October 2013

Cambridge Education Group

Staff Handbook

2

CONTENTS

Form of Acknowledgement 4

Welcome 5

Who We Are Cambridge Education Group The Educational Brands

6 6 6

Our Partnership with You Your Pay Hours of Work Breaks at Work Working on a Sunday Holiday Entitlement Holiday Requests Carry Forward of Holidays Restrictions on Taking Holidays Working on Bank and Public Holidays Overtime Changes to Personal Details Prevention of Illegal Working Disclosure & Barring Service (DBS) References

7 7 8 8 9 9

10 10 10 10 11 11 11 11 12

Your Company, Your Benefits Pension Bonus Schemes Childcare Vouchers Cycle to Work Scheme Free Meals at CATS Colleges & CSVPA Eye Tests Free Education at CATS Colleges & CSVPA Extras

13 13 13 13 14 14 14 14 14

Your Personal Growth With Us Performance Reviews and Appraisals Lesson Observations Learning & Development Activities Training Period and Induction Internal Opportunities Secondment

15 15 15 15 16 16 16

Helping You Maintain a Balanced Lifestyle Maternity Leave Paternity/Partner Leave Adoption Leave Parental Leave Time off for Dependents Flexible Working Jury Service Public Duties Religious Festivals Bereavement Leave Retirement

17 17 17 18 18 18 19 19 19 19 19 20

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Help Us to Keep You Safe Health & Safety Training and Information Accidents and Near Misses First Aid and Appointed Persons Fire and Incident Management Drugs and Alcohol No Smoking Trauma Care Medical Assessments Security Precautions Business Continuity and Disaster Recovery CCTV

21 21 22 22 22 22 23 23 23 23 24 24 24

What You Need to Know Attendance Unauthorised Absence Sickness Reasons for Withholding Company Sick Pay Statutory Sick Pay Long-Term Sickness Short-Term Sickness Conduct During Sickness Absence On Return from Sickness Absence Medical & Dental Visits Company & Essential Vehicle Drivers Phone Use Mobile Phones Company Mobile Phones Computers Email & the Internet Social Media Data Protection Confidential Information Purchasing and Expense Control Gifts & Hospitality Dress Code & Appearance Disciplinary Procedures Performance Management Procedure Leaving the Company Return of Company Property Your Point of View

25 25 26 26 27 27 27 28 28 28 28 28 29 29 29 30 31 31 31 32 33 33 33 33 37 38 39 39

Improving Our Working Environment Grievance Mediation Anti-Harassment & Bullying Diversity in the Workplace ‘Whistle Blowing’

40 40 41 41 42 43

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FORM OF ACKNOWLEDGEMENT

October 2013 Edition

Some of the parts of this handbook are contractual, and these items have been clearly

marked for your information. Together with your offer letter and any summary of

employment terms mentioned in your letter, those parts of the Handbook marked as being

contractual form your contract of employment.

Most of the information contained in this handbook is not contractual and reflects our

current employment rules and guidelines for working together. These items are

discretionary and not a contractual right. They do not form part of your contract of

employment.

The Company reserves the right to review, revise, amend or replace any part of this

handbook and introduce new material from time to time. Changes will be notified to you

either by letter, e-mail or via the Company noticeboard and/or Public Folders.

This handbook supersedes all previous Company Handbooks. Any reference to a handbook

in your offer letter or your summary of employment terms must now be treated as a

reference to this handbook.

Throughout this handbook, any references to “the Company”, means Cambridge Education

Group and its subsidiaries and associated companies, as defined in the Companies Act 2006.

The full up to date text of this handbook is published in the Public Folders. Should you have

any questions about it, your HR Department will be glad to help you.

Could you please sign below to indicate you have read, understood and accepted the

contents of the handbook and the matters set out above and return it to the HR

Department.

Name

.........................................................................................................

Signature

..........................................................................................................

Date

.........................................................................................................

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WELCOME

The handbook has been divided into a number of easy-to-reference sections to assist you

in finding what you need to know easily.

This handbook can also be accessed in the Public Folders where you will also find all the

policies referred to in the handbook in full. If you have difficulty locating the handbook

please contact the HR Department.

Most of the information contained in this handbook is not contractual and reflects our

current employment practices and guidelines for working together. In other words, these

items are discretionary and not a contractual right. Although these guidelines are not

contractual, they are still required to be adhered to by employees as part of our working

relationship.

Some of the items in this handbook however, are contractual and these items will be clearly

marked for your information. These items form part of your contract of employment with

the Company.

The Company reserves the right to review, revise, amend or replace any part of this

handbook and introduce new material from time to time. Changes will be notified to you

either by letter, e-mail, or via the Company noticeboard and/or Public Folders.

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WHO WE ARE

Cambridge Education Group

Since 1952, Cambridge Education Group (CEG) has been delivering the highest quality

academic, creative and English Language programmes, preparing over 4000 students from

95 different countries to progress onto the world’s leading universities.

CEG is a leading global education pathway provider, working with partner universities and

our own colleges to help international students progress to prestigious post-secondary

academic institutions in the UK, US and Europe. CEG consists of four main educational

brands:- CATS College; CSVPA; FoundationCampus & Stafford House.

The Education Brands

CATS College offers a range of high school programmes for students from 14 years old,

including GCSEs, A levels, and International Baccalaureate in the UK, and High School

Diploma in the USA. Our Schools offer exceptional teaching and boarding facilities in four of

the world’s greatest educational cities of Cambridge, Canterbury, London and Boston, USA.

Cambridge School of Visual & Performing Arts (CSVPA) is the UK’s leading provider of Art &

Design, Drama and Music pathway and degree programmes. CSVPA’s programmes are

accredited by or offered in association with the UK’s leading institutions, which means we

can guarantee the very best for students looking to develop their studies in the arts.

FoundationCampus offers pathways to a wide range of undergraduate and Master’s

degrees at leading universities across the UK, USA and mainland Europe. Our Centres are

based on the campus of our partner Universities, and our students enjoy a true university

experience throughout their programme.

Stafford House has over 60 years’ experience of providing international students with great

English Language courses. Our centres offer year-round adult courses in Brighton,

Canterbury and London, and over 20 centres in the UK and USA for junior summer English

Language and activity program.

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OUR PARTNERSHIP WITH YOU

This section provides you with basic information about starting work with the Company

and the key terms of your contract of employment with us.

Your Pay

Your offer letter and/or summary of your employment terms will detail your compensation

and benefits package. Your base pay is contractual. Depending on which part of the

Company you work will influence the frequency and payment of your wages.

Monthly paid

If you work for one the following areas of the business you will be paid on the 25th of each

month unless it falls on a weekend or a bank holiday, to which it will be paid on the previous

working day. You will be paid for the core hours you have worked during the calendar

month and your salary is credited to the bank or building society account of your choice.

CATS Colleges – Cambridge, Canterbury & London

Stafford House – Brighton, Canterbury & London

FoundationCampus

Head Office

Fortnight paid

If you are employed to work for less than 12 weeks you will be paid on a Friday on a

fortnightly basis if you work for Stafford House, Brighton, Canterbury and London, and

Stafford House Study Holidays Summer Schools. If pay day falls on a bank holiday it will be

paid on the previous working day.

Your Pay – General Information

In order to process your pay, you will need to provide us with accurate personal and bank

account details (and continue to keep us informed of any changes). Please also provide us

with a P45 form from your previous employer. This will help us to make sure we deduct the

correct amount of Income Tax. If you do not have a P45, please contact the HR Department.

Full details of how your salary is made up are shown on your payslip, which is sent to your

place of work to arrive on, or just before, payday. If you have any questions about your

salary, please talk to your line manager who will be happy to explain anything you are

unsure about.

Please note:

Each year we normally conduct a pay review, which is effective from January.

However, if you join the Company or receive a promotion effective from 1st October

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you will be exempt from receiving an annual pay review. Equally if you currently

have a live disciplinary warning on file you will be exempt from receiving an annual

pay increase. Annual pay review is at the discretion of the Board.

If you have received an overpayment as a consequence of an administrative error,

we will expect you to reimburse us for the overpayment. This is contractual. If the

amount owed is significant, we will agree a reasonable payment schedule with you.

In all cases, if your employment with us terminates for any reason before you have

repaid the amount due; we reserve the right to deduct any outstanding monies from

your last salary.

Hours of Work

Due to the nature of our business, your hours may vary from time to time. We will,

however, make every effort to notify you well in advance of your working patterns. We will

work with you to balance both business requirements and your personal family

commitments. This is contractual.

Your normal contracted weekly hours are stated in your summary of employment terms and

offer letter. Your hours of work are contractual.

Employees who do not have a regular schedule of days worked each week, please note that

a weekly rest period of one day is required (2 days if under 18) and that you should have a

minimum of an 11 hour rest period between working days. Employees over school-leaving

age, but under the age of 18 must have a minimum of a 12 hour rest period between

working days.

For some areas of the Company e.g. parts of the Operations function, the Company

operates a 7-day working week; due to the nature of our company, your hours and shift

patterns may vary from time to time. A full-time employee will be expected to work any 5

days out of 7 per week; part-time employees will be required to be flexible with their hours

and shift patterns across the working week. This is contractual.

If you have not been contracted to work during term-time, you will not be expected to

work, and we are not obliged to offer you work, during any school holidays. You should not

take up additional employment during the school holidays without our previous agreement.

Breaks at Work

All breaks are unpaid and are determined by the number of hours worked each day.

Employees have the right to a minimum unpaid rest break of 20 minutes after

working for six hours.

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Suitable breaks are determined between you and your line manager, taking into

account the rest of the team.

If the shift is between 4 and 6 hours in length, it will normally include an unpaid 15-

minute break. For those over school-leaving age but under 18, a 30-minute unpaid

break must take place after working continuously for 4 hours.

If the shift is 7 hours or more in length it will normally include an unpaid 1 hour

break. Please note for those over school-leaving age but under 18, the maximum

number of hours worked per day is 8 hours.

Working on a Sunday

If you are not contracted to work on a Sunday only, Sunday working is not compulsory.

Employees have the opportunity to opt out by completing an opting out form, which

provides the Company with three months’ notice to cease working on Sundays. Employees

who are contracted to work only on Sundays cannot opt out.

If Sunday is part of your normal working pattern and you decide to opt out of Sunday

working, the Company may not be able to transfer your hours to other days, in which case

your contracted weekly hours will be reduced.

Holiday Entitlement

All employees are entitled to paid holiday. Below contains details when the holiday year

starts for individual areas of the business:-

Holiday Year

Areas of the Business

1st January – 31st December Head Office CATS College – Canterbury FoundationCampus Central team Stafford House SoE – Brighton, Canterbury & London

1st September – 31st August CATS College – Cambridge & London CSVPA Operations team FoundationCampus

Holiday entitlement is contractual and therefore you holiday entitlement is highlighted in

your contract of employment. It is earned on a pro-rata basis across the holiday year.

If you join the Company once the holiday year has commenced your holiday

entitlement will be awarded on a pro-rata basis in accordance with your start date.

If your holiday entitlement changes due to promotion, a change to your contracted

hours, your new entitlement will be recalculated on a pro-rata basis from your

effective date of appointment/ length of service anniversary.

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If you are contracted to work term-time, you will normally not be eligible for

holidays during your contracted work periods; you will be expected to use your

annual leave entitlement during school holidays.

Holiday Requests

All holiday requests are to be made on ADP and at least 4 weeks in advance of the

requested annual leave period.

It is a contractual obligation that the holiday request must be agreed with your line

manager first, before booking any holidays. Holiday requests are granted at the line

manager’s discretion; however, any refusals will be fair and reasonable and based on the

requirements of the business.

Carry Forward of Holiday

It is important that you take your full holiday entitlement during the holiday year. Any

holiday entitlement not taken will not be paid in lieu or carried into the next leave year.

However, if the Company asks you to delay taking planned holiday for operational reasons,

your entitlement may be carried over into your next holiday year with the authority of your

line manager and the Group HR Director. However, you must take at least 4 weeks’ (pro-

rata) holiday (exclusive of any Bank Holiday entitlement) within the holiday year.

Restrictions on Taking Holidays

Normally, a maximum of two weeks’ holiday may be taken at any one time. Exceptions are at the discretion of your line manager. There are peak times in the business year when holiday may be restricted, and this is contractual. Holiday can only be taken at management discretion when you are working during your notice period. The Company reserves the right to require holiday to be taken in the notice period.

Working on Bank and Public Holidays

If you work in Head Office, in the event you are requested to work on a Bank or Public

Holiday you will be entitled to time off in lieu as agreed with your line manager. To establish

a normal working day, an employee must have worked this day on at least six out of the

eight weeks immediately preceding the Bank Holiday or Public Holiday. If the employee has

not completed 8 weeks service at this point then what is a ‘normal working day’ will be

established by looking at the working pattern to date.

Employees working on the day on which a Bank or Public Holiday falls will be able to take

their Company holiday entitlement on days other than Bank or Public Holidays.

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Overtime

A condition of your employment is that whenever reasonably required you are available to

work additional hours. This is contractual. We realise that such requests may not always be

convenient to yourself, but we hope that you will support your colleagues and the business

wherever possible. We will try our best to give you as much notice as possible.

Changes to Personal Details

It is your responsibility to inform the Company immediately if you change any of the

following; home address, bank or building society account number, home telephone

number, surname, next of kin or emergency contact details. Please log onto ADP to update

your personal details.

It is your responsibility to personally notify Her Majesty’s Revenue and Customs (HMRC) of

any changes to your personal details or benefits that may affect the amount of tax that you

pay. The Company will provide HMRC with all relevant salary and benefit information at the

end of each tax year.

Prevention of Illegal Working

Under the Immigration, Asylum and Nationality Act 2006, employers are obliged to ensure

that employees are entitled to work in the UK. It is a criminal offence to employ someone

who is not eligible to work in the UK. In the event that it is found that an employee is

working without the right to work in the UK they will be dismissed.

Disclosure & Barring Service (DBS)

The Company is required to ensure we comply with the safeguarding and promotion of child

welfare throughout CATS Colleges & CSVPA. The Company therefore expects all staff and

volunteers to share this commitment. The recruitment and selection decision is prime

importance as this is the vehicle for obtaining the best possible person-to-job fit, which

contributes significantly towards the Company’s effectiveness.

As a service provider to children and young people, we must therefore follow all statutory

requirements when it comes to Recruitment & Employment. Therefore the Company

requires ALL staff to complete a Disclosure and Barring Application as part of the

recruitment process, which will help the Company to determine/identify people are possibly

unsuitable for appointment for a wide variety of reasons, not only those who present a risk

to harm children.

All staff must present the Company with their DBS Certificate.

For full details please refer to the DBS Guidelines and the Recruitment Policy.

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References

On joining

Your offer of employment is conditional on the receipt of references that are satisfactory to

the Company. In the event that references are received that are not satisfactory then an

offer of employment may be withdrawn and if an individual has already started work their

employment may be terminated.

Your employment start date may be delayed if we have not received references in advance.

On leaving

The Company will provide your new employer with a standard reference. Reference

requests should be addressed to the HR Department at hr@ceg-uk.com.

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YOUR COMPANY, YOUR BENEFITS

This section provides you with information on some of the great benefits we offer to our

employees. Not all benefits offered are detailed here. For further information on benefits

that may be available to you in your role, please contact your HR Department

Pension

In line with the government pension reform the company operates an auto-enrolment

pension scheme that is administered by NEST (www.nestpenions.org.uk). Provided you

meet the minimum requirements you will automatically be enrolled into the scheme. We

will make employer contributions to your retirement pot and you will pay member

contributions. The minimum contributions will increase from 2017, in line with pension law.

From Employee Minimum Contribution

CEG Contributions

November 2013 1% 1%

October 2017 3% 2%

October 2018 5% 3%

For more information about the pension scheme please contact pensions@ceg-uk.com or contact NEST by calling the NEST Helpline on 0300 020 0090 or visit their website at www.nestpensions.org.uk. Bonus Schemes The Company recognises your efforts and successes and in return offers various bonus and

incentive schemes, which give you the opportunity to add to your salary and benefits.

These schemes are designed to reward you for your contribution to our success, whilst

helping the Company achieve excellent results however bonuses are only applicable to

certain positions throughout the Company.

Bonus schemes are discretionary, which means they are not a contractual right and can be

withdrawn or amended at any time. The Company reserves the right to withhold a bonus

payment to an employee who has a current disciplinary warning, is under formal poor

performance management, has received a poor appraisal rating, has resigned or has been

dismissed and is under notice of termination of employment. Please see your line manager

for further details of the schemes.

Childcare vouchers

Childcare vouchers allow working parents to save up to £933 per year per parent in PAYE

and National Insurance contributions. For full details please refer to the Rewards section on

Public Folders or contact the HR Department at hr@ceg-uk.com for further details.

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Cycle to Work Scheme

Cycle to Work Scheme is available twice a year, offering employees discounted cycles and

cycling equipment, with savings of up to 42% of the retail value, through a salary sacrifice

scheme (please note employees are required to meet an earning threshold due to the

scheme financed through salary sacrifice).

Free Meals at CAT Colleges & CSVPA

For all employees visiting a CATS College or CSVPA you are entitled to eat one free meal

during business hours provided by the catering department. Please take your Staff ID card to

illustrate you are eligible for the benefit.

Eye Tests

If you feel that you need an eye test in relation to your particular work station please

contact the HR Department with regards to arranging a Visual Display Unit (VDU) eye test.

Free Education at CATS College & CSVPA

CEG offers all eligible children of entitled CEG employees the opportunity to receive free education at CATS Colleges & CSVPA (the Company does not cover the cost of boarding or meals whilst the child completes the course). In order to be entitled to this benefit, the CEG employee must have a continuous service of a minimum of one year before the start of the child’s first academic term. An application should be made to the Principal or Head of School including the child’s school report. The child will need to meet eligibility criteria and attend an interview with the Principal or Head of School. The Company has the right to decline an application if the child does not meet the eligibility criteria. If the CEG employee is to leave the company while their child is still attending the college, the child will be entitled to finish their current year for free. The child will not be eligible to continue for a further year or another programme of study for free if the CEG employee is no longer working for the company.

Extras

The Company has negotiated employee discounts with a wide variety of external

companies. As a Company employee, you are able to take advantage of some incredible

deals. Details of all discounts can be found in the Public Folders/Group HR/Rewards.

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YOUR PERSONAL GROWTH WITH US

We are committed to the development of our people both at Head Office and in our

education brands.

Employees are encouraged to take ownership for their own development and line managers

are responsible for supporting learning within their teams through performance reviews,

coaching and mentoring.

Performance Reviews and Appraisals

Your line manager will hold regular informal catch ups and reviews with you to discuss your

current performance and development goals throughout the year.

A more formal annual performance review will be conducted between October and

November and is designed to consolidate the informal catch ups.

A clear focus is placed on appraising your performance over the previous 12 months before

establishing development and performance objectives for the next 12 months.

The annual performance review is designed to provide a clear link between your own

personal goals and targets and those of your department allowing you the transparency to

see how your performance contributes to the success of the Company.

Lesson Observations

The Company is committed to driving academic quality throughout the Company. Regular

lesson observations will be conducted to ensure we are meeting industry teaching standards

and supporting our teachers to improve their teaching practises. For more information

please refer to the Lesson Observation Policy relevant to each educational brand. All policies

can be found on public folders or please contact the HR Department.

Learning & Development Activities

Learning is defined as the acquisition of new knowledge or skills, and development is the

ability to transfer the learning to enhance your performance and do things differently.

We understand that learning happens in all areas of work and can be formally delivered

through training workshops or occur informally ‘on the job’ through mentoring and

coaching. To ensure that the learning is visible to all, you are encouraged to keep a record of

your learning and produce personal development plans, which can be reviewed during catch

ups with your line manager to support annual performance review goals and targets.

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Training Period and Induction

We appreciate that making you feel welcome within your first few days is very important as

well as ensuring you cover all the relevant legal aspects such as health and safety relating to

where you are based.

Whether you are based in Head Office or location at one of our Colleges/Schools/Centres

you will have a structured Induction Training Plan that will give you all you need to help you

settle into your role and understand the Company’s way of working.

Internal Opportunities

We value internal appointments and promotions, employees are encouraged to apply for

roles if appropriate for their career development. All internal vacancies will be advertised

each week in the Weekly Vacancy Report. This is emailed to all employees each Friday. You

must inform your line manager before making your application.

Secondment

Secondments are another way of developing your skills and experience. A secondment

means working in another role for between one and 12 months, for example to cover

maternity leave. You will normally return to your previous role at the end of the

secondment.

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HELPING YOU TO MAINTAIN A BALANCED LIFESTYLE

We believe that all employees value a balance between their work and home life. This

section briefly outlines our provisions to help you achieve this. Full details of these policies

are available from the HR Department, located on Public Folders.

Maternity Leave

All pregnant employees are eligible for maternity leave. You must inform the Company by

the 15th week before the Expected Week of Childbirth (EWC). On or around the 24-26th

week of pregnancy, your doctor/midwife will provide you with a MATB1 form, which

certifies your pregnancy and the EWC. Please forward this form to your line manager or the

HR Department.

When requesting maternity leave, please provide your line manager with a minimum of 28

days’ notice in writing of the requested maternity start date. (Please note that maternity

leave can start no earlier than the start of the 11th week before your EWC.) We will provide

you with a detailed information booklet entitled ‘A Practical Guide to Maternity Leave for

Employees (UK)’, which clarifies eligibility, entitlements and the procedure to enable you to

take maternity leave.

All pregnant employees are eligible to take 26 weeks’ Ordinary Maternity Leave (OML) and

26 weeks’ additional maternity leave (immediately following the OML). Employees taking

maternity leave are legally required to take a minimum of 2 weeks leave immediately after

giving birth. Women on maternity leave are eligible to receive Statutory Maternity Pay for

the first 39 weeks of maternity leave, providing the service qualification and the average

earnings for National Insurance requirements are met.

For more details please refer to the Maternity Leave Policy which is available in the Public

Folders, or from your line manager or HR Department.

Paternity/Partner Leave

Eligible employees who have worked for the Company for at least 26 weeks (leading into

the 15th week prior to the expected week of childbirth or adoption) are entitled to either

one week or two consecutive weeks leave known as Ordinary Paternity Leave (OPL). The

one or two consecutive weeks are paid at the Ordinary Statutory Paternity rate.

Employees who are eligible for OPL may also be eligible to take Additional Paternity/Partner

Leave (APL) depending on their partners’ eligibility for maternity/adoption leave and how

much leave they have taken.

If you wish to request paternity/partner leave, please provide your line manager with your

written application to take leave by the 15th week before the baby is expected, unless this is

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not reasonably practicable. For more details please refer to the Paternity/Partner Leave

Policy, which is available in the Public Folders, or from your line manager or HR Department.

Adoption Leave

If you adopt a child and are to become the main carer for your child, you may be entitled to

adoption leave. If you wish to request adoption leave, please speak with your line manager.

We will then provide you with a detailed information booklet entitled ‘A Practical Guide to

Adoption Leave for Employees (UK)’ which clarifies the eligibility, entitlements and

procedure to enable you to take adoption leave. For more details, please refer to the

Adoption Leave Policy which is available in the Public Folders, or from your line manager or

HR Department.

Parental Leave

Employees are eligible for parental leave if they have one year of continuous service, or

more, on or before the date the parental leave commences and:

Have formal parental responsibility for a child who is under five years old or;

Have adopted a child (leave must be taken within five years from the adoption date

or until the child’s 18th birthday, whichever occurs first) or;

Have a disabled child under 18 years old.

You are entitled to up to 18 weeks unpaid leave per child (note that the 18 weeks are not

per year but the total amounts of leave available). Leave must be taken in blocks of a

minimum of one week (except when the child is disabled, in which case the leave can be

taken by the day) and up to a maximum of four weeks in any year. A minimum of 21 days

notice must be provided to the company when requesting Parental Leave. For more details

please refer to the Parental Leave Policy which is available in the Public Folders or from your

line manager or the HR Department.

Time off for Dependents

The Company acknowledges that employees may need to deal with situations relating to

family or severe difficulties at home that cannot be resolved outside working hours. We

have a Policy which aims to allow employees to take leave in such circumstances. Such

circumstances include when a dependent falls ill, hospital appointments or visits, and

coverage in the absence of normal dependent care arrangements.

Under this Policy reasonable time off will be provided on an unpaid basis.

If you need to take such leave, please speak to your line manager who will be able to advise

you. For more details please refer to the Time Off for Dependants, Domestic and

Compassionate Leave Policy, which is available in the Public Folders, or from your line

manager or HR Department.

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Flexible Working

A request to work flexibly means a request to permanently change the hours you work and

change the times when you are required to work. Employees who wish to work on a flexible

basis must make a written request to their line manager to do so. Further details are

contained in the Flexible Working Policy, which is available in Public Folders or from your

line manager or HR Department.

Jury Service

In the event that you are required to attend Jury Service, please inform your line manager of

the dates as soon as possible.

Please advise the court that you will require the maximum Court Attendance Allowance,

which will be paid to you directly from the court in the form of a cheque. The Company will

deduct an equivalent amount from your salary.

Further details are contained in the Time Off for Public & Other Duties Policy which is

available in the Public Folders, or from your line manager or HR Department.

Public Duties

If you have responsibilities for public duties such as being a Justice of the Peace or Local

Councillor, or you are a member of the Reserve or Auxiliary Armed Forces, you may be

eligible for up to 2 weeks’ unpaid leave per year to perform these duties. All requests for

leave must be agreed with your line manager and HR Department. Further details are

contained in the Time Off for Public & Other Duties Policy, which is available in the Public

Folders or from your line manager or HR Department.

Religious Festivals

We recognise that you may require time off for religious festivals. In these situations, your

annual holiday entitlement should be used or, where this is not possible, unpaid leave may

be considered. Requests for time off should be made in accordance with the holiday

request procedure. Priority will be given on a first-come-first-served basis. In all cases,

requests will be balanced with the organisation’s needs to ensure that the operation of the

organisation remains unaffected.

Further details are contained in our Religious and Belief Observance Policy, which is

available in the Public Folders, or from your line manager or HR Department.

Bereavement Leave

There may be occasions when you need to take time off work to deal with a bereavement in

your immediate family. For the purposes of this bereavement leave an, immediate family is

defined as: spouse or civil partner, bona fide partner residing at the same address, child

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(including foster, step, grandchild), parent (including foster, step, in-law), grandparent,

brother or sister (including step and in-law).

In such circumstances, employees are eligible to take three days’ paid leave. This includes

the day of the funeral. An additional 2 days paid leave may be given at the discretion of your

line manager.

Leave (and whether such leave is to be paid or unpaid) to allow you to attend the funeral of

a relative not included in the definition of immediate family, may also be provided at your

line manager’s discretion.

Further details are contained in the Bereavement Policy, which is available in the Public

Folders, or from your line manager or the HR Department.

Retirement

From 1st October 2011 the Company will have no stated normal retirement age and

employees will no longer be required to request to continue working. Instead they will

continue to perform their role under the terms and conditions previously enjoyed. If an

employee who is of state pension age decides to leave the Company this will no longer be

seen as being a retirement but as a resignation.

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HELP US TO KEEP YOU SAFE

The Company prides itself in constantly achieving high standards of health and safety,

including compliance with relevant legislation.

Our staff, customers and the general public – anyone affected by what we do – must never

knowingly be put at risk of harm. We will always do our best to look after people, remove

hazards and control risks. We work ceaselessly to improve standards in all our working and

education environments.

There is a signed copy of the Company’s Health and Safety Policy Statement on the notice

board at your place of work.

The section that follows gives you an overview of the Company’s commitment to health and

safety. All employees are required and expected to adhere to Company Health and Safety

Policies and procedures; failure to do so may lead to disciplinary action up to and including

summary dismissal.

Health & Safety

Responsibilities and obligations

We are held responsible under health and safety law. ‘The Health and Safety Law: What You

Should Know’ poster on a noticeboard in your work area outlines your responsibilities and

ours.

Our responsibility is to:

Provide and maintain safe work premises, equipment and a safe working

environment;

Provide you with the information, training and supervision you need to work safely;

Appoint and consult with a safety committee/representatives.

Whilst at work, you must:

Take reasonable care of your own health and safety and of others who may be

affected by what you do;

Co-operate to enable us to comply with health and safety legislation;

Take note of the company’s Health and Safety Policy and observe its requirements;

Participate in health and safety training when required;

Always follow your training and instructions in procedures, safe systems of work, and

use of equipment and materials;

Inform your line manager of any condition affecting your health, ability to work

safely or any work situation involving serious or immediate danger;

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Inform your Health and Safety Representative directly, of any dangerous situation

not effectively dealt with by your line manager.

Training and Information

Every member of staff will be given a health and safety and a fire safety training to complete

in their induction, part of this must be completed on your first day with the subsequent part

being completed within the first week.

Never perform a task that you have not been suitably trained in, no matter how important it

may seem to complete the task.

Please inform your line manager of any pre-existing medical conditions you may have had or

currently suffer from that could be made worse by performing particular tasks so that an

assessment can be undertaken immediately. For example if you are pregnant and or have a

history of back, joint or hernia injuries, this may impact on the amount of manual handling

tasks you can do, therefore this would need to be reflected in an assessment.

Accidents and Near Misses

We are obliged by law to keep a record showing details of all accidents; this also helps us in

managing risks and preventing the same accident occurring to someone else, therefore all

accidents, however minor, to both employees and visitors, must be reported immediately.

The manager responsible for the location will complete an ‘Accident Report Template’ and

will then confirm this with the Accident Report Line. This information will then be sent to

and viewed by the Health and Safety Representative and acted upon if necessary.

If visitors are involved in an accident, look after them and report the accident as detailed

above. Employees must not admit liability on behalf of themselves, other employees, their

brand or the Company.

First Aid and Appointed Persons

All locations will have either first aid trained employees or employees classed as appointed

persons, please familiarise yourself with who these people are and how to contact them, so

you can do so quickly in an emergency.

Fire and Incident Management

We all have responsibility for the security and safety of the premises. It is vital that you

acquaint yourself with the fire evacuation procedures, including the location of the

emergency exits and assembly points.

If you feel that you may need additional assistance in evacuating your place of work then

please inform your line manager immediately so that a personal emergency evacuation plan

can be devised.

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Drugs and Alcohol

The Company has a responsibility towards employees and students to provide a safe and

healthy working environment. This can be jeopardised by those who misuse alcohol, drugs

or solvents. The Company will take appropriate action to protect all employees and the

business against substance abuse. Please be advised that if you report for work under the

influence of drugs or alcohol, you may be subject to disciplinary action up to and including

summary dismissal.

If you are found in possession of illegal drugs on Company premises, you will be subject to

disciplinary action up to and including summary dismissal.

We recognise that misuse or dependence on alcohol or drugs can cause a serious health

problem. Employees who believe they have, or may be developing, substance dependency

are encouraged to speak to their line manager. With the employee’s consent, the line

manager should contact the HR Department who will consult the Company’s occupational

health service for advice.

No Smoking

In the interests of safety for you, your colleagues and visitors to comply with the law

regarding smoking in enclosed places, we operate a No Smoking Policy. If you do smoke, you

may only do so at a time and place which is specifically designated for this purpose. Please

note that smoking in a prohibited area will constitute gross misconduct, and may lead to

summary dismissal.

Trauma Care

The Company will help employees overcome any difficulties resulting from the experience

of a traumatic incident at work or on the way to and from work. The Company is able to

take advice from qualified occupational psychologists who specialise in trauma management

as a means of additional support. Please contact your line manager or the HR Department

for further information.

Medical Assessments

You may be asked to complete a medical examination before you start with us, which will be

treated in the strictest confidence. In the event that the results from a medical examination

are unsatisfactory, taking into account your intended role, we may withdraw the offer of

employment. If you have started work already, your employment may be terminated.

At any time in the course of your employment, we may require you to complete a medical

questionnaire and/or attend a medical assessment.

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Security Precautions

The Company wishes to safeguard all business assets and property belonging to other

persons whilst on Company premises. The Company reserves the right to search belongings,

at any time while you are on Company premises. Only authorised staff will carry out

searches and, in doing so, no accusation is being made. When your bags, handbag, vehicles

etc. are searched we will ensure that discretion is applied. You may request to be

accompanied by another member of staff during a search and also request that it be

conducted in private. You may request that people of the same sex carry out the search. If

you refuse to consent to a search, you will be subject to disciplinary action up to and

including summary dismissal.

Business Continuity and Disaster Recovery

The Company has plans to ensure that it maintains trading with minimal disruption

following accidents, disturbances or serious events. If possible, you should familiarise

yourself with the plans and communications that may apply following such an event and as

far as possible ensure that you will be able to carry out your role.

In certain circumstances, following an event, you may be asked to work additional or non-

standard hours and possibly at an alternative location to assist the Company to maintain

business continuity. This is contractual.

CCTV Monitoring

The Company reserves the right to use CCTV monitoring for the prevention or detection of

criminal acts against employees or the Company.

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WHAT YOU NEED TO KNOW

In this section, you will find some of the Company’s Group wide general policies,

procedures, and rules.

The aim of this section is to indicate the key points of our Company policies that you need to

be aware of. All employees are required and expected to adhere to Company policies.

Please be reminded that policies do change, and you will be notified of such changes via

your line manager, email notices or other methods of communication. Not all policies are

included here, nor are they included in their full version. Full policies applicable and

accessible to employees are available in Public Folders, or from your line manager or HR

Department. You are encouraged to speak with your line manager and/or HR Department

about any questions you may have.

Attendance

There may be occasions when you are either unexpectedly late or are prevented from

coming to work due to sickness or another justifiable reason.

Reporting Absence

Absence must be reported on your first day of absence by telephone to your line manager

or if unavailable, the next most senior person or a team member by 8.30am. Teaching staff

should report their absence by 8:00am. In the case of CATS Colleges and CSVPA absence

must be reported to Reception by the times stated above. Employees whose shift starts

earlier in the day will need to report absence at least 1 hour before their shift starts.

Other Information

Only in exceptional circumstances should a message be left, in these instances you

must call back later and speak with the relevant person.

Only in very exceptional circumstances should you ask someone else to contact your

line manager/reception on your behalf.

Text messaging or email will not be an accepted as a form of contact.

Employees must provide as much notice as possible that they will not be attending work, to

allow the line manager the greatest opportunity to reorganise staffing. You should be

prepared to discuss the following information with your line manager/reception:

the reason for the absence;

the likely duration of the absence;

whether they have visited their General Practitioner (GP) or taken medical advice;

and

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when you will next make contact with your line manager.

In the case of prolonged sickness or absence, you should personally contact your line

manager regularly to keep him or her informed of your progress. Please note that if you fail

to adhere to the Company’s absence reporting procedure, you may be subject to

disciplinary action, up to and including summary dismissal.

When you return to work following a period of absence, it is usual practice for your line

manager to discuss the reasons for your absence, and complete a return to work interview,

you may also be asked to complete a Self-Certification Form.

If the absence is related to illness and is likely to, or does, exceed seven consecutive days

you must obtain a statement of fitness for work (fit note) to cover you from the eighth

consecutive day. The Company reserves the right to require you to provide a fit note even if

your absence does not last this long.

The Company reserves the right to require you to attend an Occupational Health

assessment. This is contractual.

Unauthorised Absence

Where absence from work has not been notified according to Company procedures and/or

is not supported by an acceptable explanation or by your line manager’s authorisation, you

may be subject to disciplinary action up to and including summary dismissal. We reserve the

right to withhold pay for any period of unauthorised absence and this is contractual.

Sickness

Company Sick Pay

Please refer to your Contract of Employment to check if you are eligible for Company Sick

Pay.

Company Sick Pay (where entitled) is paid at the rate of an employee’s normal basic salary

and includes Statutory Sick Pay for the periods for which it is paid. Company Sick Pay is not

contractual. Company Sick Pay is paid through the payroll and is at the rate of your normal

basic salary. Company Sick Pay includes any Statutory Sick Pay for the periods in which it is

paid.

Important points

The sick pay entitlement is pro-rated for part time employees.

Company Sick Pay will be paid from the start of the absence. When Company Sick

Pay is exhausted then the employee will not be eligible to receive it again until the

start of the following entitlement year provided they have returned to work.

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Whilst we have rules relating to our Company Sick Pay Scheme, we will always try to

understand individual circumstances.

Further details can be found in the Sickness Absence Policy which is available in the

Public Folders, and from the HR Department.

Reasons for Withholding Company Sick Pay

The Company may decide to withhold the Company Sick Pay for one or more of the

following reasons (note this list is not exhaustive):

Sickness absence following the instigation of an investigation or disciplinary process

– the Company reserves the right to pay Statutory Sick Pay only, regardless of your

entitlement to Company Sick Pay;

Non-essential cosmetic surgery – you should instead discuss with your line manager

if a period of annual leave or authorised unpaid leave may be granted;

If the reason for the absence is a self-inflicted injury or illness e.g. as a result of

sunburn, alcohol or drug abuse (including hangover) or not following medical advice;

Failure to follow the absence reporting procedures;

Absence due to injury/illness not connected with employment in the Company e.g.

sports injury/illness resulting from working for another employer;

If the reason for the absence is due to your wilful breach of health and safety

regulations;

If there is reason to believe the reason for absence is not genuine;

Where Company Sick Pay entitlement has been exhausted.

Statutory Sick Pay

Statutory Sick Pay (SSP) is paid to you via payroll, and can be paid for a period of up to 28

weeks, subject to your earnings being high enough to pay National Insurance Contributions

and meeting minimum earnings requirements. SSP begins from your fourth day of absence.

If you are eligible for SSP, please note that it is included in Company Sick Pay unless your

Company Sick Pay has been exhausted through prolonged or persistent absence.

Long-Term Sickness

Where an employee is off continually for a period of four weeks or more due to illness, it is

considered by the Company to be long-term sickness. Your line manager will advise your HR

Department of your absence and it will be managed in conjunction with the HR Department,

your line manager and the Company’s Occupational Health provider.

When an employee returns from long-term sickness it may be necessary to make

adjustments to workplace duties. Such adjustments will be agreed before/at the point of

return and will be regularly reviewed.

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Short-Term Sickness

Repeated short-term absence will be managed in the same way as long-term sickness

absence. The triggers for managing short-term absence are:

3 periods of sickness in a 6-month period or 5 periods in a 12-month period;

3% absence rate in a 12 month period;

Any period of unauthorised absence. It is your responsibility to take positive steps to manage and/or improve you attendance at

work.

Conduct During Sickness Absence

In all cases of sickness absence, it is expected that you will do your utmost to facilitate a

speedy return to work. You should not engage in any activity which is inconsistent with the

nature of your alleged illness or injury, as this could lead to disciplinary action being taken

against you up to and including summary dismissal.

Further details can be found in the Sickness Absence Policy which is available in the Public

Folders, from your line manager or from the HR Department.

On Return from Sickness Absence

Upon returning to work your line manager will arrange a Return to Work interview with you.

These interviews are useful as a means of:

Identifying any underlying reasons for the absence;

Offering support and advice to encourage employees back into the workplace;

Completing the appropriate absence and payroll documentation;

Discussing the reason for the absence and whether the situation is likely to recur;

Discussing any related issues that need to be addressed such as attendance levels.

Medical & Dental Visits

Wherever possible, appointments with your doctor, dentist or hospital should be made

outside your normal working hours. However, we realise that this may not always be

possible; therefore you should always agree with your line manager a mutually convenient

time for the appointment.

Company & Essential Vehicle Drivers

If driving a car is essential for you to perform your duties, it is a requirement that you must

hold and maintain a valid full driving licence, and a copy of this is provided to the HR

Department. If you are involved in any incident and/or accident involving a Company vehicle

then you must inform your line manager immediately of the details. If you are using a

personal vehicle you must provide the HR Department with evidence of insurance details,

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including full business use, and evidence of a current MOT certificate. For further details

please see the Travel by Car on Company Business Policy which is available in the Public

Folders, or from your line manager or the HR Department.

You are not permitted to smoke in a Company vehicle, and must not be under the influence

of alcohol or drugs whilst driving.

In addition if you are disqualified from driving, and driving a vehicle is essential for you to

perform your duties, then this may affect your ability to undertake your job. The Company

also needs to know immediately if you have any licence restrictions, endorsements or

requirements, particularly if they may affect your ability to perform your duties either

currently or in the future. In such cases, your continued employment will be reviewed by

the Company, which may result in your summary dismissal.

Phone Use

The Company has the contractual right to review, audit, and intercept all data and

information sent over our systems. These systems include telephone equipment, as well as

computers, e-mail and the Internet.

Incoming private telephone calls should be kept to a minimum. If you need to make a

personal call during work time, you should ask your line manager. Your line manager will, of

course, allow you to use the business telephone system in an emergency or for another

substantial reason.

Mobile Phones

The use of personal mobile telephones on work premises during the course of your working

day should be kept to a minimum. Mobile phones should be stored with your personal

belongings.

Company Mobile Phones

The Company will provide you with a mobile phone if it is for the performance of your

duties, it should not be necessary for you to use your own mobile phone for Company

business. If, exceptionally, this does happen, the cost of a business call will be reimbursed so

long as an itemised bill is provided.

The Company does not permit the use of handheld mobile phones to make and receive

phone calls, send and receive text messages or emails whilst driving on Company business

whether or not you are in your own or a company vehicle. This rule applies to Company and

personal mobile phones and to handheld personal digital assistants (PDAs).

Employees who fail to comply with this rule will be subject to disciplinary action up to and

including summary dismissal. Computers

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No computer programme may be copied and no unauthorised software may be used on any

Company computer.

You should always use and regularly change your passwords to ensure your system and your

work is protected. In addition, please be aware that you should take care not to introduce or

transmit computer viruses within the Company.

Any attempt to gain unauthorised access to any computer system will result in disciplinary

action up to and including summary dismissal.

You should not use your own computer to carry out work for the Company without prior

authorisation from your line manager. Should you use your own PC, you must ensure that all

commercially or personally sensitive data is removed from your computer once you have

completed the relevant work. You must take all sufficient steps to ensure that any data

belonging to the Company is adequately protected.

You must not use public access computers on company business e.g. internet cafes, or use

unsecure public networks without additional encryption.

Email and the Internet

The Company’s e-mail and Internet system is intended for Company business use only.

However, incidental personal use is acceptable as long as it does not interfere with the

performance of your work duties. You should not send e-mail attachments unless this is

work related. All employees are expected to use e-mail and Internet access in a responsible

manner.

The e-mail system and the data on that system remain the property of the Company and as

such we have the contractual right to monitor any e-mail traffic without notice.

If you receive an inappropriate e-mail or file attachment, inform your line manager

immediately.

Please be aware that evidence of misuse of the e-mail and/or Intranet/Internet system may

result in disciplinary action up to and including summary dismissal.

Unacceptable use includes:

Sending offensive, harassing, obscene or threatening messages;

Creating and exchanging advertisements (unless using the appropriate Intranet

system);

Solicitations, chain letters and other unsolicited e-mail;

Sending personal emails (e.g. leaving party invitations) using large scale mailing lists;

Creating or exchanging information which breaches any copyright laws;

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Forwarding confidential messages, proprietary information, trade secrets or other

sensitive information;

Subscribing to any Internet based mailing lists without authorisation;

Participating in Internet chat rooms;

Downloading or forwarding software including games, screen savers etc without

authorisation;

Video streaming (high bandwidth), for example broadcast TV or movies.

Gross misconduct includes:

Release/transfer or copy to a third party company confidential information or by

knowing absence or action allow it to occur;

Using the Internet or e-mail system for private business purposes, gambling or

conducting political activities;

Visiting an inappropriate site e.g. pornography, hacking, drugs, militancy;

Posting Company sensitive information on to external discussion groups and bulletin

boards (for example, information relating to the Group’s performance);

Storing and/or downloading inappropriate images on the Company PC and/or

sending inappropriate images on the Company email system;

Excessive private use of the Internet.

Note: These lists are not exhaustive.

Social Media

Employees must not access personal blog/social networking sites whilst at work during

working hours without authorisation. If accessing these sites outside of work, then the

employee must not make any unacceptable or inappropriate references to the Company,

associated companies, subsidiaries, customers, suppliers or employees. Unacceptable and

inappropriate references include any offensive, defamatory, inappropriate comments or

representations. Employees must not divulge any confidential information about, or that

belongs to the Company. Evidence of any activities in breach of the above will result in

disciplinary action up to and including summary dismissal. For full details please see the

Social Media Policy which is available in the public folders, or from your line manager or the

HR Department.

Data Protection

The Data Protection Act 1998 is intended to protect people’s privacy by regulating the

processing of all personal data. The Company will hold and process the data it collects

relating to you, in the course of your employment, for the purposes of the Company’s

administration and management of its employees, its business and its compliance with

applicable procedures, laws and regulations.

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Please note:

By signing the acknowledgement at the front of this handbook, you have consented to the

Company processing, both electronically and manually, such data about you for such

purposes, and to the transfer, storage and processing by the Company of such data within

the European Economic Area and processing by third parties under our direction. This is

contractual.

All data will be treated as confidential and security measures will be taken at all times,

including when transferring or processing data overseas.

If you wish to see data relating to yourself, you should notify your HR Department, in the

first instance. The process for requesting information will then be discussed and explained

to you. A £10 fee may be charged for requesting access to and copying your personal

information.

All employees who deal with data relating to the Company’s business (including customer

data) must take adequate precautions to ensure confidentiality, so that neither the

Company nor the employees of the Company are liable to prosecution, or liable to disclose

data which might cause distress or hardship to present, former or potential employees or

customers of the Company. Any breaches of data security should be immediately escalated

to your line manager.

Data security is your personal responsibility. Breaches of Data Protection compliance will

lead to disciplinary action up to and including summary dismissal.

If you have any concerns regarding the processing of personal data, please contact your HR

Department.

Confidential Information

Contact with the press, publications, radio, TV or lectures on matters concerning the

Company is strictly limited to the Central HR Department. If someone outside the business

asks you for information relating to the Company you should not provide the information,

but you should speak to the Central HR Department who will then raise the issue with the

CEO.

Whilst working with us you may have access to confidential, technical, commercial or

financial information about our business. Any information, which could have a bearing on

the Company’s interests, cannot be disclosed without the express approval, in writing, of

the Chief Executive Officer.

If you leave us, such information should not be disclosed, used or discussed with any other

party. This is contractual.

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Purchasing and Expense Control

The Company aims to operate as efficiently as possible while keeping costs to an absolute

minimum. Every employee has a role to play in this and before committing to any

expenditure they must obtain authorisation from their line manager and ensure that it is

absolutely necessary and gives value for money. This applies to any form of expenditure.

Gifts & Hospitality

The Company permits the acceptance and provision of corporate entertainment, gifts,

hospitality and promotional expenditure in specified circumstances. Full details in respect of

offering and accepting gifts and hospitality is contained within the Company’s Anti-Bribery

Policy (Clause 6), which all employees must read and comply with.

The Anti-Bribery Policy is available to employees via Magellan, the HR Department or

electronically on Public Folders. If an employee cannot locate the Anti-Bribery Policy they

should request a copy from their line manager or the HR Department.

For the avoidance of doubts, gifts of cash (regardless of the value) should never be

accepted. This includes cash equivalents (i.e. gift vouchers). Provision of gifts and hospitality

to a Foreign Public Official (as defined in the policy) is prohibited unless prior authorisation

is obtained as specified in the Anti-Bribery Policy.

If your role requires you to work overseas and you require further training to assist you to

determine what is appropriate in the relevant jurisdiction, you should speak to the HR

Department.

Employees who have questions regarding this policy or who are uncertain as to their

obligations should liaise with their line manager.

Dress Code & Appearance

It is important that we provide a professional image of the Company, it is important that

employees maintain our dress standards and conduct themselves in a professional manner

at all times both within the workplace and when representing the Company. All employees

have a primary responsibility for following the Dress Code and Appearance Policy, to

recognise the importance of upholding a professional image as well as ensuring employees’

health and safety in the workplace.

For further details please refer to the Dress Code and Appearance Policy which is available

in the Public Folders, or from your line manager or the HR Department.

Disciplinary Procedure

The procedure is designed to help and encourage everyone to achieve and maintain the

required standards of conduct, attendance and performance. The disciplinary procedure

applies to all of us and is seen as an aid to good management.

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Where the disciplinary procedure is applied, it will be done so in a fair, clear, effective and

consistent manner. Before any disciplinary procedure is applied, all the facts surrounding

the case will be fully investigated, fairly and objectively. The facts of a case will be gathered

during an investigation and if the matter is to progress the employee will be sent copies of

all the investigatory material and invited to a disciplinary hearing to discuss the allegations.

The investigatory approach taken is dependent on the level and content of the facts

available.

Before the start of any stage in the procedure, you will be told of the nature of the

complaint against you and no decisions will be made without you having had the

opportunity to fully state your case.

If we feel that the gravity of the offence, the circumstances of the case, or the danger to the

business warrants it, we reserve the right to use whichever stage of the disciplinary process

we believe is appropriate.

At all stages of the disciplinary procedure, you may choose to be accompanied by a work

colleague of your choice or a trade union representative or official. If you are under 18, you

also have the option to request that a parent or guardian is present with you during the

meeting.

There are four stages to our formal disciplinary procedure:

Stage 1: Verbal Warning

This is the first stage of the disciplinary procedure, and would normally apply for a first

incident of unacceptable conduct, attendance or negligent performance.

A record of the verbal warning will be kept on your file for a period of 6 months, but subject

to satisfactory improvement will be disregarded for disciplinary purposes after this time. If

there is a further misconduct, or there is no satisfactory improvement in behaviour, then

disciplinary action under the next stage or above of the procedure will be considered.

Stage 2: First Written Warning

If the offence is of a more serious nature, or there is a failure to improve, a first written

warning will normally be given.

A record of the first written warning will be kept on your file for a period of 9 months but,

subject to satisfactory improvement, will be disregarded for disciplinary purposes after this

time. If there is a further misconduct or there is no satisfactory improvement in behaviour,

then disciplinary action under the next stage or above will be considered.

Stage 3: Final Written Warning

If an act of misconduct is sufficiently serious, or if there is still a failure to improve, a final

written warning will normally be given.

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A record of the final written warning will be kept on your personal file for a period of 12

months but, subject to satisfactory improvement, will be disregarded for disciplinary

purposes after this time. In exceptional cases, the period may be extended.

If you fail to make a satisfactory improvement, this will normally result in your dismissal

under Stage 4 of the procedure.

Stage 4: Dismissal

If you still fail to reach the expected standards of conduct after a final written warning,

dismissal would normally be the result. As an alternative disciplinary sanction to dismissal,

the Company may offer you a demotion or transfer.

At the time of your dismissal you will be provided with written reasons for the dismissal and

the date on which your employment terminates. You will also be given details of your right

to appeal.

At each stage, full written records will be kept of all investigations, interviews and hearings

during the disciplinary procedure. You will be entitled to copies of any official notes made

during the procedure.

At each stage, you will have the right to appeal against any disciplinary action that is taken

against you.

Suspension In circumstances where your behaviour or conduct is viewed as serious, or where it’s

appropriate in order to facilitate further investigation, we may decide to suspend you from

work on full basic pay. This is contractual. Suspension is not in itself disciplinary action, it is

not indicative of guilt and should not be taken as such. This will apply in cases of alleged

gross misconduct. We will make every effort to restrict the duration of any suspension to

the shortest time possible. In the event of suspension you may not enter any Company

premises or contact any colleagues, unless this is formally authorised by the HR

Department.

Gross Misconduct

Gross misconduct is an act of misconduct, which is considered serious enough to result in

summary dismissal. Summary dismissal is dismissal without notice or payment in lieu of

notice. The following list gives examples of the circumstances, which will be regarded as

‘gross misconduct’:

Fraud, theft or deliberate falsification of Company records or documents;

Aiding and abetting theft and fraud, including failure to escalate matters of concern

to a manager;

Breaches of the Recruitment Policy;

Breaches of the Safeguarding Policy:

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Serious, deliberate and/or negligent breach of rules and regulations;

Smoking, eating or drinking in prohibited areas;

Unauthorised use or disclosure of confidential information;

Unauthorised possession of property belonging to either the Company or to another

person;

Breaches of the Company’s Data Protection Policy and the Anti-Bribery Policy;

Possession of illegal drugs and/or inability to carry out normal job functions due to

the misuse of drugs or alcohol;

Breaches of the Company Health and Safety Policy or Food Hygiene Regulations;

Failure to comply with the Company’s Diversity and Anti-Harassment and Bullying

Policies;

Wilful failure to carry out a reasonable management request;

Grossly inappropriate behaviour;

- violence towards other people or property;

- the use of insulting or threatening language or behaviour on the Company’s

premises;

- improper behaviour at events associated with the Company;

- action that is likely to bring the Company into disrepute;

- actions that may be considered to be ‘indecent’;

Refusing to allow a search to be carried out in accordance with Company rules;

Failure to declare accurate information on an application form;

Conviction for any serious criminal offence whilst an employee of the Company;

Abuse of the Internet, Intranet or e-mail system (including using these systems for

private business purposes);

Prolonged unauthorised absence;

Failure to comply with the Company’s Business Policies;

Engaging in work relating to the Company’s business for any other person or

Company without prior authorisation;

Refusal to attend a medical examination or comply with a request to give consent to

obtain a medical report in the event of long term sickness;

Vexatious and/or malicious grievances.

Note: This list is not exhaustive.

Appeal Procedure

If you feel that disciplinary action taken against you is unfair, you may appeal against the

decision. You have 5 calendar days from receipt of written confirmation of the outcome of

the disciplinary hearing in which to appeal. The appeal hearing should be arranged as soon

as is reasonably possible after receipt of the appeal letter. Should the hearing need to be

rescheduled, the rescheduled hearing should take place within 5 working days of the

original date. You may choose to be accompanied at the appeal hearing by a work colleague

37

or trade union representative. If you are under 18 years of age, you also have the option to

request that a parent or guardian is present with you during the meeting.

There is one right of appeal and the decision of the appeal hearing is final.

Performance Management Procedure

The continued success of the Company is dependent on employees setting and maintaining

high standards of performance in their roles, and the Company is committed to providing

the necessary support to meet these standards of performance.

If your line manager establishes that your performance is unsatisfactory, you will be asked

to attend an informal discussion to establish the reasons for the poor performance. We may

also carry out any necessary investigation to ascertain fully the cause of your unsatisfactory

performance. Should this informal discussion or investigation establish that the poor

performance constitutes misconduct or negligence on your part, you will be subject to

disciplinary action. However, if it is established that the poor performance relates to your

inability to do your job (for example you lack certain key skills), you will be subject to a

formal performance review procedure. The purpose of this procedure is to ensure that you

are given an opportunity to achieve the standards expected.

The stages of this procedure are as follows:

Stage 1: Formal Performance Improvement Meeting

You will be asked to attend a formal meeting at which you have the right to be accompanied

by a work colleague or your trade union representative. The purpose of this meeting will be

to agree the areas of your work that need to improve, what actions will be taken and who

will be involved in the process. With your line manager you will set objectives, a timescale

for improvement and a formal review date and meeting. This will be confirmed in writing

and incorporated into an action plan. You will also be told that a failure to improve to the

required standard will result in a second and final performance review period.

Stage 2: Formal Performance Improvement Review Meeting

At this meeting, at which you have the right to be accompanied by a work colleague or a

trade union representative, you will be told if you have reached the required standard of

performance. If you have reached the standard, no further action will be taken. If some, or

all, of your performance continues to be unacceptable, your line manager will explain clearly

the shortfall between your performance and the required standard. With your line manager,

you will identify and agree further remedial action, set objectives, a timescale for

improvement and a formal review date and meeting. This will be confirmed in writing and

incorporated into an action plan. You will be told that a failure to improve may result in

demotion, redeployment or dismissal at the next and final stage in the procedure.

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Stage 3: Formal Performance Review

At this meeting, at which you have the right to be accompanied by a work colleague or a

trade union representative, you will be told if you have reached the required standard of

performance. If you have reached the required standard, no further action will be taken.

However, if your standard of performance continues to be unacceptable, you may be

dismissed. As an alternative to dismissal, the Company may offer you a demotion or transfer

to a more suitable role.

Appeal Procedure

If you feel the action taken against you at any stage of the performance improvement

process is unfair, then you may appeal against the decision.

You have 5 calendar days from receipt of written confirmation of the outcome at each stage

of the poor performance procedure in which to appeal. The appeal hearing should be

arranged as soon as is reasonably possible after receipt of the appeal letter. Should the

hearing need to be rescheduled, the rescheduled hearing should take place within 5 working

days of the original date. You may choose to be accompanied at the appeal hearing by a

work colleague or trade union representative. If you are under 18 years of age, you also

have the option to request that a parent or guardian is present with you during the meeting.

There is no further right of appeal and the decision of the appeal hearing is final within the

Company.

Leaving the Company

We hope you will not, but if you decide to leave us.

Notice periods

You are required to provide written notice to your line manager as detailed below. If the

Company decides to terminate your contract of employment for any reason other than

summary dismissal, you are entitled to receive the notice as stipulated in your contract of

employment. During your notice period, holiday entitlement may only be taken with the

prior agreement of your line manager.

Holiday Pay on Leaving

Your holiday entitlement will be pro-rated according to when your leaving date falls within

the holiday year. If you have taken less than your pro-rated entitlement, the balance

remaining will be paid to you in your final pay. The Company reserves the right to tell you to

take some or all of the balance of your holiday entitlement as leave before your

employment ends rather than make a payment in lieu. If you have taken more than your

pro-rated entitlement, it is our contractual right to deduct the balance from your final pay.

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Return of Company Property

Any Company property that you have in your possession must be returned on or before

your last day with us.

Your Point of View

You will be given the opportunity to discuss your reasons for leaving with either your line

manager or a member of the HR Department by completing an Exit Interview.

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IMPROVING OUR WORKING ENVIRONMENT

We strive to be a good employer because you are our most important asset. The Company

will do all that it can to ensure that your time with us is a fulfilling, challenging and

enjoyable experience. This section further outlines how the Company promotes fair and

ethical work practices

Grievance

In any organisation, employees may have concerns or problems with their work, their

working environment or working relationships, which they may wish to discuss and resolve.

The Company provides an informal and formal procedure that aims to ensure problems are

resolved fairly and consistently.

Informal Procedure

The employee should speak directly with their line manager regarding the matter. The aim is

to try and find a joint resolution to the matter within 5 working days of the matter being

raised verbally.

Formal Procedure

Our formal grievance procedure has 2 stages:

Stage 1:

Submit the concern in writing to your line manager, who will then arrange a meeting to

discuss the issue. Note that you may have already informally discussed the matter with your

line manager. Your HR Department may become involved at this stage in the process. The

aim of this stage is to find a joint resolution to the issue, normally within 15 working days of

the matter being raised in writing.

Please note:

If the nature of your problem is such that you do not wish to discuss it with your immediate

line manager or if it in some way involves your line manager, please contact your HR

Department in the first instance.

Stage 2:

If the matter is not resolved satisfactorily, you may then put the concern in writing, to the

next level of management, normally your line manager’s manager, within 10 calendar days

of receiving the written outcome to Stage 1, who will then arrange a meeting to discuss the

issue. The aim at this stage to find a joint resolution to the matter normally within 15

working days of the matter being referred to this level. This is the final stage of the

procedure.

At any stage of the proceedings, a work colleague or trade union representative may

accompany you. If you are under the age of 18, you may also ask to be accompanied by a

parent or guardian to give you advice and support.

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The decisions made at each stage will be confirmed to you in writing. At every level of the

procedure, we will aim to find a resolution to the problem within 15 working days from the

date of referral. However, if further investigation or clarification is required, it may take

longer than 15 working days to determine a solution.

In some instances, due to the employee’s status in the organisation or to the organisational

structure, there may not be a ‘higher’ level of management to appeal to, and it is then

appropriate to invite the HR Department to recommend who should be involved.

The Company does not accept collective grievances.

Mediation

Mediation is a voluntary and confidential process whereby an impartial third party (a

trained mediator) assists individuals or groups who are in conflict. Mediation gives the

individuals involved the opportunity to explore the underlying causes of the conflict and

encourages the parties to identify a resolution for themselves. The mediation process is

based on the principle of problem solving, but with a strong emphasis on the future and

rebuilding relationships.

Mediation works as follows:

Stage 1:

Individual meetings with the Mediator to understand the process and explore what you

want to get out of the day.

Stage 2:

A joint meeting where both parties have an opportunity for uninterrupted speaking time to

explain their concerns, goals and needs. Both parties have an open and honest exchange to

explore the issue. Both parties suggest solutions and agree a mutually beneficial action plan.

Stage 3:

A follow up stage whereby both parties are asked to commit to what actions they will take if

the issue arises again. The mediator will check in with both parties, if they so wish, to ensure

that everything is on track.

If you feel mediation would be beneficial for you to resolve a dispute in the workplace, then

please contact your HR Department.

Anti- Harassment & Bullying

The Company is committed to creating a work environment that is free from bullying and

harassment and where everyone is treated with dignity and respect.

The Company considers that bullying and harassment is harmful and can have serious

consequences for individuals and the business. Bullying and harassment may make people

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unhappy, may cause them stress and affect their health, family and social relationships,

work performance and could cause them to leave their job. Bullying and harassment are

particular behaviours by one person which another person reasonably finds unacceptable or

unwelcome.

Every employee has a responsibility to help create and maintain a work environment that is

free from bullying and harassment. All employees have a part to play and can help by doing

the following:

Be aware of how your own behaviour may affect others and be prepared to change

it if necessary (e.g. you can still cause offence even if you are “only joking”).

Treat your colleagues with the dignity and respect you would like them to show you.

Take a stand if you think inappropriate jokes or comments are being made.

Make it clear to others when you find their behaviour is unacceptable.

Intervene, if possible, to stop bullying or harassment and give support to recipients.

Make it clear to others that you find bullying and harassment unacceptable.

Report bullying or harassment to your line manager or HR representative and give

your full support to the Company in the investigation of complaints.

Cooperate with the Company by providing any relevant information when an

allegation of bullying or harassment is being investigated either at the informal or

formal stage;

If a complaint of bullying or harassment is made do not prejudge or victimise the

complainant or alleged bully/harasser.

We view both harassment and bullying as very serious issues. If you feel that you have been

treated in a way that you find unacceptable, please speak to your line manager or contact

your HR Department.

We will treat every incident in the strictest confidence. We will listen carefully to your

concerns and fully investigate all issues raised. If we are satisfied that either bullying or

harassment has occurred, we will take disciplinary action against the perpetrator up to and

including summary dismissal.

For further information please refer to the Anti-Harassment and Bullying Policy which is

available in the Public Folders, or from your line manager or the HR Department.

Diversity in the Workplace

We aim to ensure that you do not receive less favourable treatment, (unless that treatment

is justified), on the grounds of your race, creed, colour, nationality, ethnic origin, religion or

belief, gender (including maternity and/or pregnancy), gender reassignment, sexual

orientation, marital status and civil partnership, disability, age, HIV status, trade union

membership, nature of contract (e.g. part-time status) or membership of the travelling

community. We will also aim to ensure that you are not subjected to any victimisation if you

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make a complaint about, or report, discrimination. In order to ensure that we continue to

promote equality of opportunity within our workforce, we request to hold personal data,

regarding, for example, your gender or ethnic origin. This information is for monitoring

purposes only and is kept entirely confidential.

The Company is committed to the principle of equal opportunity in recruitment and

employment and considers all forms of discrimination at work unacceptable. For further

details, please refer to the Diversity Policy which is available in the Public Folders, or from

your line manager or the HR Department.

‘Whistle Blowing’

A whistleblower is someone who discovers something that is wrong and alerts his or her

employer or the relevant authorities to what is going on. The law recognises that

whistleblowing occurs and protects employees who are whistleblowers from detrimental

treatment such as dismissal. To be protected by the law a whistleblower must fall within the

stringent legal rules. A ‘worker’ making a ‘qualifying disclosure’ will only be protected if they

reasonably believe that the disclosure is in the public interest. Full details are provided in

the Company’s ‘Whistleblowing Policy’, which all employees must review and comply with.

The ‘Whistleblowing Policy’ is available in the Public Folders, or from your line manager or

the HR Department.