NHS FORTH VALLEY Recruitment and Selection Policy and Procedure

NHS FORTH VALLEY Recruitment and Selection Policy and Procedure Date of First Issue 19 / 12 / 2008 Approved 19 / 12 / 2008 Current Issue Date 06 / 10 / 2015 Review Date 01 / 10 / 2016 Version V1.04 EQIA Yes 19 / 11 / 2008 Author / Contact Julie Mitchell, Recruitment Services Manager Group Committee Area Partnership Forum Final Approval This document can, on request, be made available in alternative formats Version 1.04 21 st April 2016 Page 1 of 25

Management of Policies Procedure control sheet (Non clinical documents only) Name of document to be loaded Area to be added to Recruitment and Selection Policy and Procedure NHS FV Intranet Type of document Priority Policy Guidance Protocol Other (specify) X Immediate 2 days 7 days 30 days X Questions Understanding Yes No X Required Archive file Yes No X Where to be published Target audience External and Internal NHSFV wide X Options Consultation and Change Record for ALL documents Internal only Specific Area / service X Contributing Authors: Consultation Process: Distribution: HR Policy Steering Group NHSFV Partnership Fora NHSFV Intranet Change Record Date Author Change Version 19/12/2013 JM The following changes have been made: Policy template updated Disclosure Scotland information update in line with the introduction of Disclosure Scotlands Protecting Vulnerable Groups Scheme. Advertising process updated following new approval procedures. Policy on Recruitment of Ex-Offenders added. Equality Act 2010 added V1.01 Version 1.04 21 st April 2016 Page 2 of 25

19/03/2014 LS The following change have been made: Information added to Stage 5 Employment Commence regarding online induction. Review date extended to 1/09/2014. V1.02 06/10/2015 Staff Governance Team Review date extended whilst review is ongoing. V1.03 21/04/2016 HRPSG Review date extended whilst review is ongoing. V1.04 Version 1.04 21 st April 2016 Page 3 of 25

Contents 1. Policy Statement... 5 2. Equal Opportunities Policy Statement... 5 3. Equal Opportunities Legislation... 5 4. Roles In The Recruitment Process... 6 5. Data Protection... 6 6. Training & Guidance For Managers... 6 7. Recruitment Process Procedure Overview... 8 7.1 Stage 1: Establishing & Advertising A Vacancy... 9 7.1.1 Establishing A Vacancy... 10 7.1.2 Job Description/Person Specification... 10 7.1.3 Redeployment... 11 7.1.4 Advertising & Progressing A Vacancy... 11 7.2 Stage 2: Shortlisting & Preparation For Interview... 12 7.2.1 Shortlisting... 13 7.2.2 Prior To Interview... 13 7.3 Stage 3: The Interview Process... 14 7.3.1 The Interview... 15 7.3.2 Feedback... 16 7.4 Stage 4: Pre-Employment Checks... 17 7.4.1 Pre-Employment Checks... 18 7.4.2 References... 18 7.4.3 Health Screening... 18 7.4.4 Disclosure Scotland Checks... 19 7.4.5 Qualification/Registration Checks... 19 7.4.6 Immigration & Eligibility To Work In The UK/ Work Permits... 19 7.4.7 Contract Of Employment... 19 7.5 Stage 5: Employment Commences...21 7.5.1 Candidate Appointment and Online Induction... 22 8. Appendix 1: Policy on Recruitment of Ex-offenders... 24 Version 1.04 21 st April 2016 Page 4 of 25

1. POLICY STATEMENT This policy and associated procedural guidelines sets out NHS Forth Valley s principles in recruiting and selecting new staff, in order to: Comply with legal requirements and best practice; Provide a consistent and equitable approach to recruiting for posts; Ensure that NHS Forth Valley employs individuals with the necessary skills, qualifications and experience at all levels in the organisation to provide the highest possible quality of care to patients and clients; and Ensure that those involved with recruitment reflect positively the image of the organisation. Ensure that all internal and external candidates have had all pre employment checks completed before commencing employment. The policy applies to all internal and external applicants for vacancies within NHS Forth Valley, and all staff involved in the recruitment process. This policy sets out for recruiting managers the key stages in the recruitment process, as well as clarifying their role and areas of responsibility alongside that of the Human Resources Department. More detailed guidelines on each of the 5 key stages in the Recruitment Process are provided. Current employment, equal opportunity and data protection legislation that must be adhered to throughout the recruitment and selection process to ensure a fair and consistent approach in all recruitment is detailed. This policy and procedure should be referred to when clarification is required as to how to approach recruiting and appointing to vacant posts, and will be regularly reviewed. 2. EQUAL OPPORTUNITIES POLICY STATEMENT The objectives of the Equal Opportunities policy in relation to recruitment and selection is to ensure that the talents and resources of employees are utilised to their full extent and that no applicant or employee receives less favourable treatment on the grounds of age; disability; gender reassignment, marriage & civil partnership; pregnancy & maternity; race; religion or belief; sex and sexual orientation. 3. EQUAL OPPORTUNITIES LEGISLATION This policy is based on the requirements of Equal Opportunities legislation. The main laws designed to ensure Equal Opportunities are: Disability Discrimination Act Disqualified from Working with Children List Employment Rights Act Employment Equality (Age) Regulations Employment Equality (Religion or Belief) Regulations Employment Equality (Sexual Orientation) Regulations Equal Pay Act Version 1.04 21 st April 2016 Page 5 of 25

Fixed Term Employees (Prevention of Less Favourable Treatment) Regulations Human Rights Act The Police Act Race Relations Act Rehabilitation of Ex-Offenders Act Protection of Children (Scotland) Act Safeguarding Vulnerable Groups Act Sex Discrimination Act Working Times Directive Protection of Vulnerable Groups (Scotland) Act 2007 Equality Act 2010 Together, these Acts and Regulations, make it illegal to discriminate in employment. These Acts and Regulations are frequently updated and further information is available from Human Resources. 4. ROLES IN THE RECRUITMENT PROCESS RECRUITING Managers will ensure that the recruitment and selection process is undertaken in a fair and equitable manner and in line with this policy. OPERATIONAL HUMAN RESOURCES staff will support NHS Forth Valley recruiting managers in this process, providing specialist advice and guidance to ensure recruitment and selection policy and procedures are operating efficiently, effectively and fairly. The RECRUITMENT SERVICES TEAM will provide administrative support of the recruitment and selection policy and procedure. 5. DATA PROTECTION/RECORD KEEPING The confidentiality of personal information must be respected at all times by everyone involved in the recruitment process. Personal information gathered throughout the recruitment process will be stored confidentiality on the electronic recruitment system and in personal files, and will be accessible only by individuals involved in the recruitment process on a need to know basis, in line with the Data Protection Act 1998 and in reference to Data Protection Principles. The management and disposal of recruitment records will be in accordance with Data Protection Disclosure Principles and HDL Management: Retention and Disposal of Administrative Records CEL 28 (2008). Specifically the recruitment file will be retained for one year after completion of the recruitment procedure. 6. TRAINING & GUIDANCE FOR MANAGERS Guidelines referred to throughout this process will be available from the Recruitment Services Team, Human Resources Department and on the Intranet. Training in equal Version 1.04 21 st April 2016 Page 6 of 25

opportunities, recruitment, selection and interviewing skills is a mandatory requirement for staff involved in the recruitment process to maintain high standards. Further information on training courses is available from the Learning Centre. Version 1.04 21 st April 2016 Page 7 of 25

7. RECRUITMENT PROCESS PROCEDURE OVERVIEW RECRUITMENT PROCESS - OVERVIEW Stage 1: Advertising Vacancy (3-4 weeks) Stage 2: Short listing Process (2 weeks) Stage 3: Interview Process (2-3 weeks) Stage 4: Pre-employment Checks (2-4 weeks) Stage 5: Employment Commences (Up to 4 weeks) DRAFT It takes MARCH a maximum of 3 months to complete the recruitment process, this 2008 time will vary from post to post. Version 1.04 21 st April 2016 Page 8 of 25

5 working days 5 working days 10 working days 7.1 STAGE 1: ESTABLISHING & ADVERTISING A VACANCY: OVERVIEW RECRUITMENT PROCESS ADVERTISING A VACANCY Manager reviews post and completes Vacancy Request Form as per vacancy approval process. Please refer to the HR Recruitment Services Intranet Page for the latest information. Key: RST Recruitment Services Team VRF Vacancy Request Form VRF must be authorised by Finance Manager, General Manager & Operational Human Resources team prior to being sent to RST RST check vacancy against Redeployment Register Match Identified No RST advertise post as per VRF RST advertise vacancy in Redeployment Bulletin for 1 week RST email Manager with details of closing date, cost and Job Reference Number Application Received RST advise Manager No RST deal with response enquiries RST forward applications to Manager for short listing RST will record returned applications on Recruitment System RST will remove Equal Opportunities forms and record details on Recruitment system RST file applications until closing date PROCEED TO STAGE 2 NB: WORKING DAYS ARE BASED ON THE STANDARD MONDAY-FRIDAY Version 1.04 21 st April 2016 Page 9 of 25

7.1.1 ESTABLISHING A VACANCY Before deciding to proceed to fill a vacancy, the manager should consider: Is this a new//redesigned post or a direct replacement? Please refer to the HR - Recruitment Department Intranet page for up to date information on how to obtain approval for new/redesigned posts. NHS Forth Valley Workforce Plan and department objectives The impact that future plans for the organisation or department may have on the job The effectiveness of the post: do the duties and responsibilities require review; can they be undertaken in a different way? Budgetary or other resource implications and constraints Exit interview information obtained from trends in exit forms Within integrated teams, this review process may be carried out jointly by appropriate team members. Before deciding to seek authorisation to proceed to fill a vacancy the recruiting manager must ensure that they have the following documentation: Vacancy Request Form Draft Job Advertisement Current Job Description Person Specification Once the above information has been verified, the vacancy request form and accompanying documentation should be submitted, via email where possible, to the relevant Finance Manager to seek financial authorisation. The Finance Manager should then submit the approved vacancy request form to the relevant Director/General Manager for final approval. Once final approval has been given, the authorised documentation should be passed to the relevant Human Resources Advisor, who will be responsible for ensuring the proposal is consistent with employment policies and Terms & Conditions of Service. Forms that do not have this information attached will not be processed and will be returned to the recruiting manager for completion. Following approval by the Director/General Manager, Finance Manager and Operational Human Resources team, the form should be submitted via email to the Recruitment Services Team who will process the form as necessary. If the request to fill the vacancy is rejected at any stage, the Director/General Manager, Finance Manager or Human Resources Adviser should return the form directly to the line manager, detailing the reasons for the decision. 7.1.2 JOB DESCRIPTION/PERSON SPECIFICATION There must be a Job Description and Person Specification for every existing post. All new jobs and those with amended Job Descriptions must be evaluated through Agenda for Change prior to advertising. The Job Description should identify the purpose of the job and the key duties and responsibilities of the post. The Person Specification should clearly set out the experience, skills, qualifications, knowledge and personal qualities that Version 1.04 21 st April 2016 Page 10 of 25

are necessary to perform the duties of the post effectively and safely. The criteria contained in the Person Specification should be applied consistently throughout the selection process. Assistance in the preparation of these documents is available from the Human Resources Department and on the Agenda for Change intranet site. At all stages of the selection process, the level of language competency and communication skills necessary to carry out the duties of the post safely, should be considered. This should be clearly stated within the Person Specification. 7.1.3 REDEPLOYMENT All vacancies will be referred to redeployment in the first instance, as per NHS Forth Valley s Redeployment Policy. 7.1.4 ADVERTISING & PROGRESSING VACANCY All vacancies must be advertised through the Recruitment Services Team. The Recruitment Services Team will provide interested candidates with an application pack. Applications arriving after the closing date will not be accepted for shortlisting, unless there are extenuating circumstances and the recruiting manager has consulted the Recruitment Services Manager. All vacancies will be advertised internally to NHS Forth Valley employees in the first instance. If a vacancy requires to be advertised externally, please visit the HR Recruitment Department Intranet page for update to date guidance on how approval for an external advert can be obtained. Version 1.04 21 st April 2016 Page 11 of 25

5 working days 5 working days 5 working days 7.2 STAGE 2: SHORTLISTING & PREPARATION FOR INTERVIEW RECRUITMENT PROCESS SHORTLISTING YES After closing date applications received? NO RST identify candidates who require a work permit or any disabled applicants, and advise manager RST liaise with recruitment manager extend closing date or return to advertising stage RST compile shortlisting pack and forward to the Manager Shortlisting Panel identify applicants to be shortlisted *Manager will arrange interview venue, date and panel members Manager completes shortlisting form providing interview details* and sends to RST RST will invite candidates to interview. Included in the interview pack will be a Disclosure Scotland application, which candidates will be required to complete and provide to the manager at interview in a sealed envelope. RST will notify unsuccessful applicants RST will send interview packs to the interview panel PROCEED TO STAGE 3 Version 1.04 21 st April 2016 Page 12 of 25

7.2.1 SHORTLISTING Following the closing date, the Recruitment Services Team identifies any disabled applicants wishing consideration under the Job Interview Guarantee (JIG) scheme, advising the recruiting manager accordingly.. The Recruitment Services Team will compile a shortlisting pack, which will then be forwarded to the recruiting manager. The shortlisting panel will not receive any personal details of candidates at this stage in the process as only Section C of the application form will be made available. Shortlisting will be in accordance with the specified criteria set down in the Job Description and Person Specification and will normally be conducted by all members of the selection panel. The recruiting manager should provide reasons for their shortlisted decisions on the Shortlisting form. Consistency of shortlisting is critical in meeting good practice and equality of opportunity and as such all applicants should be given equal consideration; no assumptions or prejudgements should be made about the suitability of any candidate. It should be noted that candidates may be able to request access to records containing short listing and interview decisions due to provisions of Subject Access under the Data Protection Act 1998. Once the shortlist has been agreed, the shortlisting form should be returned to the Recruitment Services Team to proceed with the next stage of the recruitment process. Forms that have not been fully completed will not be processed and will be returned to the Recruiting Manager for completion. A minimum of 10 working days notice should be given to the Recruitment Team for arranging interviews. 7.2.2 PRIOR TO INTERVIEW Interview panels will consist of no less than two people and should normally consist of two to four people, although this is at the discretion of the recruiting manager. The Chair of the panel must be at least a grade above the post being interviewed. The Chair, and at least one other member of the panel, must have received training in recruitment and selection. It is not appropriate to have a relative or close friend of one of the candidates on the panel, where they may have a personal interest and knowledge of the candidate, any panel member in this situation should notify the panel Chair immediately. External assessors may also be required for some posts. A representative of the Human Resources Team may be included in the interview panel as necessary and this should, in the first instance, be discussed with the appropriate Human Resources representative prior to arranging interviews. Following completion of the shortlisting process, the Recruitment Services Team will forward interview packs to the panel members. Simultaneously, the Recruitment Services Team will issue letters of Invitation to Interview to the appropriate candidates and notify those who have been unsuccessful. Version 1.04 21 st April 2016 Page 13 of 25

3 working days 3 working days Day of Interviews 7.3 STAGE 3: THE INTERVIEW PROCESS RECRUITMENT PROCESS INTERVIEW Interview Panel interview selected candidates Interview Panel complete Interview Assessment Form Manager checks: Work permit & residency status Qualifications Disclosure Scotland Overseas status YES Preferred Candidate Identified NO Manager takes verbal references and advises preferred candidate Manager liaise with RST and discuss readvertising post Manager completes interview report form and forwards all paperwork to RST RST notify unsuccessful candidates RST progresses preemployment checks for preferred candidate 5 working days Version 1.04 21 st April 2016 Page 14 of 25

7.3.1 INTERVIEW All shortlisted candidates will be interviewed as part of assessment and selection. This will play an integral part of the pre-employment screening process. Interviewing candidates provides an opportunity to discuss suitability for employment and allows the recruiting manager to find out missing information which is relevant to the pre-employment process and to probe candidates about their responses or for additional information. The interview also provides an opportunity to validate pre-employment checks such as qualifications, professional registrations (where appropriate), Disclosure Scotland Protecting Vulnerable Groups application forms, referee details and any reasonable adjustments that may be required through the Disability Discrimination Act (DDA). Set questions will be asked of candidates pertinent to the particular vacancy, and in line with the Job Description and Person Specification/KSF Outline. Managers should ensure that they have identified expected responses, in order for them to grade the candidate s response on the Interview Assessment form. Interviewing also involves the manager ensuring that prospective employees are aware of the Terms & Conditions of Service and the technical aspects of the job. It may be considered appropriate, depending on the post, that the selection process includes such means of selection as presentations, group exercises, assessment centres and/or personality assessments. Information and guidance is available from the Recruitment Services Team on the appropriateness and value of such testing, taking account of the vacancy in question. All interviews should, as far as possible, be held in the same room and under the same conditions, with the same panel members and with each applicant being treated in a fair and consistent manner to ensure equality of opportunity. Please contact a member of the Equality & Diversity Advise Team should you need assistance in making any reasonable adjustments for candidates at interview. Candidates will be requested to bring verification of the following with them to interview: Three forms of ID one of which must be photographic and prove eligibility to work in the UK as per the UK border Agency requirements. If appropriate details and copies of visas and entitlement to work in the UK Copies of necessary qualifications and registration with appropriate regulatory body for all health professionals and support staff. The recruiting manager should ensure this information is checked at interview by completing the Interview Panel Checklist form for each candidate. At interview the candidates should be given a timescale as to when a decision is likely to be made. A decision as to the identity of the preferred candidate should be reached as soon as possible after the interviews are completed. Following the decision, the recruiting manager should return all interview documentation to the Recruitment Services Team. Appropriate record keeping of the decisions against successful/unsuccessful interviewees should also be provided to the Recruitment Services Team, to be included in the job file for future reference, if required. For data protection purposes this information must be sent in a sealed confidential envelope. Version 1.04 21 st April 2016 Page 15 of 25

The Recruitment Services team will send out the interview regret letters. Again, it should be noted that candidates may be able to request access to records containing short listing and interview decisions due to provisions of Subject Access under the Data Protection Act 1998. 7.3.2 FEEDBACK Recruiting managers should be prepared to give feedback to candidates, if requested, on their interview performance. For guidance on providing constructive feedback to candidate, please contact the Recruitment Services Team. Version 1.04 21 st April 2016 Page 16 of 25

7.4 STAGE 4: PRE-EMPLOYMENT CHECKS RECRUITMENT PROCESS PRE EMPLOYMENT CHECKS RST make up personal file and complete new start checklist RST Ensure pre-employment checks for preferred candidate received from the Manager For candidates who require a work permit RST will process application YES Pre-Employment Checks Received NO RST advise manager to contact candidate and agree start date RST advise manager of unsatisfactory check RST follow up outstanding information Manager notify RST of start date Manager contact HR department to discuss unsatisfactory checks Received RST issue Contract of Employment Signed contract received RST issue follow up letter No No RST advise manager and write to candidate to withdraw offer Yes RST file personal file and close post RST retain job file and destroy after 1 year Version 1.04 21 st April 2016 Page 17 of 25

7.4.1 PRE-EMPLOYMENT CHECKS In line with the NHS Scotland PIN Policy on pre-employment checks, NHS Forth Valley will carry out pre-employment checks on all employees prior to offering employment. Failure to carry out these checks could put the Health and Safety of vulnerable patients at Risk. Failure by an employee to provide accurate and truthful information in their application should be considered as a disciplinary matter. If an employee has intentionally provided inaccurate information, or withheld information that is relevant to their appointment, it can be cause for dismissal and prosecution. If there are any unsatisfactory checks received at any point in the pre employment checks then the recruitment services team must inform the recruiting manager and HR Advisor for that area. 7.4.2 REFERENCES The purpose of a reference is to gain information about an individual from a source who knows the individual s capabilities and is able to comment on these and provide an assessment on the person s suitability for the job in question. Following interview, the recruiting manager or panel Chair, must take up two verbal references for the preferred candidate, one of which should be that of the candidate s present or most recent employer. The Verbal Reference form which seeks both factual information about the previous experience and also character details, should be used to assist in this process. Once these verbal references have been obtained, the recruiting manager or panel Chair, can telephone the candidate to inform them that they are the preferred candidate. Verbal references will be followed up in writing by the Recruitment Services Team by sending the Verbal Reference Request form, to the referee, and asking them to verify the verbal reference that they have given. The Recruitment Services Team will confirm the offer of appointment in writing through the Contract of Employment. Under no circumstances will a written offer of employment be made without first obtaining two satisfactory written references. 7.4.3 HEALTH SCREENING All candidates must be passed fit prior to commencing employment, or moving post, within NHS Forth Valley. In some cases, candidates may be required to attend an Occupational Health appointment before they can be passed fit. Prospective employees should not be refused employment on health grounds unless: Expert occupational medical advice has been sought The applicant has had the opportunity to discuss issues raised with an Occupational Health professional The recruiting manager has FULLY considered the facts Version 1.04 21 st April 2016 Page 18 of 25

7.4.4 DISCLOSURE SCOTLAND PROTECTING VULNERABLE GROUPS SCHEME AND DISCLOSURE SCOTLAND POLICE ACT CHECKS NHS Forth Valley is a registered body with Disclosure Scotland and as such is entitled to verify Disclosure Scotland applications. Some NHS Forth Valley posts are exempt from the 1974 Rehabilitation of Offenders Act Order 2003. The Recruitment Services Team assesses each post individually to determine which Disclosure Scotland check is appropriate. This means that when stated in the Job Description, Person Specification/KSF Outline or application pack, a candidate must declare any previous convictions either classed as spent or unspent. If the candidate is offered employment, any failure to disclose such convictions could result in the withdrawal of an offer. Any information given by the candidate will be considered only in relation to the post for which they are applying. Information will be verified by Disclosure Scotland for relevant posts. For the preferred candidate, the Recruitment Services Team will send the appropriate Disclosure Scotland application form for completion. This will then be countersigned by a member for the Recruitment Services Team and forwarded onto Disclosure Scotland for processing. A minimum of 10 working days for clearance must be given for the return of this document. Once the Disclosure Scotland check has been processed, one copy will be sent to NHS Forth Valley Recruitment Services Team and one copy will be sent to the candidate. The Recruitment Services Team will advise the recruiting manager of the outcome. If at any point in the recruitment process information comes to light regarding a candidate s criminal background, the recruiting manager must contact the Operational Human Resources team and a risk assessment must be carried out. Further information on Disclosure Scotland Protecting Vulnerable Groups Scheme and Police Act checks is available from: http://www.disclosurescotland.co.uk 7.4.5 QUALIFICATIONS/REGISTRATION CHECKS Where specific qualifications/professional registrations are a prerequisite of the vacancy, evidence of these must be checked by the recruiting manager at interview. Candidates will be requested to bring their registration card or other appropriate documentation with them to interview. 7.4.6 IMMIGRATION AND ELIGIBILITY TO WORK IN THE UK/ WORK PERMITS There are very strict guidelines that NHS Forth Valley, as an employer, are required to adhere to in checking eligibility to work in the UK. Up to date information can be obtained from the Recruitment Services Team or from http://www.workingintheuk.gov.uk 7.4.7 CONTRACT OF EMPLOYMENT Within 8 weeks of receipt of all satisfactory pre-employment checks, a written offer of employment will be made through the issue of a Contract of Employment. The Contract of Employment will be issued by the Recruitment Manager on behalf of the Director of Human Resources. Version 1.04 21 st April 2016 Page 19 of 25

7.5 STAGE 5: EMPLOYMENT COMMENCES Manager should ensure new starts are made aware of the requirement to undertake NHS Forth Valley s Corporate Induction which is available online via learnpro On Employee s first day Manager completes staff engagement form and passes to HR Manager should ensure a local induction takes place using the Induction Checklist HR checks details and forwards to Payroll and Workforce Workforce Updates SWISS with personal details Payroll updates SSTS with pay and contract details Version 1.04 21 st April 2016 Page 20 of 25

7.5.1 CANDIDATE APPOINTMENT AND CORPORATE INDUCTION On the day of commencement of employment with NHS Forth Valley, the appropriate line manager must ensure that they complete a staff engagement form and forward to Payroll. 7.5.2 CORPORATE INDUCTION Line managers have a responsibility to ensure new starts are made aware of the requirement to undertake NHS Forth Valley Corporate Induction which is now available online via learnpro. As a result of this, the number of face to face Corporate Induction programmes has been decreased and these will now be offered 2-3 times annually depending on demand. The online Corporate Induction programme should be undertaken by all new members of staff and requires to be completed from an NHS Forth Valley PC in order to access the various policies on the staff intranet. 7.5.3 LOCAL INDUCTION CHECKLIST As well as undertaking the Corporate Induction programme, there is also a need for all line managers to ensure that local induction takes place to ensure that new employees feel at ease and become familiar with what happens in their specific area/service/job role. This should be co-ordinated locally by the line manager using the Induction Checklist which is available to download from the Learning Zone corporate induction page on the staff intranet. This is a generic checklist so there is also a need to add specific area/department/role information for each new starter. 7.5.4 ACCESS TO NHS FORTH VALLEY IT SYSTEMS In accordance with NHS Forth Valley Information Security Policy, Heads of Service / Department Managers / Line Managers are responsible for notifying the ICT Service desk and the Electronic Information Systems (EIS) Administrator, using Appendix B Access to Systems Forms, of any NHSFV employee, contractor, bank and agency staff member(s) etc who require: access to; the amendment of access rights; or the removal from the Networked ICT Services and any EIS(s). Form 1a/b can be returned to ICT Service Desk upon appointment or 2 weeks prior to commencement of post so that ICT can start the process of getting the user onto the network and NHS Mail. For access to any of the electronic systems the new employee needs to complete Information Governance training. Form 2a/b can be sent to ICT Service desk 2 weeks before commencement and it is also important to ensure that Form 4 is signed. 7.5.5 ACCESS TO LEARNPRO ONLINE SYSTEM There are additional key documents and information which new employees must be signposted towards to support their induction and orientation into NHS Forth Valley. It is the responsibility of the line manager to submit a learnpro new user registration form and introduce the new employee to the learning management system and elearning facility Version 1.04 21 st April 2016 Page 21 of 25

to undertake the online induction programme. This form may be downloaded from Learning Zone learnpro User Guide page on the staff intranet and this web site also contains information on how to use learnpro. Additional support is available from the ehealth Training Team to support staff with little or no IT experience. 7.5.6 SCHEDULE OF REQUIREMENT The table below offers the suggested order in which access, permissions and training should be completed. WHAT Network Access NHS Mail Login learnpro Access Intro to learnpro module to be completed Information Governance online learning module to be completed FORM TO BE COMPLETED 1 a/b Form 4 New User Registration Form ISSUED BY Recruitment with offer of appointment Available on Staff intranet for Line Managers or Recruitment with offer of appointment? RETURN TO ICT Service Desk LET Team TIMESCALE On appointment or between 48 hours - 2 weeks prior to commencement As soon as possible after access to above has been arranged - - As soon as possible after access to above has been arranged - - As soon as possible after access to above has been arranged ADDITIONAL REQUIREMENTS This needs to be signed by Line Manager and new employee Email address is required Employee number is also required Network Access learnpro Access Network Access learnpro Access Once the above is completed then new starters should move on to complete the following: Specific electronic systems, eg. EDMS 2 a/b Line Manager ICT Service Desk As soon as possible after completion of the above steps. learnpro Corporate Induction 7.5.7 TIMESCALES Within 3 months of date of commencement This should be populated by Line Manager and needs to be signed by Line Manager and new employee Total time to complete is around 7.5 hours Completion of the online induction programme is monitored and managers must ensure that new staff members are supported to complete this within three months of their start date. Version 1.04 21 st April 2016 Page 22 of 25

APPENDIX 1: POLICY ON THE RECRUITMENT OF EX-OFFENDERS Policy Statement 1. The Code of Practice ( the Code ) is published by Scottish Ministers under section 122 of Part V of The Police Act 1997 ( the 1997 Act ). The Code identifies obligations which registered bodies, countersignatories and other recipients of disclosure information issued under the 1997 Act and the Protection of Vulnerable Groups (Scotland) Act 2007 ( the 2007 Act ). 2. We comply with the Code, the 1997 and 2007 Acts regarding the treatment of individuals who are subject to Disclosure Scotland checks. We undertake not to discriminate unfairly against the subject of a disclosure on the basis of conviction or other information revealed. 3. We will provide a copy of this policy and the Code to anyone who asks to see it. 4. We are committed to equality of opportunity, to following practices, and to providing a service which is free from unfair and unlawful discrimination. We ensure that no applicant or member of staff is subject to less favourable treatment on the grounds of offending background. We actively promote the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. The selection of candidates for interview will be based on skills, qualifications and experience. 5. We will use a Disclosure Scotland check only where this is considered proportionate and relevant to the particular position or type of regulated work. This will be based on a thorough risk assessment of the position or work and having considered the relevant legislation which determines whether or not a Standard or Enhanced Disclosure under the 1997 Act or a Scheme Record under the 2007 Act is applicable. 6. Where a disclosure application or request is deemed necessary, individuals will be made aware that the position or work will be subject to a Disclosure Scotland check and that the nature of the position or work entitles us to ask about spent and unspent convictions. 7. We will ask individuals to complete a criminal record self-declaration form. We will stress to individuals that they should be honest in their response. We will ask that this form be returned under separate, confidential cover, to a designated person within our organisation and we guarantee that this form will only be seen by those who need to see it as part of the decision-making process. 8. At interview, or under separate discussion, we undertake to ensure an open and measured discussion on the subject of any offences or other matters that might be considered relevant for the position or work concerned. Version 1.04 21 st April 2016 Page 23 of 25

9. We undertake to discuss any matter revealed in a certificate1 issued under the 1997 Act or a Scheme Record issued under the 2007 Act with the subject of that disclosure before a decision is made. 10. We ensure that all those who are involved in the decision making process have been suitably trained to identify and assess the relevance and circumstances of disclosure information. We also ensure that they have received appropriate guidance and training about providing work for ex-offenders. HAVING A CRIMINAL RECORD WILL NOT NECESSARILY DEBAR YOU FROM WORKING WITH US. We are only able to discuss what is contained on a Disclosure Certificate and not what may have been sent under separate cover by a police force. Version 1.04 21 st April 2016 Page 24 of 25

Publications in Alternative Formats NHS Forth Valley is happy to consider requests for publications in other language or formats such as large print. To request another language for a patient, please contact 01786 434784. For other formats contact 01324 590886, text 07990 690605, fax 01324 590867 or e-mail - fv-uhb.nhsfv-alternativeformats@nhs.net Version 1.04 21 st April 2016 Page 25 of 25