MANAGEMENT OF PERSONAL FILES POLICY
|
|
- Emory Greene
- 8 years ago
- Views:
Transcription
1 MANAGEMENT OF PERSONAL FILES POLICY Executive Director lead Author/ lead Feedback on implementation to Andrew Avery (Interim Director of HR) Liz Thompson (HR Manager) Liz Thompson (HR Manager) Date of draft February 2010 Consultation period Not Applicable Date of ratification April 2010 Ratified by Executive Directors Group Date of issue April 2011 Date for review April 2014 Target audience All SHSC Employees This Policy is stored and available through the SHSC website ( This Policy is based on good practice and complies with legislation. The Policy was previously agreed with the Joint Consultative Forum and was revised in July It has been transferred to the appropriate format for policies. This Policy was reviewed in April 2011 and will be reviewed before April
2 Contents Page Flowchart 3 1 Introduction 4 2 Scope of this Policy 4 3 Definitions 4 4 Purpose of this Policy 4 5 Duties File Creation Maintenance of Personal File File Security and Access Transfer of Personal Files Personal File Management on Termination of an Employee 6 6 Dissemination, storage and archiving 6 7 Training and other resource implications for this policy 6 8 Audit and monitoring 6 9 Implementation Plan 7 10 Links to other policies 7 11 Contact details 7 12 References 7 Appendix A Staff information to be held on personal files 8 1 Personal Personal details 1.2 Contract of Employment 1.3 Induction Record 1.4 Accident Forms 2 Training Training 2.2 Policy / procedures 3 Line Management Annual appraisal / PDR 3.2 Agreed supervision records 3.3 Agreed objectives 3.4 Disciplinary 4 Attendance Sickness 4.2 Leave 5 General correspondence General correspondence Supplementary Section A Stage One Equality Impact Assessment Form Supplementary Section B Human Rights Act Assessment Form and Flowchart Supplementary Section C Development and consultation process
3 PERSONAL FILE PROCEDURE After identification of successful Applicant the recruitment papers of the potential employee are removed from the recruitment file.these papers.will be held by the Recruitment team and will form the basis of the personal file. After all pre-employment checks are completed; this documentation is added to the personnel file. Personal File made up by Recruitment Team Sections Marked Personal/ Training/Line Management/Attendance/General Correspondence Personal File sent to Line Manager by the Recruitment Team on commencement. The details are logged onto a spreadsheet and on receipt of the file the manager is requested to acknowledge receipt Line manager acknowledges receipt and Recruitment Team record receipt form Personal File kept securely in a locked cabinet by Line Manager Following resignation, retirement or termination Personal File returned to the Recruitment Team for scanning. Documentation on Personal File scanned into electronic format by a member of the Recruitment Team 3
4 MANAGEMENT OF PERSONAL FILES POLICY 1. Introduction This policy sets out a framework for the use of personal files within the Trust. 2. Scope of this policy This Policy applies to all managers of the Trust. 3. Definitions Key Holders person(s) who are responsible for the security and access of personal files. 4. Purpose of this policy This policy enables all personal files for staff to be compiled in a standard format. It gives details of the transfer of files within the Trust and the storage of files following termination of employment. 5. Duties The Management of Personal Files During Employment 5.1 File Creation In accordance with the Trust s Recruitment and Selection Guidance, the Recruitment Team completes and collates the appropriate recruitment documentation which culminates in the creation of a personal file. This will be divided into the 5 sections outlined in Appendix A. This file is retained in Human Resources until: - A signed copy of the contract of employment is returned by the employee The file will be passed to the appropriate named contact in accordance with Directorate/Department instructions. If a signed copy of the contract has not been returned, the manager will be asked to obtain the signed copy of the contract from the employee, so that it may be placed on their personal file. In accordance with good practice advice from the Internal Audit Department a Batch Header is sent with the file(s), detailing the name(s) of the personal file(s) being sent, requesting that this Header be completed and returned by the manager to the Recruitment Team as confirmation of receipt. 4
5 5.2 Maintenance of Personal File The types of information that should be held on personal files are set out in Appendix A. Advice should be sought from a HR Advisor/ HR Directorate Partner about the appropriateness of including any information not on the list. It is important both for reasons of security and completeness, that all personal information on staff is filed away in date order (most recent at front) in a timely manner. This minimises the chance of breaches of confidentiality and ensures that the file represents an up to date record of an individual s employment. It is suggested that information within a file could be organised into the 5 sections identified in Appendix A, and separated by file dividers. This would make it easier to access attendance information for example, when carrying out the regular reviews of staff absence records. An employment history card can be used in the front of the file to record key personal information, changes in personal circumstances, details of job changes, etc, to provide a readily available source of information to make it easier to deal with queries, and respond to such things as reference requests. Any files removed from the filing system should be returned as soon as possible. A tracer card system should be used when any file is removed from the system to ensure it can be easily located. 5.3 File Security and Access For security reasons personal files should be kept in lockable cabinets or drawers. Files should be locked away when not in use. Files must be replaced immediately after use, if taken out for any reason. Designated key-holders are responsible for ensuring that this process is followed. It is recognised that Directorates/Departments may choose to hold files at different levels in the organisation, to respond to differing management arrangements, geographical spread, etc. It is important then that access to files should be properly controlled. Designated key holders should be clearly identified for each filing system, and ensure that any access is for bona fide reasons. Staff have legal rights of access to their own personal files held by their employers. The Trust takes the view that a file should be made available if an individual makes a request. In such cases managers are advised to ensure the confidentiality of any references provided by a previous employer, which may be on the file (but see Section1.2 of Appendix A) is maintained. Such access to a personal file should be supervised by the manager responsible for the files. Members of the HR Department may require access to personal files from time to time and will provide written confirmation of the request if asked to do so. 5.4 Transfer of Personal Files When a member of staff moves location, Department or Directorate within the Trust, it is the responsibility of their existing manager to deliver the personal file to the new manager, immediately after the last working day of the member of staff concerned. 5
6 Signed confirmation of the safe receipt of the file should be obtained from the new manager and held for audit purposes. Where delivery by hand proves impossible, transport will arrange a special delivery of files to other work sites, confirmation of receipt should still be requested from the new ( receiving ) manager. If using the post, care should be taken when parcelling the file(s) to ensure that the parcel will remain secure during its journey. The recruitment documentation relating to the new appointment/transfer of the member(s) of staff will be sent by the Recruitment Team to the new ( receiving ) manager, as soon as the necessary processes are completed. It will be necessary for the receiving manager to complete a changes form with the details of the change which has taken place. 5.5 Personal File Management on Termination of an Employee The personal files of staff who have left the Trust should be delivered to the HR Directorate on the last day of employment or as soon as possible thereafter. The personal file should contain annual leave cards/annual leave records so that there is an audit trail to support the annual leave outstanding /owing balance calculations which are recorded on the termination form, Personal files must be retained for a period of 6 years after termination of employment or until the former employees reach 70 years of age, whichever is the later. HR will be responsible for the maintenance and security of a central store for the personal files of staff who have left the Trust. 6. Dissemination, storage and archiving This policy is available on the SHSC intranet and available to all managers and staff. An will be sent to All SHSC staff informing them of the revised policy The previous version of this policy will be removed from the intranet and replaced with the current version by Human Resources.Managers are also responsible for ensuring hard copies of the previous version are removed from any policy/procedure manuals and files held locally. The previous policy will be removed from the Trust website by Human Resources. Human Resources will keep an electronic copy of the previous policy. Please contact them if a policy is needed 7. Training and other resource implications for this policy This policy is currently in operation. 8. Audit, monitoring and review 1. HR policies are subject to joint monitoring and review between Management and Staff Side in the Trust s Joint Consultative Forum (JCF) 6
7 2. Recommendations made by Internal Audit may lead to a revision of this policy 9. Implementation plan The policy has previously been implemented. The revised version will be disseminated as above. 10. Links to other policies Contents of the personal files may contain documentation relating to; Grievance Policy Disciplinary Policy Bullying and Harassment Policy Managing Sickness Absence Policy Carer leave Policy Maternity Leave Policy Adoption leave Policy Partner leave Policy Parental Leave Policy Capability Policy Career Break Policy Flexible Working Policy Job Share Policy Performance and Development Review Policy 11. Contact details Human Resources Department is available for support and advice. The contact details are available through the HR portal on the Trust s intranet. 12. References Records Management NHS Code of Practice Data Protection Act 7
8 Appendix A Staff information to be held on personal files Section 1 Personal 1.1 Personal details Personal Details Name, address, emergency contact numbers etc Personal Details Change Forms Driving Licence Details For Nominated Drives staff are expected to inform their manager of any traffic convictions Professional Registration and Updates if appropriate Copies Of Original Qualifications Certificates relevant to the application 1.2 Contract of Employment Contract of Employment Original Application Form Appointment Details Job Description Review on a regular basis. Post Details Change Forms (where this generates a new contract or a variation letter to original contract these will be sent to the manager under cover of a batch header requesting confirmation of receipt). Bank contract Where appropriate 1.3 Induction Record Trust Local 1.4 Accident Form(s) Section 2 - Training 2.1 Training Statutory Training To include evaluation Other Training To include evaluation Evaluation may be retained in Personal Development File once seen by the manager. 8
9 2.2 Policy/Procedures Record of those read, understood and signed (where applicable) may also form part of local induction record. Section 3 Line Management 3.1 Annual Appraisal/PDR 3.2 Agreed Supervision Records these records may be held in a separate file To include Ad Hoc supervision. 3.3 Agreed Objectives 3.3 Disciplinary On expiry of Disciplinary warnings, the letter should be retained on the personal file but will not remain live Section 4 - Attendance 4.1 Sickness Statutory Sick Pay Forms Any letters to employee relating to sickness absence Return to Work forms Occupational Health Correspondence Fit to Work Forms 4.2 Leave Annual Leave Record Carer Leave Record Parental Leave (identify Maternity/Paternity and Adoption Leave separately) Study Leave may be included in Section 2 Training Other Leave Records as appropriate e.g. unpaid leave, carer leave Full details may be removed from file after 2 years, but a condensed version must be retained. Section 5 - General Correspondence 5.1 General Correspondence This is a matter for individual line management s judgement 9
10 May include references for other posts Record of discussions/informal agreements reached about temporary adjustments in hours, problems/issues raises Other correspondence relating to SHSC policies which are not covered above. 10
11 Supplementary Section A - Stage One Equality Impact Assessment Form Please refer back to section 6.5 for additional information 1. Have you identified any areas where implementation of this policy would impact upon any of the categories below? If so, please give details of the evidence you have for this? Grounds / Area of impact People / Issues to consider Negative (it could disadvantage) Type of impact Race People from various racial groups (e.g. contained within the census) a Gender Male, Female or transsexual/transgender. Also consider caring, b parenting responsibilities, flexible working and equal pay concerns Disability The Disability Discrimination Act 1995 defines disability as a b physical or mental impairment which has a substantial and longterm effect on a persons ability to carry out normal day-to-day activities. This includes sensory impairment. Disabilities may be visible or non visible Sexual Orientation Lesbians, gay men, people who are bisexual b Age Children, young, old and middle aged people b Religion or belief People who have religious belief, are atheist or agnostic or have a philosophical belief that affects their view of the world. Consider faith categories individually and collectively when considering b possible positive and negative impacts. Positive (it could advantage Description of impact and reason / evidence 2. If you have identified that there may be a negative impact for any of the groups above please complete questions 2a-2e below. 2a. The negative impact identified is intended OR 2b. The negative impact identified not intended 2c. The negative impact identified is legal OR 2d. The negative impact identified is illegal OR (see 2e) (i.e. does it breach antidiscrimination legislation either directly or indirectly?) 2e. I don t know whether the negative impact identified is legal or not (If unsure you must take legal advice to ascertain the legality of the policy) 11
12 3. What is the level of impact? HIGH - Complete a FULL Impact Assessment (see end of this form for details of how to do this) MEDIUM - Complete a FULL Impact Assessment (see end of this form for details of how to do this) LOW - Consider questions 4-6 below 4. Can any low level negative impacts be removed (if so, give details of which ones and how) 5. If you have not identified any negative impacts, can any of the positive impacts be improved? (if so, give details of which ones and how) 6. If there is no evidence that the policy promotes equality and equal opportunity or improves relations with any of the above groups, could the policy be developed or changed so that it does? 7. Having considered the assessment, is any specific action required - Please outline this using the pro forma action plan below (The lead for the policy is responsible for putting mechanisms in place to ensure that the proposed action is undertaken) Issue Action proposed Lead Deadline 12
13 8. Lead person Declaration: 8a. Stage One assessment completed by :. (name). (signature) (date) 8b. Stage One assessment form received by Patient experience and Equality Team..(date) 8c. Stage One assessment outcome agreed. (sign here).... (Head of Patient Experience and Equality) OR (date agreed) 8d. Stage One assessment outcome need review.. (sign here).... (Head of Patient Experience and Equality).. (date returned to policy lead for amendment) (if review required please give details in text box below) If a full EQIA is required the stage 1 assessment form should be retained and a completed EQIA report submitted to the relevant governance group for agreement by the chair. The chair will forward the completed reports to the Patient Experience and Equality team for publication. Any questions relating to the completion of this form should be directed to the Head of Patient Experience and Equality. 13
14 Supplementary Section B - Human Rights Act Assessment Form and Flowchart You need to be confident that no aspect of this policy breaches a persons Human Rights. You can assume that if a policy is directly based on a law or national policy it will not therefore breach Human Rights. If the policy or any procedures in the policy, are based on a local decision which impact on individuals, then you will need to make sure their human rights are not breached. To do this, you will need to refer to the more detailed guidance that is available on the SHSC web site (relevant sections numbers are referenced in grey boxes on diagram) and work through the flow chart on the next page. 1. Is your policy based on and in line with the current law (including caselaw) or policy? a Yes. No further action needed. r No. Work through the flow diagram over the page and then answer questions 2 and 3 below. 2. On completion of flow diagram is further action needed? No, no further action needed. Yes, go to question 3 3. Complete the table below to provide details of the actions required Action required By what date Responsible Person 14
15 Human Rights Assessment Flow Chart Complete text answers in boxes and highlight your path through the flowchart by filling the YES/NO boxes red (do this by clicking on the YES/NO text boxes and then from the Format menu on the toolbar, choose Format Text Box and choose red from the Fill colour option). Once the flowchart is completed, return to the previous page to complete the Human Rights Act Assessment Form. 1.1 What is the policy/decision title? What is the objective of the policy/decision? Who will be affected by the policy/decision?.. 1 Will the policy/decision engage anyone s Convention rights? Will the policy/decision result in the restriction of a right? 2.2 NO NO Flowchart exit There is no need to continue with this checklist. However, o Be alert to any possibility that your policy may discriminate against anyone in the exercise of a Convention right o Legal advice may still be necessary if in any doubt, contact your lawyer o Things may change, and you may need to reassess the situation Is the right an absolute right? 3.1 YES 4 The right is a qualified right Is the right a limited right? 3.2 Will the right be limited only to the extent set out in the relevant Article of the Convention? 3.3 NO YES 1) Is there a legal basis for the restriction? AND 2) Does the restriction have a legitimate aim? AND 3) Is the restriction necessary in a democratic society? AND 4) Are you sure you are not using a sledgehammer to crack a nut? NO Policy/decision is likely to be human rights compliant BUT Policy/decision is not likely to be human rights compliant please contact the Head of Patient Experience, Inclusion and Diversity. Get legal advice Regardless of the answers to these questions, once human rights are being interfered with in a restrictive manner you should obtain legal advice. You should always seek legal advice if your policy is likely to discriminate against anyone in the exercise of a convention right. Access to legal advice MUST be authorised by the relevant Executive Director or Associate Director for policies (this will usually be the Chief Nurse). For further advice on access to legal advice, please contact the Complaints and Litigation Lead. 15
16 Supplementary Section C Development and consultation process This policy developed in consultation with the staff side when it was first issued in April As a result of an internal audit report it has been written in the Policy on Policies format. 16
Policy: Accessing Legal Advice
Policy: Accessing Legal Advice Executive or Associate Director lead Policy author/ lead Feedback on implementation to Rosie McHugh Wendy Hedland Wendy Hedland Date of draft April 2014 Dates of consultation
More informationInterpreting and Translation Policy
Interpreting and Translation Policy Exec Director lead Author/ lead Feedback on implementation to Karen Tomlinson Liz Johnson Tina Ball Date of draft February 2009 Consultation period February April 2009
More informationIntellectual Property Management Policy
Intellectual Property Management Policy Executive or Associate Director lead Policy author/ lead Feedback on implementation to Clive Clarke Ken Lawrie/Karen Robinson Business Planning Group Date of draft
More informationThe Central Alert System - A Guide to Managing Safety Not Being Scanned
Central Alert System (CAS) Policy Executive or Associate Director lead Policy author/ lead Feedback on implementation to Executive / Chief Nurse Joel Gordon (Health and Safety Risk Adviser) Joel Gordon
More informationPolicy for the Analysis and Improvement Following Incidents, Complaints and Claims
Policy for the Analysis and Improvement Following Incidents, Complaints and Claims Exec Director lead Author/ lead Feedback on implementation to Deputy Chief Executive Clinical Risk Manager Clinical Risk
More informationPolicy: Remote Working and Mobile Devices Policy
Policy: Remote Working and Mobile Devices Policy Exec Director lead Author/ lead Feedback on implementation to Clive Clarke SHSC Information Manager SHSC Information Manager Date of draft 16 February 2014
More informationAll Trust staff, agency staff working for the Trust, Non-Executives, Contractors engaged by the Trust
Policy: Sustainable Development Executive or Associate Director lead Policy author/ lead Feedback on implementation to Clive Clarke Helen Payne Head of Soft Facilities Management Date of draft Reviewed
More informationEquality and Diversity Policy. Deputy Director of HR Version Number: V.2.00 Date: 27/01/11
Equality and Diversity Policy Author: Deputy Director of HR Version Number: V.2.00 Date: 27/01/11 Approval and Authorisation Completion of the following signature blocks signifies the review and approval
More informationPolicies, Procedures & Guidelines
Policies, Procedures & Guidelines Management Guidance On the Storage and Disposal of Employee Personnel Files Issue Number: 1 Originated by: Human Resource Department Ratified by: SMT & JSPC Agreed by:
More informationEQUALITY AND DIVERSITY POLICY & PROCEDURE MICHAEL W HALSALL (SOLICITORS)
EQUALITY AND DIVERSITY POLICY & PROCEDURE MICHAEL W HALSALL (SOLICITORS) JANUARY 2010 Michael W Halsall Anti-Discrimination Policy Introduction Michael W. Halsall Solicitors serves a diverse client base.
More informationINFORMATION GOVERNANCE POLICY
INFORMATION GOVERNANCE POLICY Primary Intranet Location Information Management & Governance Version Number Next Review Year Next Review Month 7.0 2018 January Current Author Phil Cottis Author s Job Title
More informationRECORD KEEPING IN HEALTHCARE RECORDS POLICY
RECORD KEEPING IN HEALTHCARE RECORDS POLICY Version 6.0 Key Points The Policy provides a framework for the quality of the clinical record facilitates high quality, safe patient care and that subsequently
More informationGrievance and Disputes Policy and Procedure. Document Title. Date Issued/Approved: 10 August 2010. Date Valid From: 21 December 2015
POLICY UNDER REVIEW Please note that this policy is under review. It does, however, remain current Trust policy subject to any recent legislative changes, national policy instruction (NHS or Department
More informationThe Newcastle upon Tyne Hospitals NHS Foundation Trust
The Newcastle upon Tyne Hospitals NHS Foundation Trust Procedure for Joint Management of Complaints and Safeguarding Concerns within the Newcastle upon Tyne Hospitals NHS Foundation Trust Version No.:
More informationSupporting staff involved in a stressful or traumatic incident, complaint or claim.
Supporting staff involved in a stressful or traumatic incident, complaint or claim. Version: V2.00 Ratified by: Date ratified: October 2010 Name of originator/author/job title Name of responsible committee
More informationINFORMATION GOVERNANCE STRATEGY
INFORMATION GOVERNANCE STRATEGY Page 1 of 10 Strategy Owner Valerie Penn, Head of Governance Strategy Author Caroline Law, Information Governance Project Manager Directorate Corporate Governance Ratifying
More informationHuman Resources Policy No. HR46
Human Resources Policy No. HR46 Maintaining Personal Files and ESR Records Additionally refer to HR04 Verification of Professional Registration HR33 Recruitment and Selection HR34 Policy for Carrying Out
More informationHow To Protect Your Personal Information At A College
Data Protection Policy Policy Details Produced by Assistant Principal Information Systems Date produced Approved by Senior Leadership Team (SLT) Date approved July 2011 Linked Policies and Freedom of Information
More informationWiltshire Council Human Resources. Improving Work Performance Policy and Procedure
Wiltshire Council Human Resources Improving Work Performance Policy and Procedure This policy can be made available in other languages and formats such as large print and audio on request. What is it?
More informationHUMAN RESOURCES EQUAL OPPORTUNITIES POLICY
HUMAN RESOURCES EQUAL OPPORTUNITIES POLIC Policy Manager EO PIN Group Policy Group WAG Forum Policy Established Last Updated September 2008 Policy Review Period/Expiry June 2013 This policy does / does
More informationSOCIAL MEDIA POLICY. Senior Governance Officer, NHS North of England Commissioning Support Unit Reference No
SOCIAL MEDIA POLICY Ratified Governance & Risk Committee 08/2015 Status Final Issued August 2015 Approved By Governance and Risk Committee Consultation Governance and Risk Committee Equality Impact Assessment
More informationManaging Performance Policy
.1 Managing Performance Policy Reference Number: 123 Author & Title: Gayle Williams, HR Manager Responsible Directorate: Human Resources Review Date: 11 March 2016 Ratified by (committee): Lynn Vaughan
More informationInformation Governance Policy
Author: Susan Hall, Information Governance Manager Owner: Fiona Jamieson, Assistant Director of Healthcare Governance Publisher: Compliance Unit Date of first issue: February 2005 Version: 5 Date of version
More informationSouth Downs National Park Authority
Agenda item 8 Report RPC 09/13 Appendix 1 South Downs National Park Authority Equality & Diversity Policy Version 0.04 Review Date March 2016 Responsibility Human Resources Last updated 20 March 2013 Date
More informationExit Questionnaire and Exit Interview Procedure
Exit Questionnaire and Exit Interview Procedure Procedure Reference Number: 2009.51 Approved: Name Date Author: Susan Poole 12/02/13 HR Advisor, Policy and Development Produced: 12/02/13 Review due: 3
More informationBELMORES Criminal Defence & Road Traffic Solicitors EQUALITY AND DIVERSITY POLICY
BELMORES Criminal Defence & Road Traffic Solicitors EQUALITY AND DIVERSITY POLICY As signatories to the Law Society s Diversity & Inclusion Charter Belmores is fully committed to the Charter and each of
More informationSICKNESS ABSENCE POLICY. Version:
SICKNESS ABSENCE POLICY Version: V4 Policy Author: Shajeda Ahmed Designation: Senior Human Resources Manager Responsible Director of Strategy and Business Support Director: EIA Assessed: 22 November 2012
More informationEmployee Expenses Reimbursement Policy
Employee Expenses Reimbursement Policy Exec Director lead Author/ lead Feedback on implementation to Director of Human Resources Nigel Donaldson Acting Director of Human Resources Nigel Donaldson Acting
More informationThe Newcastle upon Tyne Hospitals NHS Foundation Trust. Employment Policies and Procedures
The Newcastle upon Tyne Hospitals NHS Foundation Trust Employment Policies and Procedures Procedure for Processing Claims for Travel Expense Reimbursement Version No.: 3.0 Effective From: 15 January 2014
More informationProcedure No. 1.41 Portland College Single Equality Scheme
Introduction Portland College recognises the requirements under current legislation to have due regard to the general equality duty. 1.0 Context 1.1 Portland College supports equality of opportunity, promotion
More informationAccess Control Policy V1.0
V1.0 January 2014 Table of Contents 1. Introduction... 3 2. Purpose of this Policy/Procedure... 3 3. Scope... 3 4. Definitions / Glossary... 4 5. Ownership and Responsibilities... 4 5.1. Role of the Chief
More informationThe Newcastle upon Tyne Hospitals NHS Foundation Trust. Occupational Health Records Management and Retention Operational Policy
The Newcastle upon Tyne Hospitals NHS Foundation Trust Occupational Health Records Management and Retention Operational Policy Version No. 1.0 Effective From: 9 October 2013 Expiry Date: 30 September 2016
More informationEmployee Monitoring Report
Annex A to Mainstreaming Report Scottish Natural Heritage Employee Monitoring Report Published: April 2013 Scottish Natural Heritage Great Glen House, Leachkin Road, Inverness IV3 8NW www.snh.gov.uk Table
More informationLocal Disciplinary Policy
DOCUMENT INFORMATION Origination/author: Judith Coslett, Head of Human Resources This document replaces: Local Disciplinary and Dismissal Procedure 05 Date/detail of consultation: Staff Forum and Unison
More information(g) the Employment Equality (Sexual Orientation) Regulations 2003,
Linked Law Solicitors Equality and Diversity Policy (based on the Law Society s model policy issued under Rules 3 and 4 of the Solicitors Anti- Discrimination Rules 2004 and amended in the light of the
More informationContents. Section/Paragraph Description Page Number
- NON CLINICAL NON CLINICAL NON CLINICAL NON CLINICAL NON CLINICAL NON CLINICAL NON CLINICAL NON CLINICA CLINICAL NON CLINICAL - CLINICAL CLINICAL Complaints Policy Incorporating Compliments, Comments,
More informationTrust Policy Sickness Absence Policy
Trust Policy Sickness Absence Policy Purpose Date Version February 2013 6 The purpose of this policy is to provide a supportive, fair and consistent method of managing both persistent and long-term sickness
More informationEquality Impact Assessment Form HR Policy Review
Equality Impact Assessment Form HR Policy Review Part 1 Initial Screening 1. Officer(s) & Unit responsible for completing the assessment: Michael Shurety, HR Consultant and project leader. MPA HR Unit
More informationINFORMATION GOVERNANCE OPERATING POLICY & FRAMEWORK
INFORMATION GOVERNANCE OPERATING POLICY & FRAMEWORK Log / Control Sheet Responsible Officer: Chief Finance Officer Clinical Lead: Dr J Parker, Caldicott Guardian Author: Associate IG Specialist, Yorkshire
More informationEQUALITY AND DIVERSITY POLICY AND PROCEDURE
EQUALITY AND DIVERSITY POLICY AND PROCEDURE TABLE OF CONTENTS PAGE NUMBER : Corporate Statement 2 Forms of Discriminations 2 Harassment and Bullying 3 Policy Objectives 3 Policy Implementation 4 Commitment
More informationInformation Management Policy CCG Policy Reference: IG 2 v4.1
Information Management Policy CCG Policy Reference: IG 2 v4.1 Document Title: Policy Information Management Document Status: Final Page 1 of 15 Issue date: Nov-2015 Review date: Nov-2016 Document control
More informationJOB SHARING POLICY AND PROCEDURE
JOB SHARING POLICY AND PROCEDURE INTRODUCTION 1. Carmarthenshire County Council is fully committed to equality of opportunity in employment. The aim of the Job Share Policy is to provide opportunities
More informationOccupational Therapy Service in the Emergency Department at Royal Cornwall Hospital V1.0
Occupational Therapy Service in the Emergency Department at Royal Cornwall Hospital V1.0 January 2014 Table of Contents 1. Introduction... 3 2. Purpose of this Policy/Procedure... 3 3. Scope... 3 4. Ownership
More informationData Quality Policy SH NCP 2. Version: 5. Summary:
SH NCP 2 Summary: Keywords (minimum of 5): (To assist policy search engine) Target Audience: The Trust provides a framework to ensure all data that is recorded by the Trust is accurate and complies to
More informationInformation Governance Strategy
Information Governance Strategy Document Status Draft Version: V2.1 DOCUMENT CHANGE HISTORY Initiated by Date Author Information Governance Requirements September 2007 Information Governance Group Version
More informationEmployment law solicitors
Employment law solicitors At Millbank solicitors we are dedicated to providing prompt and practical employment advice to both employers and employees. Our expert lawyers appreciate and understand the ever
More informationPOLICY FOR HANDLING OF CLINICAL NEGLIGENCE CLAIMS
POLICY FOR HANDLING OF CLINICAL NEGLIGENCE CLAIMS Date Comments Approved by Oct 07 Updated in line with NHSLA Standards Michaela Morris, Dir. Of Nursing & Operations Oct 09 General update and review. TEC
More informationINFORMATION GOVERNANCE POLICY
INFORMATION GOVERNANCE POLICY Issued by: Senior Information Risk Owner Policy Classification: Policy No: POLIG001 Information Governance Issue No: 1 Date Issued: 18/11/2013 Page No: 1 of 16 Review Date:
More informationJohn Leggott College. Data Protection Policy. Introduction
John Leggott College Data Protection Policy Introduction The College needs to keep certain information about its employees, students and other users to allow it to monitor performance, achievements, and
More informationSHEFFIELD TEACHING HOSPITALS NHS FOUNDATION TRUST EXECUTIVE SUMMARY REPORT TO THE TRUST HEALTHCARE GOVERNANCE COMMITTEE
SHEFFIELD TEACHING HOSPITALS NHS FOUNDATION TRUST EXECUTIVE SUMMARY REPORT TO THE TRUST HEALTHCARE GOVERNANCE COMMITTEE I TO BE HELD ON MONDAY 26 NOVEMBER 2012 Subject: Supporting Director: Author: Status
More informationIs this an existing, revised or a new policy? Revised Policy. What is it trying to achieve? (intended aims/outcomes)
Equality Screening Template Part 1: Policy Scoping The first stage of the screening process involves scoping the policy under consideration. The purpose of policy scoping is to help prepare the background
More informationNursing Agencies. Minimum Standards
Nursing Agencies Minimum Standards 1 Contents Page Introduction 3 Values underpinning the standards 6 SECTION 1 - MINIMUM STANDARDS Management of the nursing agency 1. Management and control of operations
More information1. GENERAL INFORMATION Job Title: IT Support Assistant (2)
1. GENERAL INFORMATION Job Title: IT Support Assistant (2) Location: Longbow Responsible To: IT Manager Responsible For: Nil 2. JOB SUMMARY To provide initial technical support for the day to day provision
More informationATTENDANCE MANAGEMENT POLICY
ATTENDANCE MANAGEMENT POLICY Recommending Committee: Approving Committee: Signature: Human Resources Directorate Human Resources Council Carole Whewell Designation: Vice Chair Date: September 2008 October
More informationGuidance on Managing Employee Records
West Lothian Council Guidance on Managing Employee Records Corporate Services Created: March 203 2 Introduction This guidance is provided to ensure that managers and services manage employee records in
More informationA-Z Hospitals NHS Trust (replace with your employer name)
Department of Health will be issuing new guidance relating to the monitoring of equality in April 2013. The equality and diversity sections within NHS Jobs application forms will be reviewed and updated
More informationCCG Social Media Policy
Corporate CCG Social Media Policy Version Number Date Issued Review Date 2 25/03/2015 25/03/2017 Prepared By: Consultation Process: Formally Approved: Governance Manager, North of England Commissioning
More informationAccounts Receivable - Guidance to staff responsible for the collection of income following the supply of goods or services V4.0
Accounts Receivable - Guidance to staff responsible for the collection of income following the supply of goods or services V4.0 June 2015 Table of Contents Accounts Receivable - Guidance to staff responsible
More informationBest Practice Policy
Best Practice Policy Reference No: P_CIG_06 Version: Version 3 Ratified by: LCHS Trust Board Date ratified: 29 th July 2014 Name of originator/author: Name of responsible committee/individual: Deputy Chief
More informationSTRESS MANAGEMENT AND WORKING TIME HR28
STRESS MANAGEMENT AND WORKING TIME HR28 Applies to: ALL EMPLOYEES AND OTHER WORKERS Date of Board Approval: March 2011 Review Date: March 2014 Stress Management and Working Time Introduction 1 The Authority
More informationOVERVIEW OF THE EQUALITY ACT 2010
OVERVIEW OF THE EQUALITY ACT 2010 1. Context A new Equality Act came into force on 1 October 2010. The Equality Act brings together over 116 separate pieces of legislation into one single Act. Combined,
More informationCentral Alerting System Policy
Central Alerting System Policy This procedural document supersedes: CORP/RISK 6 v.3 Medical Device Related Incidents and Central Alerting System Policy Did you print this document yourself? The Trust discourages
More informationEquality, Diversity and Inclusion Policy
1 Equality, Diversity and Inclusion Policy Owned By: Senior Management Issue Date: July 2015 This policy will be reviewed in six months 1 2 Equality, Diversity and Inclusion Policy Introduction ProCo NW
More informationData Protection and Data security Policy
Data Protection and Data security Policy Statement of policy and purpose of Policy 1. Somer Valley Community Radio Ltd (the Employer) is committed to ensuring that all personal information handled by us
More informationThe Newcastle upon Tyne Hospitals NHS Foundation Trust. Employment Policies and Procedures
The Newcastle upon Tyne Hospitals NHS Foundation Trust Employment Policies and Procedures Mobile Telephone and Telephone Expenses Reimbursement Policy Version No.: 1.0 Effective Date: 3 January 2013 Expiry
More informationAll CCG staff. This policy is due for review on the latest date shown above. After this date, policy and process documents may become invalid.
Policy Type Information Governance Corporate Standing Operating Procedure Human Resources X Policy Name CCG IG03 Information Governance & Information Risk Policy Status Committee approved by Final Governance,
More informationEquality Process & Procedure in the Human Rights Act, 2008 - First Steps
EQUALITY IMPACT ASSESSEMENT INITIAL FORM (FOR HR POLICIES) Name of policy/procedure/function to be assessed: H01 Disciplinary Procedure Name of manager responsible for this policy/procedure/function: Martin
More informationWhistleblowing Policy and Procedure
Whistleblowing Policy and Procedure Paper Copies of this Document If you are reading a printed copy of this document you should check the Trust s Policy website (http://sharepoint/policies) to ensure that
More informationEQUAL OPPORTUNITIES POLICY STATEMENT AND CODE OF PRACTICE
EQUAL OPPORTUNITIES POLICY STATEMENT AND CODE OF PRACTICE GELDER GROUP EQUAL OPPORTUNITIES POLICY AND CODE OF PRACTICE 1. INTRODUCTION The Gelder Group is committed to a comprehensive policy of equal opportunities
More informationThe post holder will be guided by general polices and regulations, but will need to establish the way in which these should be interpreted.
JOB DESCRIPTION Job Title: Membership and Events Manager Band: 7 Hours: 37.5 Location: Elms, Tatchbury Mount Accountable to: Head of Strategic Relationship Management 1. MAIN PURPOSE OF JOB The post holder
More information39 GB Guidance for the Development of Business Continuity Plans
39 GB Guidance for the Development of Business Continuity Plans Policy number: Version 2.2 Approved by Name of author/originator Owner (director) 39 GB Executive Committee Date of approval August 2014
More informationCCG CO11 Moving and Handling Policy
Corporate CCG CO11 Moving and Handling Policy Version Number Date Issued Review Date V1: 28/02/2013 04/03/2013 31/08/2014 Prepared By: Consultation Process: Formally Approved: Information Governance Advisor
More informationRelief (Casual) Workers Policy and Procedure
Relief (Casual) Workers Policy and Procedure Reference No. P13:2009 Implementation date 22112012 Version Number V1.2 Reference No: Name. Linked documents P14:2002 Police Staff Recruitment and Selection
More informationThe policy applies to all members of staff employed within the Trust who are involved in any aspect of alert dissemination, action, and /or review.
The Newcastle upon Tyne Hospitals NHS Foundation Trust Central Alert System (CAS) Policy and Procedure Version No.: 4.2 Effective From: 26 th May 2015 Expiry Date: 26 th May 2018 Date Ratified: 11 th May
More informationInformation Governance Policy
Information Governance Policy Policy Summary This policy outlines the organisation s approach to the management of Information Governance and information handling. It explains the accountability and reporting
More informationNOTTINGHAM UNIVERSITY HOSPITALS NHS TRUST POLICIES AND PROCEDURES MANAGEMENT OF ATTENDANCE AND SICKNESS ABSENCE POLICY. Documentation Control
NOTTINGHAM UNIVERSITY HOSPITALS NHS TRUST POLICIES AND PROCEDURES MANAGEMENT OF ATTENDANCE AND SICKNESS ABSENCE POLICY Documentation Control Reference HR/P&C/003 Date approved 4 Approving Body Trust Board
More informationThe Newcastle upon Tyne Hospitals NHS Foundation Trust. Claims Management Policy
The Newcastle upon Tyne Hospitals NHS Foundation Trust Claims Management Policy Version.: 6.0 Effective From: 16 July 2015 Expiry Date: 16 July 2017 Date Ratified: 23 June 2015 Ratified By: Clinical Policy
More informationEmployee Performance Management Policy
Employee Performance Management Policy Contents 1. Policy Statement... 2 2. Scope... 2 3. Roles and Responsibilities... 3 4. Competency Based Performance Management... 4 5. Corporate and Service Priorities
More informationPROTOCOL FOR DUAL DIAGNOSIS WORKING
PROTOCOL FOR DUAL DIAGNOSIS WORKING Protocol Details NHFT document reference CLPr021 Version Version 2 March 2015 Date Ratified 19.03.15 Ratified by Trust Protocol Board Implementation Date 20.03.15 Responsible
More informationAppendix D. Reference to days in Appendix D is to be taken to mean calendar days unless otherwise indicated.
Appendix D Teacher and Principal Appointment Procedures The procedures set out in this appendix are designed to provide fair and impartial procedures for candidates for appointment and a Board of Management
More informationInsert CCG Logo. Flexi Time Scheme
1 Insert CCG Logo Flexi Time Scheme Review Circulation Application Ratification Author Minor Amendments Supersedes Title 1 DOCUMENT CONTROL PAGE Flexi Time Scheme All previous CCG Flexi Time Policies
More informationInformation Governance Strategy 2015/16
Information Governance Strategy 2015/16 Ratified Governing Body (November 2015) Status Final Issued November 2015 Approved By Executive Committee (August 2015) Consultation Equality Impact Assessment Internal
More informationAlcohol & Substance Misuse in the Workplace Policy
Alcohol & Substance Misuse in the Workplace Policy Executive Director lead Policy author/ lead Feedback on implementation to Director of Human Resources Deputy Director of Human Resources Lynne Crapper,
More informationJob Description. Information Governance & Health Records Manager
Job Description POST: GRADE: RESPONSIBLE TO: ACCOUNTABLE TO: Information Governance Facilitator A4C Band 3 0.93 WTE 35 Hours per week Information Governance & Health Records Manager Head of Information
More informationSECONDARY EMPLOYMENT POLICY
SECONDARY EMPLOYMENT POLICY Document Reference Document status Target Audience HR14.SE.V3.2 Final All Staff Date Ratified 12 November 2015 Ratified by Policy Committee Release date 11 January 2016 Review
More informationInformation Incident Management. and Reporting Policy
Information Incident Management and Reporting Policy Policy ID IG10 Version: 1 Date ratified by Governing Body 21/3/2014 Author South CSU Date issued: 21/3/2014 Last review date: N/A Next review date:
More informationManaging Change HR Policy and Procedures
Managing Change HR Policy and Procedures Incorporating changes following the review process in September 2012 Issued October 2012 2 Contents Page 1. Scope 3 2. Managing Organisational Change Key Principles
More informationInformation Governance Policy
Information Governance Policy Policy ID IG02 Version: V1 Date ratified by Governing Body 27/09/13 Author South Commissioning Support Unit Date issued: 21/10/13 Last review date: N/A Next review date: September
More informationINFORMATION GOVERNANCE POLICY
INFORMATION GOVERNANCE POLICY Version: 3.2 Authorisation Committee: Date of Authorisation: May 2014 Ratification Committee Level 1 documents): Date of Ratification Level 1 documents): Signature of ratifying
More informationCONTRACTS REVIEW FOR INFORMATION GOVERNANCE COMPLIANCE PROCEDURE
This document is uncontrolled once printed. Please check on the CCG s Intranet site for the most up to date version CONTRACTS REVIEW FOR INFORMATION GOVERNANCE COMPLIANCE PROCEDURE Document Title: Contracts
More informationData protection policy
Data protection policy Introduction The College is required to keep certain information about employees, students and other users to allow it to monitor performance, achievements, health and safety, recruitment
More informationwww.wrexham.gov.uk / www.wrecsam.gov.uk
www.wrexham.gov.uk / www.wrecsam.gov.uk This document is available on request in a variety of accessible formats for example large print or Braille. Feedback We welcome your feedback on this document.
More informationSickness Absence - Methods For Manage
MANAGING SICKNESS ABSENCE POLICY Policy reference LWHR04 SUMMARY AUTHOR VERSION This policy outlines the organisations grievance procedure. Kelly Brook, Senior HR Associate Final EFFECTIVE DATE 5 th March
More informationEquality with Human Rights Analysis Toolkit
Equality with Human Rights Analysis Toolkit The Equality Act 2010 and Human Rights Act 1998 require us to consider the impact of our policies and practices in respect of equality and human rights. We should
More informationEQUAL OPPORTUNITIES POLICY AND PROCEDURE
EQUAL OPPORTUNITIES POLICY AND PROCEDURE State whether the document is: Trust wide Business Group Local APPROVAL COMMITTEE VALIDATION COMMITTEE (if Policy) DATE OF: APPROVAL State Document Type: Policy
More informationDOCUMENT CONTROL PAGE. Health and Safety Policy Statement
DOCUMENT CONTROL PAGE Title Title: Version: 4.0 Health and Safety Policy Statement Reference Number: HSP 1 Supersedes Supersedes: Version 3.0 Significant Changes: Revised into new Trust policy format to
More informationFINANCIAL POLICY PAYMENT FOR SUPPLIER INVOICES
FINANCIAL POLICY PAYMENT FOR SUPPLIER INVOICES Version 1.0 Important: This document can only be considered valid when viewed on the CCG s intranet/y: Drive. If this document has been printed or saved to
More informationEmployment and Staffing Including vetting, contingency plans, training
Safeguarding and Welfare Requirements: Suitable People. Providers must ensure that people looking after children are suitable to fulfil the requirements of their role. Employment and Staffing Including
More informationLiverpool Hope University. Equality and Diversity Policy. Date approved: 14.04.2011 Revised (statutory. 18.02.2012 changes)
Liverpool Hope University Equality and Diversity Policy Approved by: University Council Date approved: 14.04.2011 Revised (statutory 18.02.2012 changes) Consistent with its Mission, Liverpool Hope strives
More informationType of change. V02 Review Feb 13. V02.1 Update Jun 14 Section 6 NPSAS Alerts
Document Title Reference Number Lead Officer Author(s) (name and designation) Ratified By Central Alerting System (CAS) Policy NTW(O)17 Medical Director Tony Gray Head of Safety and Patient Experience
More information