HUMAN RESOURCES SERVICES SERVICE LEVEL AGREEMENT

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1 HUMAN RESOURCES SERVICES SERVICE LEVEL AGREEMENT (Schools) 1 April March 2011

2 HUMAN RESOURCES SERVICES TO SCHOOLS 1. INTRODUCTION CONTENTS 1.1 Status of Agreement Standard Conditions Service Delivery and Standards Quality of Service Customer Responsibilities Termination and Variation 5 Page 2. CHARGES 2.1 Standard Service Charges Additional Charges Payment 6 3. SERVICE DESCRIPTION 3.1 Statutory Services Standard SLA Services 7 4. SAFETY SERVICES TRAINING AND DEVELOPMENT 12 APPENDIX A - Consultancy Service Description 13

3 1. INTRODUCTION 1.1 STATUS OF AGREEMENT This Agreement is for the provision of Human Resources Services of the East Riding of Yorkshire Council (hereinafter called Human Resources ) and <school name> (hereinafter called the School ) The services offered by Human Resources include HR Advisory Service, Recruitment (which incorporates initiation of Contracts of Employment and Criminal Record Bureau Disclosures), Safety Services and Training and Development as set out in respective service descriptions in Section 3 below Human Resources forms part of the Corporate Resources Directorate based at County Hall, Beverley. The section has a statutory role and the services that are provided as part of this role are detailed in paragraph 3.1 below. The cost of undertaking the statutory role is charged to the Director of Children, Family and Adult Services. The services provided beyond the statutory functions are charged to the school under this Service Level Agreement The Agreement runs for three years from 1 April 2008 to 31 March 2011 unless terminated under the procedures set out in paragraph below STANDARD CONDITIONS Human Resources will provide all of the functions identified within this Service Level Agreement (Section 3) Human Resources shall exercise all reasonable skill, care and diligence in carrying out this Service Level Agreement Nothing contained in this Service Level Agreement shall prevent Human Resources from acting in a similar capacity for any other Directorate or Committee of the Council, any company controlled by the Council, or any person or body for whom the Council requires such services to be provided. Human Resources will, however, except where required otherwise by law, regulation or procedures maintain the integrity and confidentiality of all information associated with its obligations under this Service Level Agreement This Service Level Agreement is subject to the provisions contained within the School Standards and Framework Act 1998, any Regulations issued under the Education Act 2002, national and local terms and conditions of employment, the Council s Human Resource Policies and Procedures, Standing Orders, Codes of Practice, and other instructions issued by the Council Formal meetings to discuss the services provided within this Service Level Agreement will be held as required.

4 1.2.6 A School will be liable for any costs arising out of any Employment Tribunal or other Court proceedings where the School takes action outside of, fails to seek or ignores the verbal or written advice from Human Resources. 1.3 SERVICE DELIVERY AND STANDARDS Professionally qualified, competent, trained and experienced staff will provide the services with expertise in schools Human Resource management. The service will ensure that: The office will be staffed between the hours of: Monday Thursday 0830 a.m p.m. Friday a.m p.m. (Except Bank Holidays and Christmas closure) Schools enquiries will be dealt with in accordance with the Service Standards as set out below: All enquiries from the school to be directed to the HR Helpdesk on which will be answered within 7 rings or 21 seconds by trained operators (all calls will be monitored for training purposes). Correspondence will be acknowledged within 2 working days. A full response provided within 10 working days. Non-urgent enquiries to be directed by the School to the account at All s to be answered within 48 hours of receipt. Contracts of Employment to be issued within 14 working days of receipt of all information required for the appointment 1.4 QUALITY OF SERVICE In providing the services detailed in this Agreement, Human Resources will use all reasonable endeavours to achieve the quality standards indicated at the time of signing. Suggestions for improvements in the service or any difficulties being encountered by the School should be discussed in the first instance with the School s HR Manager. If the HR Manager cannot resolve the issues raised, the School should contact the Head of Human Resources The success of the service will be judged by its ability to deliver the services to the quality standards specified within this SLA. Headteachers will be contacted termly by a member of Human Resources to ascertain that service quality is being maintained or improved. An annual School s Survey incorporating Human Resources will be issued to the Headteacher by the Council s Head of Performance and Strategic Partnerships. HR service performance will be a standard agenda item on the HR Secondary/Primary Policy Group, which will meet independently each term.

5 Performance reports on HR Helpdesk and Contract processing will be provided directly to schools electronically periodically Complaints should be directed to the Head of Human Resources who will be responsible for ensuring the complaint is investigated and where necessary remedied. 1.5 CUSTOMER RESPONSIBILITIES When accepting this Service Level Agreement the School will agree to: (b) Comply with timetables and information requirements prescribed by the Director of Children, Family and Adult Services and the Director of Corporate Resources in respect of the employment of staff, including new employees, variations to contracts of employment for current employees, and the termination of employment contracts. Ensure that the provisions of employment legislation, national and local terms and conditions and the Council s policies and procedures are adhered to. 1.6 TERMINATION/VARIATION This Agreement may be terminated by either party giving six months notice unless both parties agree that a new Agreement is necessary or desirable or agree to waive the period of notice. The party terminating the Agreement shall be liable for any expenditure incurred by the other side as a result of any breach of this provision This Service Level Agreement may be amended or superseded by the mutual agreement of both parties as confirmed by a written record of variation signed by both parties. 2. CHARGES 2.1 STANDARD SERVICE CHARGES Service charges are calculated on the basis of the actual pupil numbers using the January return data. The charges will be effective from 1 st April 2008 as part of the three-year agreement. The cost for the financial year will be based on a charge per pupil, and actual costs will be confirmed in writing once all January returns on pupil numbers have been received. The second and third year s charges will be increased for pay and price inflation and will be subject to adjustment resulting from variations in pupil numbers, overall service demands and a review of the charging mechanism at the end of Year 2 ( ).

6 2.2 ADDITIONAL CHARGES Any school that does not purchase this SLA will be charged for any advice and guidance at a Consultancy Rate. For the financial year charges will be made at the rate of 40 per hour. A description of the type of services for which a school will be charged is attached as Appendix A Where the School, or a school based employee, makes a self-referral to the Occupational Health Unit which results in the employee undertaking counselling or physiotherapy, there will be an additional charge Counselling charges for 2008/11 will be paid by the School Physiotherapy will be charged directly to Schools at 46 for both the initial assessment/treatment and for each treatment thereafter. These rates apply until December 2008 and will be reviewed in January each year. The service will be provided via Health Response Ltd, an external contractor currently Where it is necessary to raise an emergency payment or recover an overpayment to an employee, arvato Payroll Services applies a standard charge. Where the emergency payment has arisen as a result of the school not providing timely or accurate information, this additional charge will be made direct to the school. 2.3 PAYMENT Payment for the Services under this Agreement shall be made as soon as the Agreement has been signed and returned by the School either by: (b) Invoice raised by the Directorate of Corporate Resources for those Schools operating their own bank account; or By journal transfer raised by the Directorate of Corporate Resources for non-bank account schools Payment for the Consultancy Service or those items raised at under this Agreement shall be made on a termly basis in arrears by means of an invoice or journal issued by the Directorate of Corporate Resources. 3. SERVICE DESCRIPTION 3.1 STATUTORY SERVICES As part of the Council s statutory responsibilities as an employer, Human Resources will undertake the following: Meet with trade unions and service managers when required in connection with current employment issues. Administer the Council s Redeployment Policy by co-ordinating arrangements for the redeployment of surplus teaching and support staff in

7 accordance with its statutory responsibilities. Monitor all advertisements for redeployment opportunities. Undertake negotiations and consultations with trade unions at Council level in connection with policies and terms and conditions of employment. Issue Statements of Main Terms of Employment and correspondence confirming changes to, or termination of, existing contracts of employment. Maintain an Integrated Pay Personnel (IPP) system incorporating the sickness module to provide Schools with a module, which will assist them in the management of absence and provide statistics for monitoring purposes, which will also fulfil the Council s reporting requirements to external bodies such as government departments and Teachers Pension Scheme. Respond to national changes to terms and conditions of service, employment and other legislation and initiatives that may affect Council employees At the specific request of the Director of Children, Family and Adult Services: Attend meetings of the governing body as required in connection with the appointment of Headteachers. Attend any meeting of the governing body or with the Headteacher where this function has been delegated, where the dismissal of an employee is being considered. 3.2 STANDARD SLA SERVICES ADVICE AND SUPPORT Provide advice and support in response to day-to-day queries and issues concerning all East Riding schools specific employment policies and procedures, as well as national and local conditions of service provisions. (b) Provision of general advice will be provided by the HR Helpdesk on telephone number: Non-urgent enquiries to be directed to the HR Helpdesk address: (c) More detailed advice will be provided by qualified HR Officers via telephone conversations or written responses to enquiries or, where required, a visit to a school RECRUITMENT AND SELECTION Working with the governing body we will offer advice on the content and style of recruitment information packs for Headship appointments. Where appropriate, we will undertake the collation and distribution of packs on behalf of the governing body and will take up personal and Local Authority references. Attendance at up to two meetings of the governing body to advise on the recruitment, shortlisting and interview process. Attendance at further meetings will be charged at the HR Consultancy Rates, plus travel expenses at casual user rates.

8 (b) (c) (d) Human Resources Recruitment Services will ensure that all advertisements are placed in the specified publications and, through East Riding Advertising, negotiate and apportion bulk discounts to the final cost of advertisements. Advertisements will be published on the Council s recruitment website with job details as supplied by the school. Online applications will be forwarded by to the school on the closing date. Bespoke recruitment micro-sites for individual vacancies are available at an additional cost of 200. (This figure will be reviewed annually). Through Recruitment Services, provide access to application forms held in the Clerical Pool for posts Scp 4 to 11. Individuals in the Pool are prescreened and already referenced. On request Recruitment Services will provide recruitment information held within recruit software EMPLOYEE RELATIONS Assist schools to achieve good employee relations via the recognised trade unions. Where appropriate, we will attend meetings with Headteachers, employees and their representatives and, when necessary, act as an interface between a school and trade unions. (b) We will publicise relevant information concerning legislative or policy changes via the Council or School Intranet sites, or letter in order to keep schools informed about employment legislative changes, LEA policy and procedure development, and best practice in terms of a wide range of issues requiring consultation or negotiation with employees and/or trade union representatives. (c) (d) (e) We will distribute model policies and procedures for consideration and adoption by a governing body. Provide six monthly update of HR policies and procedures CDRom. We will attend meetings with the Headteacher and/or governors to advise on any changes to policy provided that adequate notice of the meeting is given CONTRACTS OF EMPLOYMENT We will issue Statements of Main Terms of Employment for all new starters, letters confirming changes to contracts of employment on receipt of all information required for the appointment or acknowledging resignations. (b) For those situations where responsibility for payroll documentation is administered by the Human Resources team (e.g. maternity leave), upon the receipt of all relevant information we will produce the necessary e-form and submit it to Payroll.

9 (c) (d) In consultation with individual schools, we will deal with issues arising out of late or incorrect payments, ensuring that emergency payments are made where appropriate, and advising schools on steps to take to recover any overpayments. Where an additional charge is incurred in resolving these issues with Payroll Services this will be paid by the school where the incorrect payment has arisen due to the failure of the school to provide timely and correct information. Implement changes to conditions of service, which may include consultation and negotiation with staff and their trade unions. We will publicise changes and produce appropriate formal notices for all employees affected by the changes SAFEGUARDING CHECKS (b) As a Registered Body for the Criminal Records Bureau, and from autumn 2008 the Independent Safeguarding Authority (ISA), ensure that all relevant documentation for CRB checks and ISA registration is checked, processed and results notified to the school. The cost of any CRB check ( 36 as at 6 th April 2007, ISA cost not yet released) will be met by the school in all cases with the exception of supply teachers/supply support staff who will undertake verification of qualified teacher status through GTC registration. Recruitment Services will on request: undertake verification of qualified teacher status through GTC registration. provide reports on the CRB status of all school based employees, governors and volunteers. Provide advice and assistance in completion of CRB forms over the phone and training visits to schools where applicable incorporating refresher training for newly appointed support staff Provide a List 99 checking service (to be replaced by ISA registration verification from autumn 2008) Use the CRB online tracking service to check on the progress of checks Provide advice on safeguarding issues and compliance with safeguarding legislation PERSONNEL RECORDS Maintain electronic records to document the employment history and evidence of any entitlement to employment rights for each employee. Personnel records will be maintained in accordance with the provisions of the Data Protection Act, to provide information on an individual or collective basis. (b) Via the Directorate s Recruitment Section we will work with individual schools to identify and/or confirm dates of service for claim forms received from schools or individuals. This will enable a list of employees who qualify for a Long Service Award to be produced and passed to the

10 Director of Children, Family and Adult Services who will, in turn, make arrangements to present awards to individual employees CONDITIONS OF SERVICE Provide advice and guidance on all aspects of teaching and support staff pay and conditions of service. Respond to individual or collective issues either in writing, by telephone, or through attendance at meetings. (b) Establish/maintain a grading structure for support staff posts using the Council s recognised job evaluation scheme. Offer advice on grading issues having regard to our responsibilities as an employer under equal pay legislation. Advise on the process to be followed to determine the grading or re-grading of a support staff post, undertake the evaluation or reevaluation of the grade of a post in accordance with the published procedure REDEPLOYMENT ADMINISTRATION Provide advice and guidance on all aspects of the redeployment process. Maintain a central register of employees who are seeking alternative employment arising out of redundancy, ill health or capability dismissals. Monitor vacancies and ensure that appropriate priority is given to redeployees within the Council s Policy DISCIPLINE / CAPABILITY / GRIEVANCE Provide advice and guidance on the application of procedures for dealing with disciplinary, capability and grievance issues. Provision of telephone Helpline on If not known the operator will direct you to the appropriate case officer. Written advice or attendance at school level meetings to discuss individual cases. (b) Initial advice and guidance on investigation methods. In exceptional circumstances may attend an investigatory interview to support the designated investigating officer. (c) Work closely with Legal Services and the school to prepare initial responses to Employment Tribunal applications. Assist in the collation of formal submissions to Employment Tribunals (IT3s), including attendance as required TERMINATION OF EMPLOYMENT Provide advice and guidance on the legislative and contractual requirements relating to terminations of employment, e.g., ill-health retirement, ill-health termination, resignation, capability, redundancy, dismissal for misconduct, redeployment, etc. (b) Co-ordinate statutory consultation procedures in redundancy situations, providing formal briefing sessions for Headteachers and Chairs of

11 Governors on the redundancy process. Advise on correct procedures and information requirements in specific cases. (c) (d) (e) Attendance at all governing body meetings, or with the Headteacher where this function has been delegated, where the dismissal of an employee is a possible outcome, to offer advice and act as representative of the Director of Children, Family and Adult Services in the exercise of her statutory responsibilities. This will not cover acting as a Clerk to any meeting. Where a decision has been taken to terminate a contract of employment, assist in the drafting of formal correspondence confirming the decision and the reasons for the decision. Undertake all the necessary administration of arrangements for statutory and occupational maternity leave, e.g. confirmation of qualifying service, statutory notice provisions, leave entitlements and payments, right to return to work, etc. Provision of telephone access via Helpline on Verification of qualifying service and leave entitlements. Correspondence with employees as required, and liaison with arvato payroll regarding any payments to be made OCCUPATIONAL HEALTH UNIT HR will liaise directly with and on behalf of the school in maintaining seamless services in providing advice and guidance on Best Practice in managing absences due to sickness and the provision of case conferences where applicable. (b) Advice and guidance on best practice in managing both long and shortterm sickness absences in line with the Council s Attendance Management Policy and Procedure, including referral to the Occupational Health Unit. A Human Resource representative will advise on related correspondence with the employee and may attend meetings with an employee, their Headteacher and, where applicable, their trade union representative SUPPLY STAFF PAYMENTS Where schools use supply staff from the council s supply lists, bookings and payment should be made electronically via the Supply Service. If payment is made via a sal1c form for staff on the council supply list, a charge of 10 per form will be made to cover the cost of processing the form manually by Recruitment Services. (This charge will be reviewed annually). (b) If payment is made via a sal1c form for supply work by someone not registered on the council s supply list, this practice is contrary to sound safeguarding practice, and will incur extra work to set up the person for payment and then terminate them. This will be charged at the rate of 50 per form. (This charge will be reviewed annually)

12 4. SAFETY SERVICES Safety Services will provide general advice and guidance to all schools on health and safety matters. (b) At the request of the school, Safety Services will undertake generic risk assessments to help the school meet the Health and Safety legislation. A typical report will include an audit questionnaire, health and safety inspection highlighting any health and safety concerns and advice on how to address any concerns raised. This part of the service will be charged at a rate of 40 per hour. 5. TRAINING AND DEVELOPMENT 5.1 Human Resources will provide ad hoc training courses on specific major policies and procedures. 5.2 In addition, all school based staff can access the range of training and development opportunities provided by the Authority delivered in partnership with arvato government services. Programme details, including course description, dates etc. are available on the East Riding intranet site, click the "training" icon on the home page for direct access to the range of opportunities available. Payment for the programmes is based on the following tariff; per delegate for a full days programme per delegate for a half day programme This does not include any costs associated with course registration, e.g. to an external examining body.

13 CONSULTANCY HUMAN RESOURCES SERVICE APPENDIX A All advice and guidance provided to any school that does not purchase the standard SLA service will be charged at an hourly rate. The length of time to be charged will be determined by the complexity of the individual consultancy. Human Resources will record the length of each consultancy and this will form the basis of charges made at the end of each school term. Examples of the type of consultancy covered for which charges will be made includes: Telephone, written, contact, or on-site visits, to discuss in detail the procedures for discipline, grievance, capability, absence management, and other general personnel casework, which goes beyond basic interpretation of Council Policies and Procedures or local and national terms and conditions of employment. Attendance at meetings involving discussions with employees and/or their trade union representatives. Attendance at governing body meetings in connection with the appointment of a Headteacher. The charge will include attendance at the meeting, time taken to travel to and from the meeting and travel expenses at the casual user mileage rates. Support for the School in dealing with claims made to Employment Tribunals or Courts. Support for Headteacher and Chair of Governors on home visits to members of staff. Provision of advice and guidance on staffing reductions including statutory consultation requirements Undertaking the preparation, collation and distribution of correspondence and supporting paperwork in connection with redundancy consultation, disciplinary hearings and other meetings associated with individual casework. Advice on changes to staffing structures or the grading of support staff posts. Work associated with correcting the underpayment or overpayment of salary or allowances. Administration of maternity casework. Charge to be based on fixed sum per individual case. Salary assessment for teachers either contracted or casual. Work involved in processing CRB or ISA clearances. N.B. This list is not intended to be exhaustive. A School will be liable for any costs arising out of any Employment Tribunal or other Court proceedings where the School takes action outside of, fails to seek or ignores the verbal or written advice from Human Resources. Payment for the Consultancy Service under this Agreement shall be made on a termly basis in arrears by means of an invoice issued by Corporate Resources Directorate.

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