POLICY AND PROCEDURE FOR
LONG SERVICE AWARDS
AUTHORISED BY: DATE:
……………………………….. … …………………………
Date agreed by NHS Issue No: Lead Director: Authors:
3 Gillian Malkin Janet Hirst, Assistant
Director of Human Director of HR
NEXT REVIEW DATE:
* For Document Control refer overleaf *
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DOCUMENT CONTROL –
DATE AGREED BY ISSUE NO LEAD DIRECTOR TITLE AUTHOR TITLE
2 Director of Human Assistant Director of HR
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1. INTRODUCTION 4
2. PURPOSE 4
3. THE RISKS OF NOT HAVING THIS POLICY AND PROCEDURE IN 4
4. DEFINITIONS 4
5. PRINCIPLES 5
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 1 Policy Implementation Plan 9
Appendix 2 Equality Impact Assessment 10
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POLICY AND PROCEDURE FOR LONG SERVICE AWARDS
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
This policy and procedure applies to all employees and sets out the
arrangements to be followed for the presentation of Long Service Awards to
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.
There are no definitions associated with this policy and procedure.
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5.1 Long Service Awards will be presented at a ceremony held by NHS
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).
6.1 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
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.
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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
7.3 Service with NHS Barnsley
7.3.1 All service with NHS Barnsley will count towards a Long
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
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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
9. MONITORING THE COMPLIANCE AND EFFECTIVENESS OF THIS POLICY
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.
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
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
11 POLICY IMPLEMENTATION PLAN
This policy will be implemented in accordance with the Policy Implementation
Plan attached at Appendix 1.
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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
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POLICY IMPLEMENTATION PLAN
POLICY AND PROCEDURE FOR LONG SERVICE AWARDS
• Immediately following Board approval policy to be circulated across PCT for
Promotion and Communication
• Policy to be launched via PCT News, Team Brief, Connect and the PCT’s
The Internal Communications Manager will:
• Email through the policy to personnel’s mailing list for Managers and team
• 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.
• Management and staff awareness to be raised through launch of policy.
• 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.
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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: firstname.lastname@example.org
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.
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
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
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Step 2 Do you have monitoring data? If yes (go to 3) If no (go to 4)
o ESR staff
Workforce Data records.
Audit or Review Information o Satisfacti
Satisfaction survey results on results
Service user profile broken previous
down into: Sexual Orientation, awards.
Gender, Race, religion, Belief &
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
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
o Non Executive Directors,
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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
o Staff were consulted in a
number of ways including
via the Staff
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
Step 5 What action have you taken to Evidence of action
ensure that your users are all implemented to date
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
Service users consulted prior to
planned changes to the service
Staff groups made aware of
service user groups who may
be being disadvantaged by
existing policy, practice and
Staff being consulted to assess
how new policies and
procedures may impact on them
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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.
- Long service award
are likely to be for
older workers – who
have been with NHS
Barnsley for a longer
time than any of the
- Likely to
staff and female
workers may have had
time out to raise family
Need to go back and look at
the aims of the policy ‘
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reward’- proportion of the
staff may not feel like they
Solution may be;
Other awards also
- Best performing team
- Innovative individuals
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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?
Other: Age, in that younger people will not qualify for awards until their service is
b) If there are differential impacts, are they adverse or positive?
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
d) Are there any additional practical measures that could be implemented
to improve the policy/function to achieve its equality and diversity
e) How will the results feed into the performance planning process?
A motivated and dedicated and rewarded workforce will in turn influence
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.
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