"12 10 Long service awards policy"
NHS Barnsley POLICY AND PROCEDURE FOR LONG SERVICE AWARDS AUTHORISED BY: DATE: ……………………………….. … ………………………… Ailsa Claire Chief Executive Date agreed by NHS Issue No: Lead Director: Authors: Barnsley Board: 3 Gillian Malkin Janet Hirst, Assistant Director of Human Director of HR Resources (Employment) Katy Jarvis-Morgan, Internal Communications Manager NEXT REVIEW DATE: * For Document Control refer overleaf * C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 1 (November 2008).doc NHS Barnsley DOCUMENT CONTROL – DATE AGREED BY ISSUE NO LEAD DIRECTOR TITLE AUTHOR TITLE PCT BOARD 2 Director of Human Assistant Director of HR Resources (Employment) C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 2 (November 2008).doc NHS Barnsley CONTENTS PAGE 1. INTRODUCTION 4 2. PURPOSE 4 3. THE RISKS OF NOT HAVING THIS POLICY AND PROCEDURE IN 4 PLACE 4. DEFINITIONS 4 5. PRINCIPLES 5 6. RESPONSIBILITIES 6.1 Responsibility of the Director of Human Resources 5 6.2 Responsibility of the Senior Managers 5 6.3 Responsibility of the Personnel representative 5 6.4 Responsibility of the Internal Communications Manager 5 7. CRITERIA FOR ESTABLISHING LENGTH OF SERVICE 5 8. ARRANGING THE LONG SERVCE AWARDS CEREMONY 6 9. MONITORING THE COMPLIANCE AND EFFECTIVENESS OF THIS 7 POLICY AND PROCEDURE 10. REFERENCES 7 11 POLICY IMPLEMENTATION PLAN 7 12. REVIEW OF THIS POLICY AND PROCEDURE 8 APPENDIX Appendix 1 Policy Implementation Plan 9 Appendix 2 Equality Impact Assessment 10 C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 3 (November 2008).doc NHS Barnsley POLICY AND PROCEDURE FOR LONG SERVICE AWARDS 1. INTRODUCTION 1.1 In recognition of the long service of NHS Barnsley employees, the organisation will present the following awards: 10 years - a certificate 20 years - a certificate and an additional two days non-recurrent annual leave to be taken in the leave year in which the long service anniversary falls 25 years - a certificate and cheque for £250 30 years - a certificate 35 years - a certificate 40 years - a certificate and cheque for £500 Retirement - a certificate and small commemorative gift and entitlements as per the retirement gift policy. 1.2 Whilst it is recognised that there is no employment relationship between NHS Barnsley and volunteers, this policy will also apply to volunteers who have served NHS Barnsley, except for the additional annual leave (see 1.3 below). 1.3 NHS Barnsley’s Policy and Procedure for Annual Leave and General Public Holidays should be read in conjunction with this policy in relation to the additional leave granted for 20 years service (see 1.1 above). 1.4 Those staff who have retired in the previous 12 months (prior to 31 March cut off date) will also be invited to the Long Service Awards Ceremony in recognition of their service to the PCT following retirement from their main job. 1.5 This policy and procedure has been written in accordance with NHS Barnsley’s Policy on the Development and Management of Policies and Procedures. 2. PURPOSE This policy and procedure applies to all employees and sets out the arrangements to be followed for the presentation of Long Service Awards to staff. 3. THE RISKS OF NOT HAVING THIS POLICY AND PROCEDURE IN PLACE Failure to comply with this policy and procedure may result in eligible employees not receiving or incorrectly receiving Long Service Awards, therefore potentially impacting on staff morale. 4. DEFINITIONS There are no definitions associated with this policy and procedure. C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 4 (November 2008).doc NHS Barnsley 5. PRINCIPLES 5.1 Long Service Awards will be presented at a ceremony held by NHS Barnsley annually. 5.2 Long Service Awards have been established in order to reward loyalty to the organisation and will acknowledge service within NHS Barnsley or its predecessor organisations (as detailed in Section 7). 6. RESPONSIBILITIES 6.1 Responsibility of the Director of Human Resources It is the responsibility of the Director of Human Resources to: 6.1.1 Ensure that a policy and procedure is in place for the presentation of Long Service Awards. 6.1.2 Ensure processes are in place to identify relevant staff. 6.1.3 Ensure that a process is in place to monitor the compliance and effectiveness of this policy and procedure. 6.2 Responsibility of the Senior Managers It is the responsibility of the Senior Managers to: 6.2.1 To verify the service of eligible staff identified via the Electronic Staff Record. 6.3 Responsibility of the Personnel Representative It is the responsibility of Personnel Department to: 6.3.1 Provide information and clarify individual’s eligibility to enable accurate invitations to be issued. 6.4 Responsibility of the Internal Communications Manager It is the responsibility of Internal Communications Department to: 6.4.1 Arrange and publicise the Long Service Awards Ceremony. 7. CRITERIA FOR ESTABLISHING LENGTH OF SERVICE The following criteria will be used to establish the years of service which will count towards an award. C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 5 (November 2008).doc NHS Barnsley 7.1 Staff in Post on 1 April 1992 The Community and Priority Services NHS Trust, a predecessor of the PCT, was formed on 1 April 1992. Where a member of staff was transferred to Barnsley Community and Priority Services NHS Trust on this date, all of their previous, continuous service with predecessor NHS authorities in Barnsley e.g. BDGH, will count towards a Long Service Award with the PCT. 7.2 Staff in Post on 1 April 2002 Barnsley Primary Care Trust was formed on 1 April 2002 where a member of staff transferred to the PCT on this date all of their previous, continuous service with Barnsley Community and Priority Services NHS Trust or Barnsley Health Authority will count towards a Long Service Award with the PCT. Recognised service with a predecessor authority as outlined in 7.1 above will also be counted, where appropriate. 7.3 Service with NHS Barnsley 7.3.1 All service with NHS Barnsley will count towards a Long Service Award. 7.3.2 Where an individual has a break in service the periods of service will be aggregated to form complete years. 7.3.3 Where a member of staff commenced employment after the formation of the PCT on 1 April 2002, service with predecessor NHS authorities in Barnsley will not be counted. 7.3.4 All staff who retire from NHS Barnsley will also receive an invitation to the Long Service Awards in recognition of their service. This invitation is issued regardless of length of service. Staff will receive only one invitation the year following their retirement from their main job. 8. ARRANGING THE LONG SERVICE AWARDS CEREMONY 8.1 NHS Barnsley’s Internal Communications Manager will arrange the ceremony with assistance from the Personnel department where necessary, ensuring that: 8.1.1 Eligible staff are identified via the Electronic Staff Record and their service is verified with their Senior Manager. 8.1.2 A suitable venue is arranged for the ceremony. 8.1.3 The Chairman and Chief Executive are available to present the awards. C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 6 (November 2008).doc NHS Barnsley 8.1.4 Invitations to attend the ceremony are sent to eligible staff, their Managers, Directors and Non Executive Directors. 8.1.5 The event is publicised both within NHS Barnsley and externally. 9. MONITORING THE COMPLIANCE AND EFFECTIVENESS OF THIS POLICY AND PROCEDURE 9.1 The Director of Human Resources will ensure that a process is in place to monitor the compliance and effectiveness of this policy and procedure. This will include: • Checking the Electronic Staff Record for individual staff and where necessary using other methods to verify length of service e.g. personal files etc. 9.2 The internal communications department will gather feedback during the long service event and post event to help evaluate procedures. This feedback will be shared with the Assistant Director of Employment, Communications Group and the Staff Communications and Action Group and also used to inform decisions and make changes where needed. 9.3 Consideration of any complaints in relation to the application of the policy and procedure ensuring that issues are addressed through feedback to the Personnel Representative and Internal Communications Manager and through amendment as required to the policy and procedure. 10. REFERENCES A suggestion was made to recognise NHS service for long service awards. This was suggested at the Employment Policy Group. Unfortunately, this would result in greater cost implications for the awards so it has been decided not to count years other than those worked for NHS Barnsley and its predecessor organisations. The awards are designed as a way of encouraging retention, retaining the knowledge and skills of staff within NHS Barnsley, particularly when this relates to knowledge of the organisation and geographical area and the services therein. It is also about improving staff morale and cohesiveness as an organisation. 11 POLICY IMPLEMENTATION PLAN This policy will be implemented in accordance with the Policy Implementation Plan attached at Appendix 1. C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 7 (November 2008).doc NHS Barnsley 12. REVIEW OF THIS POLICY AND PROCEDURE This policy and procedure will be reviewed three years from the date of Board approval or sooner if there is a requirement to meet legal, statutory or good practice standards. C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 8 (November 2008).doc NHS Barnsley Appendix 1 POLICY IMPLEMENTATION PLAN FOR THE POLICY AND PROCEDURE FOR LONG SERVICE AWARDS Time Table • Immediately following Board approval policy to be circulated across PCT for implementation. Promotion and Communication • Policy to be launched via PCT News, Team Brief, Connect and the PCT’s external website. Distribution The Internal Communications Manager will: • Email through the policy to personnel’s mailing list for Managers and team leaders. • Place the policy in the Employment Policy Section on Connect. • Distribute the policy to Employment Policy Folders still in existence. • Place the policy on PCT external website. Training • Management and staff awareness to be raised through launch of policy. Costs • Costs associated with this policy implementation relate to staff time to carry out the above actions. Equality Impact Assessment An EIA has been carried out on this policy to ensure no discrimination is held against any minority groups. The EIA will be circulated to key Equality and Diversity leads and Personnel staff and published on the external website. C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 9 (November 2008).doc NHS Barnsley EQUALITY IMPACT ASSESSMENT/ REVIEW NHS Barnsley C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 10 (November 2008).doc NHS Barnsley Impact Assessment Template for existing policies/functions Department/ Team: Internal Communications, HR Lead Officer: Katy Jarvis-Morgan Contact Details: 01226 43 ext 4298 or email: email@example.com Function: Aims/Objectives: To reward staff who have completed milestone long service for NHS Barnsley or its predecessor organisations. Policies used to Policy and Procedure for Long Service Awards. carry out function: Groups who the All NHS Barnsley Staff who have achieved 10+ years of function should service. benefit: Are all groups affected equally by this function/policy? Step 1 Question Information Gathered Who should be served by the All staff, including volunteers of function/policy? NHS Barnsley. Make use of ….. Baseline information on the general population and the groups the function should benefit e.g Census data (or more up to date population projections) Other survey data Information of social and economic factors, such as age, income levels, health etc which are indicators of need. C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 11 (November 2008).doc NHS Barnsley Step 2 Do you have monitoring data? If yes (go to 3) If no (go to 4) Examples…. o ESR staff Workforce Data records. Audit or Review Information o Satisfacti Satisfaction survey results on results from Service user profile broken previous down into: Sexual Orientation, awards. Gender, Race, religion, Belief & Disability Step 3 Who is using the function/policy? Notes What does your monitoring data o Generally, the take up of on your service users tell you? invitations to long service Are any groups under or over awards is 50%. represented compared to what o The staff that do attend you would expect to see from feel the ceremony is the baseline data appropriate for their What does your monitoring data needs outcomes tell you? E.g. are o We would like to increase some groups more likely to be attendance for long served better by your function, service awards service and policies etc o The frequency of awards compared to what you would is being moved from once expect to see from the baseline every two years to once a data on their needs? year so that staff don’t have to wait. o Staff were asked if a different day or time would have been better but the majority felt Friday afternoon was the best time. Step 4 What evidence do you have that Evidence Sources your service is accessible equitably o Local venue selected with to all groups taking into account good access and close sexual orientation, gender, age, parking including disabled race, religion, belief and disability. spaces o Ceremony performed with no religious references o Any dietary requirements are taken into account at the RSVP stage. o Diversity of the workforce- is it reflected in those who access the long service awards o Non Executive Directors, C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 12 (November 2008).doc NHS Barnsley Customer Satisfaction Survey Directors and Managers results are invited to the awards Local and national research ceremony and invited to Consultation give feedback as Observation observers at the event User Groups o The satisfaction survey asks for comments to improve the ceremony and the suggestions were mainly based on food options. o Staff were consulted in a number of ways including via the Staff Communication and Action Group on the Awards process for NHS Barnsley prior to the policy being revised. Feedback indicated that the Long Service Awards should be kept to the same format. Step 5 What action have you taken to Evidence of action ensure that your users are all implemented to date served equitably? o Staff groups consulted Staff trained in how to treat prior to any changes services users with specific taking place with long needs service awards Service information produced in o ESR records data quality a range of formats to assist all updated by verification / groups validation from individuals Service changes made directly and managers to reflect changes in the service user profile. Service users consulted prior to planned changes to the service being implemented Staff groups made aware of service user groups who may be being disadvantaged by existing policy, practice and procedure. Staff being consulted to assess how new policies and procedures may impact on them C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 13 (November 2008).doc NHS Barnsley Step 6 Do you know whether your service List reasons why this may or delivery is being compromised may not be the case and the because of any issues relating to: evidence you have to support Sexual Orientation, Gender, Race, your belief. religion, Belief & Disability? The only query on the long service awards is with regard to age, in that a younger person would not have had chance to clock up 25 or 40 years’ service and receive the corresponding monetary award for this. At the moment they will have the chance to work towards this, however should the policy change in future years this may be deemed as unfair to staff. Other staff have commented that it would be better to award long service for any NHS service rather than just for NHS Barnsley, however this in turn would have a knock on effect on the budget that currently pays for the long service awards and would mean that the organisation’s focus changes from rewarding service to Barnsley to a wider remit. Issue is; - Long service award are likely to be for older workers – who have been with NHS Barnsley for a longer time than any of the other groups - Likely to disadvantage- ethnic minorities/ disabled staff and female workers may have had time out to raise family etc) Need to go back and look at the aims of the policy ‘ C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 14 (November 2008).doc NHS Barnsley reward’- proportion of the staff may not feel like they are rewarded- Morale/motivation and retention impact Solution may be; Other awards also - Best performing team - Innovative individuals etc C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 15 (November 2008).doc NHS Barnsley Equality Impact Assessment Summary a) Is there a negative impact on any of the equality strands (race, gender, or disability) based on the data you have assessed? Race: Gender: Disability: Other: Age, in that younger people will not qualify for awards until their service is completed. b) If there are differential impacts, are they adverse or positive? Adverse Positive Race: Gender: Disability: Other: c) Are there other ways the policy/function could be provided which would achieve its aims without adverse impact? Not really, in that the policy celebrates length of service. Other awards held at a different time in the year celebrate and reward staff for their commitment and dedication to NHS Barnsley. d) Are there any additional practical measures that could be implemented to improve the policy/function to achieve its equality and diversity commitments? No. e) How will the results feed into the performance planning process? A motivated and dedicated and rewarded workforce will in turn influence performance outcomes. f) Do you plan to investigate further? If so, please outline what is planned. Future surveys planned at the ceremony to measure quality and feedback from the event. Changes to be implemented in response to suggestions but any changes will be fully consulted on. C:\Documents and Settings\jody white\Local Settings\Temporary Internet Files\OLK103\Long Service Awards Policy 16 (November 2008).doc