JERSEY TEACHERS SUPERANNUATION FUND

Transcription

1 JERSEY TEACHERS SUPERANNUATION FUND Communications Strategy February

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3 Contents Page 1. Introduction 4 2. Principles of Communication 4 3. Communications with Scheme Employers 6 4. Communications with Scheme Members 7 5. Communications with Scheme Administrators 9 6. Communications with Professional Advisers Communications with Other External Bodies Published Documents Review, Quality and Performance Contacts for Further Information 12 3

4 1. Introduction 1.1 The Jersey Teachers Superannuation Fund (JTSF) is administered by the Dedicated Pensions Unit (DPU) under an Administration Agreement. The DPU administers the Fund for the States of Jersey and 5 Accepted Schools. 1.2 The DPU, in its capacity as Administrator, deals with employers and approximately 1,100 active scheme members, 500 deferred members and 700 pensioners. The delivery of benefits involves communication with the membership and a whole range of other interested parties. This statement provides an overview of how we communicate and where we are planning to improve our communications. The Management Board view improving communications with all stakeholders as a key area for development. 1.3 It is best practice for pensions funds to prepare, maintain and publish a written statement setting out its policy concerning communications with;- scheme members; prospective members; employing authorities; professional advisors; 1.4 The Communications Strategy sets out the Fund s policy on The provision of information and publicity about the Fund to members, representatives of members and employers; The format, frequency and method of distributing such information or publicity; and The promotion of the Fund to prospective members and their employers. 1.5 The Fund is committed to achieving best practice in everything that it does and the development of a Communications Strategy is a key part of its commitment to develop clear communications with fund members. 1.6 The Communications Strategy will be shared with all participating employers and made available electronically to any interested party. 2. Principles of Communication 2.1 The DPU strives to communicate effectively with all our internal and external stakeholders. We are committed to responding promptly to members requests for information, whether it s face to face communication, or by letter. Information is provided within set timescales set out in the Pensions Administration Agreement. 2.2 We will use clear and concise forms of communication appropriate to the enquiry received and which communicate technical issues without the use of 4

5 technical jargon. 2.3 To achieve successful and robust communications the Fund has adopted five key principles that support all of its communication. The Fund is committed to ensuring that: Communication is factual and presented in plain language Communication is designed in a manner appropriate to its audience Communication is looked upon as involving a dialogue with others Communication exploits the developments and improvements in new technology Communication is planned, co-ordinated and evaluated 2.4 We have grouped our key stakeholders together as shown below and this document goes on to discuss our approach to meeting each group s communication needs. Employers Members (Current Employees, Pensioners and Deferred Members) Scheme Administration External Advisers 2.5 We recognise that individuals may have specific needs in relation to the format of our information or the language in which it is provided. Demand for alternative formats/languages is not high enough to allow us to prepare alternative formats/language material automatically. However, on all communications from the DPU we will include a statement offering the communication in large print, Braille, on cassette or in another language on request. The Fund s website will be designed to meet best practice guidelines for accessibility and will work with assistive technologies e.g. screen readers for visually impaired users. 2.6 All JTSF literature and communications conform to the corporate branding of JTSF which has been developed in order to achieve a professional and consistent look across all communications. 2.7 To protect any personal information held on scheme members the Fund adheres to Data Protection requirements. The Fund may if it chooses, pass certain details to a third party, if the third party is carrying out an administrative function of the Fund. 5

6 3. Communication with Scheme Employers 3.1 The Fund currently has 6 employers based in Jersey whose employees are able to participate in the Jersey Teachers Superannuation Fund including a range of Accepted Schools. A full list of participating employers is shown in Appendix A. 3.2 The Fund s aim is to work with employers to define their information needs and expectations and to work with employers to meet those needs, recognising mutual dependencies where appropriate. 3.3 The Fund currently provides a limited range of employer communications shown below. Our aim is to expand the information made available to employers using the most appropriate communication medium: Description Overview Benefits of Service A summary publication for use by employers and employees is in place. This is being reviewed and updated for use in explaining the scheme to prospective new entrants. Administration Forms Standard forms with guidance notes to notify the DPU of key events affecting pension benefits. 3.4 We aim to develop our communications with employers in the future in the following ways: Description Members Guide Improvement Aim A Members Guide will be developed which will provide full details of the benefits which will be of relevance to both employers and employees. Leaflets Guides Website and A range of leaflets and guides will be developed that assist both employers and employees in understanding the benefits of the scheme. These will include leaflets on;- Additional voluntary contributions Transfers In Survivor & Death Benefits Retirement Arrangements and planning How to make a complaint We will develop a website which will provide fund publications, forms and contact information to current and prospective members of JTSF. This will also make information available to all employers. 6

7 Description Employer Bulletin Employer Guide Employer Meeting Principal Pensions Contact Training Workshops Improvement Aim A JTSF employer bulletin is not currently provided. The aim will be to produce a bulletin on an ad hoc basis when there is a need to communicate with Scheme Employers. The aim is to develop a consolidated employer handbook to assist employers in pension procedures. This will include timescales and dependencies and will define roles, responsibilities and response times. A forum to discuss, manage and communicate major strategic issues, regulations changes and funding matters. Ad hoc meetings to be arranged where business warrants. Each employer will be allocated a pension contact who is available for site visits and can be contacted for non routine information. Provision of training on specific pension issues, such as pensions appeals. 4. Communication with Members 4.1 The DPU is responsible for ongoing communications with members once they have joined. The DPU aim to provide all new joiners with a Members Guide booklet. 4.2 The Fund aims to provide a broad range of information for fund members (employees, deferred members and pensioners) and will provide a quality, professional and efficient pension administration service as required within the Regulations and as outlined in the Administration Agreement. 4.3 Our aim is to provide a quality, professional and efficient pension administration service which delivers accurate and timely information to members either in response to their specific enquiries or through published information. 4.4 The following table summarises the main forms of communication we currently provide:- Description Overview Benefits of Current Service A summary publication for use by employees is in place. This is being reviewed and updated for use in explaining the scheme to existing and prospective members. Administration Forms Standard forms with guidance notes to notify the DPU of key events affecting pension benefits. 7

8 Description Requests for information Benefit Statements Annual Reports and Accounts Member Newsletter Current Service Provision of accurate, timely and informative details of the Scheme. Benefit Statements are sent to active members annually. A summary of the Fund s Report and Accounts is issued to all Scheme members in the Insight newsletter. The Fund provides an annual update on developments and regulation changes in its Insight newsletter. 4.5 In addition we aim to develop our communications on the future as shown below:- Description Members Guide Improvement Aim A Members Guide will be developed which will provide full details of the benefits to existing and prospective members. Leaflets Guides Website and A range of leaflets and guides will be developed that assist both employers and employees in understanding pension benefits. This will include leaflets on;- Additional voluntary contributions Transfers In / Out Survivor & Death Benefits Retirement Arrangements and planning How to make a complaint We will develop a website which will provide fund publications, forms and contact information to current and prospective members of JTSF. This will also make information available to all employers. Benefit Statements Administration Forms Requests for information Annual benefit statements to be provided to deferred pensioner members as well as active members in the future. The Annual benefit statement is to be reviewed to ensure it is clear and understandable. Further standard forms with guidance notes to be developed. We will complete an ongoing review of letters, leaflets and forms. 8

9 Description Pension Road Shows Member Newsletter Improvement Aim The Scheme aims to provide road shows and surgeries in conjunction with schools on request. These will be particularly relevant where there are organisational changes which have pension implications. Review look and format of the newsletter, Insight. 5. Communication with Scheme Administrators 5.1 The Scheme is administered on a day to day basis by the DPU at the States of Jersey. 5.2 An important part of the Scheme s communications strategy is ensuring effective communications within the DPU. This is achieved in a number of ways. Description Training Current Service Staff have individual Personal Development Plans and regular appraisals. They receive internal and, where appropriate, external courses. Pensions Qualifications Business Plan Pensions Management Team Team Meetings Internet Staff are encouraged to pursue professional qualifications. The DPU has a Business Plan which is actively managed and discussed in regular Management Team meetings. The Plan includes key performance indicators and progress against the plan is reviewed monthly. Weekly meetings to discuss strategic plans and operational issues. All members of staff attend regular team meetings. Staff have access to the internet where this is required as part of their job. 9

10 5.3 In addition we aim to develop our internal communications over the coming months as shown below:- Description Induction Training Team Meetings Improvement Aim All new members of staff to attend a Pension induction course. Individual development plans to be put in place. Review of base budget for training with the aim of increasing overall provision to accommodate indentified training needs. Aim to hold Away-Day for whole Team. Develop ownership of new initiatives and reviews of business processes. 6. Communication with Professional Advisers 6.1 The Fund employs professional advisers who provide actuarial, investment consulting, legal and performance measurement services. 6.2 We work in partnership with these advisers to ensure the Fund remains compliant and that advice sought is implemented in the interest of all stakeholders:- Description Actuarial Advisers Investment Advisers Legal Advisers Current Service The Fund performs an Actuarial Valuation every three years. Interim valuations are undertaken when required. The Actuary also provides information and advice on a range of issues affecting the Scheme, such as new employers, regulatory changes etc. The DPU provide accurate, timely and informative details to the Fund Actuary. The Investment Sub-Committee receives independent expert advice on matters relating to the Fund s investments strategy and the performance of appointed managers. Regular investment information is provided to Investment Advisers. The Fund obtains legal advice as appropriate on benefits administration and investment matters. The DPU provide accurate, timely information to the Legal Advisers on an ad hoc basis. 10

11 Description Performance Measurement Current Service The Fund uses an external provider for custodian and performance measurements services. There is regular communication with the performance measurement provider in a timely and responsive manner. 7. Communication with External Bodies 7.1 The Fund communicates with the range of other organisations as shown below:- Description National Association of Pensions Funds (NAPF) Trade Unions Current Service Attending NAPF local authority forum meetings and topical seminars. There is communication with NAPF on an ad hoc basis. The Fund provides briefings to Trades Unions via representatives from the Management Board. Media The Fund issues press releases to the media on relevant pension related matters. 8. Published Documents 8.1 The Fund produces a range of communication documents which supports this Communication Strategy. These documents together with the format and frequency with which they are issued are shown at Appendix B. Also included are areas where we are looking to make improvements to our communications. 9. Review, Quality and Performance 9.1 We will review our communications policy to ensure it meets audience needs at least every two years. A current version of the policy statement will be made available on the Fund website or on request from the DPU. 9.2 We make use of informal mechanisms to monitor the quality of our communications. All publications and our website will in future include invitations for comment on content and suggestions for future editions. Contact details are provided for this purpose. 9.3 We will publish an overview of how we are performing within our Annual Report and Accounts and in our annual Newsletter. Full details will be reported regularly to our Publications Sub Committee. 11

12 10. Contacts and Further Information 10.1 All published documents are available on the JTSF internet site or from the Dedicated Pensions Unit Call us on (01534) Alternatively, you may wish to us at Jersey Teachers Superannuation Fund Dedicated Pensions Unit States of Jersey Cyril Le Marquand House St Helier JE4 8UL Opening times: we are open Monday to Friday from 9am to 5pm 12

13 Appendix A Participating Employers The full list of employers who participate in JTSF is shown below: Scheme Employer: States of Jersey Accepted Schools: Beaulieu Convent School De La Salle College FCJ Primary School St George s Preparatory School St Michael s Preparatory School 13

14 Appendix B Fund Publications and Communications Communication Document / Tools Frequency Audience Media When Reviewed Improvement Aim Improvement Deadline Helpdesk Continually (within Office Hours) All Members/ Employers/Fund Managers/ Pay Advice Annual Pensioner Members Pension Increase Annually Pensioners Correspondence (February) Members Face to face Telephone / Paper / Paper Paper / Official Booklet As required Annually Annually Pensioners Living Abroad Annually Pensioners Members Paper Annually Pension Consultations As required Active Members Face to face / Paper As required Presentations / Road Shows As required Prospective / Active Members Presentation / Face to face As required Induction Courses Retirement Courses Upon commencing employment / when required Prospective / Active Members Face to face As required When required Retiring Members Face to face As required Data Transmission As Required Employing Authorities Electronic As required 14

15 Communications Document/ Tools When Issued Available To Format When Reviewed Improvement Aim Improvement Deadline Valuation Report Tri-Annually Employing Authorities / Trade Unions Paper / Website Triennially Fund Staff Training and Meetings Other Bodies Communications inc. Media / Press / Trade Unions Statement of Investments Principles Correspondence Monthly/As required As required Fund staff Face to face / Paper All relevant Bodies Paper / Website / Intranet / Face to face Annually All Members Website / Intranet Continually (within Office Hours) All Members/ Employers/Fund Managers/ Annual Report Annually All Members/ Employers/Fund Managers/ Members Booklet Brief Pensions Scheme Booklet Upon commencing employment/wh en requested Upon commencing employment/wh en requested Prospective / Active / Deferred / Retired / Members Prospective / Active / Deferred / Retired / Members Face to face Telephone / Paper / Paper / Website / Intranet Paper/Website/I ntranet Paper / Website / Intranet As regulations change/as required As required Annually As required Consistent plain language to be applied to all correspondence. On-going Annually Format to be updated. June 2012 As Regulations change As Regulations change To be developed and made available to existing and new members June 2012 To be developed June

16 Communications Document/ Tools When Issued Available To Format When Reviewed Improvement Aim Improvement Deadline Short guide Information Sheet Upon commencing employment/wh en requested Prospective / Active / Deferred / Retired / Members Leaflets Upon Request Active / Deferred / Retired Members Newsletter Induction and Retirement Packs Service Quality Survey Annually (September) All Members As required Prospective / Active / Deferred / Retired Members Continually Active / Deferred / Retired Members Paper / Website / Intranet Paper / Website / Intranet Paper / Website / Paper As Regulations change To be developed June 2012 As Regulations change/new leaflet introduced regularly To be developed June 2012 Annually Provision of newsletter via e- Sept 2012 mail and website where members request electronic As Regulations change/as required communications. To be developed September 2012 Paper As required To be developed December 2012 Employer meeting and Training As required Employing Authorities Employers Guide As required Employing Authorities Employers Bulletin As required Employing Authorities Face to face / Paper Paper Paper/Website As regulations changes/as required As regulations change/as required As regulations change/as required To be developed December 2012 To be developed June 2013 To be developed June

17 Communications Document/ Tools When Issued Available To Format When Reviewed Improvement Aim Improvement Deadline Benefits Statements Annually Active / Deferred Members Paper Annually Format to be reviewed. June 2013 Internet Continually All Members / Employers/ Fund Managers/ Non Scheme Members Online Access to Pension Administration As required Employing Authorities Website / Intranet Monthly Website to be developed and provided via a phased roll-out. Electronic As required Website to be developed with access for Admitted Bodies. December 2013 December

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