Employee Handbook 06

8/12/2019 Employee Handbook 06

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CONTENTS

ABSENCE

ALCOHOL AND DRUGS MISUSE

ANNUAL HOLIDAYS

COMPUTERS AND ELECTRONIC COMMUNICATIONS

CONDUCT AND STANDARDS

DATA PROTECTION

DISCIPLINARY POLICY AND PROCEDURE

EQUAL OPPORTUNITIES AND DIVERSITY

FLEXIBLE WORKING

GRIEVANCE

HARASSMENT AND BULLYING

MATERNITY AND ADOPTION LEAVE

MONITORING

PARENTAL LEAVE

PATERNITY LEAVE AND PATERNITY PAY

PUBLIC INTEREST DISCLOSURE (‘WHISTLEBLOWING’)

SICK PAY

SOCIAL NETWORKING SITES AND BLOGS

TIME OFF FOR DEPENDANTS

TRAINING



Abs!"

W#$% %#&s '&"* "+,s

The purpose of this policy is to ensure that employees who are genuinely unwell are treated

fairly and consistently, while minimising the impact of sickness absence on the Company.

The policy sets out procedures for reporting sickness absence and for the Company'smanagement of short-term and long-term absence. Any absences that are disability-relatedwill be managed in accordance with relevant legislation and related Codes of Practice.

This policy also contains information on your entitlements in relation to paid and unpaid timeoff work for reasons other than sickness.

Y-, ,s'!s&b&&%&s

r e a ch o f a b se n ce p r oc e d u res

reach of any of the absence reporting procedures detailed below, including those relating tothe notification of absence or provision of a medical certificate, may result in disciplinaryaction. Any periods of absence that are unauthorised may be treated as gross misconductand could lead to your dismissal without notice from the Company. !nauthorised absencewill not be sub"ect to pay.

#r e $ u e nt sh o rt -t e rm a b s e n ce

Persistent absenteeism has a detrimental impact on your colleagues and on the Company asa whole. %f it is considered that your absence level is a cause for concern, the Company maymeet with you to investigate the situation fully. The Company may re$uire you to undergo an&ccupational ealth assessment.

The Company cannot sustain fre$uent short-term absences, even if the reasons for theabsences are genuine. Therefore, unacceptable levels of absence will be sub"ect todisciplinary proceedings. The Company will take into account the reasons, fre$uency andpattern of your non-attendance in determining an appropriate course of action.

%f you are issued with a formal disciplinary warning, you will be advised as to the level ofattendance which the Company e(pects of you. %f you fail to achieve this level of attendancefurther disciplinary action may be taken.

) e d ical r e p ort

%t may be necessary for the Company to obtain a medical report during the course of youremployment in order to gather further information about your medical condition, its probable

effect on your future attendance at work, your ability to do your "ob and whether there areany reasonable ad"ustments to be made, if appropriate.

Although you have the statutory right to withhold your consent to the Company to approachyour *P or consultant for a medical report, if you do choose to withhold your consent to ourapplication, the Company may need to assess your state of health and its impact on yourcontinued employment without the benefit of professional medical advice.

+ou may also be re$uired to undergo a medical e(amination by a doctor nominated by theCompany. The Company will be entitled to receive any report produced in connection withany such e(amination, and the Company may discuss the contents of the report with thedoctor in $uestion.

%f you refuse to undergo a medical e(amination without good reason, this may be viewed asa failure to follow a reasonable management instruction and could result in disciplinaryaction, up to and including dismissal without notice.



) e d ical sus p e n s ion

%f the Company becomes concerned about your health and safety at work, or that the healthand safety of others is being affected by your physical andor mental health, you may besuspended on medical grounds pending further investigation to establish that you are fit towork. +ou will receive full pay during the period of your suspension.

Y-, !%&%.!%s

) e d ical a n d dental a p p o int m e n t s

here possible, you are re$uested to arrange any medical or dental appointments outsideworking hours.

%f this is not possible, you must obtain permission from management before taking any timeoff and appointments should be arranged at the beginning or end of your working day tominimise any disruption to the Company. !nless otherwise agreed, you will not be paid forany time off as a result of medical or dental appointments, with the e(ception of antenatalappointments.

ury ser v ice

+ou are entitled to time off work for "ury service. +ou should notify management immediatelyon receipt of the "ury summons, giving full details.

+ou will not normally be paid for this time off, and you are advised to claim the e(penses towhich you are entitled from the Court. These will typically include compensation for loss ofearnings.

T im e o f f f or r e lig io u s o b s er v a n ce

+ou should make any re$uests for time off for religious observance to your manager as earlyas possible. Although you have no legal or contractual right to religious leave or time off topray, the Company will consider all such re$uests.

Time off for religious observance must be taken from your rest periods or annual holidayentitlement. Alternatively, at the Company's discretion, you may work additional hours in lieuof the time taken off.

%f you wish to take the time off as annual holiday, you should make the re$uest in accordancewith the Company's annual holiday procedures. #or the avoidance of doubt, the Company'srules relating to annual holiday will apply.

erea v ement le a v e

%n addition to your right to take reasonable unpaid time off following the death of a

dependant, the Company may, at its discretion, permit you to take paid or unpaid leavefollowing the death of an immediate or close relative. Please ask your manager for furtherinformation.

A d v erse w e a t h e r a n d o t h er e ( ce p t io n al c ir c u m s t a nc e s

%f you are unable to attend work due to adverse weather conditions or other e(ceptionalcircumstances, you will not be paid for any periods of non-attendance. +ou may re$uest totake paid holidays or work additional hours at an alternative time to make up for the time youhave been absent. The Company reserves the right to refuse such re$uests depending onthe needs of the business.

%f the Company cannot operate due to these e(ceptional circumstances, it reserves the right

to re$uire you to take holidays during this time or impose a period of lay-off, whenappropriate. The Company also reserves the right not to provide you with advance notice ofthis re$uirement.



&t h e r t y p e s o f le a v e

The Company will adhere to statutory re$uirements in providing time off when you havecommitments relating to public office or role, trade union duties and activities and theTerritorial Army. +ou should discuss such re$uests for time off with your manager at theearliest opportunity in order to work out the necessary arrangements, allow planning time

and work with your manager to minimise any potential disruption to the Company.

/i sa bili ties

%f you have a disability that impacts on your attendance at work, the Company will giveconsideration to whether there are any reasonable ad"ustments that could be made to your "ob or other aspects of your working arrangements to minimise absenteeism or assist yourreturn to work.

Abs!"/,',%&!0 ',"1-,s

0i c k n e ss a b se n ce r e p o r ti ng

+ou should notify the Company of your absence in accordance with the Absence 1eportingclause contained within your Contract of 2mployment.

%t is not acceptable for you to te(t, email, contact a colleague, leave a message or have afriend or relative call on your behalf. %f your manager is unavailable you should contactsomeone in a position of authority in the Company.

+ou should provide the reason for your absence, an estimate of how long you e(pect to beoff work, a telephone number by which you can be contacted and details of any outstandingor urgent work that re$uires attention.

) e d ical cer t if icati o n

%f your absence lasts for seven calendar days or fewer, you must complete an absence formimmediately upon your return to work.

owever, if you are entitled to contractual sick pay 3please see your contract of employmentfor details4 you may also be re$uired to provide the appropriate medical certification forabsences of fewer than seven days.

%f your absence lasts more than seven calendar days, you must forward a medical certificate,completed by a medical practitioner, to management in order to cover the absence.

The medical certificate must be submitted as soon as possible. %f you unreasonably delay inproviding a medical certificate, your absence will be classed as unauthorised.

%f, on a medical certificate, your doctor recommends any ad"ustments to your duties, hours or

working conditions, the Company will discuss these with you and implement therecommendations, if these are reasonably practicable.

#ailure to comply with the arrangements to assist your return to work without good reasonmay be treated as misconduct and may result in disciplinary action.

%t is essential that you keep the Company updated on the reasons for your continuedabsence and its estimated duration. +ou should contact the Company daily during periods ofabsence unless you are instructed otherwise by your manager. +ou should also contact theCompany before the e(piry of your medical certificate if you continue to be unwell. %naddition, a further medical certificate should be submitted immediately on e(piry of theprevious certificate. #ailure to contact the Company or submit a medical certificate at thistime may result in the interim absence being classed as unauthorised.



P r oc e d u r e f o r r et u r n t o w o rk

+ou should contact your manager as soon as you become aware of your intended returndate. %f this date changes, you should update the Company immediately.

1 etu r n t o w o rk m e e t ing

+our manager will interview you on your return to work following a period of absence. Thereasons for your absence will be discussed and your manager will decide whether theabsence should be authorised. The onus is on you to satisfy management that there was agenuine medical reason for the absence.

L!0/%,. $bs!"

el f are m e e t in g s

/uring a period of long-term absence, you are re$uired to attend any scheduled welfaremeetings with the Company. The purpose of these meetings is to discuss your current stateof health, how long you e(pect to be absent from work and what steps, if any, the Company

can take to facilitate your return to work.%f you are medically incapable of attending your place of work, a representative of theCompany will come out to visit you. %f the time scheduled for the meeting is not suitable, youshould contact the Company immediately so that an alternative time can be agreed. +ou arealso re$uired to respond to any correspondence from the Company and any re$uests forinformation about your health.

) e d ical cer t if icati o n

+ou should continue to provide medical certificates, completed by your medical practitioner,even if you have e(hausted your entitlement to sick pay.

# ail ure t o co - o p e r ate

The Company will always be sensitive to your physical and mental wellbeing during periodsof long-term absence. owever, where there is a failure, without good reason, to co-operatewith the Company in relation to attending meetings, communicating effectively, attendingoccupational-health assessments and providing necessary information, this may be treatedas misconduct and the Company may take disciplinary action.

T e rm in a t ion o f emp lo y m e n t

The Company is committed to supporting you during your absence and assisting your returnto work. owever, a prolonged period of absence cannot be sustained indefinitely, and theCompany may need to review your continued employment periodically. efore any decision

is made in relation to termination of your employment on the grounds of capability, theCompany will consult fully with you and obtain up-to-date medical advice.



A"# $!1 D,-0s M&s-s

W#$% %#&s '&"* "+,s

The purpose of the policy is to set out the Company's position on drug or alcohol misuse inthe workplace, to protect the health and safety of workers and to comply with relevant

legislation.

reaches of the policy may be viewed as gross misconduct and may result in disciplinaryaction up to and including dismissal without notice.

Y-, ,s'!s&b&&%&s

+ou must not be under the influence of drugs or alcohol when you report for work or duringworking time.

%f you are taking medication or herbal remedies that may affect your work performance, orthe safety, of yourself or others, you must inform the Company as soon as possible of whichmedication you are taking and the possible side effects.

0 u p p o rt f or e m p lo y e e s wi t h a lco h ol or dr u g p ro bl e m s

%f you have, or believe you may have an alcohol or drug problem, you should inform theCompany and seek medical advice before it affects your performance or conduct at work. %fyou come forward and seek help for an alcohol or drug problem you will be treatedsympathetically and any discussions will remain confidential.

The Company will treat any absence due to drug and alcohol abuse in the same way assickness absence on condition that you have obtained professional help andor are receivingtreatment. owever, you must not be under the influence of alcohol or drugs at workthroughout this time of support.

The use, possession, storage, transportation, promotion andor sale of illegal drugs areforbidden in any situation connected to the Company. The Company reserves the right toinvolve the relevant authorities if it is deemed appropriate.

+ou are also e(pected to comply with any third party site rules, policies and procedures.

P,"1-,

The Company will take all reasonable steps to prevent employees, agency workers andcontractors carrying out work-related activities, if they are considered to be unfit or unsafe toundertake the work as a result of drug or alcohol consumption.

%f you are suspected to be under the influence of alcohol or drugs during working hours or onCompany premises, the Company reserves the right to send you home. This type of incident

may be viewed as a gross misconduct offence and dealt with under the Company's/isciplinary Procedure, which could result in dismissal without notice. %f the Company hasreasonable grounds to believe that you were under the influence of drugs andor alcohol atwork you will not be paid for this day.



A!!-$ H&1$*s

W#$% %#&s '&"* "+,s

This policy sets out the rules and procedures in relation to taking annual holidays. %t applies

to all employees and workers.

Y-, !%&%.!%s $!1 ,s'!s&b&&%&s

/etails of the holiday year and your annual holiday entitlement can be found in your Contractof 2mployment.

A cc r u a l o f h oli d a y s

Annual holiday entitlement during your first year of employment accrues at the rate of one-twelfth of the full annual holiday entitlement, on the first day of each month, in advance.

+ou will not be permitted to take annual holiday during the first year of employment before it

has accrued, unless otherwise agreed. Thereafter, you will be entitled to your full annualholiday entitlement each year and there will be no re$uirement to accrue holiday rights.

T im in g a n d l e n g t h o f h oli d a y s

+ou are not normally permitted to take more than two weeks' worth of annual holiday at anyone time, e(cept at the sole discretion of the Company.

The Company may re$uire you to reserve a specified amount of annual holiday entitlementto be taken at a time set by the Company, depending on the needs of the business. TheCompany reserves the right not to provide you with advance notice of this re$uirement.

C ar ry ing o v er u n u sed h o li d a y s

+ou are not normally permitted to carry over accrued annual holiday from one holiday year tothe ne(t. olidays not taken within the holiday year will be lost.

o li d a y d u r ing lo n g -t e r m a b se n ces

+ou will continue to accrue your full statutory holiday entitlement during sickness absence.

owever, any contractual holiday entitlement over and above the minimum statutory holidayentitlement will not accrue during any period of sickness absence. +ou are permitted to takeannual holiday during periods of sickness and this must be re$uested via the normalprocedure.

T e rm in a t ion o f emp lo y m e n t

The Company may re$uire you to take all or part of any outstanding holiday entitlementduring a period of notice to terminate employment or garden leave. The Company reservesthe right not to provide you with advance notice of this re$uirement.

!pon the termination of your employment, for whatever reason, you will be entitled to be paidfor holiday accrued but not taken in the current holiday year, at the date of termination ofemployment.

%f upon the termination of your employment you have taken more annual holiday than youhave accrued in the current holiday year, an appropriate deduction will be made from yourfinal payment.

%f you are dismissed for gross misconduct or if you fail to give the re$uired notice onresignation, you are not entitled to be recompensed for unused holidays in e(cess of theminimum statutory entitlement.



! n a utho r ised h oli d a y s

%f you are absent from work on a date on which a holiday re$uest has been refused, theCompany will investigate the reason for your absence. %f the Company considers that you donot have a reasonable e(planation for your non-attendance, you may be sub"ect todisciplinary action, up to and including dismissal without notice.

0i c k n e ss a n d ho li d a y s

%f you are taken ill or sustain an in"ury during a period of authorised holiday, you will notnormally be permitted to take the holiday at a later time.

%f you are absent from work due to sickness immediately prior to a period of authorisedholiday and your incapacity e(tends into the authorised holiday period, you may be permittedto delay the period of holiday until a later time. +ou should submit a written re$uest topostpone the planned holiday, together with a medical certificate completed by a medicalpractitioner.

%f you receive more than the statutory minimum annual holiday entitlement and you areabsent without authorisation on the day before or the day after a public holiday, the Company

reserves the right to withhold holiday pay in respect of that public holiday.

P,"1-,

P r oc e d u r e f o r r e $ u e s t in g ho li d a y s

All periods of annual holiday must be authorised in advance by your manager. +ou must notmake firm holiday arrangements before receiving confirmation from your manager that yourre$uest has been authorised.

+ou are re$uired to submit completed holiday re$uests to your manager as early as possible,normally giving a minimum notice of one month.

1e$uests for annual holiday will normally be granted on a 'first come, first served' basis.&wing to the needs of the business, the Company reserves the right to limit the number ofemployees who are permitted to take holiday at the same time. The granting of all holidayre$uests will be sub"ect to ade$uate cover being available and the overall needs of theCompany.



C.'-%,s $!1 E"%,!&" C..-!&"$%&!s

W#$% %#&s '&"* "+,s

This policy sets out the Company's guidelines on access to and the use of the Company'scomputers and on electronic communications. %t sets out the action which will be taken when

breaches of the guidelines occur.

+ou are only permitted to use the Company's computer systems in accordance with theCompany's /ata Protection, )onitoring Policies and the following guidelines.

Y-, ,s'!s&b&&%&s

The Company's computer systems and software and their contents belong to the Companyand they are intended for business purposes only. +ou are not permitted to use theCompany's systems for personal use, unless authorised by your manager.

+ou are not permitted to download or install anything from e(ternal sources unless you havee(press authorisation from your manager.

5o device or e$uipment should be attached to the Company's systems without prior approvalof your manager.

The Company has the right to monitor and access all aspects of its systems, including datathat is stored on the Company's computer systems in compliance with the /ata Protection Act 6778.

0 y s tem sec u r it y

+ou must only log on to the Company's computer systems using your own password whichmust be kept secret. +ou should select a password that is not easily broken 3e.g. not yoursurname4.

+ou are not permitted to use another employee's password to log on to the computer system,whether or not you have that employee's permission. %f you log on to the computer usinganother employee's password, you may be liable to disciplinary action up to and includingsummary dismissal for gross misconduct. %f you disclose your password to anotheremployee, you may also be liable to disciplinary action.

To safeguard the Company's computer systems from viruses, you should take care whenopening documents or communications from unknown origins. Attachments may be blockedif they are deemed to be potentially harmful to the Company's systems.

All information, documents, and data created, saved or maintained on the Company'scomputer system remains at all times the property of the Company.

! se o f e -m a il

here the Company's computer systems contain an e-mail facility, you should use that e-mail system for business purposes only.

2-mails should be written in accordance with the standards of any other form of writtencommunication and the content and language used in the message must be consistent withbest practice. )essages should be concise and directed to relevant individuals on a need toknow basis.

+ou should take care when opening e-mails from unknown e(ternal sources. Attachments toe-mails may be blocked if they are deemed to be potentially harmful to the Company'ssystems.



2-mails can be the sub"ect of legal action 3for e(ample, claims of defamation, breach ofconfidentiality or breach of contract4 against both the employee who sent them or theCompany. As e-mail messages may be disclosed to any person mentioned in them, youmust always ensure that the content of the e-mail is appropriate.

Abusive, obscene, discriminatory, harassing, derogatory or defamatory e-mails must never

be sent to anyone. %f you do so, you may be liable to disciplinary action up to and includingdismissal without notice.

% nt e r n e t access

+ou are re$uired to limit your use of the internet to sites and searches appropriate to your "ob. The Company may monitor all internet use by employees.

+ou are e(pressly forbidden from accessing web pages or f iles downloaded from the internetthat could in any way be regarded as illegal, offensive, in bad taste or immoral.

) o n it ori n g

)onitoring of the Company's computer systems and electronic communications may take

place in accordance with the Company's )onitoring Policy. Please refer to the Company's)onitoring Policy for further details.

P,"1-,

) isuse o f c o m p u ter s y s tems

2(amples of misuse include, but are not limited to, the following9

• accessing on-line chat rooms, blogs, social network sites

• use of on-line auction sites

•

sending, receiving, downloading, displaying or disseminating material that discriminatesagainst, degrades, insults, causes offence to or harasses others

• accessing pornographic or other inappropriate or unlawful materials

• engaging in on-line gambling

• forwarding electronic chain letters or similar material

• downloading or disseminating copyright materials

• issuing false or defamatory statements about any person or organisation via the

Company's electronic systems

• unauthorised sharing of confidential information about the Company or any person ororganisation connected to the Company, and

• loading or running unauthorised games or software

Any evidence of misuse may result in disciplinary action up to and including dismissal withoutnotice. %f necessary, information gathered in connection with the investigation may behanded to the police.

C omp la ints o f b ull y ing a nd h a r as s m e n t

%f you feel that you have been harassed or bullied or are offended by material received froma colleague, you should inform your manager immediately.



C!1-"% $!1 S%$!1$,1s

W#$% %#&s '&"* "+,s

This policy details the main standards of behaviour that you need to adhere to and alsodetails the behaviours that the Company would normally regard as gross misconduct. The

standards of behaviour and the details of gross misconduct listed in this policy should not beconsidered e(haustive.

Y-, 1-%&s $!1 ,s'!s&b&&%&s

+ou are under a duty to comply with the standards of behaviour re$uired by the Companyand to behave in a reasonable manner at all times.

A tt e n d a nce a n d T im e k e e p ing

+ou must9

• comply with the rules relating to notification of absence set out in the Company's

Absence Procedure

• arrive at work promptly, ready to start work at your contracted starting time

• remain at work until your contracted finishing time

• obtain management authorisation if for any reason you wish to arrive later or leaveearlier than your agreed normal start and finish times

The Company reserves the right not to pay you in respect of working time lost because ofpoor timekeeping.

Persistent poor timekeeping may result in disciplinary action.

C o n d u ct 0 t a n d a r ds+ou must9

• maintain satisfactory standards of performance at work

• comply with all reasonable management instructions

• co-operate fully with your colleagues and with management

• ensure the maintenance of acceptable standards of politeness

• take all necessary steps to safeguard the Company's public image and preserve positiverelationships with all persons and organisations connected to the Company

• ensure that you behave in a way that does not constitute unlawful discrimination

• comply with the Company's &perating Policies and Procedures

!nless otherwise instructed, personal mobile telephones must be switched off or switched tosilent mode at all times during normal working hours.

# le( ib ilit y

+ou may be re$uired to work additional hours at short notice, in accordance with the needsof the business.

+ou may also be re$uired to undertake duties outside your normal "ob remit and to work atlocations other than your normal place of work.



C o n f id e n t ia li t y

+ou must keep confidential, e(cept as re$uired by law, both during your employment and atany time after its termination, all information gained in the course of your employment aboutthe Company and that of all persons and organisations connected to the Company.

C o n d u ct w h il e r e p res e nt ing t he C ompany As a general rule, behaviour outside of normal working hours is a personal matter and doesnot directly concern the Company. owever, there are some e(ceptions to this rule. TheCompany will become involved when incidents occur9

• at office parties or other work related social occasions or gatherings

• at social occasions or gatherings organised by a third party, where you have beeninvited in your capacity as an employee

• at work related conferences

• while working away on business on behalf of the Company

&n these occasions you are e(pected to behave in an appropriate and responsible manner,keeping in mind that you are representing the Company. +ou are instructed specifically not toconsume any alcohol at such events where you are driving.

Any employee whose conduct brings the Company into disrepute will be sub"ect to theCompany's disciplinary procedure. 0uch behaviour may be viewed as a gross misconductoffence and could render the employee liable to disciplinary action up to and includingdismissal without notice.

& utsi d e acti v it ies and o th e r e m p lo y m e n t

+ou are not permitted to engage in any activity outside your employment with the Companythat could reasonably be interpreted as competing with the Company.

+ou are re$uired to seek permission from management before taking on any otheremployment while employed by the Company.

e al t h and 0 a f ety

%t is your duty and responsibility to familiarise yourself with, and to comply with, the Companyor any third party's health and safety policies and procedures. reach of these rules mayresult in disciplinary action, up to and including the termination of your employment withoutnotice for gross misconduct.

+ou must report all accidents, however minor, as soon as possible, making a comprehensiveentry in the Company's Accident ook.

/ ress and A p p e a r a n ce

The personal appearance of employees makes an important contribution to the Company'sreputation and image. #or this reason, it is important that your dress and appearance isprofessional and reflects the environment in which you work.

All employees will be e(pected to comply with any management instructions concerningdress and appearance.

P r o p er t y a n d e $ u ipme n t

+ou are not permitted to make use of Company or a third party's telephone, fa(, postal orother services for personal purposes.

+ou must not remove property or e$uipment from Company or a third party's premisesunless for use on authorised business or with the permission of management.



here you damage property belonging to the Company either through misuse orcarelessness, the Company reserves the right to make a deduction from your pay in respectof the damaged property.

&n termination of your employment you must return all Company property, such as keys,laptops, mobile telephones, Company vehicles, documents or any other items belonging to

the Company.

P ersonal se a rch e s

The Company may reasonably re$uest to search your clothing, personal baggage, personalstorage areas or vehicles. An authorised person must conduct any such search in thepresence of an independent witness. 0hould you refuse such a re$uest, the Company willre$uire the appropriate authorities to conduct the search on behalf of the Company. #ailureto co-operate with the Company in this respect may be treated as gross misconduct.

P ersonal prop e rt y

+ou are solely responsible for the safety of your personal possessions on Company

premises and should ensure that your personal possessions are kept in a safe place at alltimes. %f you find an item of lost property on the premises, you are re$uired to informmanagement immediately.

2 n v ir o n m e n t

%n order to provide a cost-effective service, you are re$uested to use Company e$uipment,materials and services efficiently. +ou should try to reduce wastage and the subse$uentimpact on the environment by ensuring that you close windows, avoid using unnecessarylighting or heating or leaving taps running, switch off e$uipment when it is not in use andhandle all materials with care.

) o n eta ry T r a n sa c t io n s

&nly those employees who are specifically authorised by the Company to do so may handlecash or receive payments on behalf of the Company. 2mployees in breach of this rule will besub"ect to disciplinary action.

+ou are responsible for all monetary transactions that you handle. 0hould the Companysuffer any loss through your negligence then the loss shall be deducted from your pay inaccordance with the provisions of the 2mployment 1ights Act 677:.

r e a ch o f t h is p oli cy

A breach of the Company's standards of behaviour is likely to result in disciplinary actionbeing taken.



G,ss M&s"!1-"%

0et out below are details of behaviour that the Company views as gross misconduct, which islikely to result in dismissal without notice. This list is not e(haustive. 0uch behaviourincludes9

• theft, dishonesty or fraud

• deliberate recording of incorrect working hours

• unauthorised absence

• smoking on Company or a third party's premises or in a vehicle belonging to the

Company

• sleeping during working hours

• assault, acts of violence or aggression

• bullying

• unacceptable use of obscene or abusive language

• possession or use of or being under the influence of non-medicinal drugs or alcohol on

Company premises or during working hours

• wilful damage to Company, employee or third party property

• serious insubordination

• serious or gross negligence

• bringing the Company into disrepute

• falsification of records or other Company documents, including those relating to

obtaining employment• unlawful discrimination, including acts of indecency or harassment

• refusal to carry out reasonable management instructions

• gambling, bribery or corruption

• serious breach of health and safety policies and procedures

• breach of confidentiality, including the unauthorised disclosure of Company informationto the media or any other party

• unauthorised accessing or use of computer data

• unauthorised copying of computer software



D$%$ P,%"%&!

W#$% %#&s '&"* "+,s

This policy details your rights and obligations in relation to your personal data and thepersonal data of third parties that you may come into contact with during the course of your

employment.

%f you have access to the personal data of employees or of third parties, you must complywith this Policy. #ailure to comply with the Policy and procedures may result in disciplinaryaction up to and including dismissal without notice.

Y-, !%&%.!%s

Personal /ata means data held either on a computer or in a paper-based filing system whichrelates to a living individual who can be identified from that data.

The /ata Protection Act 6778 prescribes the way in which the Company may collect, retainand handle personal data. The Company will comply with the re$uirements of the /ata

Protection Act and all employees and contractors who handle personal data in the course oftheir work must also comply with it.

T he p u r p o ses f or w h ich y o u r p e r so n al d a t a m ay be h el d by t he C ompany

Personal data relating to employees may be collected by the Company for the purposes of9

• recruitment, promotion, training, redeployment and or career development, such asreferences, C;s and appraisal documents

• administration and payment of wages, such as emergency contact details andbankbuilding society details

• calculation of certain benefits including pensions

• disciplinary or grievance issues

• performance management purposes and performance review

• recording of communication with employees and their representatives

• compliance with legislation

• provision of references to financial institutions, to facilitate entry onto educationalcourses andor to assist future potential employers and

• staffing levels and career planning

0 e n s it iv e pe r so n al d a t a

0ensitive personal data includes information relating to the following matters9

• your racial or ethnic origin

• your political opinions

• your religious or similar beliefs

• your trade union membership

• your physical or mental health or condition

• your se( life, or

• the commission or alleged commission of any offence by you



P r oc e ss in g o f se n s it iv e da t a

The Company will process sensitive data primarily where it is necessary to enable theCompany to meet its legal obligations and in particular to ensure adherence to health andsafety and vulnerable groups protection legislation or for e$ual opportunities monitoringpurposes. %n most cases, the Company will not process sensitive personal data without your

consent.

P,"1-,

A ccuracy o f p e r so n al d at a

The Company will review personal data regularly to ensure that it is accurate, relevant andup to date.

To ensure the Company's files are accurate and up to date, and so that the Company is ableto contact you or, in the case of an emergency, another designated person, you must notifythe Company as soon as possible of any change in your personal details 3e.g., change ofname, address, telephone number, loss of driving licence where relevant, ne(t of kin details,

etc4.

0 ec u r it y o f p e r so n al d a t a

The Company will ensure that personal data is not processed unlawfully, lost or damaged. %fyou have access to personal data during the course of your employment, you must alsocomply with this obligation. %f you believe you have lost any personal data in the course ofyour work, you must report it to your manager immediately. #ailure to do so may result indisciplinary action up to and including dismissal without notice.

A ccess t o p e r so n al d a t a <= su b " e c t acc e ss r e $ u e s ts = >

The /ata Protection Act gives you the right to access the personal data held about you by

the Company.

The Company will arrange for you to see or hear all personal data held about you within ?@days of receipt of a written re$uest and sub"ect to a 6@.@@ administration fee.



D&s"&'&!$,* P&"* $!1 P,"1-,

W#$% %#&s '&"* "+,s

This policy is designed to ensure that all disciplinary matters are dealt with promptly, fairlyand consistently and to encourage an improvement in individual conduct andor

performance. %t outlines the procedures that the Company will follow should there be a needto take disciplinary action and your right to appeal.

%f you have less than 6B months' continuous service, you should note that the Companyreserves the right to discipline or dismiss you without following the /isciplinary Procedure.

Y-, !%&%.!%s $!1 ,s'!s&b&&%&s

The Company aims to deal with disciplinary matters promptly and fairly.

+ou have the right to appeal against a decision the Company makes at a disciplinarymeeting. %n these cases, the Company will make every effort for the appeal to be dealt withby a different manager to the person who dealt with the matter initially.

The Company's decision at the appeal stage is final and there is no further right of appeal.

+ou have a responsibility to assist the Company, if re$uired, to investigate the matters raisedat disciplinary meetings and comply with the disciplinary procedures.

D&s"&'&!$,* s$!"%&!s

The level of the disciplinary sanction, if any, will be determined by the severity of the offence.The Company will normally select one of the following9

ritt en w arn ing

A ritten arning will usually be applied as the first step of corrective action following

unsatisfactory performance or conduct offences.

The Company will define the unacceptable acts and e(plain the conduct or standardsre$uired in the future. +ou will be advised in writing that a failure to improve the standard ofconduct or performance may result in further disciplinary action. A time limit will be placedon the warning.

# in a l w r itt en w arn ing

A #inal ritten arning is usually applied after a ritten arning has been given andperformance or conduct has not improved but may be applied after a more serious first or asecond offence.

+ou will be advised in writing that a failure to improve the standard of conduct orperformance may result in dismissal. A time limit will be placed on the warning.

/i s m issal

/ismissal occurs when your employment is terminated either with or without notice./ismissal without notice is also referred to as 'summary dismissal' and is restricted to casesof gross misconduct.

The Company reserves the right, at its complete discretion, to impose a sanction short ofdismissal if it is deemed appropriate. This may include demotion, transfer to a different postor another appropriate sanction. Any such decision will be confirmed to you in writing onceyou have been informed of the outcome.



D&s"&'&!$,* ',"1-,

0 us p e n s ion f r o m w ork

%f the Company believes it is appropriate, it may decide to suspend you from your workpending further investigation or disciplinary action. 0uspension itself is not a disciplinary

sanction.%f a decision to suspend is made, you will be informed verbally and this will usually befollowed up in writing. hile you are suspended, you should not attend work or makecontact with anyone connected to the Company unless otherwise instructed by theCompany. %f you need to contact anyone connected to the Company while you aresuspended, you must notify your manager. Any reasonable re$uest will not be refused.reach of the terms of your suspension may result in additional disciplinary action up to andincluding dismissal without notice.

The Company will endeavour to keep any suspension as brief as possible. Any period ofsuspension will be on full pay. owever, should you fail to co-operate at any time with theinvestigatory process, for e(ample by failing to attend any meeting, without good reason then

the Company reserves the right to treat this as unauthorised absence and this may result inpay being withheld until such time as you attend any rearranged meeting.

% n v esti g a t ion ) e e t in g s

/epending on the circumstances, you may be re$uired to attend %nvestigation )eetingsbefore a decision is taken to invoke the disciplinary procedure. An %nvestigation )eeting isan informal meeting and so you are not permitted to be accompanied unless you are underthe age of 68 3when a parent or guardian will be permitted4.

/epending on the outcome of the investigation, the Company will decide whether or not toproceed with a /isciplinary )eeting.

%f it is decided that there is no case to answer then you will be informed of this fact eitherverbally or in writing. +ou will be e(pected to return to work at the agreed date and time.This will end the process.

% n v itati o n t o a / isc ip li n a r y ) e e t ing

%f you are re$uired to attend a /isciplinary )eeting, the Company will inform you of this inwriting.

%n the letter, the Company will set out the issues that are to be considered, how seriouslythese are being viewed, the potential conse$uences and details of any intention to callwitnesses. The letter will also inform you of the date and time of the meeting to allow yousufficient time to prepare your case.

As this is a formal meeting, the letter will also detail your right to be accompanied.

+ o u r r ig h t t o be acc o m p a ni ed at a /i sc ip li n a r y ) e e ting

+ou are entitled to be accompanied at a /isciplinary )eeting by a fellow employee or aTrade !nion official. ith the e(ception of those under the age of 68, when a parent orguardian will be permitted, no other person will be permitted to attend.

0hould you wish to be accompanied, you must notify the Company of the name and positionof your chosen companion as soon as possible.

The Company may re$uire you to choose someone else in circumstances where it believesthe chosen companion may have a conflict of interest, or may pre"udice the meeting or it

would be unreasonable to allow your chosen companion to attend.



+our companion is permitted to put forward and summarise your case, respond on yourbehalf to views e(pressed in the meeting, ask $uestions and confer with you, but will not beentitled to answer $uestions directly on your behalf.

A c t ion if y ou ca n n o t a tt e nd the m e e t in g on the p ro p os e d da t e

%f you feel that you have a legitimate reason as to why you cannot attend the meeting on theproposed date, you must contact the person named on the invitation letter to advise them ofthis fact immediately. The meeting may then be delayed to facilitate your attendance, if thisis considered reasonable.

A tt e n d in g t he d isc ip li n a ry m e e t ing

+ou must attend the meeting at the proposed time. #ailure to participate in the process orattend arranged meetings without good reason may result in additional disciplinary action ora decision being made in your absence.

Prior to the meeting, you should ensure that you are fully prepared to answer $uestionsrelating to the incidentcircumstances in $uestion. At the meeting you will be given every

opportunity to state your case, present any evidence and call relevant witnesses before anydecision is made.

A ft er t he /i sc ip li n a ry ) e eti n g

At the end of the meeting there will normally be an ad"ournment to allow for consideration ofthe facts. +ou will be informed of the outcome and any sanction will be confirmed in writingto you as soon as possible.

%n some circumstances there may be a need to ad"ourn and reconvene a meeting at a laterdate, to allow further investigation. %n this case you will be advised accordingly.

5 ot if icati o n o f t he d e c is io n and d isc ip li n a r y sa n c t ion

#ollowing the /isciplinary )eeting, the Company will notify you of its decision and thedisciplinary sanction it will apply. This letter will also e(plain your right to appeal against anydecision taken and sanction applied.

+ o u r r ig h t o f a p p e al a g a inst d isc ip li n a r y acti o n

%f you wish to appeal against a decision you must submit your re$uest in writing, stating thereasons for the appeal, to the individual identified in the letter confirming the sanction. Thisshould be submitted within five working days of receiving notification. The first of these fiveworking days is the day on which you received written confirmation of the decision.

T he A p p e a l ) e e t ing

+ou will be informed of the date and time of the Appeal )eeting. %f you feel that you have alegitimate reason as to why you cannot attend the meeting on the proposed date, you mustcontact the person named on the invitation letter to inform them of this fact immediately. Themeeting may then be delayed to facilitate your attendance, if this is considered reasonable.+ou will be entitled to be accompanied by a fellow employee or a Trade !nion official.

At the Appeal )eeting you will be given an opportunity to state your case. +our companionis permitted to put forward and summarise your case, respond on your behalf to viewse(pressed in the meeting, ask $uestions and confer with you, but will not be entitled toanswer $uestions directly on your behalf.

The meeting will then be ad"ourned to allow the Company to consider the facts and the

decision will be confirmed in writing. The outcome will be communicated as soon aspossible, taking into account the comple(ity of the issues raised in the appeal. The decisionat this stage will be final.



E2-$ O'',%-!&%&s $!1 D&+,s&%*

W#$% %#&s '&"* "+,s

The Company recognises the benefits of a diverse workforce and is committed to providing a

working environment that is free from discrimination.

The Company will seek to promote the principles of e$uality and diversity in all its dealingswith employees, workers, "ob applicants, clients, customers, suppliers, contractors,recruitment agencies and the public.

All employees and those who act on the Company's behalf are re$uired to adhere to thispolicy when undertaking their duties or when representing the Company in any other guise.

Y-, !%&%.!%s $!1 ,s'!s&b&&%&s

! n la w f ul d isc rim in a t ion

!nlawful discrimination of any kind in the working environment will not be tolerated and theCompany will take all necessary action to prevent its occurrence.

0pecifically, the Company aims to ensure that no employee or "ob applicant is sub"ect tounlawful discrimination, either directly or indirectly, on the grounds of gender, race 3includingcolour, nationality and ethnic origin4, disability, se(ual orientation, marital status, part-timestatus, age, religion or belief. This commitment applies to all aspects of employment,including9

• recruitment and selection, including advertisements, "ob descriptions, interview andselection procedures

• training

• promotion and career-development opportunities

• terms and conditions of employment, and access to employment-related benefits andfacilities

• grievance handling and the application of disciplinary procedures

• selection for redundancy

2$ual opportunities practice is developing constantly as social attitudes and legislationchange. The Company will review all policies and implement necessary changes wherethese could improve e$uality of opportunity.

1 ecru itm e n t o f e ( -o ff e n d ers

The Company actively promotes e$uality of opportunity for all candidates, including thosewith criminal records where appropriate.

The Company re$uires you to provide details of any criminal record at an early stage in theapplication process. Any such information should be sent in a separate confidential letter tothe designated person. &nly those who need to see it as a formal part of the recruitmentprocess will have access to this information.

aving a criminal record will not necessarily prevent you from being appointed.

Any recruitment decision will depend on the nature of the position and the circumstances andbackground of the offence3s4. The Company will discuss with you the relevance of anyoffence to the "ob in $uestion.

%f you fail to reveal any information relating to disclosures in accordance with the Company's/isclosures Policy, this may lead to the withdrawal of an offer of employment.



C areer d e v e lo p m e n t

hile positive measures may be taken to encourage under-represented groups to apply foremployment opportunities, recruitment or promotion to all "obs will be based solely on merit.

All employees will have e$ual access to training and other career-development opportunitiesappropriate to their e(perience and abilities.

owever, the Company will take appropriate positive action measures 3as permitted by e$ualopportunities legislation4 to provide specialist training and support for groups that are under-represented in the workforce and encourage them to take up training and career-development opportunities.

P,"1-,

C omp la ints o f d is c r im in a t ion

The Company will treat seriously all complaints of discrimination made by employees, clients,customers, suppliers, contractors or other third parties and will take action whereappropriate.

%f you believe that you have been discriminated against, you are encouraged to raise thematter as soon as possible with your manager or other senior employee using theCompany's *rievance Procedure 3outlined elsewhere in the 2mployee andbook4.

Allegations regarding potential breaches of this policy will be treated in confidence andinvestigated thoroughly. %f you make an allegation of discrimination, the Company iscommitted to ensuring that you are protected from victimisation, harassment or lessfavourable treatment. Any such incidents will be dealt with under the Company's /isciplinaryProcedures.

% n v esti g a t ing acc u s a tio n s o f u nl a w f ul d isc r im in a t ion

%f you are accused of unlawful discrimination, the Company will investigate the matter fully.

/uring the course of the investigation, you will be given the opportunity to respond to theallegation and provide an e(planation of your actions.

%f the investigation concludes that the claim is false or malicious, the complainant may besub"ect to disciplinary action.

%f the investigation concludes that your actions amount to unlawful discrimination, you will besub"ect to disciplinary action, up to and including dismissal without notice for grossmisconduct.



F3&b W,4&!0

W#$% %#&s '&"* "+,s

The Company recognises that employees may be interested in reducing working hours,working from home or changing working patterns owing to family commitments.

This policy outlines who is eligible to make a formal fle(ible working re$uest, the procedurethat should be followed and the issues that will be taken into account when deciding whetherto agree to the re$uest.

The Company will make every effort to accommodate re$uests for fle(ible working, providedthat an employee's duties can still be carried out effectively.

Y-, !%&%.!%s

2li g ib ili t y f o r f le ( ib le w orki n g

To be eligible to make a re$uest for fle(ible working, you must9

• have been employed by the Company for at least B: weeks before the re$uest is made

• not have made a formal re$uest to work fle(ibly during the past 6B months

2mployees who want to work fle(ibly to care for a child must9

• be making the application in respect of a child who is under 6, or, if the child isdisabled, under 68

• be responsible for bringing up the child and be making the application to enable them tocare for the child

• make the re$uest no later than the day before the child's 6th birthday, or the child's

68th birthday if the child is disabled

• be either the mother, father, adopter, guardian or foster parent of the child

• be married to or the partner of those listed above

2mployees who want to work fle(ibly to care for an adult who is aged 68 years or over, andwho is in need of care, must be 3or e(pect to be4 the person who cares for that adult, and9

• married to, or the partner or civil partner of, the adult

• a relative of that adult

• neither of the above, but living at the same address as the adult for whom they care

P,"1-,

Any employee considering making an application to the Company in terms of this policy hasa responsibility to think carefully about their desired working pattern before making anapplication.

) a k ing an a p p li cati o n

+ou are only permitted to make one formal application per yearD each year runs from thedate when the application was made.

An application can only be made in order to help you care for the dependantD applicationscannot be made for any other purpose. Applications should be made in writing and submitted

to your manager. An application will be considered to have been made on the day that it wasreceived by the Company.



#or an application to be considered by the Company, you must9

• set out the reason for the re$uest - whether it is to care for a child or dependant adult

• give details of the demands of your caring responsibilities

• provide information to confirm that you meet the eligibility criteria shown above

• provide as much information as you can about the desired fle(ible working pattern you

are applying for and specify the date from which you propose the change should takeeffect

• e(plain what effect, if any, you think the proposed change would have on the Companyand how any such effect might be dealt with

• state whether a previous application has been made to the Company and, if so, when itwas made

%f you fail to provide all the re$uired information, the Company reserves the right to ask youto re-submit the application. An application may not be considered unless it is completed andsubmitted in full.

ow y o u r a p p li cati o n w il l be co n s id e r ed

+our manager will acknowledge receipt of the re$uest and arrange to meet with you withinB8 days of the date the application was received. /uring this period, the proposed changeswill be considered in light of the impact on the Company financially, from a service viewpointand in terms of the impact upon colleagues, as well as other practical considerations.

The meeting provides an opportunity to e(plore the desired work pattern in depth and todiscuss how best it might be accommodated. %t will also provide an opportunity to considerother alternative working patterns, should there be difficulties in accommodating the desiredwork pattern outlined in your application. +ou are entitled to be accompanied by a workcolleague at this meeting.

%f the application for fle(ible working is granted, it will mean a permanent change to your ownterms and conditions of employment. Accordingly, it will be important that, before making anapplication, you give careful consideration to9

• which working pattern will assist best in caring for your dependant

• any financial implications it might have on you in cases where the desired working

pattern will involve a drop in salary

• any effects it will have on the Company and how these might be addressed.

T he C ompan y ' s r es p o n s e

ithin 6? days of the meeting taking place, your manager will write to you to either9

• agree to a new work pattern and confirm the date from which the contract variation shalltake effect

&r9

• provide clear business grounds as to why the application cannot be accepted andsetting out your right to appeal.



usiness reasons for which the Company may re"ect your re$uest are9

the burden of additional costs

detrimental effect on its ability to meet customer demand

inability to reorganise work among e(isting employees

inability to recruit additional employees

detrimental impact on $uality

detrimental impact on performance

insufficiency of work during the periods that you propose to work

planned changes

here may also be occasions on which the Company will need further time to consider an application or to put in placeher arrangements before notifying you of the final decision. Accordingly, all time periods can be e(tended by

greement.

o u r r ig h t o f a p p e al if y o u r a p p li cati o n is re f us e d

you wish to appeal against a decision, you must submit your re$uest in writing to the individual identified in the letteronfirming the outcome, no later than the end of the fifth working day after you have been notified in writing of theecision. The first of these five working days is the day on which you received written confirmation.

ou will be informed of the date and time of the subse$uent appeal, which will take place within 6? days of theompany receiving your letter of appeal. %f you cannot attend on this day, you must contact the person named one invitation letter to inform them of this fact. +ou will be entitled to be accompanied by a colleague.

fter the appeal meeting, the Company shall write to you notifying you of the decision reached. This decision will benal and you will not be permitted to make another formal application until 6B months after the date of your originalpplication.



G,&+$!"

W#$% %#&s '&"* "+,s

A grievance is any concern, problem or complaint that you have in relation to youremployment.

here possible, you should try to settle any grievance informally with your manager at theearliest opportunity. here any grievance is unable to be resolved informally, this policy setsout the Company's *rievance Procedure.

Y-, ,s'!s&b&&%&s

+ou have a responsibility to raise any grievances promptly and reasonably, assist theCompany, if re$uired, in any investigation of the matters raised in your grievance, follow thegrievance procedure and attend all meetings arranged under it.

+ou may raise grievances either informally or formally. %f you raise a grievance informallyfirst, you may still raise the grievance formally subse$uently if it is not resolved to your

satisfaction.

The Company aims to deal with all grievances promptly and impartially, and to make allreasonable efforts to achieve a satisfactory outcome.

+ou have the right to appeal against a decision the Company makes in respect of agrievance raised by you. %n these cases, the Company will make every effort for thegrievance to be dealt with by a different manager to the person who dealt with the grievanceinitially.

The Company's decision at the appeal stage is final and there is no further right of appeal.

P,"1-,

/ e ali ng w it h g rie v a n ces i n f o rm a ll y

%f you have any grievance, you should discuss this with your manager in the first instance,who will then attempt to resolve the situation on an informal basis.

%f you feel unable to approach your manager directly, you should approach another manageror a more senior member of the Company, who will discuss with you ways of dealing with thematter.

%f attempts to resolve the matter informally do not work, it may be appropriate for you to raisea formal grievance under the following formal procedure.

+ o u r r ig h t t o be acc o m p a ni ed at *r ie v a n ce ) e e tin g s

At all formal stages of this procedure, you are entitled to be accompanied by a fellowemployee or by a trade union official. %f you are under 68, your parent or guardian will beallowed to accompany you.

0hould you wish to be accompanied, you must notify the Company of the name and positionof your chosen companion as soon as possible.

# o rm al p r oc e d u re

The Company will make all reasonable efforts to deal with formal grievances in a fair andconsistent manner. hile the Company will make every effort to settle any grievance withinthe time limits detailed in this procedure, this may not be possible on some occasions.



+ou must set out the nature of the grievance, and the full particulars of it, in writing. Thewritten grievance should be submitted to your manager in the first instance, or to the personidentified in your contract of employment. %f your grievance is against your manager, youshould submit it to another manager or a more senior member of the Company.

A tt e n d in g t he *r ie v a n ce ) e e t ing

+ou will be invited to a meeting to discuss the grievance, normally within five working days ofthe Company receiving your grievance. +ou must take all reasonable steps to attend thismeeting.

Prior to the meeting, you should ensure that you are fully prepared to present your grievance,share any supporting evidence and answer any $uestions relating to theincidentcircumstances in $uestion.

5 ot if icati o n o f t he o u t c o m e

After the *rievance )eeting, an appropriate period of time may be taken to allow for anyfurther investigation andor the consideration of all the facts before a decision is reached.

The Company will then, normally, inform you in writing of its decision regarding the raisedgrievance without unreasonable delay. The letter will also e(plain your right to appeal againstany decision taken.

A p p e al s a g a in s t gri e v a n ce ou t c o m es

%f you are dissatisfied with a decision made regarding a grievance you have raised, you havethe right of appeal. henever possible, the appeal will be dealt with by a different managerto the person who dealt with the grievance.

+our appeal must be made in writing, stating the reasons for the appeal, to the individualidentified in the decision letter.

This should be submitted no later than the end of the fifth working day after you received

written notification. The first of these five working days is the day on which you receivedwritten confirmation of the Company's decision.

T he A p p e a l ) e e t ing

The Company will arrange and hold an Appeal )eeting as $uickly as possible, normallywithin five days. +ou will be entitled to attend the Appeal )eeting and will be given anopportunity to state your case.

+ou must take all reasonable steps to attend this meeting. %f you feel that you have alegitimate reason as to why you cannot attend the meeting on the proposed date, you mustcontact the person named on the invitation letter to inform them of this fact immediately. Themeeting may then be delayed to facilitate your attendance, if this is considered reasonable.



H$,$ss.!% $!1 B-*&!0

W#$% %#&s '&"* "+,s

As part of the Company's overall commitment to e$uality of opportunity, it is fully committedto promoting a fair and harmonious working environment in which everyone is treated with

respect and dignity and in which no individual feels bullied, threatened or intimidated. Theaim of this policy is to prevent harassment and bullying in the workplace which includesharassment and bullying by other workers or by third parties you encounter while doing your "ob.

arassment or bullying at work in any form is unacceptable behaviour and will not bepermitted or condoned and will be viewed as a gross misconduct offence which may result indismissal without notice.

W#$% &s #$,$ss.!% $!1 b-*&!05

arassment and bullying detract from a productive working environment and can impact onthe health, confidence, morale and performance of those affected by it, including anyone whowitnesses or has knowledge of the unwanted or unacceptable behaviour.

/ e f in ition o f h a r as s m e n t

arassment is any unwanted physical, verbal or non-verbal conduct based on se(, se(ualorientation, marital or civil partnership status, gender reassignment, religious belief, age, raceor disability which affects the dignity of anyone at work or creates an intimidating, hostile,degrading, humiliating or offensive environment.

A single incident of unwanted or offensive behaviour can amount to harassment. 0omee(amples are given below, but many forms of behaviour can constitute harassment. Thesee(amples are9

• physical conduct, ranging from touching, pushing or grabbing to punching or seriousassault

• verbal or written harassment through "okes, offensive language, defamatory remarks,gossip, threats or letters

• unwelcome se(ual behaviour, including unwanted suggestions, propositions oradvances

• the sending or displaying of material that is pornographic or obscene, including e-mails,

te(t messages, video clips, photographs, posters, emblems or any other offensivematerial

• isolation, non-co-operation at work or e(clusion from social activities

• coercion, including pressure for se(ual favours

• inappropriate personal contact, including intrusion by pestering or spying

%t should be noted that it is the impact of the behaviour that is relevant and not solely themotive or intent behind it.

/ e f in ition o f b ull y ing

ullying is persistent, offensive, abusive, intimidating or insulting behaviour, which, throughthe abuse of power, makes the recipient feel upset, threatened, humiliated or vulnerable.

ullying can be a form of harassment and can undermine an individual's self-confidence andself-esteem and cause them to suffer stress.



ullying can take the form of physical, verbal and non-verbal conduct. As with harassment,there are many e(amples of bullying, which can include9

• shouting at or humiliating others

• high-handed or oppressive levels of supervision

• un"ustified, offensive andor insulting remarks about performance

• e(cluding employees from meetings, events or communications without good cause

• physical or emotional threats

ullying can occur in the workplace and outside of the workplace at events connected to theworkplace, such as social functions or business trips.

Y-, ,&0#%s $!1 ,s'!s&b&&%&s

+ o u r r ig h t s

+ou have the right to work in an environment which is free from any form of harassment orbullying. The Company recognises your right to complain about harassment or bullyingshould it occur. All complaints will be dealt with seriously, promptly and confidentially.

2very effort will be made to ensure that, when you make a complaint, you will be protectedfrom further acts of bullying and harassment. %f others also give evidence or information inconnection with the complaint, they e$ually will be protected. Perpetrators of these acts willbe sub"ect to disciplinary action which may warrant dismissal.

+ o u r r e sp o ns ib ili ties

+ou have a responsibility to help ensure a working environment in which the dignity ofeveryone is respected. +ou must comply with this policy and you should ensure that yourbehaviour to colleagues and anyone connected to the Company, does not cause offence andcould not in any way be considered to be harassment or bullying.

+ou should discourage harassment and bullying by making it clear that you find suchbehaviour unacceptable. +ou should also support colleagues who suffer such treatment andare considering making a complaint. +ou must alert a manager or supervisor immediately toany incident of harassment or bullying to enable the Company to deal with the matterpromptly and effectively.

T he C ompan y ' s r es p o n s ib ili t ies

The Company will ensure that ade$uate resources are made available to promote respectand dignity in the workplace and to deal effectively with complaints of harassment andbullying. This policy and procedure will be communicated effectively to all employees, andthe Company will ensure that all employees are aware of their responsibilities. Appropriatetraining, where necessary, will be provided.

P,"1-,

%n order to raise a complaint of harassment or bullying, please refer to the Company*rievance Procedure 3outlined elsewhere in this 2mployee andbook4.



M$%,!&%* $!1 A1'%&! L$+

W#$% %#&s '&"* "+,s

This policy outlines your statutory rights and responsibilities when you are pregnant, givebirth or adopt a child. %t also outlines the arrangements and notification re$uirements before,

during and after a period of )aternity or Adoption Eeave, your statutory entitlements to payduring your leave and your right to return to work following )aternity or Adoption Eeave.

This policy also covers associated issues such as holidays.

Y-, !%&%.!%s

T im e o f f f or a n t e n atal c a re

%f you are pregnant, you have the right to take reasonable time off work, with pay, during yourworking hours to receive antenatal care, regardless of your length of service. This includesrela(ation andor parent craft classes, when this has been recommended on medicalgrounds by your registered medical practitioner or registered midwife.

The Company re$uires you to give reasonable notice when making a re$uest to take time offfor scheduled antenatal appointments. Prior to time off being authorised, you will also bere$uired to provide a copy of your appointment card andor medical certificate confirmingyour pregnancy, with the e(ception of your first appointment.

/i ff ere n t ty p e s o f le a v e a v a i la bl e

%f you are pregnant or you have recently given birth, you are entitled to )aternity Eeave.

%f you adopt a child, either you or your partner will be entitled to Adoption Eeave. Adoptionleave can be taken by either partner adopting a child "ointly, regardless of your gender. Toobtain the benefit of these rights, you must comply with the $ualifying conditions that are

outlined below.here you meet the eligibility criteria, you are entitled to FB weeks' )aternity or AdoptionEeave, in order to care for a new baby or a newly adopted child who is up to 68 years of age.

)aternity and Adoption Eeave is made up of B: weeks' &rdinary Eeave, followed by B:weeks' Additional Eeave. Additional )aternity Eeave 3A)E4 or Additional Adoption Eeave3AAE4 follows immediately after the end of your &rdinary Eeave. There can be no gapbetween the two types of leave.

#rom April B@66, new mothers and adoptive parents will have the right to transfer all, or part,of their A)E or AAE entitlement to the other parent. #urther details can be found in thePaternity Eeave policy 3outlined elsewhere in the 2mployee andbook4.

C ompu lsory ) ate r n it y E e a v e

hen you give birth, you are legally compelled to take a minimum of two weeks' )aternityEeave immediately after giving birth. #or health and safety reasons, new mothers who workin a factory have a longer minimum period of four weeks.

e n e f it s d u r ing ) ate r n ity or A d o pti o n Eea v e

/uring )aternity or Adoption Eeave, you are entitled to receive all your normal contractualbenefits, including annual holiday entitlement, with the e(ception of your normal pay.



0 t atu to r y ) ate rn it y a n d A d o pti o n Pay 3 0 ) P 0A P 4

0)P and 0AP is payable for up to G7 weeks.

The first si( weeks of 0)P is payable at the higher rate, which is the e$uivalent of 7@H ofyour normal earnings. +our normal earnings are calculated based on the eight-week periodbefore the Iualifying eek, i.e. the 6Fth week before your e(pected week of childbirth. The

remaining GG weeks of 0)P are payable at a standard rate for the relevant ta( year and canchange each year.

0AP is payable for up to G7 weeks, also at a standard rate for the relevant ta( year, and canchange each year.

%f your earnings are below the standard rate set by the *overnment, you will be paid at thee$uivalent of 7@H of your average earnings in the eight-week period before the Iualifyingeek or the date the child is matched.

%f you do not $ualify for 0)P or 0AP, you may be entitled to claim for an allowance offinancial support by contacting your local benefits office.

I u al if y ing f o r 0 ) P a n d 0 APTo $ualify for 0)P or 0AP you must9

• have average weekly earnings e$ual to or above the Eower 2arnings Eimit for 5ational

%nsurance purposes during the eight-week period up to and including the Iualifyingeek or the date you are matched with a child

• have been continuously employed for at least B: weeks, ending with the 6Fth week

before your e(pected week of childbirth 3the 'Iualifying eek'4 or the date you areinformed by the approved adoption agency, or the central authority, that you have beenmatched with a child

• 3if you are pregnant4 still be pregnant at the 66th week before your e(pected week of

childbirth or have had the child by that time

• give the Company notice, at least 6F weeks before the e(pected week of your childbirth,

that you intend to be absent from work because of your pregnancy, or that you intend tobe absent from work because of adoption

• provide the Company with the appropriate medical certification of your e(pected week of

childbirth, normally using the medical certificate )AT 6, or provide a written declarationthat you have chosen to receive 0AP rather than 0tatutory Paternity Pay

1 etu r n in g t o w o rk a ft e r ) ate rn it y or A d o pti o n E e a v e

+ou do not need to give notice of your return to work if you simply return at the end of your

)aternity or Adoption Eeave period.%f you wish to return to work before the full entitlement of your )aternity or Adoption Eeavehas ended, or change your mind about the intended date of return to work, you must give theCompany a minimum of eight weeks' notice of the intended date of your return.

%n the event that you fail to give the re$uired eight weeks' notice of an earlier date of return,the Company may postpone your return until the end of the eight weeks' notice you shouldhave given, or until the end of the )aternity or Adoption Eeave period, whichever is earlier.

+ou are entitled to return to your original "ob at the end of &rdinary )aternity or AdoptionEeave. here you take Additional )aternity or Adoption Eeave, you are also entitled toreturn to your original "ob at the end of the Additional Eeave. owever, if this is notreasonably practicable, you will be offered a similar role on no less favourable terms andconditions.



+ou will not lose the right to return to work if you do not follow the correct notificationprocedures. owever, the Company may take appropriate disciplinary action if you fail toreturn to work at the end of the )aternity or Adoption Eeave period.

%n the event that you are unable to return to work at the end of the )aternity or AdoptionEeave due to ill health, the Company's normal sickness absence rules, procedures and

payments will apply.

o li d a y e n t it lement a n d ) ate r n it y or A d o pti o n E e a v e

Annual holiday entitlement will continue to accrue during the whole of your )aternity or Adoption Eeave. +ou must discuss and agree with the Company, in advance, when youraccrued holiday entitlement can be taken.

oliday entitlement cannot be taken simultaneously with )aternity or Adoption Eeave. Accrued holiday can only be taken either before the beginning of the Eeave or after the endof the Eeave. Authorisation must be obtained from the Company in the normal way prior toyour accrued holiday being taken.

C o n t act d u r in g ) ate r n it y or A d o pti o n Eea v eThe Company may make reasonable contact with you during your )aternity or AdoptionEeave. %n addition, you may attend work during your )aternity or Adoption Eeave, for alimited period, without affecting your )aternity or Adoption Eeave. These days are referred toas Jeeping in Touch days 3see below4.

J e e p ing in T o u ch 3 J %T 4 d a y s

/uring your )aternity or Adoption Eeave, you may work up to 6@ days for the Company,during your Eeave, without losing your right to your )aternity or Adoption Eeave pay.

Any days worked will be paid at your normal rate of pay, and any 0)P or 0AP will be takeninto account for these purposes.

5either you nor the Company is under any obligation to agree to work or provide work for J%Tdays.

P e n s ion co n tr ib u t io n s d u ring ) ate r n it y or A d o p t ion E e a v e

%f you receive the benefit of contractual pension contributions made by the Company, thesewill continue to be paid at the full rate up to the end of your )aternity or Adoption Eeave.



P,"1-,s

5 ot if icati o n p r oc e d u r es f or ) ate r n it y E e a v e

%f you are pregnant and give birth to a child, you are entitled to take )aternity Eeave. To beeligible, you must comply with the rules and procedures set out below9

• no later than the end of the 6Fth week before the week your child is due, you must givethe Company notice of9

o the fact that you are pregnant and the date on which you intend to start your )aternity Eeave

o the e(pected week of childbirth, which must be confirmed by providing the medicalcertificate )AT 6

• within B8 calendar days of you giving notice, the Company will respond in writing, to

confirm the date on which your )aternity Eeave will end. This will normally be FB weeksfrom the start of your )aternity Eeave

•

the earliest you may start your )aternity Eeave is 66 weeks before your e(pected weekof childbirth. owever, )aternity Eeave will start automatically if you give birth beforethis date

+our )aternity Eeave will automatically start if you are absent from work for a pregnancy-related illness during the four weeks before your e(pected week of childbirth.

C h a n g in g t he s t a rt o f y o ur ) ate r n it y E e a v e

+ou may change your mind about when you want to start your )aternity Eeave, as long asyou notify the Company, in writing, of your new start date. +ou must give the Company therelevant notice by whichever date is the earlier of the following notice periods9

• B8 days before the date on which you originally intended to start your leave

&r

• B8 days before the new date on which you want to start your leave

5 ot if icati o n p r oc e d u r es f or A d o pti o n E e a v e

%f you adopt a child, you are entitled to Adoption Eeave. This right applies to both men andwomen.

The partner of an individual who adopts, or the other partner of a couple adopting a child "ointly, may also be entitled to Paternity Eeave and 0tatutory Paternity Pay.

%f you are part of a couple that adopts a child, you can choose which partner will take

Adoption Eeave and which will take Paternity Eeave. 2ither partner can choose the type ofleave that applies to them.

To $ualify for Adoption Eeave, you must9

• be newly matched with a child for adoption by an approved adoption agency

• have notified the agency that you agree that the child should be placed with you andhave agreed the date of placement

• have worked continuously for the Company for B: weeks ending with the week in whichyou are notified of being newly matched with a child by the agency

• notify the Company of when you want to take Adoption Eeave no more than seven

calendar days after being notified that you have been matched with a child



+ou should also give the Company the matching certificate from the approved adoptionagency as evidence of your entitlement to Adoption Eeave. &nly one period of AdoptionEeave will be available, irrespective of whether you have more than one child placed with youfor adoption as part of the same arrangement.

ithin B8 calendar days of you giving notice, the Company will respond in writing to you,

confirming the date when your Adoption Eeave will end. This will normally be FB weeks fromthe start of the Adoption Eeave.

+ou may choose to start your Adoption Eeave either fromD

• the date of the child's placement

&r

• a fi(ed date, which can be up to 6? calendar days before the e(pected date of the child'splacement

C h a n g in g t he s t a rt o f y o ur A d o pti o n E e a v e

+ou may change your mind about when you want to start Adoption Eeave, as long as younotify the Company, in writing, of your new start date. +ou must give the Company therelevant notice by whichever date is the earlier of the following notice periodsD

• B8 days before the date you originally intended to start your leave or

• B8 days before the new date you want to start your leave

& v erseas a d o p t ion

%f you are adopting a child from overseas, you must have received official notification that theadoption has been approved by the central authority and give the Company notice, in writing,at each of the three notification stages.

The Company will re$uire copies of official notification as evidence of the child arriving in the!J and to support your re$uest to take Adoption Eeave.

The procedures for overseas adoption are determined by the central authority and arethorough. %n the first instance, you should discuss your intention to take Adoption Eeavewithin B8 days of the date on which you received the official notification.



M!&%,&!0

W#$% %#&s '&"* "+,s

This policy sets out the Company's approach to employee monitoring, provides information

relating to the types of monitoring used and the Company's obligations in relation to suchmonitoring and in introducing additional monitoring.

T# C.'$!*6s ,s'!s&b&&%&s

+ou should be aware that the Company may carry out employee monitoring.

%n addition, employee monitoring may be necessary to detect andor investigate unauthorisedor e(cessive use of the Company's telecommunications systems, detect andor preventcrime and to maintain compliance with regulatory practices or procedures relevant to theCompany, where applicable.

T y p e s o f m o ni t ori n g

The monitoring carried out may include9

• monitoring lateness via video cameras

• checking e-mails and analysing e-mail traffic to ensure the system is not being abused

• checking websites visited by employees using Company systems

• recording telephone calls and checking call logs

• monitoring the use of Company vehicles via vehicle-tracking systems

The Company may use information gathered through employee monitoring as the basis fordisciplinary action against employees.

%f disciplinary action results from information gathered through monitoring, you will be giventhe opportunity to see or hear the relevant information in advance of the disciplinary meeting.

The Company will ensure data collected through monitoring is processed in accordance withthe Company's /ata Protection Policy and the /ata Protection Act 6778 and, in particular, itwill be kept secure and access will be limited to authorised individuals.

A d di t io n al m o ni tori n g

The Company reserves the right to introduce additional monitoring. efore doing so, theCompany will9

•

identify the purpose for which the monitoring is to be introduced• ensure that the type and e(tent of monitoring is limited to what is necessary to achieve

that purpose

• where appropriate, consult with affected employees in advance of introducing themonitoring

• weigh up the benefits that the monitoring is e(pected to achieve against the impact itmay have on employees

The Company will ensure employees are aware of when, why and how monitoring is to takeplace and the standards they are e(pected to achieve.



C o v ert m o ni t o r in g

%f the Company has reason to believe that certain employees are engaged in criminal activity,the Company may use covert monitoring to investigate that suspicion. %n such instances, anymonitoring will take place under the guidance of the police and will be carried out inaccordance with /ata Protection legislation.



P$,!%$ L$+

W#$% %#&s '&"* "+,s

The Company recognises that working parents may need to take additional unpaid leavefrom work to care for their children. This policy outlines the $ualifying conditions and the

procedure to re$uest Parental Eeave. %t also sets out how and when the leave can be taken,provides information on your contractual rights and your right to return to work followingParental Eeave.

%f you meet the $ualifying conditions set out below, you are entitled to take the relevant0tatutory Parental Eeave for each child. The Company will consider all re$uests for ParentalEeave, however, you must be aware that Parental Eeave can only be authorised to be takenat a time to suit the needs of the business.

Y-, !%&%.!%s

I u al if y ing co n d it io n s

%n order to $ualify for Parental Eeave, you must have been employed by the Company for acontinuous period of one year or more. +ou must also have responsibility for the child andyou must be one of the following9

• the biological mother or father of the child

• the child's adoptive parent 3male or female4

• have legal responsibility for the child, such as the child's legal guardian

+ou must confirm that the re$uested leave is intended for the purpose of spending time withor caring for the child.

T a k in g P a r e n t al E e a v e%f you meet the $ualifying conditions, you are entitled to the following9

• a ma(imum of 6G weeks' unpaid Parental Eeave for each of your children under the ageof five yearsD the leave must be taken before the child's fifth birthday

• if your child is adopted and is under the age of 68, you are entitled to a ma(imum of 6G

weeks' unpaid Parental Eeave, to be taken before the fifth anniversary of the date ofplacement, or before the child's 68th birthday, whichever is earlier

• if your child is disabled, you are entitled to a total of 68 weeks' Parental Eeave, whichcan be taken at any point up to your child's 68th birthday

+ou should be aware that there is a ma(imum of four weeks' Parental Eeave that can betaken in any one year.

Parental Eeave can only be taken in blocks of one complete week or more, e(cept in thecase of children with a disability, when you may take Parental Eeave one day at a time.

C o n tr a c t u a l b e n e f it s d u r ing P aren t al E e a v e

+ou are entitled to en"oy your normal terms and conditions of employment, with thee(ception of pay, while on Parental Eeave.

P,"1-,

%f you meet the $ualifying conditions detailed above, you are re$uired to give the Company aminimum of B6 calendar days' notice, in writing, of your re$uest to take Parental Eeave. There$uest must specify the start and end date of the intended leave and state that the purposeof the leave is to spend time with or to take care of the child.



+ou must confirm if you have previously taken Parental Eeave, in relation to the same child,during any previous or other employment with another employer.

+ou are also re$uired to provide evidence of your responsibility to the child9 either a copy ofthe child's date of birth or adoption placement and, if applicable, the child's entitlement to a/isability Eiving Allowance.

%f you intend to take a period of Parental Eeave immediately after a period of Paternity Eeave,you must give the Company a minimum of B6 days' notice before the e(pected week ofconfinement or placement.

T he r ig ht t o p o s t p o ne P a r e n t al E e a v e

The Company has the right to postpone your Parental Eeave for up to si( months if the timingof your absence will unduly disrupt the business. owever, any Parental Eeave re$uested totake place immediately after the birth of your child, or the date of placement, will not bepostponed provided that you have given B6 calendar days' notice of your intention to takeParental Eeave at this time.

1 etu r n in g t o w o rk a ft e r P aren t al E e a v e+ou are normally entitled to return to work following Parental Eeave to the same position youheld before commencing your leave. +our terms of employment will remain unchanged uponyour return from a period of Parental Eeave.

%f your Parental Eeave has been combined with a period of )aternity, Adoption or PaternityEeave of more than four consecutive weeks, and it is not reasonably practicable for you toreturn to the same position you held before commencing leave, the Company will offer you asuitable and appropriate alternative position.


%f you take a period of Parental Eeave under this policy for any purpose other than to spendtime with or otherwise care for your child, you may be sub"ect to disciplinary action, up to andincluding dismissal.



P$%,!&%* L$+ $!1 P$%,!&%* P$*

W#$% %#&s '&"* "+,s

This policy outlines the different types of Paternity Eeave, the $ualifying conditions and theprocedures that you need to follow when re$uesting Paternity Eeave. %t also provides

information relating to your contractual rights and your right to return to work followingPaternity Eeave.

The following sections provide only a general guideD further guidance and clarification mustbe sought from )anagement.

Y-, !%&%.!%s $!1 ,s'!s&b&&%&s

P ate r n it y E e a v e

+ou can take Paternity Eeave in relation to the birth or adoption of a child. %f you are thepartner of an individual who adopts, or you are the other member of a couple who is adopting "ointly, you may be entitled to Paternity Eeave.

%f you have adopted the child, you can choose who will take the Adoption Eeave and who willtake the Paternity Eeave. &nly one period of )aternity or Adoption Eeave and one period ofPaternity Eeave may be taken between the couple even if your partner works for a differentcompany.

#urther details of Adoption Eeave entitlement are set out in the )aternity and Adoption Policy3outlined elsewhere in the 2mployee andbook4.

/i ff ere n t ty p e s o f P ate r n it y E e a v e a v a i la bl e

%f you meet the $ualifying conditions detailed above, you will be entitled to &rdinary PaternityEeave 3&PE4 and may also be entitled to Additional Paternity Eeave 3APE4.

&r d in a r y P at e r n it y E e a v e

%n order to $ualify for &PE you must9

• have worked continuously for the Company for B: weeks leading into the 6Fth week

before the child is dueD or by the week in which an approved adoption agency matchesyou with the child 3the notification week4

• be the biological father of the child or the mother's husband or partner 3male or female4

or have, or e(pect to have, responsibility for the child's upbringing

• confirm the re$uested leave is intended for the purpose of caring for the child, or tosupport the child's mother or adoptive parent in caring for the child.

A d di t io n al P ate r n it y E e a v e

%f your child's e(pected week of birth is, or you are notified of or have been matched with achild, on or after Grd April B@66 you may be eligible to take APE.

%f you meet the &PE $ualifying conditions above, you are entitled to B: weeks' PaternityEeave in order to care for the new baby or a newly adopted child who is under 68 years ofage providing the following $ualification criteria are also met9

• you remain employed by the Company until the week before the first week of your APE

• the child's mother has been entitled to 0tatutory )aternity Eeave, pay or )aternity

Allowance in respect of the pregnancy, or your co-adopter has been entitled to one orboth of 0tatutory Adoption Eeave or pay in respect of the child's adoption and

• the child's mother, or your co-adopter, has returned to work



&r d in a r y 0 t a t ut o r y P at er n ity P ay

2ligible employees are entitled to be paid during their &PE following the birth or placement oftheir child in order to care for the child or support its mother or adoptive parent.

/uring &PE, most employees will be entitled to &rdinary 0tatutory Paternity Pay 3&0PP4,which will be the same as the standard rate of 0tatutory )aternity Pay 30)P4. %n order to

$ualify for &0PP you must9

• meet the &PE $ualifying conditions mentioned above and

• have average weekly earnings e$ual to or above the Eower 2arnings Eimit for 5ational

%nsurance purposes over the eight week period leading up to and including, the 6Fthweek before the child is due or, in adoption cases, the 5otification eek

%n addition to meeting the conditions detailed above, the Company may re$uest you toprovide a self certificate as evidence that the mother or adoptive parent meets theseconditions. The self certificate must also provide the information re$uired above and includea declaration that you meet the necessary conditions.

A d di t io n al 0 tatu t o r y P at e r n it y P ay

%f you are eligible for APE you may also be entitled to be paid Additional 0tatutory PaternityPay 3A0PP4, which will be the same as the standard rate of 0tatutory )aternity Pay 30)P4.

To $ualify for A0PP you must meet the &0PP $ualifying conditions mentioned above and thechild's mother, or your co-adopter, must have returned to work.

+our entitlement to A0PP will e$uate to the number of weeks of une(pired maternity pay orallowance or adoption pay that remains when the child's mother or your co-adopter returnedto work.

&0PP and A0PP are paid at a standard rate set by the *overnment.

%n addition to meeting the conditions detailed above, in order to $ualify for A0PP, theCompany may re$uest you to provide a self certificate as evidence that the mother oradoptive parent meets these conditions. The self certificate must also provide theinformation re$uired above and include a declaration that you meet the necessary conditions.

C o n tr a c t u a l b e n e f it s d u r ing y o u r P at e r n it y E e a v e

+ou are entitled to en"oy your normal terms and conditions of employment, with thee(ception of pay, whilst on Paternity Eeave. +ou are also entitled to return to the same "obfollowing your leave.

%f the Company provides you with an enhanced contractual right to Paternity Eeave orPaternity Pay you should clearly understand, that when payment of contractual paternity pay

is made this is inclusive of any 0PP or A0PP entitlement i.e. you are not entitled to both.

C o n t act d u r in g P a t ern ity E e a v e

The Company may make reasonable contact with you during your Paternity Eeave. %naddition you may attend work during your APE, for a limited period, without affecting yourPaternity Eeave and paternity pay. These days are referred to as Jeeping in Touch days.

J e e p ing in T o u ch d a y s

+ou may work up to 6@ days for the Company, during your Paternity Eeave, without losingyour right to your paternity pay. Any days worked will be paid at your normal rate of pay, andany 0PP or A0PP will be taken into account for these purposes.

5either you nor the Company are under any obligation to agree to work or provide work for Jeeping in Touch days.



P,"1-,

1 e $ u e s t ing & r d in a r y or A d di tio n al P ate rn it y E e a v e

%f you wish to take &PE you must notify the Company by the 6Fth week before the e(pectedweek of childbirth, stating the week the child is due, or the date of being matched with a

child, whether you wish to take one week's or two weeks' continuous leaveD and the date youwant the leave to start.

%f you wish to take APE, you must give the Company a minimum of eight weeks' notice priorto the intended start date of your leave.

The Company will consider all re$uests for Paternity Eeave. owever, you must be awarethat &rdinary Paternity Eeave can only be authorised to be taken immediately after the birthor the placement of the child or if later at a time to suit the needs of the business.

P r o v id ing pro o f o f e n t it lement

here the mother or adopter of the child satisfies the conditions for )aternity or AdoptionEeave, you will need to provide the following documentation9

• )other or adopter declaration -

o the mother or adopter must provide a written declaration stating their name andaddress, the date they intend to return to work after their maternity or AdoptionEeave, their 5ational %nsurance number, confirmation that you are the only persone(ercising the entitlement to take APE in respect of the child and that they consentto the Company processing the information contained in the declaration.

• 2mployee declaration -

o you must provide the Company with a written re$uest to take Paternity Eeave. +oumust specify the e(pected week of child birth, or the date of the child's birth or thedate the child was matched. The re$uest must also specify the start and end dateof the intended leave and state that the purpose of the leave is to care for the child.

+ou will also be re$uired to provide a copy of the child's birth certificate or the relevantdocuments issued by the approved adoption agency, the name and address of the adoptionagency and the name and address of the mother's employer.

T a k in g o rd in a r y P at e r n it y E e a v e

+ou are permitted to take &PE in units of either one whole week or two consecutive wholeweeks.

Eeave may start on any day of the week on or following the child's birth or the date ofmatching. +our leave must be completed within F: calendar days of the actual date of birth

of the child, or the date the child was matched.

%f the child is born early, leave must be taken within the period from the actual date of birth upto F: calendar days after the e(pected week of birth.

T a k in g a d d it io n al P ate r n it y E e a v e

APE must be taken during the period between B@ weeks after the child's birth or placementand must end no later than 6B months after the date of birth or placement. The leave mustbe taken as a minimum of two weeks and up to a ma(imum of B: weeks. %t can only betaken in multiples of complete weeks and must be taken as one continuous period.



C h a n g in g t he s t a rt o f y o ur &r d in a r y P at e r n it y E e a v e

here you are to take &PE in respect of a child's birth or to coincide with the day a child isplaced with you, you can give written notice to vary the start date of your leave from thatwhich you originally specified.

At least B8 days before the 2(pected eek of Childbirth or the 2(pected Placement /ate,

notice should be given where you wish to9

• vary your leave to start on the day of the child's birth

• vary your leave to start a specified number of days after the child's birth or after theplacement date of the child 3minus the specified number of days4

• vary your leave to start on a specific date 3or a different date from that you originallyspecified4.

C h a n g in g t he s t a rt o r fin ish da t e o f y o u r a d d it io n a l P ate r n it y E e a v e

here you are eligible to take APE, you may give written notice to cancel or vary the start

andor finish dates that you previously notified to the Company.here you wish to change the start of your APE, you must provide at least si( weeks' noticebefore the original start date of your APE or if you now wish to start your APE earlier, thenotice you provide must be at least si( weeks before the new date on which you want your APE to start.

%f you are unable to give si( weeks' notice, you should give the Company written notice ofyour re$uest as soon as reasonably practicable. owever, in these circumstances, if yourre$uest cannot be accommodated the Company may re$uire you to take a period of APE ofup to si( weeks starting on either your original or revised start date.

1 etu r n in g t o w o rk a ft e r y o u r P at e r n it y E e a v e

+ou are normally entitled to return to work following &rdinary Paternity Eeave to the sameposition you held before commencing your leave. +our terms of employment will continue tobe the same as they would have been had you not been on Paternity Eeave.

%f your &PE has been combined with a period of APE or a period of Parental Eeave of morethan four consecutive weeks, and it is not reasonably practicable for you to return to the "obyou held before commencing leave, the Company will offer you a suitable and appropriatealternative position.

%f you are unable to return to work following a period of Paternity Eeave due to sickness orin"ury, this will be treated as sickness absence and the normal reporting procedures willapply.

+ou should be aware if you do not return to work for any other reason, the Company will treata late return as an unauthorised absence, which may result in disciplinary action up to andincluding dismissal without notice.


%f you take a period of Paternity Eeave under this policy for any purpose other than to care forthe child, you may be sub"ect to disciplinary action up to and including dismissal.



P-b&" I!%,s% D&s"s-, (‘W#&s%b7&!0’)

W#$% %#&s '&"* "+,s

The Company constantly strives to safeguard and act in the interest of the public and itsemployees. %t is important to the Company that any fraud, misconduct or wrongdoing, by

employees or other agents, is reported and properly addressed.

This policy applies to all employees and all other agents of the Company, who areencouraged to raise concerns in a responsible manner. The Company prefers that a concernis raised and dealt with properly, rather than kept $uiet.

Y-, ,s'!s&b&&%&s

+ou are encouraged to bring to the attention of the Company any practice or action of theCompany, its employees or other agents that you reasonably believe is against the publicinterest, in that the practice or action is9

• a criminal offence

• a failure to comply with any legal obligation

• a miscarriage of "ustice

• a danger to the health and safety of any individual

• an attempt to conceal information on any of the above

Any individual raising legitimate concerns in good faith will not be sub"ect to any detriment,either during or after employment. The Company will also endeavour to ensure that theindividual is protected from any intimidation or harassment by any other parties.

P,"1-,

%n the first instance, you should raise any concerns you have with your manager. %f youbelieve your manager to be involved, or if, for any reason, you do not wish to approach yourmanager, then you should raise it with a more senior person in the Company.

Any matter raised under this policy will be investigated promptly and confidentially. Theoutcome of the investigation, as well as any necessary remedial action to be taken, will beconfirmed to you. %f no action is to be taken, the reason for this will be e(plained to you.

2 sca lati n g y o u r co n c e r n

%f you are dissatisfied with this response, you should raise your concerns in writing directlywith a more senior person in the Company.

%f, after escalating your concerns, you believe that the appropriate remedial action has notbeen taken, you should then report the matter to the proper authority. These authoritiesinclude9

• ) 1evenue K Customs

• the #inancial 0ervices Authority

• the ealth and 0afety 2(ecutive

• the 2nvironment Agency or 0cottish 2nvironmental Protection Agency

• the %nformation Commissioner

This list is not intended to be e(haustive, and you must take care to ensure you contact theproper authority in relation to the particular concerns you have.



%f you raise a concern and you are found to be culpable, or in any way involved in thewrongdoing, or if you raise a concern maliciously or in a manner not prescribed in this policy,then you may be sub"ect to disciplinary action up to and including dismissal without notice forgross misconduct.

+ou should not disclose to a non-relevant third party any details of any concern raised in

accordance with this policy, and you must not, in any circumstances, publicise your concernsin any way.



S&"4 P$*

W#$% %#&s '&"* "+,s

This policy sets out your entitlement to sick pay and outlines the basic rules and $ualifyingcriteria that apply to sick pay. The payment of sick pay is dependent on your adherence to

the Company's Absence Procedures, which can be found in this 2mployee andbook.

Y-, !%&%.!%s

0 t atu to r y 0i ck P ay

1egardless of your length of service, if you are absent from work because of sickness orin"ury, you will normally be entitled to receive 0tatutory 0ick Pay 300P4 from the Company atthe prevailing rate. The payment of 00P is conditional upon you satisfying the following$ualifying conditions9

• your period of absence consists of at least four consecutive work days

• you earn at least the 'Eower 2arnings Eimit' for 5ational %nsurance Contributions 35%C4,which is reviewed on an annual basis

The first three days of sickness absence are classed as waiting days, and will not normallybe paid.

&nce you have met the necessary $ualifying conditions and provided the re$uired medicalevidence that you are unfit for work, 00P will be paid for each subse$uent work day that youremain absent due to sickness or in"ury. +ou will only be paid for those days on which youwould normally work or are scheduled to work.

00P is normally payable for a ma(imum of B8 weeks.

The provisions relating to 00P are e(tremely comple(. %f you have any $uestions about this

policy, you should discuss these with your manager.

P,"1-,

+ou must comply with the Company's Absence Procedure, which is outlined in this 2mployeeandbook.



S"&$ N%7,4&!0 S&%s $!1 B0s

W#$% %#&s '&"* "+,s

This policy sets out the Company's position on employees' use of social networking sites and

blogs, whether conducted on Company media and in work time or your own private media inyour own time.

Y-, ,s'!s&b&&%&s

0ocial networking sites and blogs offer a useful means of keeping in touch with friends andcolleagues, and they can be used to e(change views and thoughts on shared interests, bothpersonal and work-related.

The Company does not ob"ect to you setting up personal accounts on social networking sitesor blogs on the internet, in your own time and using your own computer systems. owever,you must not do so on Company media or in work time.

+ou must not link your personal social networking accounts or blogs to the Company'swebsite. Any such links re$uire the Company's prior consent.

+ou must not disclose Company secrets, breach copyright, defame the Company or itsclients, suppliers, customers or employees, or disclose personal data or information aboutany individual that could breach the /ata Protection Act 6778 on your blog or on your socialnetworking site.

0ocial networking site posts or blogs should not be insulting or abusive to employees,suppliers, Company contacts, clients or customers.

1 e f e r e n ces t o t he C om p a n y

%f reference is made to your employment or to the Company, you should state to the reader

that the views that you e(press are your views only and that they do not reflect the views ofthe Company. +ou should include a notice such as the following9

'The views e(pressed on this websiteblog are mine alone and do not reflect the views of myemployer'

+ou should always be conscious of your duty as an employee to act in good faith and in thebest interests of the Company under !J law. The Company will not tolerate criticismsposted in messages in the public domain or on blogs about the Company or any otherperson connected to the Company.

+ou must not bring the Company into disrepute through the content of your website entriesor your blogs.

Any misuse of social networking sites or blogs as mentioned above may be regarded as adisciplinary offence and may result in dismissal without notice.

+ou should be aware that any information contained in social networking sites may be usedin evidence, if relevant, to any disciplinary proceedings.

T h ird p a rt ies

+ou must not disclose any information that is confidential or proprietary to the Company or toany third party that has disclosed information to the Company. The Company's /ataProtection Policy 3detailed elsewhere in the 2mployee andbook4 provides guidance aboutwhat constitutes confidential information.

This policy should be read in con"unction with the Company policy on Computers and2lectronic Communications 3also detailed elsewhere in the 2mployee andbook4.



P,"1-,

reaches of this policy will be dealt with under the Company's /isciplinary Procedure. +oushould be aware that the Company regards breach of any part of this policy as grossmisconduct that may result in disciplinary action up to and including dismissal without notice.

%f you become aware of information relating to the Company posted on the internet, youshould bring this to the attention of your manager.



T&. O88 8, D'!1$!%s

W#$% %#&s '&"* "+,s

The purpose of this policy is to ensure that employees who are genuinely in need of unpaidtime off in order to deal with an emergency are treated fairly and consistently while

minimising the impact on the business.

+ou are entitled to take a reasonable amount of unpaid time off during working hours to dealwith particular situations affecting your dependants. The amount of time off will depend onthe nature of the incident and your individual circumstances.

This policy e(plains what is meant by dependant and in which circumstances unpaid time offcan be granted and sets out the notification procedures.

Y-, !%&%.!%s $!1 ,s'!s&b&&%&s

/ e f in ition o f d e p e n d a nt

A dependant is9

• a spouse

• a civil partner

• a child

• a parent

• a person who lives in the same household as you other than as your tenant, lodger,boarder or employee

• any person who would reasonably rely on you for assistance or who would rely on you

to make arrangements for the provision of care in the event of illness or in"ury• any other person who may rely on you for the provision of care or arrangements for the

provision of care

ha t co u nts as t im e o f f

1easonable time off will be granted in the following circumstances9

• to provide assistance when a dependant falls ill, gives birth or is in"ured or assaulted

• to make arrangements for the care of a sick or in"ured dependant or to makearrangements to deal with an une(pected disruption to their care provision

• in conse$uence of the death of a dependant

• to deal with an une(pected incident involving your child during school hours or those ofanother educational establishment

The right is only to deal with emergencies and to put care arrangements in place - fore(ample, arranging to employ a temporary carer or arranging for the dependant to stay withrelatives. +ou would not be entitled to time off under this policy for the ongoing care of thedependant.

P,"1-,

+ou must inform the Company as soon as practicable of your unavailability for work, thereason for it and how long you e(pect to be away from work.

+ou do not have to do this in writing, but you will need to give the Company sufficientinformation for it to be determined that your time off falls under the Time &ff for /ependantsprovision.



+ou may be re$uired to provide evidence to the Company of your need to take time off underthis provision.

%f you fail to inform the Company as soon as is reasonably practicable that you need time off,or if you abuse the rights under this provision, you may be sub"ect to disciplinaryproceedings, up to and including dismissal without notice.



T,$&!&!0

W#$% %#&s '&"* "+,s

The Company recognises that all employees play a crucial role in ensuring the success ofthe business and is therefore committed to providing training and development to improve

the skills and competence of all of its employees.

The Company will provide you with appropriate training to develop the knowledge and skillsnecessary for you to perform your duties effectively. herever possible, the Company willensure you have every opportunity for career development.

This policy covers the different types of training and development you might e(pect, how theCompany may recover the costs of training from you in particular cases and the procedureyou must follow to apply for time off for relevant training.

Y-, !%&%.!%s

The types of training that the Company provides falls into four broad categories9 induction,

occupational, internal and e(ternal.

% n d ucti o n tr a in in g

As a new employee, you will be given a comprehensive introduction to the workplace, yourcolleagues, catering facilities, duties, health and safety and other procedures.

+our manager or supervisor will assess your training re$uirements and arrange for thattraining to be provided. As far as possible, the Company will meet your training needs by acombination of occupational, internal and e(ternal training.

& ccu p a t io n al tr a in in g

Throughout your employment with the Company, there may be a need to ac$uire new skillsand these can be gained through occupational training delivered by colleagues.

% nt e r n a l tra in ing

&ccasionally, the Company may arrange for e(ternal training providers to deliver trainingcourses in the workplace. This form of training might be triggered by the introduction of newe$uipment or working methods and will be arranged when the Company feels the trainingcannot ade$uately be provided in-house.

2 ( t ernal tr a in in g

2(ternal training may be provided in a variety of forms, ranging from short courses of a few

hours' duration through to lengthy courses leading to the award of $ualifications.here necessary, the Company will arrange for you to undertake e(ternal training if thiscannot be provided internally.

P,"1-,

P a y ing b a c k y o u r tr a in in g cos ts

hen you undertake e(ternal training courses with significant cost implications, you will bere$uired, prior to commencing the course, to sign an agreement to repay all or a proportionof the costs of the course if you leave the Company's employment within a certain time

Documents

Employee Handbook 06