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GLOUCESTERSHIRE TRAINING GROUP
LIMITED
APPRENTICE HANDBOOK
OUR RULES AND POLICIES
February 2011
(Version 6)
INDEX
WELCOME
1. Responsibilities 4-6
2. Attendance and Timekeeping 6-7
3. Absence as a result of sickness and/or injury 7-8
4. Dentists, Doctors, Opticians and other appointments 8
5. Holidays 8-9
6. Use of Computers in Training 9-11
7. Dress Codes 11
8. Search 12
9. Company Property 12
10. Accidents 12-13
11. Smoking 13-14
12. Fire 14-16
13. Course Organisation 17
14. Equal Opportunities Policy 17-18
15. Bullying and Harrassment Policy 19-24
16. The Appeals Process (Assessment) 24
17. Grievance Procedure (Non-Disciplinary) 24-25
18. Disciplinary Procedure 25-29
19. Data Protection Policy 29-30
20. Alcohol and Drug Policy 31-33
21. Health and Safety at Work Policy 33-41
22. Safeguarding Policy 42-45
23. Miscellaneous 45-46
Appendices
A. Who’s Who 47
B. Fairness in Assessment (taken from Work Instruction Manual) 48
C. Fairness in Verification (taken from Work Instruction Manual) 49
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WELCOME TO GLOUCESTERSHIRE TRAINING GROUP LTD
Gloucestershire Training Group Ltd (GTG) is a small engineering group training association with
charitable status, owned and managed by a number of local companies in the engineering
manufacture and production sector. Its primary function is to provide high quality training and
development for apprentices sent to GTG by member and non-member companies.
Apprenticeship programmes range between 2 to 4 years in length and are tailor made to fulfill the
business need of the sponsor organisation and also suit the needs and aspirations of the learner.
GTG’s mission is to be the best engineering training resource agency in Gloucestershire. To
enable GTG to achieve this mission apprentices must be committed and dedicated to not only
their chosen career and profession but also to the programme of learning. Apprentices that
attend GTG will not only achieve the necessary qualifications required by the industry but will
also be instilled with the appropriate work ethic and principles expected by their employers. In
order to achieve this, GTG have adopted a set of rules and procedures which are set out in this
handbook and which aim to replicate the culture and environments of the industry.
Your time spent on programme with GTG is governed by the policies and procedures in
this Handbook which are endorsed by your sponsor company/employer. Whilst these
rules and procedures will be explained to you during the induction period of your training,
it is your responsibility to familiarise yourself with the contents of this handbook.
Discipline within the Engineering Centre is based on principles relevant to the workplace.
Instructors are delegated the authority to deal with misdemeanours much in the same way as a
supervisor or foreman is likely to do on the average shop floor. They are to be treated therefore
with the same respect as their industrial equivalents.
It is the Group Training Centre’s policy to provide training and a working environment in which a
positive attitude towards work exists among all apprentices and a high level of performance can
be achieved. Disciplinary action for such incidents as uncooperative conduct, absence or bad
time-keeping, is relevant only when normal positive motivation has failed.
If you are unsure about anything mentioned in this Handbook, please contact the Group Training
Manager who will be delighted to help you.
We are very pleased that you have chosen to undertake your programme of learning with GTG
and we hope that your time with us will be fulfilling and happy.
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1. RESPONSIBILITIES
1.1 Gloucestershire Training Group Limited (GTG) will endeavour to present its registered
Apprentices with a positive learning experience.
1.2 In order to do so, we commit to offer each and every learner:
Recognition as a customer of GTG in their own right, independent of contractual
agreements with employers or alternative funding agencies, and thereby access to formal
assessment of competence subject only to the collection of appropriate, sufficient, valid
and reliable evidence by the candidate.
Access to appropriate initial assessment mechanisms to advise the learner in their
selection of learning opportunities. The results of any such initial assessments will always
be given and always in surroundings which preserve individual confidentiality.
(Furthermore we confirm that we will, if unable to offer specific help, refer the learner to
other agencies or organisations so that a continuous pathway of help and advice is
formed.)
A programme of learning that takes place in a safe, healthy and supportive environment
An Individual Learning Plan (ILP) that fulfils the national and industry sector agreed criteria
for Apprenticeships.
Sufficient input, within programmes offered, to afford development of skills to the minimum
level of safe working practice and performance required for successful assessment and
certification against the appropriate Element(s) or Unit(s) of the National Standard.
Equal right of access to GTG’s assessment service.
Advice and guidance on engineering career opportunities, on request, throughout the
period of their training and development.
Formal progress review meetings with an appropriately qualified member of GTG’s staff at
a frequency no less than 3 monthly.
Licensed skills assessment by a competent, qualified member of staff either on the
premises of GTG or on those of a contracted customer, subject to negotiated agreement.
Registration and equal right of access to appropriate underpinning knowledge materials
contained within GTG’s Managed Learning Environment (Virtual College).
Protection from all acts of discrimination, harassment, or bullying, whether on GTG’s
premises or whilst in placement locations.
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Assurance that training delivered meets the requirements of GTG and the Learning &
Skills Council in relation to Quality Assurance procedures and Health & Safety obligations.
An Assurance that if the employer is unable to complete the apprenticeship, GTG shall
use its best endeavours to ensure the apprentice is offered opportunities to transfer to a
similar apprenticeship programme.
1.3 In return for this commitment, we expect apprentices to:
Dress appropriately for work/learning.
Attend punctually for work/learning.
Be diligent.
Comply with all legal work instructions.
Comply with the employer’s terms and conditions of employment.
Comply with GTG’s disciplinary procedures.
Comply with all relevant Health and Safety Rules and Regulations and to protect
themselves and their colleagues from danger whilst on GTG or on placement/work
premises.
Protect all GTG and employer equipment and materials from unnecessary damage.
Inform GTG management of any acts of discrimination, harassment or bullying perpetrated
against them whether on GTG’s premises or whilst on placement/employer premises.
Take part in and contribute to the review process and undertake assessments in order to
achieve the ILP and its objectives.
Provide evidence of GCSE/other qualifications, in the form of certificates, if applying for
exemption from Key Skill end tests and/or portfolios of evidence. NOTE: STATEMENT OF
RESULTS PROVIDED BY YOUR SCHOOL IS NOT ACCEPTABLE.
To comply with the Company’s equal opportunities policy and to co-operate with it to
ensure a working environment that is free from discrimination and prejudice and the fear of
harassment or violence.
To notify the Company at the earliest opportunity about any change in your personal
circumstances such as your name, address or telephone number.
1.4 It is the responsibility of the Chief Instructor to ensure that the circumstances leading to the
invoking of the Formal Disciplinary Procedures are thoroughly investigated and
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documented, and that all relevant facts are available before the case is taken to a higher
level within the organisation.
1.5 Learners must be made aware that they are being involved in Formal Disciplinary
Proceedings and that they are aware of their rights to appeal and state their own case.
1.6 In the absence of the Chief Instructor, Training Instructors have the authority to act on his
behalf.
2. ATTENDANCE AND TIMEKEEPING
2.1 Gloucestershire Training Group Ltd and your sponsor company expects excellent
attendance and timekeeping.
2.2 It is your responsibility to make sure that you are at your place of training and ready to
start work at your scheduled starting time.
2.3 If you are sick or injured and cannot attend then you must comply with GTG’s
sickness/injury rules and any other rules stipulated by your sponsor company. The
sickness/injury rules are set out at part 3 of this Handbook.
2.4 If you arrive at the Centre late you must immediately report to your Instructor.
2.5 If you need to leave the Centre before your scheduled finish time you must obtain the prior
authority of your Instructor.
2.6 You are required to use the Company’s clock card system correctly and:-
2.6.1 immediately before you start your normal working day;
2.6.2 when leaving your work station for a break or for any other reason;
2.6.3 when returning to your work station following any break during your working day;
and
2.6.4 at the end of your normal working day; and
2.7 Failure to use the Company’s clock card system in accordance with these rules will
normally be treated as gross misconduct.
2.8 Your clock card is your responsibility. If you allow another person to use your card or if
you use somebody else’s card, your conduct will normally be treated as gross
misconduct.
2.9 If you damage or lose your clock card you must notify your Instructor immediately and you
will normally be responsible for the cost of a replacement card.
2.10 You must comply with any absence / Time recording procedures which may be introduced
from time to time including any provisions require to ensure compliance with the Working
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Time Regulations 1998.
2.11 Information regarding your timekeeping and attendance will be reported to your sponsor
company informally on a daily basis and formally on a weekly basis.
2.12 Information regarding your timekeeping and attendance will also be included on your
progress reports which are sent to your sponsor company and kept on file at GTG for
future reference.
3. ABSENCE AS A RESULT OF SICKNESS AND INJURY
3.1 You are expected to be available for training during your normal working hours. You must
make every effort to attend for training.
3.2 If you cannot attend you must comply with the following rules:-
3.2.1 You must telephone reception and your employer before 9.00am on your first day of
absence. You should not leave a message with a colleague. You should always
leave a contact number.
3.2.2 You must state the reason for your absence and the date on which you expect to
return to training.
3.2.3 If you are unable to return to training on the date expected you must call reception
again as outlined above.
3.2.4 If your absence lasts for less than 8 calendar days, on your return to the Centre you
must complete a sick form (GTG.ADMIN.002) explaining the reason for your
absence. A hard copy of this form is provided in your induction folder. Further
copies can be obtained from Reception.
3.2.5 If your absence lasts for 8 or more consecutive calendar days then you must:-
3.2.5.1 Obtain a Statement of Fitness for Work (MED3 04/10) from your GP.
This form must be given to the Chief Instructor immediately.
3.2.5.2 If you cannot return to work/training when your medical certificate
expires, you must obtain another medical certificate from your GP and
send it to the Chief Instructor immediately. Certificates are required to
cover the total period of your absence.
3.2.5.3 You must telephone the Chief Instructor at least one working day
before you return to work so that arrangements can be made for your
return.
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3.2.5.4 If your last medical certificate does not specify a date on which you
can resume your duties, before you return, you must supply the
Company with a medical clearance certificate confirming that you are
fit to return to work/training.
3.2.5.5 You must also comply with any sickness/absence policy set by your
sponsor organisation.
4. DENTISTS, DOCTORS, OPTICIANS AND OTHER APPOINTMENTS
4.1 Whenever possible such appointments should be made outside of training hours.
4.2 Where it is absolutely essential that such appointments are arranged during your training
day, disruption must be kept to a minimum by arranging the appointment at the very start
of the day or at the end of the day.
4.3 Prior authorisation for such appointments must be obtained from the Chief Instructor and
your sponsor company unless the appointment is as a result of an emergency.
4.4 You will need to refer to the policies set by your sponsor company with regards to
payments for this type of absence.
5. HOLIDAYS
5.1 Your annual holiday entitlement is defined by your sponsor company and will be set out in
your contract of employment.
5.2 GTG operates a block closure system and dates of statutory and other authorised holiday
periods are published during induction to the learning programme.
5.3 You will need to negotiate with your employer with regards to taking annual leave during
the shutdown period as they may require you to attend their premises for work experience.
5.4 It is not GTG’s policy to support applications for holidays during any other period of
foundation training.
5.5 Learners (apprentices) must seek employer approval/authority for all requests for holidays
outside block closure periods.
5.6 GTG recognises its position as the agent of respective employers and will therefore
comply with their wishes/instructions regarding in-term applications for holiday. However,
a full report of the applicant’s performance and attainment will be forwarded to the
employer to assist in determining whether holiday should be granted or not.
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5.7 Request for holidays should be submitted in writing on the apprentice holiday application
form (GTG.ADMIN.001). A hard copy of this form is provided in your induction folder.
Further copies can be obtained from Reception.
5.8 If, for any reason, you know you will be late returning from holiday you must contact both
GTG and your sponsor Company and notify your late return as soon as possible. Failure to
do so may result in disciplinary action for unauthorised absence. Such disciplinary action
may include dismissal.
6. USE OF COMPUTERS IN TRAINING
Introduction
6.1 The Company’s computer system contains an e-mail facility, which is intended to promote
effective communication on matters relating to your training programme. The e-mail
system should therefore be used for that purpose. You have no right to privacy when using
the Company’s computer system. This means the e-mail system should not be used for
spreading gossip or for personal gain or in breach of any of the Company’s standard
employment policies on issues such as sexual or racial harassment.
6.2 Messages should be concise and directed to those individuals with a need to know.
General messages to a wide group should only be used where necessary and ALWAYS
use the blind carbon copy facility (BCC) to protect customer/client confidentiality.
6.3 Confidential information should not be sent externally and in some cases internally, by e-
mail without express authority and unless the messages can be lawfully encrypted.
Legal Action Against the Company
6.4 Messages sent over the e-mail system can give rise to legal action against the Company.
Claims for defamation, breach of confidentiality or contract could arise from a misuse of
the system. It is therefore vital for e-mail messages to be treated like any other form of
correspondence and where necessary hard copies should be retained. You are also
reminded that messages are disclosable in any legal action commenced against the
Company relevant to the issues set out in the e-mail.
The Company’s Rights
6.5 The Company reserves the right to retrieve the contents of all incoming and outgoing
messages for the purpose of monitoring whether the use of the e-mail system is legitimate,
when learners are off sick or on holiday, to find lost messages or to retrieve messages lost
by computer failure, to assist in the investigations of wrongful acts or to comply with any
legal obligation.
6.6 The Company reserves the right to monitor email messages sent and/or received and to
monitor your usage of the Internet.
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Security
6.7 If you are given access to the e-mail system you are responsible for the security of your
terminal and you must not allow the terminal to be used by an unauthorised person.
6.8 You should therefore keep your personal password confidential and change it regularly.
When leaving your terminal unattended or on leaving the office you should ensure you log
off the system to prevent unauthorised users using your terminal in your absence.
General Rules
6.9 Should you receive an e-mail message which has been wrongly delivered to your e-mail
address you should notify the sender of the message by redirecting the message to that
person but NOT in the case of SPAM which should be deleted immediately. Further in the
event the e-mail message contains confidential information you must not disclose or use
that confidential information. Should you receive an e-mail which contravenes this policy
the e-mail should be brought to the attention of your supervisor or manager.
6.10 Misuse of the e-mail system in breach of these rules will be treated as misconduct.
6.11 Misuse of the e-mail system by transmission of any material in any of the following
categories will constitute gross misconduct:
6.11.1 defamatory;
6.11.2 offensive or obscene;
6.11.3 untrue or malicious;
6.11.4 discriminatory on grounds of race, sex, marital status, disability, sexual orientation,
religion or religious belief & philosophical beliefs or age;
6.11.5 protected copyright material.
Internet
6.12 If you are given access to the Internet you must use it for legitimate training/learning
purposes only. Searching for or viewing or downloading web pages the content of which is
offensive, obscene, discriminatory will constitute gross misconduct.
Agreement
5.13 You will be asked to sign an agreement at the start of your training programme which
contains the following information:
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5.13.1 The instruction governs the use of all GTG Computing Hardware, Software and
peripherals. Contravention of this instruction will lead to immediate suspension
from training and instigate disciplinary action.
5.13.2 The unauthorised use of GTG Computing Hardware, Software and peripherals is
expressly forbidden.
5.13.3 The responsibility for authorisation of use is delegated to the Staff Instructor/Course
Supervisor.
5.13.4 GTG Computing Hardware, Software and peripherals may be used only in the
pursuance of the relevant appropriate course objectives directed by the Staff
Instructor/Course Supervisor.
5.13.5 Learners will use only those materials and storage devices provided by GTG.
5.13.6 Learners are prohibited from transferring information and/or data of any description
from or to GTG Hardware or Software from any source or sources other than those
provided by GTG.
5.13.7 Data/Information storage media provided by GTG for use by Students will not be
removed from GTG premises.
5.13.8 Learners are prohibited from altering or rectifying in any way the systems,
configurations, directories or files of GTG Computing property unless specifically
authorised to do so, in writing, by the authorised Staff Instructor/Course Supervisor.
7. DRESS CODE
7.1 Proper attire is necessary to maintain an image which reflects the Company's
professionalism and high standards. It is important that dress is appropriate for the
Company’s environment.
7.2 All learners will wear appropriate personal protection equipment (overalls, safety
boots/shoes, goggles/over-glasses) which will be provided by the sponsor Company.
7.3 Sportswear and fashion wear including tracksuits, hoodies, slouch jeans, beanies and
baseball caps are not considered to be appropriate attire. If further guidance regarding
attire is required, this should be discussed with the Chief Instructor.
7.4 If you arrive at work inappropriately dressed we reserve the right to require you to go
home and get changed. You do not have the right to pay in respect of any time lost.
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8. SEARCH
8.1 The Company reserves the right to invite the police to obtain a warrant to search the
Company’s premises and/or people suspected of possession of stolen or other illegal
goods or substances or whom are suspected of committing or having committed any other
criminal act.
9. COMPANY PROPERTY
9.1 The use of Company equipment or premises for any activity other than training without the
express permission of the Chief Executive is expressly forbidden.
9.2 Whenever requested by the Company, and in any event on the termination of your
employment by your sponsor company, you must promptly return all Company property in
your possession, custody or control.
9.3 It is the duty of each individual to ensure that Training Centre Property is protected. All
damage to property, fixtures and fittings will be investigated by the Chief Instructor and, if
warranted, the appropriate disciplinary action will be taken.
10. ACCIDENTS
10.1 Absences resulting from accidents at work/during training are treated as sickness
absence. You will need to refer to your sponsor company’s rules in relation to such
absences.
10.2 All accidents and incidents (including near-miss incidents) must be reported to your
Training Instructor or the Chief Instructor so that the cause can be ascertained, the control
measures re-evaluated and action taken to prevent recurrence.
10.3 All accidents and incidents, no matter how minor, must be recorded in the Accident
Book.
10.4 An Accident Report must be completed by the Training Instructor and sent to the Senior
Group Training and Safety Officer.
10.5 It is the responsibility of all learners to provide complete and accurate information to
enable management to find out what went wrong, learn lessons and take action to prevent
or reduce such accidents/incidents in the future.
10.6 The Accident/Incident Book should be taken to the Group Training Manager at the end of
each month.
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First Aid Procedure
10.7 Throughout the company, there are allocated members of staff who are authorised to give
First Aid to anyone who injures themselves. The names of these employees are on notices
in each department. They are:
Mrs Nicky Shaw - Office
Mr Paul Cole - Workshop
Mr Trevor McCurdy - Electrical Workshop
10.8 First Aiders are trained by attending a St John Ambulance Association First Aid Course, or
its equivalent, and have passed the necessary examination.
10.9 First Aiders in the workshop area have First Aid boxes, but provide only initial treatment,
and will send any injured employee to the hospital for further treatment should it be
necessary.
10.10 Any treatment given will be recorded in the accident/incident book.
10.11 The Accident/Incident Book will be taken to the Group Training Manager at the end of
each month.
11. SMOKING
11.1 Smoking on GTG’s premises is strictly forbidden.
11.2 This policy has been developed to protect all employees, service users, customers and
visitors from exposure to second-hand smoke and to ensure compliance with laws that
ban smoking in public places (including workplaces). Laws banning smoking in public
places (including workplaces) came in to effect on 26 March 2006 in Scotland, 2 April
2007 in Wales and 1st July 2007 in England.
11.3 Exposure to second-hand smoke, also known as passive smoking, increases the risk of
lung cancer, heart disease and other illnesses. Ventilation or separating smokers and non-
smokers within the same airspace does not stop potentially dangerous exposure.
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Policy
11.4 It is the policy of the Company that all of its workplaces are smoke-free and all learners
have a right to learn in a smoke-free environment.
11.5 Smoking is prohibited throughout the entire workplace with no exceptions. This includes
Company vehicles. This policy applies to all employees, consultants, customers, learners
and visitors.
Implementation
11.6 Overall responsibility for policy implementation and review rests with the Chief Executive.
All staff are obliged to adhere to and to facilitate the implementation of the policy.
11.7 The person named above shall ensure that all employees, consultants, customers,
learners and contractors are aware of the policy and of their role in the implementation and
monitoring of the policy. They will also ensure that all new personnel are given a copy of
the policy on recruitment or induction.
11.8 Appropriate 'No smoking' signs will be clearly displayed at or near the entrances to the
premises and elsewhere around Company premises. Signs will also be displayed in
Company vehicles that are covered by the new law.
Non-compliance
11.9 Non compliance with this policy and relevant law will be treated as a disciplinary offence.
12. FIRE INSTRUCTIONS
First Floor – Management Centre
12.1 In the event of fire:
12.1.1 Immediately operate nearest fire alarm point which are situated AT THE BOTTOM
OF THE MAIN STAIRCASE, AT THE FRONT OF THE BUILDING AND AT THE
TOP AND BOTTOM OF THE STAIRCASE AT THE REAR OF THE BUILDING (and
only if safe to do so).
12.1.2 When you are in an area without risk telephone the FIRE SERVICES.
(i) Lift receiver and dial 999
(ii) Give operator your telephone number and ask for the FIRE SERVICE
(iii) When the FIRE SERVICE reply state fire at:
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Gloucestershire Training Group Limited
8 Chancel Close
Eastern Avenue
Gloucester
GL4 3SN
12.2 DO NOT replace the receiver until address has been repeated by the FIRE SERVICE.
12.3 Leave the building by the nearest available exit.
12.4 DO NOT STOP TO COLLECT PERSONAL BELONGINGS Formatted: Font: Font color: Text 1
12.5 DO NOT RE-ENTER THE BUILDING
12.6 Assembly Point – Make your way to the CAR PARK on the LEFT OF UNIT 7 OPPOSITE,
where Gloucestershire Training Group staff will check that everyone is present.
12.7 Staff will assist in monitoring evacuation of building.
Ground Floor, plus Electronic Workshop and Classrooms
12.8 On discovering a fire:
12.8.1 Switch off your machine or isolate your equipment.
12.8.2 Notify your Instructor immediately
12.8.3 Activate nearest fire alarm (3 off).
12.9 On hearing the fire alarm:
Learners
Switch off your machine or isolate your equipment.
Evacuate the building through the exit which is clear of fire.
Assemble in your respective fire drill areas.
Await instructions from your Instructor.
Do not stop to collect personal belongings.
Do not re-enter the building until told to do so.
Instructors
Call for assistance from Fire Brigade.
Ensure building is evacuated.
Call roll of learners of your section and institute search of all not present.
Isolate electrical and gas supply.
Remove gas cylinders and gas supply.
Assess extent of fire and if within capabilities, extinguish.
Notify adjacent companies.
Report circumstances to Group Manager.
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12.10 SAVING LIFE IS PARAMOUNT, WHENEVER THE ALARM IS ACTIVATED ALL THE
ABOVE ACTION IS TO BE TAKEN. IT MAY BE FOR REAL OR PRACTICE – ASSUME
IT’S REAL.
Assembly Points
D McPherson Check: (ASSEMBLY POINT B)
1. Whole of Top Floor
T McCurdy or
P Baker Check: (ASSEMBLY POINT B)
1. Electronic Workshop
2. Store Room
3. Switch off power in Store Room
K Bradshaw Check: (ASSEMBLY POINT A)
1. Fitting Sections
2. Turning Sections
3. Turn off Gas Bottles
K Bradshaw Check: (ASSEMBLY POINT A)
1. Instructors Room
2. Turn of Gas Mains
3. Staff Toilets
A Gribble Check: (ASSEMBLY POINT B)
1. CNC Room
2. Staff Room
3. First Aid Room
P Cole Check: (ASSEMBLY POINT B)
1. Apprentice Toilets
2. Milling Section
3. Main Workshop
ASSEMBLY POINT A On far side of brick wall at the side of building.
ASSEMBLY POINT B On far side of brick wall at the front of building.
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13. COURSE ORGANISATION
13.1 All Training Centre Courses are based on a modular system. Each module constitutes a
self standing element of the Course and mandatory achievement levels are clearly stated
in each Course Programme. Completion of the Course is dependent on successful
attainment of the stipulated standard. All assessments, academic and practical, will be
recorded and attached to the learner’s Training Record.
13.2 Monitoring of the learner’s progress will be undertaken both by Centre Training Staff (i.e.
Chief Instructor, Training Officer, Training Instructors) and by the Staff of SEMTA
(Awarding Body).
13.3 In conjunction with instructions issued by Section Instructors, it is the responsibility of each
individual learner to accurately maintain the Skill Specification Record.
13.4 NVQ Records will be issued by Training Instructors.
13.5 All work carried out in the Centre is to be recorded in the Learner Log Book and/or
Portfolio of evidence which is to be kept available for assessment at all times.
Maintenance of the Log Book and/or Portfolio of evidence is the sole responsibility of the
learner. Assessment work is to be kept in the learner’s Portfolio.
13.6 If the learner does not agree with the decision made by the Training Instructor regarding
the Assessment Process outcome, the learner can request the Internal Verifier (G Hernon,
Senior Group Training and Safety Officer) to re-visit the assessment. In the event that the
assessor’s judgement is supported by the Internal Verifier the assessee may access the
External Verifier whose judgement is final.
14. EQUAL OPPORTUNITIES POLICY
14.1 Gloucestershire Training Group Ltd is committed to ensuring that there is equality of
opportunity for all learners that undertake a programme of learning. We are committed to
ensuring within the framework of the law that our workplaces are free from unlawful or unfair
discrimination because of Protected Characteristics as defined by the Equality Act 2010. We
have adopted this policy as a means of helping to achieve these aims.
14.2 The Protected Characteristics are –
Age
Disability
Gender Reassignment
Race
Religion or Belief
Sex
Sexual Orientation
Marriage and Civil Partnership
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Pregnancy and Maternity
14.3 We aim to ensure that our learners at GTG achieve their full potential and that all decisions
are taken without reference to irrelevant or discriminatory criteria.
What is discrimination?
14.4 Direct discrimination – when someone is treated less favourably than another person
because of a Protected Characteristic.
14.5 Associative discrimination or discrimination by association – direct discrimination
against someone because they associate with another person who possesses a Protected
Characteristic.
14.6 Discrimination by perception – direct discrimination against someone because it is
thought that they possess a particular Protected Characteristic even if they do not actually
possess it.
14.7 Indirect discrimination - occurs where an individual’s training is subject to an unjustified
provision criterion or practice which e.g. one sex or race or nationality or age group finds
more difficult to meet, although on the face of it the provision, criterion or practice is
‘neutral’.
14.8 Harassment – unwanted conduct related to a relevant protected characteristic which has
the purpose or effect of violating an individual’s dignity or creating an intimidating, hostile,
degrading, humiliating or offensive environment for that individual. Learners may complain
of such offensive behaviour even if it is not directed towards them personally.
14.9 Harassment by a third party – harassment of learners by third parties such as customers
or clients.
14.10 Victimisation – when a learner is treated less favourably because they have made or
supported a complaint or raised a grievance under the Equality Act 2010 or are suspected
of doing so.
Formatted: Font: Font color: Text 1
Commitment
14.11 We are committed to ensuring that all learners in our care are protected from unlawful
discrimination in employment.
14.12 Discrimination is a serious disciplinary matter which will normally be treated as gross
misconduct.
14.13 Anyone who believes that he or she may have been disadvantaged on discriminatory
grounds should raise the matter through the Company’s grievance procedure.
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15. BULLYING AND HARASSMENT POLICY
The Policy
15.1 Harassment pollutes the learning environment and can have a devastating effect on the
health, confidence, morale and performance of those affected by it. It may also have a
damaging effect on other learners who are not themselves the object of unwanted behavior
but who are witness to it or who have knowledge of the behaviour. All learners in our care
are entitled to a learning environment which respects their personal dignity and which is free
from such objectionable conduct. Harassment is a disciplinary offence and it will normally
be treated as gross misconduct.
15.2 Harassment is either:
15.2.1 Unwanted conduct (whether verbal or not) which is of a sexual or racial nature, or
other conduct based on someone’s race or gender or marital status or disability or
sexual orientation or religious or other philosophical belief or age which affects the
dignity of men or women in learning; or
15.2.2 Bullying of colleagues by intimidatory behaviour; or
15.2.3 Unfavourable conduct, whether verbal or non-verbal, towards someone based on
his/her race or gender or marital status or disability or sexual orientation or religious
or other philosophical belief or age which could affect his/her dignity during learning.
15.3 A single incident can amount to harassment if sufficiently grave.
15.4 Examples of harassment include:
15.4.1 Insensitive jokes and pranks.
15.4.2 Lewd comments about appearance.
15.4.3 Unnecessary body contact.
15.4.4 Displays of sexually offensive material, e.g. Pin-ups.
15.4.5 Repeated instances of minor harassment acts.
15.4.6 Requests for sexual favours.
15.4.7 Speculation about a person's private life and or sexual activities.
15.4.8 Threatened or actual violence.
15.4.9 Threat of dismissal, loss of promotion, etc. for refusal of sexual favours.
15.4.10Jokes about a person being either too old or too young to do a job properly.
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15.4.11Age related jokes.
15.5 Bullying is defined as any form of physical or verbal attack and/or threat of such, or the
abuse of position, in order to attack or undermine the confidence or ability of another, or to
place another learner under unreasonable pressure or subjecting another to detrimental
treatment, by either act or omission.
The Procedure
15.6 This procedure has been designed to deal with complaints of harassment, which need to
be handled in a sensitive manner. The procedure, therefore, seeks to ensure minimal
stress for the complainant, timely resolution of complaints and a degree of flexibility
appropriate to individual circumstances.
15.7 At all stages of the procedure, the need to maintain confidentiality will be paramount.
Information circulation will be minimised to that which is necessary to ensure a fair
investigation and hearing.
15.8 This procedure is separate from the disciplinary procedure, which may be used following
the results of the investigation under this procedure. Alternatively, an incident may be so
serious, or there may be sufficient evidence to proceed straight to the disciplinary
procedure. Anyone found to be making untrue or malicious allegations under this
procedure may also be subject to the disciplinary action.
15.9 If at any stage in this procedure a learner does not receive a response to a formal
complaint in accordance with the specified or agreed time limits, or where the response is
inadequate or inappropriate, the learner is entitled to raise the matter under the
organisation’s grievance procedure.
15.10 It is recognised that in bringing a complaint, the complainant must be protected from
further harassment or detriment arising from the alleged incident and associated
complaint.
Keeping a record
15.11 It is important that anyone who believes that they have suffered from harassment should
keep notes of the details outlined below for each incident and that they are made as soon
after the event as possible. Detailed notes should include the following;
Date;
Time
Place
Name of person harassing them;
What actually happened;
How the person actually felt at the time;
Name of any witness
Action taken and whether reported to management;
Any correspondence relating to the incidents and subsequent complaints.
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Stage 1: Informal Resolution
15.12 Every effort will be made to resolve the issue informally in the first instance, if this is
appropriate. As soon after the incident as possible, the individual should make it clear to
the offender that the incident is not welcomed and should stop. If too embarrassed to
speak directly, this could be done by writing, or asking a colleague to do this for them. A
note should be made of the action taken.
15.13 If the action continues, or the individual cannot take personal action, then they are advised
to contact their line manager (if appropriate) for advice on the next stage. If the line
manager is the person against whom the complaint is being made, the matter should be
reported to the next manager above. Where the learner indicates that they would prefer to
discuss the matter with a person of the same sex/race etc, this will be arranged whenever
possible.
15.14 Any discussion will be confidential and no further action will be taken without the consent
of the complainant. Unless the manager considers the incident so serious, in which case
they will inform the learner of their need to take action against the alleged harasser,
following consultation with the learner concerned.
15.16 The learner may have a friend/colleague present at all stages of the procedure.
15.16 One of the following courses of action may then be followed:
15.16.1 To take no further action at this stage, but to record any future incidents as
recommended above and to keep the situation under review, enabling the
learner to seek further advice in the future if necessary;
15.16.2 If the offender has not already been approached, then ask the person to stop
the offending behaviour and again keep the situation under review;
15.16.3 Make a formal complaint.
15.16.4 Counselling
15.17 If the behaviour does not cease, or is serious, then the complainant can request
counselling. The role of the counsellor is to provide support and assistance to the
complainant during this stressful time. The role also extends to the alleged harasser, if
requested. However, arrangements for a different counsellor will be made, as the same
counsellor should not advise the alleged harasser and complainant.
15.18 The counsellor has no role in formal investigations and neither are they a source of
evidence in any proceedings, since all discussions between counsellor and employee are
confidential.
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Stage 2: Formal Complaint
15.19 If the individual wishes to make a formal complaint this should be put in writing to the Chief
Executive, or the next member of staff in the chain of command (please refer to the
organisational chart in your induction folder). The letter needs to specify that it is a formal
complaint giving details of the incident(s).
Serious Criminal Offences
15.20 In cases of an alleged assault or alleged behaviour that is considered to be a criminal
offence, the organisation should contact the Police for their appropriate action, if the
complainant so wishes and/or if the organisation considers the incident to be a serious
criminal offence.
Investigating A Formal Complaint
15.21 The investigating panel is required to protect the rights of both parties involved and ensure
that both are entitled to a full and fair opportunity to put their version of events. All
departments are expected to co-operate in releasing staff from their normal duties to
participate in the investigation as required.
Time Limits
15.22 The investigation should normally be completed within 10 working days of the formal
written complaint being received. On occasions, it will not be possible to keep within this
timescale. In such cases, the complainant and the alleged offender must both be kept
informed of any need for an extension and the likely timescale for completion.
How The Complaint Will Be Investigated
15.23 Initial Response
The investigation will be carried out by a nominated member of staff who should not be
connected with the case in any way.
15.24 The person against whom the complaint has been made should be informed of the nature
of the complaint and sent a copy of the written complaint and details of the procedure
involved and advised to seek representation.
15.25 Possible Suspension Or Redeployment During The Investigation
In order to relieve the stress and pressure on one or both parties; to prevent the risk of
further incidents and to prevent victimisation it may be necessary to suspend the alleged
harasser. Suspension under this procedure does not constitute part of the disciplinary
procedure and will be on full pay. Temporary redeployment of one or both parties may
also be considered. The complainant should be given the choice, though normally the
alleged harasser would be redeployed first. The organisation may wish to consider
granting of special leave in appropriate circumstances, upon the request of the
complainant.
15.26 Meeting The Parties Involved
The panel will meet with the complainant and the alleged harasser separately and with
their respective representatives. Detailed written statements will be taken which the
relevant parties should sign and date, confirming that they agree with the statements
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collected. Both parties should be given the opportunity to nominate witnesses whom they
wish to be interviewed.
15.27 Meeting With Witnesses
The panel will meet anyone else who was present or who has information, which is
relevant to the issue. Notes of this meeting will also be taken and the individuals called will
be able to be accompanied by a friend or a colleague who is not connected with the
investigation. Further interviews may need to take place to clarify or gain further
information. The panel will also need to ensure that they have collected all relevant written
materials.
15.28 Consideration Of Information
The panel will, on completion of the investigation, review the materials collected and
decide whether the complaint is substantiated. In cases of sexual harassment, in no
circumstances will evidence of the complainant’s appearance and sexual attitudes be
taken as relevant information. In some cases, there may not be any witnesses and it will
be one person’s word against another’s. In these cases, the panel will consider whether on
the balance of probabilities, the incidents/actions occurred.
15.29 Further action
The panel will consider the facts and will decide either to:
15.29.1 take no action, that is the allegation has not be substantiated; or
15.29.2 initiate the organisation’s agreed disciplinary procedure; or
15.29.3 take management action other than to initiate the disciplinary procedure. This
could include:
a) a recommendation of redeployment of one or both parties, either on a
temporary or permanent basis. Should a transfer take place, this must not be
on any less terms and conditions of employment, unless action is taken
within the disciplinary procedure to demote an individual;
b) setting up arrangements to monitor the situation;
c) require attendance on training courses;
d) making arrangements for both parties to work as separately as possible
within the same workplace;
e) a future period of compassionate leave.
15.30 Keeping Management Records
After a complaint has been heard, the following storage arrangements should be followed:
15.30.1 Where the complaint is informal, no record will be kept on personal files, but it is
recommended that the complainant makes a note of their meeting.
15.30.2 Where the complaint is not substantiated, then no record will be kept on the
alleged offender’s file.
15.30.3 Where the matter proceeds to a disciplinary hearing, then the storage of records
should be in accordance with the disciplinary procedure.
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15.31 Action When The Complainant Is Dissatisfied
If the complainant or alleged harasser disagrees with the decision, then they have the right
to raise this matter under the organisation’s grievance procedure.
16. THE APPEALS PROCESS (ASSESSMENT)
Introduction
16.1 A candidate may appeal against an assessment decision if he/she believes that the
decision is unfair or unreasonable. This document is intended to advise you of this ‘right
to appeal’ and describes the process to be followed.
Process
16.2 Appeals must be made in writing, by the candidate, to the centre co-ordinator within 14
days of the candidate being notified of the assessment decision against which the appeal
is being made.
16.3 The written appeal will be copied by the centre co-ordinator and issued to the assessor
who made the decision and to the IV responsible for the assessor.
16.4 The centre co-ordinator will identify a member of his/her VQ programme team to evaluate
the evidence and give a judgement (the “Appeals Adjudicator”)
16.5 The Appeals Adjudicator will report back directly to the centre co-ordinator who will make
the final judgement on the appeal.
16.6 The centre co-ordinator will advise the candidate of the judgement within 21 days of the
written appeal being received.
16.7 Similarly a learner/apprentice may appeal against disciplinary awards. In this case the
written appeal should be submitted to the appropriate member of staff within the group
chain of command.
17. GRIEVANCE PROCEDURE (Non-Disciplinary)
17.1 Whilst it is incumbent on the employee to obey the instructions or orders of his/her
employer, provided these are reasonable and lawful, the employee retains the right to
access the grievance procedure when any such instruction or order is felt to be unjust or
unfair. In the case of contracted apprentices or learners such issues should be addressed
to the Chief Instructor.
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17.2 Similarly, should any apprentice or learner feel that they have been misjudged, mistreated,
victimised or disadvantaged in any way by the behaviour of any person on or about GTG’s
property, the offending issue should be brought immediately to the attention of the Chief
Instructor who will immediately initiate an investigation into the matter. Where there may
be concern for ‘conflict of interest’, under exceptional circumstance, grievances may be
taken directly to the Group Training Officer who will command the investigation of the
claimant’s grievance. The findings of any such investigation will be presented to the Chief
Executive who will act as the arbitrator.
17.3 At each and any stage within this process the apprentice or learner may be accompanied
and/or represented by his/her employer.
18. DISCIPLINARY PROCEDURE
Purpose and scope
18.1 This procedure is designed to help and encourage all learners to achieve and maintain
standards of conduct, attendance and performance. This procedure applies to all learners.
The aim is to ensure consistent and fair treatment for all in the Training Centre.
18.2 The disciplinary procedure within GTG is not directly related to your employment,
however, your sponsor company/employer may chose to instigate their own employment
disciplinary process as a result of GTG’s procedure being implemented.
18.3 The sponsor company/employer will be informed of any disciplinary action undertaken
immediately.
18.4 As with any process within GTG, every learner has the right to state their own case and to
appeal.
Principles
18.5 Informal action will be considered, where appropriate, to resolve problems.
18.6 No disciplinary action will be taken against an learner until a reasonable investigation of
the allegation(s) has been undertaken.
18.7 The learner will be advised of the nature of the complaint against him or her and will be
given the opportunity to state his or her case before any decision is made at a disciplinary
meeting.
18.8 Learners will be provided, where appropriate, with written copies of evidence and relevant
witness statements in advance of a disciplinary meeting. Witness statements may be, in
appropriate circumstances, anonymised.
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18.9 At all stages of the procedure the learner will have the right to be accompanied by a
representative, or work colleague.
18.10 No learner will be removed from the centre for a first breach of discipline except in the
case of gross misconduct, when the penalty will be removal from the centre and potentially
termination of the training programme. This could also result in termination of
employment if the sponsor company/employer chooses to instigate their own disciplinary
proceedings.
18.11 The learner will have the right to appeal against any disciplinary action.
18.12 The procedure may be implemented at any stage if the learner's alleged misconduct
warrants this.
Actions
18.13 The sequence of disciplinary actions is:
a) Formal warning (verbal)
i. Before a Formal Warning is issued the case must be fully investigated by the Chief
Instructor.
ii. The learner will be informed of:
a) The circumstances causing the concern.
b) The learner’s necessary action to rectify matters.
c) The date when the situation will be reviewed again (if applicable), and the
implications to the learner if there is insufficient improvement.
d) Their right to state their case.
iii. A meeting will take place with the following people present:
a) The learner
b) The learner’s representative (if requested)
c) The Chief Instructor
d) A GTG representative (additional member of staff)
The warning which is issued must be recorded and indicate:
e) The reason for the warning.
f) The date the warning was issued.
g) Who was in attendance when the warning was issued.
iv. A copy of the record of warning will be sent to the learner’s sponsor
company/employer and parents or guardians where applicable.
b) Written warning
i. Before a Written Warning is issued the case must be fully investigated by the Senior
Group Training and Safety Officer.
ii. The learner will be informed of:
a) The circumstances causing the concern.
b) The learner’s necessary action to rectify matters.
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c) The date when the situation will be reviewed again (if applicable), and the
implications to the learner if there is insufficient improvement.
d) Their right to state their case.
v. A meeting will take place with the following people present:
a) The learner
b) The learner’s representative (if requested)
c) The Senior Group Training and Safety Officer
d) A GTG representative (additional member of staff)
The warning which is issued must be recorded and indicate:
a) The reason for the warning.
b) The date the warning was issued.
c) Who was in attendance when the warning was issued.
d) The fact that a Final Warning may follow if the necessary improvements are
not achieved or any further instances of misconduct of any nature occur.
vi. A copy of the record of warning will be sent to the learner’s sponsor
company/employer and parents or guardians where applicable.
c) Final warning (written)
i. Before a Final Written Warning is issued the case must be fully investigated by the
Group Training Manager.
ii. The learner will be informed of:
a) The circumstances causing the concern.
b) The learner’s necessary action to rectify matters.
c) The date when the situation will be reviewed again (if applicable), and the
implications to the learner if there is insufficient improvement.
d) Their right to state their case.
vii. A meeting will take place with the following people present:
a) The learner
b) The learner’s representative (if requested)
c) The Group Training Manager
d) A GTG representative (additional member of staff)
The warning which is issued must be recorded and indicate:
a) The reason for the warning.
b) The date the warning was issued.
c) Who was in attendance when the warning was issued.
d) The fact that a Removal from the Centre may follow if the necessary
improvements are not achieved or any further instances of misconduct of any
nature occur.
viii. A copy of the record of warning will be sent to the learner’s sponsor
company/employer and parents or guardians where applicable.
d) Removal from training
i. Before removal from the training centre is considered the case must be fully
investigated by the Group Training Manager.
ii. The learner will be informed of:
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a) The circumstances causing the concern.
b) The learner’s necessary action to rectify matters.
c) The date when the situation will be reviewed again (if applicable), and the
implications to the learner if there is insufficient improvement.
d) Their right to state their case.
ix. A meeting will take place with the following people present:
a) The learner
b) The learner’s representative (if requested)
c) The Group Training Manager
d) A GTG representative (additional member of staff)
The learner will be issued will a letter indicating:
a) The reason(s) why they are being removed from the centre.
b) The date of when they are to leave the centre.
c) Who was in attendance when they were advised of their removal from the
centre.
x. A copy of the record of the final disciplinary procedure will be sent to the learner’s
sponsor company/employer and parents or guardians where applicable.
Gross Misconduct
18.14 Where a learner commits a serious breach of discipline, the Chief Instructor will eliminate
previous stages of the disciplinary procedure and immediately inform the learner’s sponsor
Company of the nature and gravity of the circumstances.
18.15 The procedure will be as described above at the appropriate or relevant stage.
18.16 The following list (which is not exhaustive) indicates examples of offences which if they are
of “significant magnitude” will be considered ‘gross industrial misconduct’ and warrant
removal from the centre.
a) Acts of fraud.
b) Disregard of safety precautions.
c) Theft from the Group Training Centre or other learners.
d) Drunkenness or the misuse of drugs on Group Training Centre premises.
e) Refusal to carry out a reasonable work related instruction.
f) Physical assault upon another learner or member of the Training Staff.
g) Acts of vandalism.
h) Acts of incitement to an illegal offence.
i) Malicious damage to Training Centre, Staff and other learners’ property.
j) Improper or unauthorised use of computing and/or other ICT resource.
18.17 Removal from the centre will take place when the offence committed results in a
fundamental breach of the relationship between the learner and the Training Centre, such
that due notice entitlement is inappropriate.
Personnel Records
18.18 Copies of Warnings will remain in file throughout the duration of the programme.
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18.19 If at any time of the disciplinary procedure a stated member of staff is not available, an
alternative member of staff with higher managerial status within the organisation may
conduct the relevant activities.
18.20 If a sponsor company/employer wishes to endorse the disciplinary action taken by GTG,
they must conduct their own proceedings and issues independent warnings.
19. DATA PROTECTION POLICY
19.1 The Data Protection Act relates to the handling of all data including learner information as
well as client or customer related data. Data under the Act breaks down into two
categories - ordinary personal data and sensitive personal data. The Act requires the
Company to take additional steps to protect sensitive personal data.
What Sensitive Personal Data Do We Hold?
19.2 The Company believe that the vast majority of the information which it holds is not
considered (under the terms of the Act) to be sensitive personal data. The Company
believe that the only exceptions to this are:
19.2.1 racial or ethnic origin - which we hold for the purposes of equal opportunity
monitoring;
19.2.2 pre-employment health questionnaire and other information relating to your
health and sickness absence - which the Company holds so it can monitor and
control sickness absence and ensure that it can inform the learners employer;
and
19.2.3 any disciplinary or other records to the extent that they relate to criminal offences.
For example, this would include criminal offences which you disclosed when you
applied for an apprenticeship (and which are not exempt from disclosure under
the Rehabilitation of Offenders Act) and data created in the thankfully infrequent
event of allegations being made against learners that involve or could involve a
criminal offence, such as theft.
19.3 Subject to some exceptions, the Data Protection Act requires the Company to obtain your
explicit consent to hold and process sensitive personal data. Without this consent the
Company will not be able to process this data.
What Other Personal Data Do We Hold About You?
19.4 In general terms, the Act entitles you, on making a written request and paying the required
fee, to obtain access to the data that the Company holds and processes about you.
Precise details of what data the Company holds will vary from person to person. Broadly,
however, the types of data that the Company will hold and process about you will include:
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19.4.1 Personal Details
19.4.1.1 Title, Name, Address - for contact purposes;
19.4.1.2 Home and mobile phone numbers (if supplied) - for contact purposes;
19.4.1.3 National Insurance number – for funding purposes;
19.4.1.4 Date of birth and age – for funding purposes
19.4.1.5 Emergency contact (possibly next of kin) details - for emergency
contact purposes.
19.4.1.6 Accidents at work - if applicable for health and safety reasons; and
19.4.2.7 Any current disciplinary warnings
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20. ALCOHOL AND DRUG ABUSE POLICY
Introduction
20.1 Alcohol, being legal, is a socially acceptable drug that is currently used by 90% of all
people over the legal drinking age. The effects that even small amounts of alcohol can
have on an individual’s performance are well documented and, in an industrial
environment, could prove fatal if allowed to go unchecked.
20.2 In certain sections of the community, the use of illegal drugs for recreational purposes is
becoming more socially acceptable. The use of illegal drugs spans the full spectrum of
society and is at such a level that no company in the UK can, with any certainty, say they
do not have a problem. Contrary to popular belief, the majority of people who misuse
drugs and alcohol are in work and not “down and outs”.
20.3 GTG has a duty of care to all learners (apprentices/learners) to provide an environment
that is safe to work in. Employees and learners have a duty of care to both themselves and
to those who may be affected by their acts or omissions. With this in mind GTG cannot
ignore the need for a policy controlling the actions to be taken should an employee, learner
or any other individual including visitors, at any level of the organisation, be suspected of
alcohol or drug use, abuse or dependency.
20.4 The aim of this policy is to offer a mechanism for dealing with alcohol or drug
abuse/dependency and thus provide a legally acceptable way of showing that GTG has
been reasonably practicable in its approach. The policy is applicable to all employees and
learners within GTG’s jurisdiction. In the initial stages of detection, the policy is not
designed to punish the abuser/dependent. GTG would rather seek to assist in identifying
the cause of an individual’s problem and return them to being a productive, contributing
individual. Neither is the policy aimed at those taking legally prescribed medication.
Possession
20.5 As alcohol is a legal substance, the possession of alcohol is acceptable, but its
consumption during working hours is not. However, for the purpose of this policy
possession of an illegal substance is defined as person/s clearly identified as the
owner/user or under the influence of the substance in question, irrespective of whether
they are actually in possession at the time of asking or not. In order to protect employees
or learners who become unknowing accessories through no fault of their own (i.e. by car
sharing and having someone who shares leaving an illegal substance in the car), GTG will
endeavour to ensure that the culprit is accurately identified and that the appropriate
measures are taken in line with the company disciplinary procedure.
Alcohol
20.6 The unauthorised purchase, consumption, sale or being under the influence of alcohol on
the premises during working hours is strictly forbidden.
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20.7 Any individual suspected of being under the influence of alcohol will be asked, at the
company’s sole discretion, to undertake a breath test. This will be carried out in
accordance with the company’s testing procedure, the format for which will be explained to
the individual at every stage of the test. Because of the increased danger of operating
machines whilst under the influence of alcohol, GTG has set a limit in line with the current
national drink drive limit.
20.8 Should an individual refuse to undergo a breath test the company will send the individual
home at GTG’s expense until a full investigation has been completed.
20.9 If, following a breath test, the employee or learner is sent home the incident will be
reported to the employer in the case of a learner/apprentice/learner and will be reviewed
the following working day to determine if any further action is required. This may include
the arrangement of counselling, loss of pay (or in the case of a learner a recommendation
made to the employer for loss of pay) or disciplinary action as necessary. In the case of
learners, GTG will also comply with the employer’s policy on alcohol and drugs.
Drugs
20.10 The possession, buying, use, selling or cultivation of prohibited drugs on or about GTG’s
premises is strictly forbidden in all circumstances. However, employees and learners may
bring to, or purchase at work legally approved medication for their own use provided it
does not affect their ability to carry out their duties.
20.11 For the purpose of this policy the definition of prohibited drug is as follows:
Any substance classified as prohibited by law.
Any substance on the approved medication list which is used or supplied without a
qualified Medical Doctors prescription (“over the counter” medication, e.g. Aspirin is not
included in this definition providing it is for the individuals own use).
Any substance whether designed for commercial use or not, and thereafter used in such a
way as to have an effect on an individuals capabilities or behaviour (e.g. solvents).
20.12 Any employee or learner who is suspected of being under the influence of drugs will be
asked to supply a saliva sample which will be used for identifying if a banned substance is
present. This will be carried out in accordance with GTG’s testing procedure, the format for
which will be explained to the individual at every stage of the test. Should an individual
refuse to give a saliva sample then GTG will take appropriate action in line with GTG’s
disciplinary procedure.
20.13 Should the sample test positive for any of the drugs on the test sheet the employee or
learner will be asked to supply a further saliva sample which will be forwarded to a Home
Office approved test laboratory for confirmation. Again the procedure for this will be
explained to the individual at every stage. If the individual refuses to give a further saliva
sample the company will start disciplinary proceedings.
20.14 Subject to the employer’s approval, transport will be arranged to take the individual home.
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20.15 Should the laboratory test prove positive the individual may be offered counselling, subject
to the employer’s approval. Individuals will be subject to the company’s disciplinary
procedure - including dismissal where necessary - throughout the investigation period.
20.16 It is a legal requirement that any individual found to be in possession of, dealing in or
cultivating drugs be reported to the Police without exception. Such actions are regarded
as gross misconduct and employees or learners concerned will be liable to summary
dismissal (this is different to being under the influence).
20.17 GTG operates random drugs testing during each Training year.
20.18 Appropriately qualified members of staff manage and administer the testing procedure.
20.19 The Apprentice Committee is involved in the random selection of the sample to ensure that
the process is fair.
20.20 In the event that GTG have a suspicion of a specific member of staff or learner being
under the influence of drugs, that individual will be asked to take part in the in a test
outside of the random sampling procedure.
21. HEALTH AND SAFETY AT WORK POLICY
General Policy Statement
21.1 The Board of Gloucestershire Training Group Limited, recognise that health and safety is a
fundamental responsibility of the Group and regards the promotion of health and safety
measures as a mutual objective for management and employees at all levels.
21.2 It is, therefore, the Group’s policy to take all reasonable precautions to prevent personal
injury and damage to property and to protect, (including Learners and the general public in
so far as they come into contact with the Group and it’s activities) everyone from
foreseeable work and health hazards.
21.3 In particular, the Management has a special responsibility:
to provide and maintain a safe and healthy working environment, plant and systems of work,
taking account of any statutory requirements;
to pursue a vigorous programme of accident prevention;
to provide sufficient training, instruction and information to enable staff and learners to
perform their work safely and efficiently;
to consult with and involve staff on all matters relating to their health and safety while at work;
to make available all necessary safety devices and protective equipment and to supervise
their use;
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to maintain a constant and continuing interest in health and safety matters applicable to the
Group’s activities and for all members of management to demonstrate this commitment to
safety by setting an example in safe behaviour.
21.4 It is also important to realise that staff have a duty to cooperate in this objective and must
respond to the lead of management:
by working safely and efficiently and having due regard for health and safety of themselves
and others;
by adhering to company procedures, jointly agreed on their behalf, for securing a safe
workplace;
by reporting incidents that have led or may lead to personal injury or damage to property;
by assisting in the investigation of accidents with the object of aiding management to
introduce measures to prevent a recurrence;
by using the protective equipment and devices provided and by meeting statutory obligation.
Management Responsibilites
21.5 The Gloucestershire Training Group Limited has a policy to establish a safe place of work
with the main emphasis being on each individual to act as a member of the safety team. In
addition to this, managerial responsibility will be clear, to promote and implement the
Group Safety Policy.
21.6 The Management Board will:
Ensure that requirements of the Group’s Safety Policy statements are fulfilled by those
who have direct accountability within their own areas;
Ensure that responsibilities for safety and health are properly assigned, understood and
accepted at all levels;
Ensure adequate staff, funds and materials are provided to meet the health and safety
requirements;
Demonstrate a direct interest in the Group’s safety and health programmes by publicly
supporting them;
Periodically appraise the effectiveness of the Safety organisation and arrangements in
force and ensure any necessary changes are made.
21.7 The Chief Executive will:
Evaluate all risks in the group relating to accidents at work, health risks at work, loss or
damage to Group property and risks to learners and the public through Group activities;
Ensure that all liability is covered by insurance and advise the extent to which risks are
acceptable, whether insured or not;
Review insurance and loss record periodically and advise when action is necessary to
correct adverse trends;
Appraise the effectiveness of the Policy periodically and update it as necessary;
Coordinate the Group’s Health and Safety activities;
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Liaise with the Training Manager on all matters relating to Health and Safety affecting
employees and learners;
Supervise the implementation of the Health and Safety Policy, procedures and rules.
21.8 The Group Training Manager will:
Be directly responsible for the detailed establishment and development of the Group
Health and Safety programme;
Ensure that day-to-day arrangements for health and safety are applied effectively, giving
leadership and example;
Continuously review the accident prevention programme and ensure that the necessary
action is initiated and progressed;
Ensure that all staff and learners are fully trained in their safety responsibilities;
Hold regular safety meetings and consult with staff on health and safety matters on a daily
basis;
Ensure that any health and safety matter that cannot be resolved at his level is reported to
the Executive Committee for their attention;
Ensure that safe systems of work are used at all times and that the law is complied with;
Ensure the contractors and visitors are aware of their responsibilities under the Health and
Safety at Work Etc Act 1974 and group safety rules, and conduct them-selves accordingly.
Ensure that all pressurised plant is inspected and tested on a regular and planned basis;
Ensure that all lifting machines and tackle are inspected and tested on a regular and
planned basis;
Ensure that all plant purchased meets health and safety requirements before installation;
Ensure that regular checks are carried out to check the efficiency of:
= Dust extraction plants
= Extraction and Ventilation equipment;
= Noise controls and carry out tests on noise levels when and where required and
requested by Staff or Learners.
Ensure that adequate lighting is provided and replacement and maintenance carried out
on a regular and planned basis;
Ensures that all walkways, gangways, pathways are clearly marked;
Carry out tests on fire alarm systems on a regular basis;
Ensure that statutory and company records are adequately maintained;
Ensure that Contractors and visitors are aware of their responsibilities under the Health
and Safety at Work etc Act 1974 and Group rules and conduct themselves accordingly.
21.9 The Senior Group Training and Safety Officer will:
Act as an internal adviser to the Training Manager making him aware of any Health and
Safety issues that affect GTG;
Advise staff on a day by day basis with regard to the work places they are responsible for
Provide Health and Safety training for staff, with regular updates on legislation as required;
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Assist by ensuring that all statutory requirements under Health and Safety are adequately
met;
Investigate and comment on accidents using the GTG reporting system.
21.10 All Senior Staff (Chief Instructor, Training Officer, Company Secretary) will:
Fully familiarise themselves with the detailed organisation and arrangements for fulfilling
the Group Safety Policy;
Apply the safety rules and procedures and set an example by compliance with them;
Ensure that all employees and learners especially new starters in their department or
section, are adequately trained and are fully aware, through instruction and information, of
any hazards with which they may come into contact;
Fully implement all accident prevention procedures;
Investigate all incident reports received to determine the cause and initiate any remedial
action required;
Complete the accident report form for all incidents involving actual or potential injury or
damage to people or Group property;
Ensure that plant and equipment used is in a safe condition; that safety devices are
always fitted, properly adjusted and maintained and that protective equipment is worn and
used where appropriate;
Ensure that general housekeeping is maintained to a safe standard;
Report on any defect of machinery, plant equipment or buildings to the Training Manager
and ensure that remedial work is completed as soon as practicable;
Refer to the Training Manager any Health and Safety problems which they them-selves
are unable to resolve;
Discuss with and involve all other persons concerned on safety matters with a view to
encouraging a development of safety awareness, safe working practices and an
understanding that accidents can be prevented.
21.11 Company Employees And Others must:
Carry out their work safely in the interest of themselves and their fellow collagues;
Be aware of and abide by the Group rules and procedures for health and safety;
Immediately report all accidents involving actual or potential injury and damage to
themselves or Group property to the appropriate person;
Immediately report any observed conditions or defective equipment;
Cooperate with other staff in any accident or safety investigation;
Wear appropriate protective equipment and make proper use of safety devices at all times;
Assist directly or indirectly in the promotion of Health and Safety.
21.12 All employees and learners are reminded that they have a legal responsibility to take
reasonable care for the health and safety of themselves and other persons who may be
affected by their acts or omissions at work, also cooperate with the measures instituted for
the improvement of health and safety.
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Rules for Safety
21.13 The safety rules listed below have been written not as restrictive measures, but as a guide
to Management, Employees and learners in their joint efforts to avoid accidents in our
building.
21.14 The rules, which are simple, are few in number and of a general nature, and all employees
and learners are expected to know and observe them at all times.
21.15 Certain practices may have a substantial impact on the safety, not only of the individual,
but also of the whole building. A single violation could easily place the safety of many other
employees/learners in jeopardy and any deliberate infringement of the rules will result in
disciplinary action. It is necessary to emphasise the special importance of these rules in
safeguarding the well-being of all employees and learners.
Horseplay
21.16 Horseplay is forbidden.
21.17 Practical joking or horseplay in a building can be extremely dangerous. As applied to your
job, it means throwing things, tripping up other people, directing a compressed air jet at
someone, tampering with machinery or any act which may startle or distract other
employees/learners.
Use of Guards and Safety Devices
21.18 Employees and Learners must make use of guards and safety devices fitted to the
machines they operate. Under no circumstances may a guard be made inoperative or be
removed from a machine. Guards are provided for the protection of everyone, and if the
guards are not in good order you must report this immediately to your Supervisor.
Authorised Persons Only
21.19 Only authorised persons (as directed by Management or Supervisors) are allowed to:
Enter an enclosure containing electrical equipment;
Adjust or work on any boiler or gas equipment;
Go on to any roof;
Climb on any machinery or girders;
21.20 Admission to certain parts of the building is restricted to employees who have occasion to
go there in the course of their normal duties. Such areas are clearly marked. Generally,
these places present dangers which may not be readily apparent to people who have not
received specialist training and instruction.
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Machinery and Electrical Equipment
21.21 Repairs/alterations to machines or electrical equipment will only be made by personnel
who are employed for such work and have received the necessary training to carry out the
work.
Running
21.22 Running is prohibited within the building.
21.23 Running in the building is an extremely unsafe practice, and many accidents are caused
through it. Because of the hazards involved, it is expected that all employees and learners
will exercise good common sense and not run. Even in the case of fire, walk to the nearest
exit.
No Lighting of Fires
21.24 The burning of rubbish within the building is prohibited.
21.25 Documents of a confidential nature must be shredded and not burned, and all other
rubbish must be taken away for disposal and not burned.
21.26 The Company recognises that it has a legal duty of care towards protecting the Health and
Safety of its employees, learners and others who may be affected by the Company’s
activities.
21.27 In order to discharge its responsibilities the management will:
21.27.1 provide an organisational structure that defines the responsibilities for health
and safety
21.27.2 ensure that the systems and procedures relating to this Policy Statement are
rigorously applied
21.27.3 provide adequate control of the health and safety risks arising from our work
activities
21.27.4 consult with our employees on matters affecting their health and safety
21.27.5 provide and maintain safe plant and equipment
21.27.6 ensure the safe handling and use of hazardous substances
21.27.7 provide information, instruction and supervision for employees and learners
21.27.8 provide adequate training and ensure that all employees and learners are
competent to do their tasks
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21.2.9 prevent accidents and cases of work-related ill health
21.27.10 maintain safe and healthy working conditions
21.27.11 satisfy itself that any organisation who is contracted to carry out work for the
Company is able to demonstrate that it pays due regard to health and safety
matters
21.27.12 bring this Policy Statement to the attention of all employees and learners and
seek their co-operation in supporting the management in its efforts to establish
and maintain a safe and healthy working environment.
21.28 This Health and Safety Policy Statement and its associated organisational arrangements,
systems and procedures, will be reviewed at least annually and revised as necessary to
reflect changes to the business activities. Any changes to the Policy will be brought to the
attention of all employees and learners.
21.29 It is the responsibility of all employees and learners to co-operate in the implementation of
this Health and Safety Policy within their areas of influence. All employees and learners
have a legal duty to ensure their own safety and the safety of others (for example,
colleagues, visitors, contractors) under the Health and Safety at Work etc Act 1974.
Employees and learners must therefore:
21.29.1 Comply with any safety instructions and directions issued by the Company.
21.29.2 Take reasonable care for your health and safety and the health and safety of
other persons (e.g. other employees, learners, contractors, customers,
workmen, etc.) who may be affected by your acts or omissions at work, by
observing safety rules which are applicable to you.
21.29.3 Co-operate with the Company to ensure that the aims of the Health and Safety
policy are achieved and any duty or requirement on the Company by or under
any of the relevant statutory provisions is complied with.
21.29.4 Report and co-operate in the investigation of all accidents or incidents that
have led to or may lead to injury.
21.29.5 Use equipment or protective clothing provided in accordance with the training
you have received.
21.29.6 Report any potential risk or hazard or malfunction of equipment to the
appropriate authority.
21.30 Any failure by an employee or learner to comply with any aspect of the Company’s health
and safety procedures, rules or duties will be treated by the Company as serious or gross
misconduct.
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21.31 You have a responsibility to observe all safety rules and to co-operate with the manager
charged with responsibility for the implementation of the Company’s health and safety policy
to achieve a healthy and safe workplace and to take reasonable care of yourself and others.
First Aid Procedure
21.32 Throughout the company, there are employees who are authorised to give First Aid to
anyone who injures themselves. The names of these employees are on notices in each
department.
21.33 First Aiders are trained by attending a St John Ambulance Association First Aid Course, or
its equivalent, and have passed the necessary examination.
21.34 First Aiders in the workshop area have First Aid boxes, but provide only initial treatment,
and should send any injured employee or learner to the hospital for further treatment
should it be necessary.
21.35 A Treatment Record Book is provided with the First Aid Boxes, and all treatment given
must be recorded.
21.36 The Treatment Record Book should be taken to the Training Manager at the end of each
month.
Protective Clothing and Equipment
21.37 Protective clothing and equipment must be worn on jobs for which it has been provided.
21.38 The supply of protective equipment, where it has been deemed necessary, is provided for
personal protection and must be worn or used at all times.
21.39 Safety eyewear, safety footwear, gloves, etc are provided for some jobs because risk
assessments and experience has shown the need for them. Refusal to make use of them
is a breach of safety rules.
21.40 Do not wear loose-fitting clothing or dangling neckties or scarves. Loose clothing and long
hair can be caught up in moving machinery much more easily than most people realise.
Hair nets must be worn by all persons with long hair in these areas. Good sound shoes
should always be worn; plimsolls or sandals or high-heeled shoes should not be worn;
Light footwear invites serious foot injury;In the workshop area, Instructors and Learners
must wear safety shoes at all times.
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Eye Protection areas
21.41 The very nature of the work in the workshop calls for designated Eye Protection areas and
these are clearly sign posted as such. No-one must enter such areas unless they are
wearing correct eye protection.
C.O.S.H.H.
21.42 It is Group Policy that any item, equipment or substance that is purchased for use on
Group premises is safe and without risk. It must also meet all current safety standards, be
they Advisory or Regulations. All potentially hazardous substances must be accompanied
by a hazard data sheet and followed by assessment procedures and control measures
drawn up for their use.
21.43 The Training Manager carries overall responsibility for ensuring that the C.O.S.H.H.
Regulations are being complied with.
21.44 When hazardous substances are being used, adequate training information and
supervision is mandatory and provision must be made for this.
21.45 C.O.S.H.H. assessments will be drawn up, and will be monitored on a regular basis by the
Group safety Adviser in conjunction with the Group Safety Manager.
Grievance Procedure on Safety Matters
21.46 It is the Group’s policy to take all reasonable precautions to prevent injury and to provide
and maintain a safe and healthy working environment
21.47 In matters relating to safety and health, a rational solution to all problems should be
obtainable by applying the guidelines of the agreed Group safety Policy. Responsibilities
and procedures are clearly defined.
21.48 Individual employees and learners should raise their grievance through their safety
representative or supervisor for initial discussion and resolution at department level.
21.49 Should a dispute or grievance arise due to differences of opinion or interpretation, whether
between departments, employees, or managers, and the matter is not resolved at the
level, the matter will then go to the Executive Committee for a ruling by them within a 7 day
period.
Review
21.50 The Group Safety Policy will be reviewed on an annual basis by the Group Management
Board and on a quarterly basis by the Executive Committee.
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22. SAFEGUARDING POLICY
22.1 This policy has been produced to state the organisations safeguarding practices and
explain the procedures that should be followed in the event that anyone has a concern or
suspicion that someone may be the victim of harm or abuse.
22.2 All adults who come into contact with children and vulnerable adults in their work have a
duty of care to safeguard and promote their welfare.
22.3 Gloucestershire Training Group Ltd believes that it is unacceptable for a learner to
experience abuse of any kind and recognises its responsibility to safeguard the welfare of
all learners by commitment to practice that protects them.
Definitions
22.4 Adults – refers to any adult who is employed, commissioned or contracted to work with
children and young people in either a paid or unpaid capacity.
22.5 Learners – this refers to any individual on a learning programme and includes children
and vulnerable adults.
22.6 Children and Young People – individuals who have not yet reached their 18th birthday.
22.7 Vulnerable adults – individuals who are over the age of 18 but has some form of learning,
physical or mental disability.
22.8 Safeguarding – the process of protecting children and vulnerable adults from abuse or
neglect, preventing impairment of their health and development, and ensuring that they are
growing up in circumstances consistent with the provision of safe and effective care that
enables children to have optimum life changes and enter adulthood successfully.
22.9 Duty of care – the duty which rests upon an individual and or organisation to ensure that
all reasonable steps are taken to ensure the safety of a child or young person involved in
any activity or interaction for which that individual or organisation is responsible. Any
person in charge of, or working with children or vulnerable adults in any capacity is
considered, both legally and morally to own them a duty of care.
22.10 Designated Person – the nominated contact within the organisation who has overall
responsibility for safeguarding within the organisation and to whom all concerns should be
reported to.
Underpinning Principles
22.11 The welfare of the learner/child is paramount.
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22.12 It is the responsibility of all adults to safeguard and promote the welfare of children and
young people. This responsibility extends to a duty of care for those adults employed,
commissioned or contracted to work with children and young people.
22.13 Adults who work with children are responsible for their own actions and behaviour and
should avoid any conduct which would lead any reasonable person to question their
motivation and intentions.
22.14 Adults should work and be seen to work, in an open and transparent way.
22.15 The same professional standards should always be applied regardless of culture,
disability, gender, racial origin, religious belief and/or sexual identity.
22.16 Adults should continually monitor and review their practice and ensure they follow the
guidance contained in this document.
The Policy
22.17 The Designated Person with overall responsibility for safeguarding within GTG is the
Group Training Manager (Linsey Campbell).
22.18 In the absence of the Designated Person, the Chief Executive (David McPherson) will
resume the responsibility of the role.
22.19 Any queries or questions in relation to safeguarding should be discussed with the
Designated Person.
22.20 If you have suspicion or concern that someone may be the victim of harm or abuse you
should inform the Designated Person immediately.
22.21 In order to ensure there is a safe learning environment, GTG will embed safeguarding into
the practices of the organisation in the following ways:
22.21.1 Ensuring all staff are vigilant and aware of the possible signs of harm or abuse
through regular update sessions via internal meetings
22.21.2 Providing all learners and employers will be issued with a safeguarding
information booklet.
22.21.3 Ensuring the learner induction process contains a section on safeguarding
practices and procedures.
22.21.4 All employer contracts will include a section of responsibilities and obligations in
relation to the safeguarding of learners in their employment.
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22.21.5 All staff job descriptions and person specifications will be amended to include
reference to an individual’s responsibilities and obligations in relation to the
safeguarding of learners.
22.21.6 All promotional material will contain GTG’s commitment statement to the
safeguarding of learners.
22.21.7 Posters/Information leaflets will be located in and around the building for advice
and guidance.
22.21.8 Review officers will be responsible for ensuring safeguarding is monitored in the
workplace by formal questioning through the review process.
22.21.9 The Designated Person will keep up to date with current National legislation and
procedures in relation to safeguarding and form networks and communication
channels with the appropriate external agencies.
22.22 The Designated Person will:
22.22.1 Decide whether or not an allegation should be investigated further.
22.22.2 Appoint a member of staff to conduct the investigation process and give
guidance on how to conduct the process.
22.22.3 Decide whether or not the investigation should be reported to the appropriate
authorities for further investigation.
22.22.4 Ensure that all the appropriate checks have been conducted before any new
employees are recruited.
22.22.5 Ensure that any allegations or concerns regarding any employee is reported to
the Independent Safeguarding Authority.
22.22. Inform the Group Management Board of any allegations that have been raised
and investigated.
Confidentiality
22.23 Throughout the process of an investigation, staff may have access to highly sensitive,
private and confidential information about a young person/learner.
22.44 This information must be kept confidential at all times and only shared when it is in the
interest of the young person/learner to do so.
22.45 If a member of staff is in doubt about whether to share information or keep it confidential
he or she should seek guidance from the Designated Person.
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22.46 The storing and processing of personal information about a young person/learner is
governed by the Data Protection Act 1998.
22.47 Throughout the investigation stage, the young person/learner must be advised of the fact
that their personal and confidential information may need to be passed on to the
Designated Person and in some circumstances to relevant external agencies.
23. MISCELLANEOUS
Apprentice Committee
23.1 An Apprentice Committee will be elected by Learner Ballot. The duties and
responsibilities of the Committee will be defined and explained on establishment.
Clean up Duties
23.2 All learners are expected to share in the clean-up duties which are detailed on the notice
board.
Telephone Calls
23.3 The nearest public telephone box in situated at the top of Chancel Close. Any telephone
calls needed to be made, unless under exceptional circumstances, should be made during
the lunch break. All mobile telephones are to be switched off and confined to lockers.
Offices (Upstairs)
23.4 These offices are strictly out of bounds (unless authorised by Section Instructor).
Rear Entrance and Stairway
23.5 Eating, drinking and smoking is not allowed in the passage and stairway; the locker room
should be used for all tea breaks.
Instructors Office
23.6 No admittance to any learner without authority from the Instructors.
Front Entrance
23.7 It is strictly forbidden to use the front door entrance. Use of the front stairway is also
prohibited - except when fire alarm sounds or if you arrive late and the apprentice
entrance door is locked.
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Lecture Rooms (Upstairs)
23.8 The rooms are out of bounds unless authorised by Section Instructor.
a) Clean shoes must be worn.
b) Overalls will not be worn upstairs.
c) Hands must be clean.
d) Eating, drinking and smoking are strictly prohibited.
e) Any vandalism will be severely dealt with.
f) No shouting or horseplay.
23.9 REMEMBER, there are Management and 2nd Year Courses running upstairs – please act
accordingly.
Hand Tools
23.10 Learners are expected to progressively establish their own personal tool kits.
23.11 Issues of Centre tools will be made by Section Instructors. Learners are directly
responsible for Centre tools in their possession and losses through misuse, neglect or
damage accreditable to individuals will be charged against them. Losses accredited to a
third party (learner borrowing from learner) will be considered neglect on the part of the
individual to whom the official issue was made.
23.12 Tool checks will be conducted on a regular basis.
Chewing Gum
22.13 The chewing of Gum on GTG’s premises is forbidden.
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APPENDIX A - WHO’S WHO?
Chief Executive _________________________________
Senior Group Training & Safety Officer _________________________________
Group Administrator _________________________________
Financial Administrator _________________________________
Training Co-Ordinator _________________________________
Training Co-Ordinator Apprentice _________________________________
Group Training and Further Education Officer _________________________________
VRQ Team Leader _________________________________
Tutor of VRQ _________________________________
Tutor of VRQ _________________________________
Tutor of VRQ _________________________________
Chief Instructor _________________________________
Training Instructor (Mechanical) _________________________________
Training Instructor (Mechanical) _________________________________
Training Instructor (Mechanical) _________________________________
Training Instructor (Mechanical) _________________________________
Training Instructor (Electro-Mechanical) _________________________________
Training Instructor (Electro-Mechanical) _________________________________
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APPENDIX B – FAIRNESS IN ASSESSMENT
Fairness in assessment
Part of the role of the assessor is to confirm that candidates can meet the performance standards
and that they have the relevant knowledge and understanding detailed in the award.
Judgements related to assessment decisions must be fair and consistent.
Fairness is making sure that…
Candidates have not been asked to do things which are not required by the
qualification,
Each candidate is required to do things of equal difficulty in relation to the same unit
The method of assessment used for each candidate offers equal rigour, while providing
valid and reliable assessment
Each candidate has covered all elements of the requirements of the qualification
Consistency is making sure that…
Similar evidence from different candidates leads to the same decision by the
assessor(s)
Similar evidence of different occasions leads to the same decision
To improve the fairness and consistency of assessment decisions, the assessor should…
Talk to other assessors to make sure that there is a common expectation of what is
required from the candidates
Ask candidates if they feel that they are being treated fairly and consistently
Talk to the internal verifier to see how he/she is making sure assessments are fair and
consistent
Share best practice with other Assessors to ensure consistency of freedom from bias
Check records and see if there are any differences between what they used to do and
what they do now. (If there are differences, check to make sure that they are still being
fair to candidates).
Check the candidate’s Assessment Plan at the end of the assessment to make sure
that both the assessor and candidate have completed what they agreed to do.
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APPENDIX C – FAIRNESS IN VERIFICATION
Fairness in verification
The principles of open access and fair assessment are central to NVQs/SVQs. Part of the
internal verifier role, performed in Gloucestershire Training Group by G Hernon and G Novoth, is
to guide and support assessors and to ensure judgements relating to assessments are fair,
consistent and free from any bias.
Fairness is making sure that…
The assessor has not asked that candidate to do things which, are not required by the
qualification
Candidates are carrying out tasks of equal difficulty when related to the same unit
The methods of assessment used for each candidate offer equal rigour, while providing
valid and reliable assessment
Each candidate has covered all the requirements of the qualification
Assessors remain flexible in agreeing assessment approaches that meet the needs of
individuals, whilst making consistent decisions
Assessment opportunities do not discriminate against individuals or groups of
candidates
To ensure the fairness and consistency of assessment decisions, internal verifiers
should…
Meet regularly with allocated assessors to make sure that there is a common
expectation of what is required from the candidates
Sample candidates to check fairness, equality of evidence and consistency of
assessment
Provide guidance in sharing best practice with assessors to ensure consistency of
freedom from bias
Monitor progress of achievement trends and identify any remedial actions that may be
required
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