements of the organisation reasonably dictate.

STATUTORY MATERNITY PAY:

You will be entitled to any statutory maternity leave and pay for which you qualify.  You will be entitled to claim ordinary maternity leave and pay from the commencement of your employment.  After twelve months service, you will be entitled to additional maternity leave.  When you receive medical confirmation that you are pregnant, you should immediately notify the Executive Officer of this and provide a medical certificate confirming this.  This is in order for the organisation to carry out a proper risk assessment in accordance with the Management of Health and Safety at Work Regulations 1999.  Further details are set out in the Staff Handbook.

OTHER FAMILY RIGHTS:

You are also entitled to other types of family leave, namely paternity leave, flexible working, adoption leave, parental leave and dependency leave.  These are fully explained in the Staff Handbook.

PUBLIC DUTIES:

The organisation appreciates that it may be necessary at times to release staff for the purposes of fulfilling public duties, such as service as a Parish or District Councillor, Jury Service etc.  Where such leave is granted, this will be at the absolute discretion of the employer.  Requests must be made in writing, and agreed in writing in advance.  You should note that service in the Territorial Army would not be classed as being in this category of leave, and service involving normal working days must be taken as allocated annual leave.

COMPUTERS AND EMAIL:

It is the policy of the organisation to fully comply with all legislation relating to computers and data protection.  It is therefore important that employees' minimise exposure to legal risk through careless practices with regard to the use of data, or inappropriate or illegal use of software.

Computers should only be used by you to perform your job function effectively.  You are authorised to use systems and programmes relevant to your post.

Personal use of the organisation's computers and email facility is restricted as set out in the organisation's Computers and E-mail Policy, a copy of which will be provided.

You should not under any circumstances use the email system to transmit any material that is offensive or obscene, untrue or malicious, in breach of copyright, or defamatory.  You should understand that any such use of the email system is likely to result in dismissal for gross misconduct.  You should further recognise that messages sent over the email could give rise to legal action against the organisation.  You should note that breach of confidentiality could arise from transmission of messages via the email system.

HEALTH AND SAFETY AT WORK:

You must comply with all appropriate health and safety legislation including the provisions of the Health and Safety at Work Act 1974 (and associated legislation).  SIFRE’s premises, staff and volunteers are subject to the Health and Safety Policies of Suffolk College  If health and safety policies, procedures or information are not understood, or need clarification, this should be made known to the Executive Officer who if necessary will consult with the College’s Fire and Safety Officer.

ACCIDENTS:

Should you be incapable of performing your duties as a result of disability or injury caused by the negligence of a third party, the organisation shall be entitled to recover any losses in terms of salary from any compensation or damages claim successfully brought by you.

PENSION:

As an employee of the organisation you are eligible for membership of the organisation's stakeholder pension scheme "The Scheme", or you may elect to continue with, or to take out, your own Personal Pension Plan.

The organisation will not make a contribution to any pension arrangement during an employee's probationary period of service.  On satisfactory completion of your probationary period of service you will be entitled to a 6% employer's pension contribution.

If you wish to join The Scheme, or after six months service wish to claim the employer's pension contribution, you should seek a meeting with the Executive Officer.

In the event that you elect to make contributions to a pension arrangement, appropriate deductions can be made from your salary and you hereby consent to those deductions being made.

There is no Contracting Out Certificate in force in respect of your employment.

RETIREMENT:

The normal retirement age for this post is 65 years, but you may apply to work beyond the age of 65 under certain circumstances.  You should make the request no later than 6 months before the normal retirement date, and the organisation has the right to agree or not at its absolute discretion.  This applies to both male and female members of staff.  The effective date of the termination shall be the employee's 65th birthday unless a request to defer the normal retirement date has been agreed.

NOTICE OF TERMINATION:

Notice to be given by the employer following a satisfactory probationary period:

Up to 4 years service:

1 month.

Over 4 years service:

1 additional week for each complete year of service up to 12 years.

 

 

Employee Notice:

1 month written notice except in the case of the Executive Officer who should give notice comparable to that required, which is 3 months.

AMENDMENTS TO THIS STATEMENT:

This Statement of Terms and Conditions of Employment is issued in accordance with Section 1 of the Employment Rights Act 1996 (as amended) and any changes or amendments to this Statement will be notified to you at least 28 days before they are due to take effect.  Any changes to the Staff Handbook, which also forms part of the Contract of Employment, will also be notified to you at least 28 days before any change is brought into effect.

FURTHER INFORMATION:

A copy of the Staff Handbook is attached.  If you have any queries concerning the Handbook or your Contract of Employment you should discuss them with your line manager.

CONTRACT AUTHORISATION AND ACKNNOWLEDGEMENT OF RECEIPT:

I acknowledge receipt of this Statement and accept the contents thereof and confirm that I have read and fully understand the contents of the Staff Handbook.

 

Signed.

 

Signed

Empoyee

Company Secretary or other Board Member for and on Behalf of the Board of Suffolk Inter-Faith Resource

 

Date

 

Date

.

 

NJC Pay Scales.

Many voluntary and community organisations use local authority (NJC) pay scales.

Agreement has been reached on local authority pay with effect from 1 April 2004 for the three years to 31 March 2007.  The increase on all scale points of 2.75% from 1 April 2004, 2.95% from 1 April 2005, and 2.95% (or the RPI (retail price index) at October 2005, whichever is the higher) from 1 April 2006.

The rates from 1 April 2004 and 1 April 2005 are listed below.  Given that the rates of pay and allowances applicable from 1 April 2006 may be subject to the RPI at October 2005, those rates will be published nearer that time.

Note: The NJC stopped assigning scales to the spinal column several years ago.  These are published for reference only.

 

Scale

Spinal Column Point

1 Apr 04

1 Apr 05

 

Scale

Spinal Column Point

1 Apr 04

1 Apr 05

Scale 1

4

£10,560

£10,872

 

Scale 6

26

£19,713

£20,295

 

5

£10,809

£11,127

 

 

27

£20,370

£20,970

 

6

£10,962

£11,286

 

 

28

£21,033

£21,654

 

7

£11,316

£11,649

 

SO1

29

£21,867

£22,512

 

8

£11,673

£12,018

 

 

30

£22,599

£23,265

 

9

£12,027

£12,381

 

 

31

£23,313

£24,000

 

10

£12,279

£12,642

 

SO2

32

£24,000

£24,708

 

11

£13,071

£13,458

 

 

33

£24,708

£25,437

Scale 2

12

£13,344

£13,737

 

 

34

£25,407

£26,157

 

13

£13,701

£14,106

 

PO

33

£24,708

£25,437

Scale 3

14

£13,953

£14,364

 

 

34

£25,407

£26,157

 

15

£14,244

£14,664

 

 

35

£25,938

£26,703

 

16

£14,586

£15,015

 

 

36

£26,625

£27,411

 

17

£14,931

£15,372

 

 

37

£27,372

£28,179

Scale 4

18

£15,225

£15,675

 

 

38

£28,173

£29,004

 

19

£15,795

£16,260

 

 

39

£29,100

£29,958

 

20

£16,371

£16,854

 

 

40

£29,865

£30,747

 

21

£16,968

£17,469

 

 

41

£30,654

£31,557

Scale 5

22

£17,409

£17,922

 

 

42

£31,434

£32,361

 

23

£17,922

£18,450

 

 

43

£32,217

£33,168

 

24

£18,507

£19,053

 

 

44

£33,009

£33,984

 

25

£19,092

£19,656

 

 

45

£33,750

£34,746

 

 

 

 

 

 

46

£34,566

£35,586

 

 

 

 

 

 

47

£35,358

£36,402

 

 

 

 

 

 

48

£36,147

£37,212

 

 

 

 

 

 

49

£36,921

£38,010

.

 

Tutor Policy.

In order to deliver its services, Suffolk Inter-Faith Resource employs individuals from the Faith Communities as Faith Tutors on an as needed basis.

Method of Appointment.

Following consultation, tutors will be issued with a letter of appointment for each assignment they are asked to undertake together with a claim form which must be return to the Executive Officer who will then arrange for payment.

Pay and Expenses

Tutors will be paid at the prevailing rate for actual contact time and will be recompensed for all out of pocket and travel expenses incurred.  Supporting receipts must be provided.  HM Revenue and Customs view these travel expenses as taxable income but SIFRE will enhance the claims of those who pay tax such that they receive the full rate.  Payment will be by cheque, normally issued on the 28th of the month.

Tutor Agreement and Work Outline.

Tutors are subject to the general conditions of staff employment except that: tutors are not eligible for holidays; bereavement, maternity, paternity, parental or dependent leave.  Neither are they eligible for holiday and sickness and injury pay.

Before being allocated any assignments, tutors will be asked to sign a tutor agreement outlining the commitment and expectations of Suffolk Inter-Faith Resource and the role or specific tasks that the tutor will be contracted to undertake.  A representative of Suffolk Inter-Faith Resource will also sign this agreement.  The agreement will be deemed to be a contract between Suffolk Inter-Faith Resource and the tutor.  Tutors will also receive a copy of the Tutor Induction Pack to keep and refer to when necessary.

PRINCIPLES.

The tutor policy is guided by the following principles. The organisation and its tutors will follow this policy:

·         All tutors are expected to be either members or associates of SIFRE

·         All tutors will sign the tutor agreement.

·         The tutor's role with be clearly explained and mutually agreed.

·         The organisation will provide induction, information, training and support to its tutors appropriate to their role.

·         The organisation will, whenever possible, give tutors work that is satisfying and appropriate to their expertise.

·         Tutors have the right to express their views within the organisational structure.

·         Tutors and staff will work together within the organisation's rules, policies and procedures.

·         Tutors and staff will treat each other with respect and courtesy.

·         The organisation is committed to equal opportunities in relation to the recruitment, selection and involvement of tutors.

 

Volunteer Policy

Suffolk Inter-Faith Resource is a voluntary organisation and volunteers are at the heart of its structure - as trustees, committee members and workers.  The contribution of volunteers to the work of Suffolk Inter-Faith Resource is especially valued and respected.

Volunteers increase our capacity to fulfil our mission statement and deliver on our objectives.  They keep the organisation in touch with our purpose and provide a wide range of relevant skills and perspectives that improve the work we do.

This policy, which is supported by our volunteers, sets out how Suffolk Inter-Faith Resource intends to support its volunteers.

Suffolk Inter-Faith Resource recognises three different types of volunteers.

Occasional Volunteers.

These are people who volunteer at events such as Forum of Faiths meetings and social events or help with projects, for example by helping with looking after the Centre and its garden when necessary.  They volunteer occasionally,  perhaps a few times a year.

Regular Volunteers.

These are people who take on a particular task, on an ongoing basis.  Regular volunteers include those undertaking administrative work.

Trustees and committee members.

These people hold positions of responsibility and have been elected by members of the organisation or selected on the basis of their skills and experience.

PRINCIPLES.

The volunteer policy is guided by the following principles:

·         The organisation and its volunteers will follow this policy.

·         All regular volunteers, Trustees and committee members will sign the volunteer agreement.

·         The organisation recognises that volunteers donate their time.  Their contribution should be mutually agreed.

·         The volunteer's role with be clearly explained and mutually agreed.

·         The organisation will provide induction, information, training and support to its volunteers appropriate to their volunteer role.

·         The organisation will, whenever possible, give volunteers work that is satisfying and appropriate to their interest.

·         Volunteers have the right to express their views within the organisational structure.

·         Volunteers and staff will work together within the organisation's rules, policies and procedures.

·         Volunteers and staff will treat each other with respect and courtesy.

·         The organisation is committed to equal opportunities in relation to the recruitment, selection and involvement of volunteers.

Volunteer agreement and work outline.

Regular volunteers, trustees and committee members will be asked to sign a volunteer agreement outlining the commitment and expectations of Suffolk Inter-Faith Resource and the role or specific tasks that the volunteer has offered to undertake.  A representative of Suffolk Inter-Faith Resource will also sign this agreement.  The agreement is by no means a contract; it is simply a guideline to help the volunteer feel supported and clearer about their responsibilities.  Volunteers will also receive a copy of the Volunteer Induction Pack to keep and refer to when necessary.

Expenses.

Volunteers will be reimbursed travel and other approved expenses when allowed by Suffolk Inter-Faith Resource's Expenses Policy.  To claim expenses, supporting receipts must be provided.

 

 

 PRACTICE GUIDELINES – TUTORS AND VOLUNTEERS

Suffolk Inter-Faith Resource is committed to good practice when supporting its tutors and volunteers.  Detailed information on how the organisation supports its tutors and volunteers can be found in the Tutor and Volunteer Induction Packs.

Recruitment.

Suffolk Inter-Faith Resource will make ongoing efforts to recruit tutors and volunteers who match appropriate needs.  This selection process will be based on the skills and interest of the tutor or volunteer and the current needs of the organisation.

Induction, Information and Training.

Tutors and volunteers will receive an appropriate induction, which will include information on the aims, background and organisational framework of the organisation.  Additional information will be provided to help the tutor or volunteer in their work.  Suffolk Inter-Faith Resource will strive to make the information sessions accessible and relevant to local needs.  Opportunities to develop knowledge and skills will also be provided as appropriate.

Support and Supervision.

Tutors and volunteers will be supported and supervised by a named contact person who may be a member of staff or another approved person.  This person will provide the tutor or volunteer with feedback on their work, the opportunity to discuss future work and a chance to discuss any issues that may arise.

Health and Safety.

Suffolk Inter-Faith Resource will, as far as is practical, care for the health, safety and welfare of its tutors and volunteers.  Tutors and volunteers will be provided with copies of relevant health and safety procedures and receive appropriate support and training.

.Having a voice.

Tutors and volunteers will be given opportunities to express their views about issues concerning the organisation and its work.  You can also give us feedback through your appointed supervisor.

Insurance.

Tutors and volunteers will be covered by the organisation's insurance policy while engaged in approved work for Suffolk Inter-Faith Resource.

Equal opportunities.

All tutors and volunteers are required to make a commitment to equal opportunities.  Volunteers will be provided with a copy of Suffolk Inter-Faith Resource's equal opportunities policy and will be supported in its practice.

Confidentiality.

Tutors and volunteers will be asked to sign a confidentiality agreement and follow its principles.

Tutors and volunteers will have access to personal information about some individuals.  Some tutors and volunteers will also hold information about, for example, financial and personnel matters.  The organisation needs to be able to trust its tutors and volunteers with such information, which is confidential.  However, tutors or volunteers suspecting mistreatment or abuse of a tutor, volunteer, staff member or client should discuss the matter with their supervisor.  This person will make an informed decision on what needs to be done.

Resolving concerns.

Suffolk Inter-Faith Resource aims to identify and resolve problems at the earliest possible stage.  A Grievance Procedure has been drawn up for dealing with complaints by tutors and volunteers.  Where the actions of a tutor or volunteer warrant serious concern, the Disciplinary Procedure may be used and appropriate action taken.

 

Tutor Agreement.

This agreement is intended to indicate the seriousness with which we treat our tutors.  The intention of the agreement is to assure you both of our deep appreciation of your services and to indicate our commitment to do the very best we can to make your tutoring experience here a productive and rewarding one.

The Organisation.

We, THE BOARD OF SUFFOLK INTER-FAITH RESORCE (the organisation), agree to accept.

the services of _________________________________ (tutor) beginning  on ______________.

and commit to the following:

1                To provide adequate information, training and assistance for the tutor to be able to meet the responsibilities of their tutor job.

2                To ensure satisfactory supervisory support to the tutor and to provide feedback on performance.

3                To respect the skills, dignity and individual needs of the tutor, and to do our best to adjust to these individual requirements.

4                To be receptive to any comment from the tutor regarding ways in which we might mutually better accomplish our respective tasks.

5                To treat the tutor as an equal partner with the organisation's staff, jointly responsible for completion of the organisation's goals and the fulfilment of its mission.

The Tutor.

I agree to serve as a tutor and commit to the following:

1                To perform my tutor duties to the best of my ability.

2                To adhere to the organisation's rules and procedures, including record-keeping requirements and confidentiality of organisation and client information.

3                To meet time and duty commitments, except in exceptional circumstances.

4                To inform my line manager as soon as possible if I am unable to fulfil any commitment so that alternative arrangements can be made.

This agreement is constitutes a legally binding contract between us but may be cancelled at any time at the discretion of either party.

 

Signed: ______________________________              _______________________________.

                   Tutor                                                                    Line Manager

 

Date: ____________________                                              Date: ___________________.

 

 

Volunteer Agreement.

This agreement is intended to indicate the seriousness with which we treat our volunteers.  The intention of the agreement is to assure you both of our deep appreciation of your services and to indicate our commitment to do the very best we can to make your volunteer experience here a productive and rewarding one.

The Organisation.

We, THE BOARD OF SUFFOLK INTER-FAITH RESORCE (the organisation), agree to accept.

the services of _________________________________ (volunteer) beginning  on ______________.

and commit to the following:

6                To provide adequate information, training and assistance for the volunteer to be able to meet the responsibilities of their volunteer job.

7                To ensure satisfactory supervisory support to the volunteer and to provide feedback on performance.

8                To respect the skills, dignity and individual needs of the volunteer, and to do our best to adjust to these individual requirements.

9                To be receptive to any comment from the volunteer regarding ways in which we might mutually better accomplish our respective tasks.

10            To treat the volunteer as an equal partner with the organisation's staff, jointly responsible for completion of the organisation's goals and the fulfilment of its mission.

The Volunteer.

I agree to serve as a volunteer and commit to the following:

5                To perform my volunteer duties to the best of my ability.

6                To adhere to the organisation's rules and procedures, including record-keeping requirements and confidentiality of organisation and client information.

7                To meet time and duty commitments, except in exceptional circumstances.

8                To inform my line manager as soon as possible if I am unable to fulfil any commitment so that alternative arrangements can be made.

 

Signed: ______________________________              _______________________________.

                   Volunteer                                                              Line Manager

 

Date: ____________________                                              Date: ___________________.

This agreement is not a legally binding contract between us and may be cancelled at any time at the discretion of either party.  Neither of us intend any employment relationship to be created, either now or at any time in the future.

 

Working from Home Policy.

A.  POLICY STATEMENT.

1.       When it is both operationally appropriate to Suffolk Inter-Faith Resource and acceptable to the member of staff, some members of staff will work from home.

2.       In the case of a new member of staff, the requirement to work from home will be recognised in the Job Advertisement and the Terms and Conditions of Employment.

3.       In the case of an existing member of staff when there is a requirement that their place of work will be home, revised Terms and Conditions will be issued which reflect the new place of work.

4.       The decision for a member of staff to work from home will be made by the Executive Officer and will be confirmed in writing to the member of staff.  A copy of this approval will kept on the member of staff's personnel file.

5.       From time to time other staff may work at home on "an odd day basis", with the agreement of the Executive Officer.

6.       For both these circumstances the arrangements will be different, as described in the schedules.

B.  GENERAL PRINCIPLES.

7.       Arrangement to work from home will be subject to health and safety inspections by Suffolk Inter-Faith Resource .  Inspections will only be of the area where Suffolk Inter-Faith Resource  work is undertaken.  Any legal notices required will be provided.

8.       In setting up an office at home, a written agreement with the Executive Officer will be drawn up to record the details of what has been provided in terms of equipment and maintenance agreements.  See Appendix.

9.       Staff working from home are subject to the same conditions of employment as other staff in respect of reportable absences and holiday arrangements.

10.    Where Suffolk Inter-Faith Resource equipment is made available for office use in a member of staff's home there are potential tax implications.  The basic principle for tax purposes is that any profit element from the reimbursement is taxable.  To this end costs should be reimbursed in the form of expenses, supported by receipts, rather than in the form of round sum allowances.  The submission of receipts not only the expense claimed, allows Suffolk Inter-Faith Resource  to reclaim the VAT element, if applicable.

11.    Any software used by staff working from home must be licensed and in line with Suffolk Inter-Faith Resource  policy.  The Executive Officer will be responsible for ensuring that these conditions are met.

 

DETAILED SCHEDULE #1

Item

Working from Home on a permanent basis

Working from Home from time to time

Equipment
PC/Modem/ Printer

Property of Suffolk Inter-Faith Resource

Suffolk Inter-Faith Resource  is responsible for repairs and maintenance.  See note 1.
At the termination of employment the property is returned to Suffolk Inter-Faith Resource .  In the event that a member of staff wishes to purchase the equipment the Executive Officer  will determine the market price for the equipment.

Property of member of staff

Either Suffolk Inter-Faith Resource  pays the member of staff £5.00 per week to cover maintenance and wear and tear of the equipment over a 3 year basis or Suffolk Inter-Faith Resource  purchases the machine from the member of staff at an agreed market price.  See note 3.

Staff member is responsible for equipment installation and costs.  See note 2.

E-mail & Internet

If agreed the cost of providing and installing an e-mail and/or internet facility will be approved by the Executive Officer.

Not applicable

Fax

A fax line and equipment will be paid for by Suffolk Inter-Faith Resource if it is agreed that one may be installed.  If an employee wishes to use their own equipment, they may claim the cost of any fax transmissions through their expenses.  This claim must be supported by a bill.  Payment of bills should be claimed through expenses, less any personal charges.  See Note 4.
If a member of staff leaves or their contract is terminated they are responsible for cancelling the line and arranging final payment of any outstanding bills if Suffolk Inter-Faith Resource equipment is used.  The bill will be paid through expenses in the normal way, to be covered by a copy of the invoice.
At termination of employment the property is returned to Suffolk Inter-Faith Resource .  In the event that the member of staff wishes to purchase the equipment the Executive Officer will determine the market price for the equipment.

This will not be paid for.  If it is necessary to use a personal fax for business use, then the cost of any faxes claimed through expenses, covered by a copy of the bill.

.

 

DETAILED SCHEDULE #2

Item

Working from Home on a permanent basis

Working from Home from time to time

Telephone

Suffolk Inter-Faith Resource  will pay for a business line.  This arrangement is separate from the employee's own line.  See Note 5.  Payments of bills should be claimed through expenses.
If the member of staff leaves or their contract is terminated they are responsible for cancelling the line and arranging final payment of any outstanding bills.  This bill will be paid through expenses in the normal way, to be covered by an invoice.

If necessary to use a personal line for business use then the cost of any calls may be claimed through expenses, covered by a copy of the bill.

Office Furniture

Where no appropriate furniture is available, the employee can agree an amount with the Executive Officer to purchase a desk, office chair and filing cabinet.  This should be obtained locally and covered by receipts.  This can be claimed through expenses.  If there are difficulties in obtaining office furniture this should be discussed with the Executive Officer.  Any other equipment that is needed for the home office should be agreed with a cost limit by the Executive Officer before purchase.
At the termination of employment the property is returned to Suffolk Inter-Faith Resource .  In the event that the member of staff wishes to purchase the equipment the Executive Officer will determine the market price for the equipment.

 

Stationery

Stationery to be ordered through main Office.  Small items can be purchased locally.  These can be claimed through expenses, to be covered by a receipt.

If stationery is required, this can be taken from the main office with the appropriate authorisation.

Insurance

Individual

All employees are covered by the Employer's Liability Insurance where it has been agreed by the Executive Officer that they can work from home.

Equipment

All Suffolk Inter-Faith Resource  property is insured under Suffolk Inter-Faith Resource 's policy.  It is advisable that the member of staff informs their own insurance company that they are working from home and the equipment used is insured separately.

Individual
All employees are covered by Employers Liability Insurance where it has been agreed by the line manager that they can work from home.
Equipment
Not applicable

.

 

DETAILED SCHEDULE #3

Item

Working from Home on a permanent basis

Working from Home from time to time

Health and Safety

The employee has a responsibility to ensure that they provide and work in safe conditions.  Any necessary legal notices will be provided by Suffolk Inter-Faith Resource.

From time to time the "office space" will be subject to health and safety inspection.  No other home area will be inspected.

If such an inspection proves to be unsatisfactory, the employee and line manager will agree the appropriate action that needs to be taken to ensure the safety of the employee.  If any costs are incurred in the improvement of the office this will be the responsibility of Suffolk Inter-Faith Resource .

Not applicable

Heating and Lighting

Suffolk Inter-Faith Resource will pay a maximum of £1.50 per week towards heating and lighting costs.  This cost should be claimed through monthly expenses.  See Note 6.

Not applicable

Security

A member of staff should not arrange to meet a visitor who is not known to them in their own home.  A neutral meeting place should be organised.  If a cost is incurred this should be claimed through expenses, covered by a receipt.

A staff member should not arrange to meet a visitor not known to them in their home.  A neutral meeting place should be used.  Any costs incurred can be claimed with a receipt.

Post

Although the Terms & Conditions of Employment will state the employee's home address as the place of work, they may not wish to openly use this.  They can:

7.       Use a PO Box number.  Details to be arranged with Executive Officer.

8.       Mail may be sent to the main office where it will be forwarded to the home address.

9.       Postage costs may be claimed through expenses, to be covered by a receipt.

Not applicable

Travelling expenses

Expenses may be claimed from the home address, which is the recognised work place if an employee is visiting a separate location or attending a meeting.

Not applicable

Hospitality

If an employee is meeting a visitor at a separate location, costs of providing refreshments will be met.

If an employee is meeting a visitor at a separate location, costs of providing refreshments will be met.

.

 

NOTES ON DETAILED SCHEDULES.

NOTE 1.

Where an asset is made available which is primarily for office use but which from time to time may be used privately, a taxable benefit arises of 20% of market value (when first made available) x private use %.  The tax charge will be the above value at the employee's marginal rate tax rate.

If there is no private use then there is no tax charge.

NOTE 2.

If an employee owns the equipment which is used for work purposes.  Capital allowance can be claimed against the personal tax charge of 25% of the original value (less 25% per year compound) x business use %.  The proportion of business vs personal use will have to be justifiable.

NOTE 3.

£5.00 per week assumes cost of replacement computer equipment @ £1000.00, over 3 years and 75% usage for Suffolk Inter-Faith Resource  work.  This fixed rate must be able to be demonstrated as reasonable in relation to the type of machine and renewal period.

NOTE 4.

Private use of fax is taxable.

NOTE 5.

Suffolk Inter-Faith Resource  can only play for a dedicated line if it is an additional line.

NOTE 6.

The fixed rate of £1.50 per week is considered to be a reasonable amount.  Any access of heat and lighting reimbursements above justifiable costs is taxable.

Where a member of staff is working from home all week due to the nature of the post, these costs may need to be adjusted.  Each case will be considered separately.

 

AGREEMENT ON THE CONDITIONS OF WORKING FROM HOME

NAME OF EMPLOYEE

 

ADDRESS OF EMPLOYEE

 

POST

 

POSITION OF.

RESPONSIBLE PERSON

 

.

The following equipment and services have been provided (delete as appropriate):

 

PC                                                     YES/ NO.

Printer                                                YES/ NO.

Modem                                             YES/ NO.

Desk                                                  YES/ NO.

Chair                                                 YES/ NO.

Filing cabinet                                      YES/ NO.

Telephone                                          YES/ NO.

Fax                                                    YES/ NO.

Postal Services - PO Box Number        YES/ NO.

 

Any other arrangements as agreed, please list below:

 

 

 

 

 

 

EMPLOYEE ..........................…..........................    DATE………...............

LINE MANAGER ...............................................    DATE...........………....

 

Induction Policy.

1.       All new trustees will be inducted as soon as possible after commencing in post.

2.       All new employees will be inducted on first day and ongoing induction will continue for a period of three months.

3.       New trustee induction will be the responsibility of the Chairman of the Board of SIFRE.

4.       New employee induction will be arranged by the line manager in consultation with the Executive Officer.

5.       Trustee induction will follow the trustee induction check list.

6.       Employee induction will follow the staff induction check list.

7.       Tutor induction will follow the tutor induction check list

8.       Volunteer induction will follow the volunteer induction check list.

 

Employee Induction Check List

Name of New Employee:

 

Date of commencement:

 

Date of completion:

 

Name of person responsible for the Induction:

 

 

ISSUE

COMMENTS

Staff Signature

Inductor Signature

Personnel Issues

 

 

 

Salary and Pay Arrangements

 

 

 

Provision of details - NI, Bank Details, P45 etc

 

 

 

Conditions of employment received, understood & signed

 

 

 

Hours

 

 

 

Time Sheets

 

 

 

Holiday Entitlement / holiday records and bookings

 

 

 

Pension

 

 

 

Claiming expenses

 

 

 

Building Issues

 

 

 

In/Out Board

 

 

 

Tour of premises

 

 

 

Location of other staff/volunteers

 

 

 

Tea / coffee arrangements

 

 

 

Location of equipment and stationery

 

 

 

Booking procedures for rooms and equipment

 

 

 

First Aid Box and Accident Book & nominated persons

 

 

 

Fire procedure and equipment

 

 

 


ISSUE

COMMENTS

Staff Signature

Inductor Signature

Security alarm

 

 

 

Last Out/First In Procedures

 

 

 

Where to park

 

 

 

Telephone system/protocol

 

 

 

Overview of  Organisation

 

 

 

Explanation of Aims and Objectives

 

 

 

Explanation of activities

 

 

 

Explanation of organisational structure

 

 

 

Governance/Trustees/Committees

 

 

 

Copy of latest Annual Report

 

 

 

Copy of latest Business Plan

 

 

 

Copies of relevant brochures

 

 

 

Copies of latest publications

 

 

 

Website

 

 

 

Introductions to staff/volunteers

 

 

 

Roles of staff members and volunteers

 

 

 

Introductions to relevant committees

 

 

 

Membership information

 

 

 

.Policies & Procedures.

All to be read and understood.

 

 

Confidentiality policy

 

 

 

Data protection policy

 

 

 

Dress code

 

 

 

E-mail policy

 

 

 

ISSUE

COMMENTS

Staff Signature

Inductor Signature

Employee Exit Strategy

 

 

 

Equality and Diversity policy

 

 

 

Grievance and Disciplinary policy and procedures

 

 

 

Harassment policy and procedures

 

 

 

Health and Safety policy

 

 

 

Induction policy

 

 

 

Leave policy

 

 

 

Lone Working policy

 

 

 

Training policy

 

 

 

Working from Home policy

 

 

 

Other policies and procedures

 

 

 

IT equipment

 

 

 

Post

 

 

 

Job and Work Programme

 

 

 

Job description

 

 

 

Line management

 

 

 

Appraisal and supervision

 

 

 

Accountability

 

 

 

Budgets

 

 

 

Staff/volunteers you will be working with working with

 

 

 

Committees you will be working with

 

 

 

People outside the organisation you will be working with

 

 

 

Team meetings

 

 

 

ISSUE

COMMENTS

Staff Signature

Inductor Signature

Key Areas to tackle - Short-term

 

 

 

Key Areas to tackle - Mid-term

 

 

 

Key Areas to tackle - Long Term

 

 

 

Training needs

 

 

 

Possible corporate roles within the organisation

 

 

 

Other matters

 

 

 

Post-Induction Interview
(Monitoring the Induction Process)

 

 

 

.

 

Tutor Induction Check List

Name of New Tutor:

 

Date of commencement:

 

Date of completion:

 

Name of person responsible for the Induction:

 

 

ISSUE

COMMENTS

Staff Signature

Inductor Signature

Personnel Issues

 

 

 

Salary and Pay Arrangements

 

 

 

Provision of details - NI, Bank Details, P45 etc

 

 

 

Conditions of employment received, understood & signed

 

 

 

Hours

 

 

 

Time Sheets

 

 

 

Claiming expenses

 

 

 

Building Issues

 

 

 

In/Out Board

 

 

 

Tour of premises

 

 

 

Location of other staff/volunteers

 

 

 

Tea / coffee arrangements

 

 

 

Location of equipment and stationery

 

 

 

Booking procedures for rooms and equipment

 

 

 

First Aid Box and Accident Book & nominated persons

 

 

 

Fire procedure and equipment

 

 

 


ISSUE

COMMENTS

Staff Signature

Inductor Signature

Where to park

 

 

 

Telephone system/protocol

 

 

 

Overview of  Organisation

 

 

 

Explanation of Aims and Objectives

 

 

 

Explanation of activities

 

 

 

Explanation of organisational structure

 

 

 

Governance/Trustees/Committees

 

 

 

Copy of latest Annual Report

 

 

 

Copy of latest Business Plan

 

 

 

Copies of relevant brochures

 

 

 

Copies of latest publications

 

 

 

Website

 

 

 

Introductions to staff/volunteers

 

 

 

Roles of staff members and volunteers

 

 

 

Introductions to relevant committees

 

 

 

Membership information

 

 

 

.Policies & Procedures.

All to be read and understood.

 

 

Confidentiality policy

 

 

 

Data protection policy

 

 

 

Dress code

 

 

 

E-mail policy

 

 

 

ISSUE

COMMENTS

Staff Signature

Inductor Signature

Tutor Exit Strategy

 

 

 

Equality and Diversity policy

 

 

 

Grievance and Disciplinary policy and procedures

 

 

 

Harassment policy and procedures

 

 

 

Health and Safety policy

 

 

 

Induction policy

 

 

 

Leave policy

 

 

 

Lone Working policy

 

 

 

Training policy

 

 

 

Working from Home policy

 

 

 

Other policies and procedures

 

 

 

IT equipment

 

 

 

Post

 

 

 

Job and Work Programme

 

 

 

Job description

 

 

 

Line management

 

 

 

Appraisal and supervision

 

 

 

Accountability

 

 

 

Budgets

 

 

 

Staff/volunteers you will be working with working with

 

 

 

Committees you will be working with

 

 

 

People outside the organisation you will be working with

 

 

 

Team meetings

 

 

 

ISSUE

COMMENTS

Staff Signature

Inductor Signature

Key Areas to tackle - Short-term

 

 

 

Key Areas to tackle - Mid-term

 

 

 

Key Areas to tackle - Long Term

 

 

 

Training needs

 

 

 

Possible corporate roles within the organisation

 

 

 

Other matters

 

 

 

Post-Induction Interview
(Monitoring the Induction Process)

 

 

 

.

 

Trustee Induction Check List.

Name of New Trustee:

 

Date of commencement:

 

Date of completion:

 

Name of person responsible for the Induction:

 

 

ISSUE

COMMENTS

Trustee Signature

Inductor Signature

Overview of Organisation

 

 

 

Explanation of Aims and Objectives

 

 

 

Explanation of projects and activities

 

 

 

Explanation of organisational structure

 

 

 

Governance/Trustees/Committees

 

 

 

Explanation of Portfolios

 

 

 

Copy of latest Annual Report

 

 

 

Copy of latest Business Plan

 

 

 

List of Trustees and others on Trustee Board

 

 

 

Trustees representation on other bodies

 

 

 

Copies of relevant brochures

 

 

 

Copy of latest publications

 

 

 

Website

 

 

 

Introductions to staff/volunteers

 

 

 

Staff roles and Job Descriptions

 

 

 

Introduction to relevant committees

 

 

 

Membership  information

 

 

 

ISSUE

COMMENTS

Trustee Signature

Inductor Signature

.Role and Work Programme

 

 

 

Trustee/Director roles and responsibilities

 

 

 

Accountability

 

 

 

Relevant legislation

 

 

 

Declaration of Interests

 

 

 

Confidentiality

 

 

 

Budgets

 

 

 

Standing orders and meetings procedure

 

 

 

Key Areas to tackle - Short-term

 

 

 

Key Areas to tackle - Mid-term

 

 

 

Key Areas to tackle - Long Term

 

 

 

Minutes of the last 3 Trustee meetings & other relevant minutes

 

 

 

Policies & Procedures.

All to be read and understood.

 

 

Confidentiality policy

 

 

 

Data protection policy

 

 

 

Dress code

 

 

 

E-mail policy

 

 

 

Employee Exit Strategy

 

 

 

Equality and Diversity policy

 

 

 

Grievance and Disciplinary policy and procedures

 

 

 

Harassment policy and procedures

 

 

 

Health and Safety policy

 

 

 

Induction policy

 

 

 

ISSUE

COMMENTS

Trustee Signature

Inductor Signature

Leave policy

 

 

 

Lone Working policy

 

 

 

Training policy

 

 

 

Working from Home policy

 

 

 

Other policies and procedures

 

 

 

IT equipment

 

 

 

Post

 

 

 

Building & Personnel

 

 

 

Tour of premises

 

 

 

Fire procedure and equipment

 

 

 

Where to park

 

 

 

Claiming expenses

 

 

 

Other matters

 

 

 

Post-Induction Interview
(Monitoring the Induction Process)

 

 

 

.

 

Volunteer Induction Check List.

Name of New Volunteer:

 

Date of commencement:

 

Date of completion:

 

Name of person responsible for the Induction:

 

 

ISSUE

COMMENTS

Trustee Signature

Inductor Signature

Personnel Issues

 

 

 

Hours to be worked

 

 

 

Attendance at agreed times

 

 

 

Claiming expenses

 

 

 

Building Issues

 

 

 

In/Out Board

 

 

 

Tour of premises

 

 

 

Location of other staff / volunteers

 

 

 

Tea / coffee arrangements

 

 

 

Location of equipment and stationery

 

 

 

Booking procedures for rooms and equipment

 

 

 

First Aid Box, Accident Book and nominated persons

 

 

 

Fire procedure and equipment

 

 

 

Security alarm

 

 

 

Last Out/First In Procedures

 

 

 

Where to park

 

 

 

Telephone system/protocol

 

 

 

 

 

 

 

ISSUE

COMMENTS

Trustee Signature

Inductor Signature

Overview of Organisation

 

 

 

Explanation of Aims and Objectives

 

 

 

Explanation of activities

 

 

 

Explanation of organisational structure

 

 

 

Governance / Trustees / Committees

 

 

 

Copy of latest Annual Report

 

 

 

Copy of latest Business Plan

 

 

 

Copies of relevant brochures

 

 

 

Copies of latest publications

 

 

 

Website

 

 

 

Introductions to staff / volunteers

 

 

 

Roles of other staff / volunteers

 

 

 

Introductions to relevant Committees

 

 

 

Membership information

 

 

 

Policies & Procedures

All to be read and understood

 

 

Confidentiality

 

 

 

Data Protection policy

 

 

 

Dress Code

 

 

 

Equal Opportunities / Diversity policy

 

 

 

Grievance and Disciplinary policy and procedure

 

 

 

Harrassment policy and procedures

 

 

 

Health and Safety policy

 

 

 

Induction policy

 

 

 

ISSUE

COMMENTS

Trustee Signature

Inductor Signature

Lone Working Policy

 

 

 

Volunteer policy

 

 

 

Other policies and procedures

 

 

 

IT Equipment

 

 

 

Post

 

 

 

Job Role/ Work Programme

 

 

 

Job Description

 

 

 

Supervision

 

 

 

Accountability

 

 

 

Staff / volunteers you will be working with

 

 

 

Committees you will be working with

 

 

 

People outside the organisation you will be working with

 

 

 

Team meetings

 

 

 

Training needs

 

 

 

Other matters

 

 

 

Post-Induction Interview (Monitoring the Induction Process)

 

 

 

.

 

Data Protection Policy.

Introduction.

1.       Suffolk Inter-Faith Resource needs to keep certain information about its employees, trustees, volunteers, members, clients and other members of the public to enable it to monitor performance and achievements.  It is also necessary to process information so that staff can be recruited and paid, activities organised and legal obligations to funding bodies and government fulfilled.

2.       To comply with the law, information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully.  To do this, Suffolk Inter-Faith Resource must comply with the Data Protection Principles which are set out in the Data Protection Act 1998 (the Act).  In summary these state that personal data must be:

·         obtained and processed fairly and lawfully;.

·         obtained for a specified and lawful purpose and not processed in any manner incompatible with that purpose;.

·         adequate, relevant and not excessive for that purpose;.

·         accurate and kept up to date;.

·         not be kept for longer than is necessary;.

·         processed in accordance with the data subject's rights;.

·         kept safe from unauthorised access, accidental loss or destruction;.

·         not be transferred to a country outside the European Economic Area, unless that country has equivalent levels of protection for personal data.

3.       All Suffolk Inter-Faith Resource staff and volunteers who process or use any Personal Information must ensure that they follow these principles at all times.  In order to ensure that this happens, Suffolk Inter-Faith Resource has adopted this Data Protection Policy.

4.       Any member of staff, trustee or volunteer, who considers that this policy has not been followed in respect of personal data about him/herself, should raise the matter with the Designated Data Controller initially.  If the matter is not resolved it should be raised as a formal grievance.

Notification of Data Held and Processed.

5.       All employees, trustees, volunteers, members, clients and other members of the public have the right to:

·         know what information Suffolk Inter-Faith Resource holds and processes about them and why;.

·         know how to gain access to it;.

·         know how to keep it up to date;.

·         know what Suffolk Inter-Faith Resource is doing to comply with its obligations under the Act.

The Data Controller and the Designated Data Controllers.

6.       Suffolk Inter-Faith Resource as a Registered Charitable Company Limited by Guarantee is the Data Controller under the Act, and the organisation is therefore ultimately responsible for implementation.  However, Designated Data Controllers will deal with day to day matters.

7.       Suffolk Inter-Faith Resource has one Designated Data Controller who is: the Executive Officer.

Information Held.

8.       Personal Information is defined as any details relating to a living, identifiable individual.  Within Suffolk Inter-Faith Resource this applies to employees, trustees, volunteers, members, clients and other members of the public such as job applicants and visitors.  We need to ensure that information relating to all these people is treated correctly and with the appropriate degree of confidentiality.

9.       Suffolk Inter-Faith Resource holds Personal Information in respect of its employees, trustees, volunteers, members, clients and other members of the public.  The information held may include an individual's name, postal, e-mail and other addresses, telephone and facsimile numbers, subscription details, organisational roles and membership status.

10.    Personal Information is kept in order to enable the Suffolk Inter-Faith Resource to understand the history and activities of individuals or organisations within the voluntary and community sector and to effectively deliver services to its members and clients.

11.    Some Personal Information is defined as Sensitive Data and needs to be handled with special care (see paragraph 17 below).

Processing of Personal Information.

12.    All staff and volunteers who process or use any Personal Information are responsible for ensuring that:

·         Any Personal Information which they hold is kept securely; and.

·         Personal Information is not disclosed either orally or in writing or otherwise to any unauthorised third party.

13.    Staff and volunteers should note that unauthorised disclosure will usually be a disciplinary matter, and may be considered gross misconduct in some cases.

14.    Personal information should be:

·         kept in a locked filing cabinet; or.

·         in a locked drawer; or.

·         if it is computerised, be password protected; or.

·         kept only on disk which is itself kept securely.

Telephone Conversations and Meetings.

15.    If personal information is collected by telephone, callers should be advised what that information will be used for and what their rights are according to the Act.

16.    Personal or confidential information should preferably not be discussed in public areas of Suffolk Inter-Faith Resource's work premises or within open-plan office areas.  Wherever possible, visitors should be escorted to a private interview room or office and not be permitted to wander about the premises on their own.  If possible, visitors should subsequently be escorted out of the premises when the meeting is over.  All staff should be aware of the difficulties of ensuring confidentiality in an open plan area and respect the confidential nature of any information inadvertently overheard.  Any notes taken during or after an interview should be of relevance and appropriate.  It is recommended that such notes are subsequently filed in a legible and coherent manner and that informal notes are retained for a short period (1 year), in a secure place, before being shredded.

Collecting Information.

17.    Whenever information is collected about people, they should be informed why the information is being collected, who will be able to access it and to what purposes it will be put.  The individual concerned must agree that he or she understands and gives permission for the declared processing to take place, or it must be necessary for the legitimate business of Suffolk Inter-Faith Resource.

Publication and Use of Suffolk Inter-Faith Resource Information.

18.    Suffolk Inter-Faith Resource aims to make as much information public as is legally possible.  In particular information about Suffolk Inter-Faith Resource staff, trustees and members will be used in the following circumstances:

·         Suffolk Inter-Faith Resource may obtain, hold, process, use and disclose information in connection with the administration, management and business activities of Suffolk Inter-Faith Resource, including making and keeping lists of members and other relevant organisations.

·         Suffolk Inter-Faith Resource may publish information about Suffolk Inter-Faith Resource and its members including lists of members, by means of newsletters or other publications.

·         Suffolk Inter-Faith Resource may confirm to any third party whether or not any person is a member of Suffolk Inter-Faith Resource.

·         Suffolk Inter-Faith Resource may provide approved organisations with lists of names and contact details of members or other relevant organisations only where the members or other relevant organisations have given their consent.

·         Suffolk Inter-Faith Resource may use information for anything ancillary or incidental to any of the foregoing.

·         Names of, and a means of contacting, staff and trustees will be published within publicity  leaflets and on the website.

·         Photographs of key staff may be displayed at Suffolk Inter-Faith Resource or placed on the website with their consent.

·         Suffolk Inter-Faith Resource's internal staff contact list will not be a public document and information such as mobile telephone numbers or home contact details will not be given out, unless prior agreement has been secured with the staff member in question.

19.    Any individual who has good reason for wishing details in these lists or categories to remain confidential should contact the Designated Data Controller.

Sensitive Information.

20.    Sensitive information is defined by the Act as that relating to ethnicity, political opinions, religious beliefs, trade union membership, physical or mental health, sex life, criminal proceedings or convictions.  The person about whom this data is being kept must give express consent to the processing of such data, except where the data processing is required by law for employment purposes or to protect the vital interests of the person or a third party.

Disposal of Confidential Material.

21.    Sensitive material should be shredded.  Particular care should be taken to delete information from computer hard drives if a machine is to be disposed of or passed on to another member of staff.

Staff Responsibilities.

22.    All staff are responsible for checking that any information that they provide to Suffolk Inter-Faith Resource in connection with their employment is accurate and up to date.  Staff have the right to access any personal data that is being kept about them either on computer or in manual filing systems.

23.    Staff should be aware of and follow this policy, and seek further guidance where necessary.

Duty to Disclose Information.

24.    There is a legal duty to disclose certain information, namely, information about:

·         Child abuse, which will be disclosed to social services; or.

·         Drug trafficking, money laundering or acts of terrorism or treason, which will be disclosed to the police.

Retention of Data.

25.    Suffolk Inter-Faith Resource will keep some forms of information for longer than others.  Because of storage problems, information about clients cannot be kept indefinitely, unless there are specific requests to do so.  In general information about clients will be kept for a minimum of seven years after they use the services, unless other bodies, such as funders, require Suffolk Inter-Faith Resource to keep the information longer.

26.    Suffolk Inter-Faith Resource will also need to retain information about staff.  In general, all information will be kept for six years after a member of staff leaves Suffolk Inter-Faith Resource.  Some information however will be kept for much longer, for example, if required by funders.  This will include information necessary in respect of pensions, taxation, potential or current disputes or litigation regarding the employment, and information required for job references.  A full list of information with retention times is available from the Designated Data Controller.

27.    A statement about Data Protection will be displayed clearly within public spaces within Suffolk Inter-Faith Resource's premises and on the website.  A copy of the Data Protection Statement is Appended.

 

Data Protection Statement

Sharing information with others

·         Sometimes we have to confirm or share information with other organisations. If we need to do this, we will make it clear to you on the forms you complete giving us the information.

·         We will draw up an agreement with the organisation that we need to share the information with as appropriate. This is so that both sides understand why the information is being passed on, and what use can be made of it.  In some cases, a third party organisation, such as a funding body, may draw up the agreement.

Information quality

·         We will make sure that the information about you is accurate and up to date when we collect or use it. You can help us with this by keeping us informed of any changes to the information we hold about you.

Information security

·         We will keep information about you secure.

·         We will protect your information against unauthorised change, damage, loss or theft.

Keeping information

·         We will hold information about you only for as long as the law says. After this, we will dispose of it securely and properly.

Openness

·         We will tell you what kinds of information we hold and what we do with it.

Access and correctness

·         Whenever possible, we will let you see the information we hold about you and correct it if it is wrong.

In general

·         We will comply with the Data Protection Act 1998 and any subsequent legislation on information handling and privacy.

·         We will do this through Suffolk Inter-Faith’s Data Protection Policy.

·         We will help you with any questions or problems that you may have with the Data Protection Act 1998, the Human Rights Act 1998 or the Freedom of Information Act 2000.

·         If we cannot help you, we will give you advice on where to write to get the information you may need.

Our Commitment

·         We will only collect information that is necessary for what we do.

·         We will be fair in the way we collect information about you.

·         We will tell you who we are and what we intend to do with the information about you.

·         Where practicable, we will collect information directly from you.

·         If we collect information about you from someone else, we will make sure you know that we have done this whenever possible.

 

Computers and E-Mail Policy.

This policy applies to all our staff and those working at our premises.

1.     Internal e-mail.

1.1           Our policy is to enable all staff to have e-mail addresses on our network.

1.2           Internal e-mail is recognised as a means of communications between staff.  Staff should bear in mind that e-mail is to be treated no differently to written communications in terms of observance of courtesy and avoidance of derogatory comments.  E-mail is not secure and sensitive material should not be sent via e-mail.  Any messages or memoranda that are intended to remain confidential to the recipient should be clearly marked as such, as recipients will often forward e-mails to others.

1.3           Staff will endeavour to ensure that e-mails are of relevance (including, keeping to a minimum general forwarding to all).  Staff are encouraged to help each other manage communication through use of e-mail.

2.            External e-mail.

2.1           The contents of e-mails should not contain sensitive, discourteous or derogatory material and should not seek to create any obligation on the part of us or an employee acting in the course of his/ her duty without authorisation.

2.2           Staff are permitted in their own time to use the connection to the Internet for personal reasons, whether to access sites of personal interest only or to download personal e-mail.  Staff, however, are not permitted to set up personal accounts on our server.  (see also 5.2).

2.3           All personal use of e-mail and the internet must be in the staff member's own time, not during working hours.

2.4           Staff should be aware that each personal computer's log of calls can be recorded and may be monitored.

3.     Limitations on E-mail Use.

3.1           E-mail should not be relied upon where an issue needs to be discussed in more depth, where information is likely to be controversial or sensitive, or in any instance where a phone call or personal contact would be more appropriate.

4.     E-mail Procedures.

4.1           All staff are expected to check their personal e-mails at least once a week (except when on holiday).  Optimum use of the system requires daily checking, especially for messages from external agencies.

4.2           Where the system proves unreliable for whatever reason, problems should be reported immediately to the Executive Officer.

4.3           Information received by e-mail must be treated in the same way as that received in the post, by telephone or in a meeting.  Such a record of all messages sent and received must be kept either electronically or manually.  Staff sending out memos or other papers by e-mail should normally be able to assume that those memos have been read and filed accordingly unless they have been previously notified that an e-mail system is not operating at that time.

5.     Procedures.

5.1           All Suffolk Inter-Faith Resource's adopted policies apply to the use of e-mail and the internet including Equal Opportunities, Diversity and Harassment Policies.

5.2           Use of Suffolk Inter-Faith Resource's facilities to deliberately access pornographic, racist or other material in contravention of our policies will be considered a matter of gross misconduct to be dealt with in accordance with the Disciplinary and Grievance Policy and Procedure.

 

Health and Safety Policy.

SECTION A.

POLICY STATEMENT.

It is our policy to provide and maintain safe and healthy working conditions, equipment and systems of work for all staff and volunteers, and to provide information, instruction, training and supervision as is needed for this purpose.

We also accept our responsibility for the health and safety of other people who may be affected by our activities.

Suffolk Inter-Faith Resource actively seeks support from all staff and volunteers, whatever their status, in achieving the objectives of this Health and Safety Policy ("the Policy").

SIFRE’s premises, staff and volunteers are subject to the Health and Safety Policies of Suffolk College  If health and safety policies, procedures or information are not understood, or need clarification, this should be made known to the Executive Officer who if necessary will consult with the College’s Fire and Safety Officer.

The allocation of duties for safety matters and the arrangements for implementation of the Policy are set out in sections B and C of the Policy.  The Policy will be kept up to date as required.  To ensure this, the Policy and the way in which it is operated, will be reviewed annually.

The Policy is issued to all staff and volunteers.

 

Signed: .....................................................                Dated: .............................

For the Board of the Suffolk Inter-Faith Resource.

 

SECTION B.

THE ORGANISATION OF RESPONSIBILITIES FOR IMPLEMENTING THE POLICY.

SIFRE’s premises, staff and volunteers are subject to the Health and Safety Policies of Suffolk College  If health and safety policies, procedures or information are not understood, or need clarification, this should be made known to the Executive Officer who if necessary will consult with the College’s Fire and Safety Officer.

Suffolk Inter-Faith Resource's organisational structure is set out in the diagram below and the schedule of individual health and safety responsibilities detailed below.

 

 

Suffolk College

 

 

 

 

College Fire and Safety Officer

 

 

 

The Board of Suffolk Inter-Faith Resource

 

 

The Executive Officer

 

 

 

The Faiths Officer

 

 

 

The Community Liaison Officers

 

 

The Office Assistant

 

 

Day to day health and safety responsibilities:

1                The Safety Officer is responsible for all day to day health and safety matters relating to the premises at the SIFRE Centre (75 Grimwade Street, Ipswich) ("the premises").

2                The Safety Officer is responsible for all day to day health and safety matters relating to the premises and is responsible for carrying out workstation risk assessments, copies of which should be forwarded to the Executive Officer as soon as carried out.

3                Staff and volunteers working from home are responsible for all day to day health and safety matters relating to their home office and are responsible for carrying out workstation risk assessments, copies of which should be forwarded to the Executive Officer as soon as carried out.

4                All staff and volunteers working away from the office - whilst travelling or working away from their designated office will follow this Policy.

5                It is the duty of all employees and volunteers while at work:-.

·         To take responsible care for the health and safety of him/ herself and of other persons who may be affected by his/ her acts or omissions at work, and.

·         To co-operate with supervisors and managers to achieve a healthy and safe workplace and to report to the appropriate person any health and safety problems which they are unable to resolve themselves, and.

·         Not to interfere with or misuse any equipment provided in the interests of health, safety and welfare.

6                Any abuse of health and safety responsibilities by an employee or volunteer may lead to disciplinary proceedings being taken against him/her.

Monitoring the Health and Safety Policy.

7                The Board of Suffolk Inter-Faith Resource is responsible for checking the Policy to ensure continued effectiveness, particularly that:

·         Health and safety responsibilities are being properly discharged.

·         Employees and volunteers are working to health and safety rules.

·         Employees and volunteers are safety conscious.

Health and Safety Budget.

8                Allocation will be made annually in the budget for the purpose of health and safety, i.e.  safety training.

Cleaner.

9                Any self employed cleaner is responsible for his/her own health and safety procedures and is required to comply with the COSHH assessments carried out by Suffolk Inter-Faith Resource and notified to him/her.  Lone working procedures for the cleaner can be found in Appendices A and B.

 

SECTION C.

ARRANGEMENTS FOR HEALTH AND SAFETY SYSTEMS AND PROCEDURES.

General safety and conduct of employees.

10            Employees and volunteers are reminded of their moral and legal responsibility for conducting themselves in such a manner in their work so as not to expose themselves or others to risk.  To this end the Health and Safety Policy is a document that must be read, understood and implemented by all employees.  A declaration by the employee must be signed when the Policy has been read and understood.  Staff and volunteers must not promote or participate in horseplay, pranks or practical jokes which may result in an accident or injury.

Accidents.

11            If an accident occurs it is the injured person's responsibility to notify either the Qualified First Aider or the Company Secretary who will record the accident in the Accident Book.  Should the accident be reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), this will be done by the Safety Officer.

First Aid.

First Aid box is situated in Reception.  Appropriate signs are displayed.

The Qualified First Aiders are:    Safety Training.

12            All staff and volunteers are given induction training relating to evacuation procedures, accident procedures and availability of first aid.  Other training is carried out by various training providers according to need.  Records of all training are kept in the employee's personal file.

Communication.

13            Health and Safety is an agenda item for all staff and tutors' meetings.  All employees and volunteers are encouraged to raise any matter of concern at the meeting, but if more urgent to raise with the Safety Officer at any time.

Smoking.

14            Smoking is not allowed in any Suffolk Inter-Faith Resource work area, other than an employee's home, but smoking is allowed outside of the premises.

Fire Precautions.

15            Fire procedures are displayed on each floor of the premises.  Fire drills are carried out at least annually.  Following evacuation all staff and volunteers should report to the assembly point, which is the students' car park of Suffolk College.  The Safety Officer will co-ordinate the fire drills.

The fire alarm is be tested monthly by the Safety Officer who also carries out monthly visual checks on all fire extinguishers.

All fire extinguishers are serviced annually by staff of Suffolk College.

All drills checks and annual servicing are recorded in the Fire Log Book maintained by the Safety Officer.

Personal Protective Equipment.

16            No personal protective equipment is considered necessary following risk assessments having been carried out.

Good Working Practices.

17            Good Working Practices including safety precautions to be taken when working alone are set out in Appendix B.

Electrical Safety.

18            All portable electrical appliances are checked annually by qualified electrical contractors.  The installation is checked every five years in accordance with the Electricity at Work Regulations 1989 and the Institute of Electrical Engineers Wiring Regulations 16th Edition.

Visitors.

19            Health and Safety guidance for visitors is displayed on the entrance lobby.

Vehicle Safety.

20            Never drive or operate a vehicle on Suffolk Inter-Faith Resource business unless you are authorised to do so and hold the appropriate licence.

Only use vehicles for the purpose for which they are intended.

Manual Handling.

21            Suffolk Inter-Faith Resource follows the Health and Safety Executive guidelines for lifting e.g.  no employee or volunteer is expected to lift over 25kg without assistance.  All staff and volunteers who may be involved in physical handling will be trained in the correct procedures to adopt.  Training records are available for inspection.

Display Screen Equipment.

22            All staff and volunteers have been informed of the various ill health conditions associated with the use of display screen equipment.  They have also been trained in the correct use of computers, the positioning of desk, chair monitor etc., to enable them to avoid the various ill health problems.  All staff and volunteers are aware that their employer will provide an eye test should it be requested.  Training records are available for inspection.

Hazardous Substances.

23            Only two hazardous substances are used on the premises and use is restricted to the cleaner.  The substances have been assessed; copies of the assessments are retained by the Safety Officer and appropriate information supplied to the cleaner.

Risk Assessments.

Risk Assessments have been carried out in the following subject areas:-.

·         General risk assessment including fire hazards.

·         Display screen equipment.

·         Hazardous substances.

Assessment records are all available for inspection.

Health and Safety Inspections.

24            The work area has been assessed as low risk and an inspection will be carried out annually unless circumstances dictate otherwise.

Venue Hire.

25            For each venue hired by Suffolk Inter-Faith Resource a Venue Health and Safety checklist schedule, Appendix D, will be issued and the completed form reviewed by the Safety Officer.  This procedure will be followed on the first hiring of any venue to ensure implementation of this Policy.  For subsequent hirings enquiries should be made to ascertain whether the information supplied is still current.

Female Workers of Child Bearing Age.

26            Should any person in this category notify Suffolk Inter-Faith Resource of pregnancy a risk assessment will be carried out on her work according to the requirements of the management of Health and Safety at Work Regulations 1999.

Policy Review.

27            This Policy will be reviewed and updated following any major changes in procedures, personnel or annually whichever occurs first.

 

APPENDIX A.

Cleaner.

In case of emergency contact the emergency services by telephoning 999 and ask for the appropriate service(s).

In non-emergency situations contact should be made by telephone to:

The Safety Officer.

The Executive Officer.

 

APPENDIX B.

Good Working Practices.

1                All Staff and volunteers will record their arrival and departure in the daily log maintained in the office, and all visitors must be asked to record their arrival and departure in the Visitors Book, so that at all times the persons on the premises can be ascertained in the event of an emergency.

2                Keep all passageways clear of obstructions.

3                Do not obstruct any Fire Exit.

4                Keep all electrical leads tidy and ensure that they do not form an obstruction.

5                When alone in the office ensure that the entrance door is closed and secure, i.e.  that it cannot be opened from outside except by means of the code.

6                When alone in the office do not admit any caller who is not known to you or who does not have a prior appointment.

7                Staff and volunteers travelling to other premises during the normal working day should leave an itinerary in the premises and ensure that others are informed of their whereabouts.

8                When visiting other premises staff and volunteers should where ever possible ensure that all reasonable precautions are taken to avoid risk to their personal safety e.g.  they should park in a public area and, if after dark, in a well lighted area as close as possible to the premises to be visited.

9                When meetings are held at the premises, the senior member of staff present, or the chairman of the meeting, must ensure that all visitors are informed of fire escape exits.

10            Staff and volunteers should take all reasonable precautions when meeting with unknown persons outside a normal office environment including advising the premises of the circumstances and arranging for a colleague to be in attendance if in any doubt as to her/his safety.

11            Employees responsible for booking venues for events must take all reasonable steps to ensure that the premises satisfy the Management of Health & Safety Regulations 1992.

12            The last person out of the office at any time should observe Last Person Out the instructions, a copy of which is appended hereto.

 

APPENDIX C.

LAST PERSON OUT.

PLEASE CHECK:

THAT ALL LIGHTS ARE OFF.

THAT ALL APPLIANCES ARE SWITCHED OFF

EXCEPT:

·         THE FRIDGE.

·         THE FAX.

·         THE TELEPHONES.

THAT THE ANSWERPHONE IS SWITCHED ON.

THAT ALL WINDOWS ARE SHUT           AND ARE LOCKED.

THAT THE DOOR TO THE OFFICE IS SECURELY SHUT.

SET THE ALARM. (If you are authorized to do so!)

THAT THE DOOR TO THE BUILDING IS SECURELY SHUT AS YOU EXIT THE BUILDING.

 

APPENDIX D.

Venue Health and Safety Checklist.

This checklist must be carried out on venues used by Suffolk Inter-Faith Resource as part of the Health and Safety Policy.  This must be used on every venue.

 

Venue:

 

Address:

.

 

 

Contact Name:

 

Contact Number:

 

 

1

HEALTH AND SAFETY POLICY  (written where 5 employees or more)

 

 

Yes

No

N/A

Comments

 

Do you have a current signed Health and Safety Policy

 

 

 

 

 

Does the policy contain:

 

 

 

 

 

* A.    Statement

 

 

 

 

 

* B.    Organisation

 

 

 

 

 

* C.    Arrangements

 

 

 

 

 

* D.   Designated competent person

 

 

 

 

2

HEALTH AND SAFETY LAW

 

Poster on display: "Health and Safety Law - What you should know"

 

 

 

 

3

INSURANCES

 

*Do you have Employer Liability insurance?

 

 

 

 

 

* Insurer's name:

 

 

 

 

 

* Policy No:

 

 

 

 

 

* Expiry Date:

 

 

 

 

 

* Is the Maximum Liability Certificate displayed?

 

 

 

 

 

* Do you have Public Liability insurance?

 

 

 

 

4

 NOTIFICATION TO ENFORCING AUTHORITY (where appropriate)

 

* Maximum Liability Certificate displayed?

 

 

 

 

5

RISK ASSESSMENTS

Yes

No

N/A

Comment

 

Are Workplace Risk Assessments undertaken?

 

 

 

 

 

Have significant risks been recorded with action plan?

 

 

 

 

6

FIRST AID ARRANGEMENTS

 

* Is there a First Aid Box?

 

 

 

 

 

* Is it clearly signed?

 

 

 

 

 

* Do the contents of the First Aid Box meet legal requirements?

 

 

 

 

 

* Is there an appointed First Aider?

 

 

 

 

7

ACCIDENTS AND DISEASES

 

Are all accidents entered into the Accident Book?

 

 

 

 

 

Are you aware of your duties under the RIDDOR regulations (F2508)

 

 

 

 

8

EMERGENCY ARRANGEMENTS

 

a.  *Has a Fire Certificate been issued?
      (where appropriate)

 

 

 

 

 

b.  *Is fire fighting equipment checked regularly?

 

 

 

 

 

     Are records kept of equipment checked?

 

 

 

 

 

c.  *Do you carry out Fire Alarm tests?

 

 

 

 

 

      *Are records kept of fire alarm tests?

 

 

 

 

 

      *Are emergency fire procedures displayed?

 

 

 

 

 

d.  *Are evacuation drills carried out?

 

 

 

 

 

      *Are records kept for evacuation drills?

 

 

 

 

 

e.  *Are all Fire Exits and escape routes clearly signed?

 

 

 

 

 

f.  *Is there a named person for emergencies?

 

 

 

 

9

PREMISES AND WELFARE

 

*Are the toilets suitable and sufficient?

 

 

 

 

 

*Is the heating/ ventilation adequate?

 

 

 

 

 

*Are there washing facilities?

 

 

 

 

 

*Are adequate safety notices/ signs displayed?

 

 

 

 

.

GENERAL CONDITIONS OF WORKING ENVIRONMENT AND HOUSEKEEPING.

Any other comments:

 

 

I confirm that the above particulars are correct.

 

Name                                                         Position.

 

Signed                                                                  Date.

* Evidence to be seen.

 

Personal Safety Policy.

OFFICE SECURITY.

1.       It is in the nature of Suffolk Inter-Faith Resource 's work that staff or volunteers may, on occasions, find themselves in potentially dangerous situations whilst on Suffolk Inter-Faith Resource business.  The following policy is concerned with minimising the risk to people working for Suffolk Inter-Faith Resource

2.       Staff or volunteers who are working on their own should not allow access to casual visitors who have no appointment, (add in any exceptions as appropriate).  Such callers should be encouraged to make an appointment.

3.       Where staff are dealing with an individual but feel uneasy about being alone with him or her they have the right to refuse to make an appointment or give access if it would put them in that position.  In these situations Suffolk Inter-Faith Resource management will put their trust in the feelings of the worker.

4.       All windows and entry doors will be lockable.

PREVENTION WHILST AWAY FROM NORMAL WORKPLACE ON BUSINESS.

5.       Staff who are going to be away on Suffolk Inter-Faith Resource business should make it clear to other staff where they will be, how long for and how they can be contacted.

6.       If in the course of a trip away from the office plans change significantly, this should be communicated back to the office.

7.       Staff should make clear who they wish to be informed (outside of work) in the event of an emergency and how they can normally be contacted.

8.       Suffolk Inter-Faith Resource will keep a personal alarm for use by staff.

SECURITY WHEN HOLDING / CARRYING MONEY OR VALUABLES.

9.       Staff who carry money for Suffolk Inter-Faith Resource have the right to be accompanied by another person.

10.    Large amounts of cash, over and above petty cash should not be kept on Suffolk Inter-Faith Resource premises.

11.    Visits to the bank should not be at a regular time.

12.    Under no circumstances should staff put themselves at risk on account of Suffolk Inter-Faith Resource 's property.  If money is demanded with threats it should be handed over.

GUIDELINES FOR PERSONAL SAFETY.

13.    Guidelines for Personal Safety are detailed in the Appendix.  These are good practice recommendations that are aimed at improving the safety of staff and volunteers.

 
APPENDIX: GUIDELINES FOR PERSONAL SAFETY.

PERSONAL AWARENESS.

1.       There are lots of things we already do that keep us safe, but becoming more aware of our surroundings puts us in control of our environment.  The following steps are recommended to Suffolk Inter-Faith Resource  staff as being helpful.

WORKING IN THE FIELD.

2.       Whilst out and about:

·         Trust your intuition and listen to your feelings.  If you sense something is wrong, it probably is.  Acting on intuition may prevent an aggressive situation.

·         Be prepared.  Do you know whom to contact and what to do if a difficult situation arises? Find out and if there is no one designated, ask for a supervisor or manager to be nominated.

·         Be observant.  Notice everything around you - exit doors, telephones, windows, sources of help.  This will make you more aware of your surroundings and help you escape if you need to.

·         Assess potential risks.  Avoid dangerous short cuts, walk facing the traffic on the street side of pavements, think about where you park your car and remember where you have parked it.

·         Make sure you have all relevant information with you.  Have you checked to see if there is a known problem with whom you are or where you are going?.

·         Look confident.  "Walking tall" and being aware of your surroundings deters assailants.

·         Never stay in a situation where you think you may be at risk.  Don't feel you have to stay because of your work.  You can see the client, arrange the visit or do the interview again.  You can ask a colleague to come in or be with you.  Don't be afraid to ask for help.

·         Be aware of personal space - yours and others.  Encroaching on other people's personal space can make them aggressive.  If other people are too close to you and making you feel uncomfortable, ask for more space or move away.

·         Don't get into lifts with people who make you feel uneasy.  If you are in a lift and feel uncomfortable, get out and use the stairs, or wait for another lift.  Make sure you know where the emergency button is and stand where you can reach it.

·         Don't accept lifts in vehicles from people you have no reason to trust.

·         Think about what you are wearing, can you run if you need to?.

DEALING WITH AGGRESSION.

3.       If you find yourself in an aggressive situation, what can you do?.

·         Try to stay calm if someone is starting to get angry.  Your body language, voice and response can help to defuse a situation.  Take a deep breath, keep your voice on an even keel, and try to help.

·         Offer an angry person a range of options from which they can choose the one they prefer.  They will find it difficult to stay angry.

·         Do not be aggressive back - this is how anger can escalate into violence.

·         Are you the best person to deal with this situation?  Going to get someone else is often helpful particularly if they can solve a problem that you can't.

·         Get on the same level as the aggressor.  If they are standing so should you.  It makes you feel less vulnerable and makes it easier for you to get away or fetch help if necessary.

·         Keep your balance and keep your distance.

·         Do not touch someone who is angry.

·         Don't let your escape route be blocked.

·         Keep yourself between an escape route and an aggressor so you can still get away.

·         If the situation is dangerous, then get away as fast as you can.  Never remain alone with an actively violent person.

·         If you cannot get away, then scream or use the panic alarm.

 

Training and Development Policy.

Suffolk Inter-Faith Resource believes in training and developing its staff, trustees and volunteers to help them develop skills, potential and knowledge so that both Suffolk Inter-Faith Resource and the individual's long term aims are met.  Suffolk Inter-Faith Resource recognises that there are many forms of training, both formal and informal to help develop the skills, knowledge and professionalism of its staff, trustees and volunteers.  Methods may include:

·         attending conferences and/or training events.

·         sharing skills in-house e.g.  computer skills, mentoring.

·         study visits.

·         distance learning packages.

·         undertaking courses at colleges e.g.  NVQs etc.

·         reading books/magazines etc.

as long as these are seen to be appropriate.

For Staff:

All employees on commencement of their employment will embark on an induction training programme co-ordinated by their line manager.  After the first six weeks they will then have an interview with the Executive Officer to review how the induction has gone and whether there are any urgent training needs.  Thereafter staff training will be reviewed at the individual's annual appraisal interview with their line manager.

For Trustees:

All trustees on first being appointed/elected to the Board will have an induction training programme co-ordinated by the Chairperson of the Board and other trustees (as appropriate).  All Trustees will have an annual meeting with the Chairman or Vice-Chairman where any individual training requirements will be reviewed.

For Regular Volunteers:

All volunteers on commencement of their volunteering will embark on an induction training programme co-ordinated by their supervisor.  After the first six weeks they will then have an interview with a senior manager to review how the induction has gone and whether there are any urgent training needs.  Thereafter volunteer training will be reviewed at the individual's annual appraisal interview with their supervisor.

TRAINING PRIORITIES.

Suffolk Inter-Faith Resource prioritises the training and development of its staff, trustees and volunteers for the following reasons:

Primary.

·         To ensure that people are able to, and will meet the current and future needs of the organisation and its members.

·         To make continuous improvement in the service.

·         To achieve a more confident, skilled and knowledgeable workforce.

Secondary.

·         To ensure the long-term success of the organisation.

·         To ensure that successes and best practices are shared with others in the organisation.

·         To increase creativity, innovation and adaptability.

·         To improve staff, trustee and volunteer retention and motivation.

·         To keep abreast of legislation, policy, new technology etc.

·         To encourage the development of the individual's knowledge and skills and to help the individual with his/her career development, where appropriate.

TRAINING EXPENDITURE.

Suffolk Inter-Faith Resource has a dedicated training budget and individual staff and volunteers will discuss opportunities with their line manager (for Trustees this will be with the Chairman or Vice-Chairman) and requests for training will not be refused providing:

·         There are sufficient funds in the training budget.

·         The individual is not "monopolising" funds for training.

·         In the case of staff, Suffolk Inter-Faith Resource's work will not be adversely affected by the amount of time the member of staff is away from work.

·         There are clear reasons why this training would be of use either for the individual's role or for the individual's personal development or knowledge/skills needs.

The Board actively encourages staff, trustees and volunteers to attend in-house training events.  In most cases there will be no charge for this training.  In exceptional cases, if a contribution is required, this will be discussed with the individual concerned.

EXPECTATIONS OF STAFF, TRUSTEES AND VOLUNTEERS ATTENDING TRAINING.

Suffolk Inter-Faith Resource expects each staff member, trustee or volunteer to:

·         fill in the relevant feedback forms after they have received the training.

·         share what they have learnt with others within Suffolk Inter-Faith Resource.

·         in some cases, "mentor" other individuals and pass on the new knowledge or skills they have learnt in the most appropriate way.

 

SIFRE Staff Holiday Leave Record

NAME:

 

HOLIDAY YEAR

1st APRIL to 31st MARCH

ANNUAL LEAVE ENTITLEMENT

 

 

LEAVE DATE

NUMBER OF DAYS TAKEN

CUMULATIVE TOTAL

BALANCE

AUTHORIZED BY: