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Attendance Management Policy - FOI version

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					          Attendance Managem ent Policy




Attendance Management Policy
      Not Protectively Marked




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                              Attendance Managem ent Policy


Section A - New or Reviewed Policy

A.1     Attendance Management
A.1.1   Introduction

        The City of London Police is committed to supporting all police officers and
        civilian support staff. The policy revises the previous Force Attendance
        Management policy. Its aim is to ensure that staff and management are
        clear about the standards that are expected of them and that a proactive,
        fair and consistent approach is undertaken in the management of ill health.
A.1.2   When is Policy Effective From

        From date of approval at Policy Forum
A.1.3   Who is Affected?

        This policy applies to all police officers and civilian support staff, including
        probationers whose initial probation has been extended but not casual
        support staff employed on an intermittent or irregular basis, However, the
        principles of good Attendance management will apply to these groups.
A.1.4   Purpose of Policy

        The City of London Police is committed to treating all its police officers and
        civilian support staff fairly and with respect and dignity. The purpose of this
        policy is to ensure a standardised means of reporting, recording and
        managing sickness absence. Thereby ensuring a fair and consistent
        approach to attendance management. It explains why a more supportive
        but robust approach to attendance management is required and:-

           •   Advises what action should be taken and by whom, at specific
               stages of ill heath and sickness absence;

           •   Ensures that all police officers and police staff who are sick or
               injured receive appropriate support during absence and subsequent
               return to work or departure from the Force;

           •   Clarifies the role of individuals, managers, Human Resources and
               Occupational Health and Welfare Services;

           •   Assists managers in managing and reducing sickness absence to
               enable the force to police the City of London effectively.
A.1.5   What Does Policy Apply To?

        This policy is to be applied to all cases of ill health and attendance
        management, including probationers whose initial probation has been
        extended.

A.1.6   Policy Statement

        The City of London Police is committed to the provision of a quality service
        to its community. Staff are the Force’s most valuable resource. Their
        health, safety and well being are critical to the Force’s ability to deliver the
        services which the community needs, expects and deserves.

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                              Attendance Managem ent Policy
        Sickness has a major impact on the efficiency of the Force’s ability to
        deliver efficient and effective services. Absence creates additional overtime
        costs and an increase of stress among staff who are left to cover for absent
        colleagues.

        A high level of attendance at work is crucial in enabling the Force to meet
        its aims and objectives. The need for effective but fair Attendance
        management and control procedures is vital. In addition, this policy aims to
        ensure the best possible employee relations whilst managing sickness
        absence levels.

A.1.7   Benefits of Policy

        The application of this policy will show that both police officers and civilian
        support staff are valued by giving them support during sickness absence or
        recuperation and will ensure that abstraction from duty/work is minimised.

        The policy will ensure a more fair and consistent approach is applied to
        attendance management and will help to ensure:

           •   Maintenance of good health due to early intervention by line
               management;

           •   A reduction in absence through injuries and ill health;

           •   Help to staff who have become ill, whether caused by work or not, to
               return to work and perform fully;

           •   Reasonable adjustments are made to roles where possible;

           •   A reduction in the number of medical retirements by supporting
               management in cases of ill health more effectively from the outset
               and throughout. The policy provides alternative solutions to help
               staff return to work;

           •   Recognition and acknowledgement of good attendance and
               improvements when they occur;

           •   That appropriate action is taken in dealing with those who abuse the
               system.

A.1.8   Responsibilities
        A.1.8.1    Policy Owner(s)

        Director of Corporate Support
        A.1.8.2    Who is Responsible for Policy Implementation

        Director of Human Resources
        A.1.8.3    Who is Responsible for Policy Review

        Director of Corporate Support
A.1.9   Other Related Policies / Standard Operating Procedures

        RELATED DOCUMENTS


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                             Attendance Managem ent Policy
       Police Regulations

       City of London and Force Health and Safety policy

       City of London and Force policy on Alcohol and Drug Abuse (to be
       produced)

       City of London and Force policy on Smoking at Work

       Force Procedures on Regulation 28 of Police Regulations 2003

       City of London policy and Force Guidance on HIV/AIDS

       City of London and Force Maternity procedures.

       City of London Personal Injury Allowance scheme

       City of London and Force Occupational Health and Welfare Guide

       Force Diversity Strategy

       City of London policy on Attendance Management policy

       Force Data Protection policy

       Standard operating procedures within this policy

       Attendance Management SOP
A.1.10 Implementation Plan

  •   Identification of key stakeholders in the process;
  •   Key stakeholders trained on the policy and standard operating procedures;
  •   Publication of the policy and standard operating procedures;
  •   Dissemination of information regarding the policy across the Force.




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                            Attendance Managem ent Policy


Section B - Race Equality Review
B.1   Data Used to Assess this Policy
      Previous sickness cases.

      City of London attendance management policy (link works internally only)
      http://colnet1/deptwww/TC/policymanual/worddocs/pageB18.doc

      Metropolitan Police policy

      Home Office – http://www.homeoffice.gov.uk/

      DMS and HR Oracle

B.2   Impact on Racial Groups
      Current statistics reveal that ethnic minority groups have a higher than
      average sickness within the Force and therefore the previous policy may
      have had an adverse impact. The policy is intended to be sufficiently robust
      to ensure that all staff are managed in a fair and consistent way. Human
      Resources will take action to establish the reason for the impact on this
      group. However, recent statistics reveal that the issue lies within specific
      departments and BCU commanders have been tasked to investigate these
      issues.

B.3   Who is Affected?
      Will have a positive affect as policy and procedures will be applied
      consistently across the Force.

B.4   Evidence of Discrimination or Damage to Good Race
      Relations
      There is no evidence to suggest that this policy discriminates or damages
      good race relations. Data from previous processes appears to reveal
      certain ethnic minority groups have increased sickness absence. The
      implementation of this policy will be closely monitored to pick up on this and
      attempt to take proactive steps to establish the underlying cause.


B.5   Justification for Policy
      As above

B.6   Changes Made Due to Race Equality Review
      A review of the previous policy has been conducted by the Human
      Resources department using statistical information and the management of
      cases brought to the attention of Human Resources. This exposed some
      ambivalence in the way procedures were applied. As a result more
      comprehensive and concise procedures have been introduced preventing
      open interpretation. The policy will be monitored on a yearly basis to
      establish its effect.


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                            Attendance Managem ent Policy


Section C - Disability Review

C.1   Data Used to Assess this Policy
      Number of people with a disability as a result of a recent audit.

C.2   Impact on People with Disabilities
      The policy is intended to have a positive impact on people with a disability
      as all staff will be treated fairly and consistently. Absenteeism through sick
      leave which is as a result of a disability will be recorded as such.
      Reasonable adjustments will be made in accordance with the Disability
      Discrimination Act (DDA). The previous policy did not reveal any adverse
      impact on people with disabilities. HR representatives will continue to form
      part of recruitment and selection panels to ensure equality of opportunity is
      maintained.

C.3   Who is Affected?
      No groups are affected.

C.4   Evidence of Discrimination
      None at present. However, there is a requirement to let HR know when an
      indiviudal has taken disability related leave.

C.5   Justification for Policy
      N/A

C.6   Changes Made Due to Disability Review
      As the Disability Discrimination Act now applies to police officers, the policy
      has been amended to reflect the same. The policy now includes
      management of Disability Related Leave which will not form part of the
      selection data.




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                              Attendance Managem ent Policy


Section D - Diversity Review

D.1     Data Used to Assess this Policy
        Sickness Data

D.2     Impact Assessment Areas
D.2.1   Gender Assessment

        There is no data to suggest that sickness is disproportionately affected by
        gender.
D.2.2   Sexuality Assessment

        No data retained
D.2.3   Disability Assessment

        No adverse impact noted as a result of the previous policy. Revised policy
        will monitor impact.
D.2.4   Age Assessment

        Not previously or currently monitored. Monitoring will be in place before
        2006 when Age Discrimination Legislation comes into effect.
D.2.5   Religion or Belief Assessment

        No data retained
D.2.6   Part-time Working Assessment

        There is no data to suggest that sickness is disproportionately affected by
        working part-time at present. This will continue to be monitored to identify
        the impact of all flexible working on attendance management.

D.3     Evidence of Discrimination
        No evidence

D.4     Justification for Policy
        Yes, as above

D.5     Change Made as a Result of Diversity Review
        Statistics are being recorded on sexuality, age and religion.




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                            Attendance Managem ent Policy


Section E - Impact Assessment

E.1   How Consultation Was Carried Out
      The document was circulated to the Internal Consultation Committee,
      Health and Welfare, Admin units, Corporation and HR Specialists.

E.2   Summary of Responses
      Queries re: diversity information

E.3   Proposed Action as a Result
      Policy amended accordingly and BCU Commanders to establish the reason
      why ethnic minorites have a higher level of sickness within the Force

E.4   Diversity Team Response
      Queries regarding the statistics, however, all has been clarified and
      amendments made as necessary.




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                            Attendance Managem ent Policy


Section F - Monitoring
F.1   Monitoring Process
      To be monitored by Director of Human Resources through data collection.
      Catagories include gender, age, flexible working, disability, race. Data will
      be provided to BCU Commanders to enable them to establish any concerns
      at a local level. HR will provide statistics to the Attendance Management
      group for monitoring purposes. HR will provide advice on any necessary
      action that should be taken as a result.

F.2   Who is Responsible?
      Director of Human Resources




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                          Attendance Managem ent Policy


Section G - Next Review

G.1   Date of Next Review
      This policy is graded as ‘medium’ under the RR(A)A guidelines and will
      therefore require review every 2 years.




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