HR Service Level Agreement 2013 / 14 Why use City of York Council HR Service There are a number of reasons why you should choose to work with the York HR Service: HR understands education and can apply HR procedures directly to the school environment. HR has good links with other School services to ensure joined-up and informed service provision. HR works closely with Legal Services which provide advice and support on Employment and Education Law together with a general legal support service. HR has the knowledge you need to support your decisions and actions. The service is delivered by a dedicated HR Schools Team. HR delivers an individualised tailored service and is a cost-effective solution. HR is a known quantity and offers an extensively tried and tested service. HR has fully-working models and documentation for a wide range of HR procedures. HR will regularly keep customers up to date with relevant changes in Employment, and related Education, legislation and best practice. HR provides access to a range of additional support services and staff benefits (Occupational Health, staff counselling, salary sacrifice for childcare voucher & cycles, recruitment advertising, CYC staff benefits and discounts etc.) HR is a creative service which is willing and able to help you explore new ideas and approaches. HR seeks in all its advice, guidance and documentation to meet both legislative and good practice principles in relation to the full range of equality and diversity issues. HR is also committed to maximising the use of technology in order to contribute towards reduced paper-based communication. Should a claim be made to an employment tribunal and that claim is successful and costs awarded against the employer, those costs will not be passed onto a school if all of the LA s advice has been followed and acted upon. Standards and Levels of Service The HR Team will be available between the hours of Monday Friday 8.30 am to 5.00 pm (except Bank Holidays). By prior arrangement HR can also provide HR support out of hours. We will aim to answer all telephone calls within 5 rings or 15 seconds. We will aim to acknowledge all emails and online correspondence on receipt and respond within 5 working days, if this is not possible we will explain why, providing further updates every 5 working days until a full response can be given and the issue resolved. On site visits and meetings, including attendance at Governing Body meetings, will be arranged at a mutually convenient time, any delays will be communicated as quickly as possible to the School and appropriate alternative arrangements agreed. We will commit whatever resources we consider necessary to fulfil our obligations in resolving a HR issue within a school. 1
We will Put our customers first Keep our promises Be fair and objective with everyone Listen to you, and help all we can Use your feedback to help us improve the services we provide Provide well trained staff to deal with your enquiry Deal with you in a respectful and professional way Treat all information we receive in the strictest confidence Always aim to resolve your enquiry straight away For 2013/14, in response to feedback, the HR service can be provided with different service option as described below. The current service which schools receive is the Core Statutory Service, Payroll, Pensions & HR admin, and HR professional support. Overview of Service provided 1 Core Statutory Service The employer shall be responsible for the statutory duties outlined below. The statutory personnel functions which the Local Authority / Employer is required to provide for schools and/or employees are: Cost Nil - Statutory services cost met by Council Administration of dismissals including redundancy. Collection of data for and completion of statistical surveys/annual returns and performance indicators for professional bodies etc Ensure equal pay enforcement and monitoring through periodical audits Administration of Teachers Pensions (TP) including the annual submission of TP returns. Provision of service for Safeguarding and Safer Recruitment in relation to pre-employment checks and the ongoing support in relation to Ofsted inspection Administration of Case / Safeguarding Referrals to appropriate regulatory bodies where there is a legal duty imposed on employers. Support the implementation of national initiatives Implementation of changes in national terms and conditions Schools should note that while all York schools may make claims to access funding in respect of redundancy costs, the HR Service acts as the link with finance. This means that where schools are working with HR through its Advisory Service there should be minimal need for HR to seek detailed information in order to validate claims by schools to the Authority on dismissal or severance costs. 2 Payroll, Pensions & HR Admin Maintain accurate & comprehensive payroll records for every employee in School. Process new starter, leaver & variations to contract ensuring all payments are made in line with Job evaluation, statutory, and contractual requirements. Issuing of Statements of Main Terms of Employment (contracts) Process all temporary payments to employees such as travel 1222.75 + 79 per employee 2
expenses, overtime, extra hours and casual claims in line with their terms & conditions of employment. Access to management information reports to extract data from your School and payroll history for budget checking, validation, overtime, and expenses spend. Ensure accurate payment of sickness, maternity, paternity and adoption pay in line with occupational & statutory regulations. Deductions for unpaid leave of absence. The administration & application of the agreed salary sacrifice schemes. Process all third Party Claims & Court Orders. Complete requests for payroll information from third parties for mortgage requests, letting agencies and other external organisations. Make payments to employees in addition to the normal BACS payment on payday. Provide support & training on the completion of payroll forms and the provision of information. Calculate & process all redundancy payments. Full implementation of pay awards including the payment of arrears. Apply increments (annual & 6 monthly) to support staff and assess teachers on an annual basis to award annual increments where necessary. Pay every employee by BACS on the designated pay day in line with their Terms & Conditions of Employment and provide employees with a payslip showing payments & deductions from salary. Issue P45 s & P60 s to employees within statutory timeframes. Recovery of overpayments in relation to late notifications of changes to contract / leavers or errors in implementing changes either through payroll recovery or invoice. Full Administration of the North Yorkshire Pension Fund & Teachers Pension Fund, reporting on new starters, leavers, change of hours, annual returns and maintaining full pension records. School Workforce Census return to DfE Provide ill heath, flexible, phased and early retirement estimates. Process retirements to ensure benefits are paid correctly Pay over of employees & employers pension contributions to the relevant bodies. Maintain full sickness records to help schools with their absence management. advising on new and impending legislation. application of terms and conditions in respect of pay and payments. support & Advice on all HMRC legislation (SSP, Tax, NI, SMP). support, advice & training on the interpretation of new pension scheme regulations and the administration of the North Yorkshire Pension Fund & Teachers Pension Fund. Access to HR Business Centre Support for advice on:- Terms & Conditions of Employment Grades and Job Evaluation Term time formulas 3
Redundancy Calculations Reckonable Service Teacher Salary Assessments Protections / safeguarding Payments in line with Pay & Conditions Annual leave calculations A full CRB checking service with advice and guidance in relation to positive disclosures. Recruitment administration and the placing of adverts in the Council s Internal Vacancy Bulletin and external media as appropriate. Timescales for this service are currently being finalised although it is anticipated that this service will be available to schools during 2013/14. 3 Payroll, Pension and HR Admin (with school using itrent system) Service as describe above. School will have on site access to itrent System and will input details of changes to employee contracts directly into the system, on site training and support will be provided. 10% discount on above cost - 2 year minimum commitment. 4 HR Professional Support Organisational Change; Ensuring that any organisational changes are implemented with a structured approach by: Supporting Headteachers and Governors in the implementation of staffing reductions / reorganisations. Consulting with staff and unions in collaboration with Headteachers on organisational change. Staffing structures advice. Assisting and advising on TUPE both when the school is the transferor, and the transferee. Advice on the management of redundancies. 452.25 + 29.50 per employee Grievance and Dignity At Work; Support and advice will be provided to ensure the resolution of staff grievances by: Advising on the investigation and hearing of Grievances. Consultation with unions and staff on grievances. Attendance Management; Support and advice will be provided to ensure the effective management of staff sickness absence by: Advising at attendance monitoring meetings. Assisting and advising at sickness hearings. Advising schools and staff on managing ill health. Advising schools on how to implement medical advice and to make reasonable adjustments covered by the Equalities Act Provision of access to the Council s Occupational Health Service 4
Discipline and Performance Capability; Support and advice will be provided to ensure the resolution of discipline and performance capability issues by: Advising on and interpreting policies and procedures. Assisting the conduct of investigations and advising on preparation of disciplinary reports. Advising on formal performance monitoring of staff. Advising on the conduct of hearings including support at hearings for the Headteacher and the Governing body. HR Policy, Procedures and Employee Relations; In order to ensure schools are given up to date advice, kept informed of changes in employment law and to minimise legal challenge; Schools will have access and may choose to adopt the HR policies and procedures that have been subject to extensive consultation with recognised Trades Unions, Management representatives, Governors and Headteacher representatives. HR will review and update policies to ensure compliance with legislation, best practice, Council policy or local requirements. A consultation and negotiation service with the recognised Trades Unions and professional associations on employee relations issues. 5 HR Consultancy Support HR offers access to high calibre staff, qualified and experienced in a wide range of human resource management issues. If you require any assistance with a specific project which is not covered by any of the above services we can tailor our service offer to meet your needs. This could include; having HR staff working out on school site providing additional HR resource or advice to specific HR projects. Academy conversion 6 Delivery of training to schools The design and delivery of specific training sessions on HR related issues for staff or governors. For example: introduction to personnel responsibilities for Governors HR management training for Senior and middle managers performance management for support staff HR Induction training for new administrative staff the management of misconduct and grievance processes the management of ill health and other absence issues dealing with poor performance and other staff difficulties salary policies and salary assessment performance pay progression recruitment and selection techniques dealing with child protection allegations against staff Daily rate charge (subject to requirements) Daily rate charge (subject to requirements) We would be happy to look at designing and delivering bespoke training on other HR related issues if requested. 5
The cost of the service does not include: CRB checks (charges from CRB directly, currently 44 per check); Staff referrals to the Occupational Health service; Employment Tribunal legal costs, settlements or awards, in cases where the LA s advice has either not been sought or has not been followed appropriately; Recruitment advert placement costs; Redundancy or retirement costs that have not been approved by the LA; Salary costs of staff suspended from duty. The service operates on an annual rolling contract. Notice of withdrawal by either party would be 1 st December to change the following April. Responsibilities of the school To ensure schools receive the highest quality service, schools are required to; comply with adopted HR and payroll policies, current guidelines and National and Local terms and conditions of employment; follow all advice and guidance ensure that instructions / requests for service are clear, accurate and submitted within agreed timescales and deadlines as communicated to schools. Complaints and Commendations It is our aim at all times to provide a high standard of service. If, a School has any issues that they wish to raise they should do this either in writing, by email or by telephone, to: Claire Waind HR Business Partner (ACE and Schools) Third Floor 20 George Hudson Street York YO1 6WR Tel: (01904) 554519 Email: claire.waind@york.gov.uk Any complaints will be dealt with as quickly as possible and an appropriate response provided. Equalities Statement The HR Services is fully committed to the Council s Equality Policy. This includes a commitment to:- Promoting equality Challenging and eradicating discrimination both in employment and service delivery Providing responsive and accessible services to all customers Working towards the Equalities Standards and ensuring that all officers consider equalities issues in their work and make the promotion of equal opportunities a systematic process throughout the organisation 6