FORCE PROCEDURES CONSTABULARY FUNERALS. Insp David Price/Sarah Hunt, Welfare Advisor

Transcription

1 FORCE PROCEDURES CONSTABULARY FUNERALS Procedure Reference Number: Procedure Author: Insp David Price/Sarah Hunt, Welfare Advisor Procedure Review Date: October 2012 At the time of ratifying this procedure, the author is satisfied that this document complied with relevant legislation and Force requirements. Sign and date (Author(s)) 1

2 Procedure Index ELECTRONIC NAVIGATION: - move the cursor over the page number in the index or blue underlined text until a hand appears. Click the left mouse button once and it will jump to the specified part of the document. 1. Responsibilities FORCE INCIDENT MANAGER (FIM) AREA / DEPARTMENTAL COMMAND TEAM FUNERAL COORDINATION OFFICER WELFARE ADVISOR ACPO STAFF OFFICE UNISON Guidance OPTIONS FOR FUNERALS FAMILY WELFARE Procedure Aim Appeals Review

3 1. Responsibilities 1.1 FORCE INCIDENT MANAGER (FIM) In circumstances where a member of staff dies whilst at work or on duty, the Force Information Manager will be informed of the event. They should immediately bring the death to the notice of the duty/locum Superintendent (ideally one who is responsible for the Area/Department where the deceased worked) and the duty ACPO officer. The Force Information Manager should also notify the Welfare Advisor of any deaths in service All other procedures for managing a sudden death (for example, notification to next of kin, investigations, etc.) will be carried out in accordance with existing policies and procedures. 1.2 AREA / DEPARTMENTAL COMMAND TEAM The Area or Departmental Command Team should, as soon as possible, nominate one member of the Command Team to act as lead in relation to the management of welfare issues surrounding the death and funeral which will not be covered by any investigation that may be taking place This person will be responsible for: The nomination of a Funeral Coordination Officer (see paragraph 1.3); Ensuring that colleagues are made aware of the death and are kept updated about funeral arrangements; Liaising with the Welfare Advisor who will be providing welfare support to the deceased s family; Managing the welfare of staff who may have been involved in the same incident or have attended the scene or were otherwise present when the death occurred; Managing all costs associated with the funeral from their Area/Departmental budget; Making early contact with the Police Authority to ensure attendance of a Police Authority member; Arranging for the return of the deceased s personal property, for example from their locker, and the disposal/return of uniform, equipment, etc.; Managing the closure of the deceased s account and access to other force systems and ensure that any work in progress is reallocated appropriately. 3

4 1.3 FUNERAL COORDINATION OFFICER This role is invaluable and ensures that the families view is paramount at all times. On a number of previous occasions, some enthusiastic work colleagues, for the best of reasons, have had various ideas about funerals. The nomination of a funeral planner allows this energy to be channelled and co-ordinated. This person is responsible for: personal liaison with the deceased s family (via the Welfare Advisor, or the Family Liaison Officers if one is in place) to determine the level of police involvement (if any) in the funeral; ensuring that the family are aware of the options available to them (see paragraph 2.1); agreeing with the family the level of police involvement in the funeral 1 ; discussing the likely level of press interest with the Corporate Communications Department and agreeing, if necessary, how this will be managed; keeping the nominated member of the Area/Departmental Command Team up to date with the arrangements made; producing and implementing the plan to deliver the options selected. 1.4 WELFARE ADVISOR When a serving police officer or serving police staff member dies, the Welfare Advisors provide immediate support to the deceased s family. This support can be on a practical and/or emotional level. Therefore, it is important that the Funeral Co-ordination Officer liaises with the designated Welfare Advisor to determine the needs of the family The Welfare Advisor is responsible for informing the Force of the death via the Bulletin Board and where appropriate they will ensure that Unison or the Police Federation are informed. The Welfare Advisor will also notify the Force of funeral arrangements and any family requests via the Bulletin Board Welfare, along with the ACPO Staff Office can supply a Constabulary flag, which can be used as a drape for the deceased s coffin. This can be used for Police Officers, Police Staff and retired members of the Force. The Welfare Constabulary flag remains the property of the department and should be returned to Welfare after use. 1.5 ACPO STAFF OFFICE The Staff Office will maintain a supply of Constabulary flags that can be flown at the funeral and shrouds that can be displayed on the coffin (see paragraph for details of when this may apply). The Staff Office will also take responsibility for ensuring that the Constabulary flag at Force Headquarters is flown at halfmast on the day of the funeral. 1 An outline document that could be used is attached H:\Funerals\Funeral Arrangements - Ques 4

5 1.5.2 They will also be responsible for producing any Lotus tes broadcast messages to all staff relating to either the death or funeral arrangements. 1.6 POLICE FEDERATION When a serving Police Officer dies, the Federation together with Welfare, provides immediate support to the deceased s family. This support can be on a practical and/or emotional level. Therefore, it is important that the Funeral Coordination Officer liaises with the Federation to determine the needs of the family The Federation will provide practical and/or emotional on going support to the deceased s family and colleagues of serving Police Officers The Federation will immediately raise a Federation Death benefit cheque for serving Police Officers The Federation will also immediately raise an additional Death benefit cheque for serving Police Officers who are subscribing members to the rth West Police Benevolent Fund For serving and retired Police Officers and serving Police Staff, who are members of the Insurance Benefit Trust, the Federation will assist the next of kin in the completion of the necessary Insurance Benefit Trust forms to obtain the Life Assurance benefit in a timely manner, so that the Trustees of the scheme can distribute the funds as they feel is appropriate. 1.7 UNISON Unison will be responsible for ensuring that the death benefit cheque is raised following the death of a Unison member. 2. Guidance 2.1 OPTIONS FOR FUNERALS Click Here to Return to Index This section lists all of the options that can be considered. It should be noted that not all of them apply to all funerals Dress Code: Police officers and uniformed police staff who attend the funeral can either be in uniform or plain clothes. If in uniform, they must wear a white shirt and tie (not black operational uniform), tunic 2 and can be asked to wear any medals that they are entitled to Cortege: Would the family like a police escort for the cortege? If so, arrangements can be made via either the Area Roads Policing Sergeant or HQ Road Policing to ensure that an appropriate vehicle and/or motorcycles are available. If an escort is to take place, the officer in charge of it should ensure that a route recce is completed before the day of the funeral. 2 As not all staff have been issued with tunics, spares can be obtained from the Purchasing Department at Headquarters. 5

6 2.1.4 If relevant, the family can be offered the presence of a relevant police vehicle as part of the cortege It is worth remembering that the presence of colleagues in the cortege can considerably increase the number of vehicles that the family will need. In appropriate circumstances, consideration may be given to providing a couple of unmarked cars with drivers for family and friends It is extremely important that the Funeral Coordination Officer speaks to the funeral directors to discuss the police participation in the cortege once arrangements have been agreed with the family Arrangements for Colleagues: The Funeral Coordination Officer will need to make an estimate of the number of colleagues who are likely to attend the funeral. This can be extremely difficult but it is important to give the family as accurate an indication as possible so that they can include the numbers in any arrangements that they wish to make Parking at funeral venues is often problematic. If large numbers of colleagues will be attending, consideration should be given to arranging coach transport from a police station (or other agreed point) to/from the venue. Costs for this will be borne by the Area/Department in which the deceased worked. Deployment of Waiting cones may assist with traffic flows around the venue The family should be asked if they would like colleagues to send flowers or would they prefer donations to a charity? If senior officers will be attending the funeral, the family should be made aware of this fact If colleagues wish to pass messages of condolence to the family it may be beneficial to provide either a book or facility to record these. The messages can then be passed on to the family Service: It is possible that the family will request that items related to the deceased be displayed on their coffin. These might include their hat/helmet and/or a Constabulary flag. In most cases, any items displayed on the coffin will be given to the family at the end of the service If there is a flagpole at the venue, the Constabulary flag can be flown at halfmast, if this is what the family want If pallbearers are required, the family can be asked if they would like any colleagues to take part. It must be remembered that if the family do ask for an individual, it is that individual s decision as to whether or not they wish to take part In appropriate instances, floral tributes will be provided by both the Constabulary and the Police Authority. These will be delivered directly to the funeral directors The family should be asked if they would like anyone from the Constabulary to deliver a eulogy. Once again, if the family do ask for an individual, it is that individual s decision as to whether or not they wish to take part The involvement of the Force Chaplain has to be carefully co-ordinated with what ever religious leader is carrying out the service and should only take place with the agreement of the family If police officers/staff are attending in uniform there is the option of providing a guard of honour as the coffin is carried into/out of the venue. If this is to take 6

7 place, arrangements must ensure that those staff involved are present well before the arrival of the cortege in order that they can be lined up and rehearsed. Try and find someone who knows the correct commands for calling people to attention and ask them to do this at the correct time. Only the most senior officer present salutes be sure to brief others that this is the case as some are uncertain. White gloves are no longer issued there is no requirement for them to be worn at the funeral, although you may wish to supply them to pall bearers If space is limited in the place of worship, priority must be given to family and friends and allocate spaces accordingly. Remember that spaces for ACPO officers and other senior staff may be important for the organisation, but may be less important to the family. If you estimate that the place of worship may not accommodate the numbers attending, make early contact with the religious leader to see if it is possible to broadcast the service externally. 2.2 FAMILY WELFARE For serving Police Officers and Police Staff the Welfare Advisor will provide practical and/or emotional support to the deceased s family. The Welfare Advisor may be able to assist with the completion of police pension forms, provide advice on Department Social Security benefits and allowances and assist with Group Insurance and Police Mutual Assurance Society claims. The Welfare Advisor can also provide guidance on Probate and Wills For Police Officers, the Police Federation will very quickly raise a cheque as an interim payment from the group insurance scheme (if the deceased was a member). For Police Staff who are members of Unison, there will be a death benefit paid by the union to their dependants. In either case, you may need to find a suitable way of getting this to the family Once the family has informed the bank of the death, any pay will be returned by the bank to the Force. You may need to contact the Finance Unit at Headquarters to raise a cheque to cover any wages that may be due before the family can establish other arrangements If the family would like contact with work colleagues it can be very useful to nominate a single point of contact from amongst work colleagues who can coordinate this contact Personal property belonging to the deceased will need to be returned at an appropriate point. This return can be co-ordinated by either the Welfare Advisor, Family Liaison Officers if assigned, or the Funeral Coordination Officer. Click Here to Return to Index 3. Procedure Aim 3.1 This document sets procedures to be adopted by staff who are planning or considering formal police involvement in the funeral of a current or former 3 The ACPO staff office holds a supply of white gloves. 7

8 member of the Constabulary. The procedure applies to both Police Officers and Police Staff. 3.2 The fundamental principle to be adopted is that, regardless of the circumstances of the death, the wishes of the deceased s family will always take precedence over the desire of the Constabulary to be involved in the funeral. 3.3 Broadly, this procedure will consider the level of involvement for seven different situations: Where the death is on duty and is the direct result of the member of staff carrying out their operational duties in public (for example, tackling an armed offender); Where the member of staff dies in an accident when on duty; Where the member of staff dies of natural causes while on duty; Where the death is off duty and is the direct result of the member of staff carrying out an activity which could be described as heroic (for example, attempting to rescue a person from a burning building); Where the member of staff dies in an accident when off duty; Where the member of staff dies of natural causes while off duty; and When a retired member of staff dies. 4. Appeals Click Here to Return to Index 4.1 There is no right of appeal against decisions taken under this procedure. 5. Review 5.1 This procedure will be reviewed in 3 years to ensure: Its continued effectiveness in the business area concerned; Any changes to legislation are accurately reflected; Click Here to Return to Index Challenges to the procedure are considered and, where necessary, amendments made; Any identified inefficiencies in relation to implementation are addressed; Impact on diversity and equality (Low on the Race Diversity Impact Assessment Template) is correctly assessed. Click Here to Return to Index 8

9 Procedure Review Form Title: Constabulary Funerals Procedure Procedure Author: Inspector David Price/ Sarah Hunt Senior Welfare Adviser Procedure approved by: Staff & Leadership Policy Board Linked to Policy: HR General Information Date Approved: 1 st October 2009 Procedure Review Tel. Ext.: 5793 When was the procedure last reviewed? Is this procedure still required? Yes If, contact Business Management to archive the document Could this procedure be consolidated with another? If Yes, contact the Business Management to arrange a joint review Does this procedure involve significant change to working practices that will have a resultant impact on service delivery, budget or operational risk? If Yes, inform the Business Management What forms are linked to this procedure? Ensure all forms included in the procedure are reviewed. If amendments are required to any forms contact the Force Forms Administrator within Design and Print. Has the procedure considered the following? What evidence is in the procedure to support this? Resource implications Yes There are no additional resource implications Finance implications Yes Where relevant, control measures to manage expenditure are included in this procedure IT Service implications Policy Owner Sign Off I authorise this procedure for publication / I have forwarded the procedure to an ACPO member for consideration * Delete as appropriate Policy Owner: Director of HR Signed Christine Barton Date: 1 st October 2009 ACPO Member Sign Off I authorise this procedure for publication / I do not authorise this procedure for publication * Delete as appropriate ACPO Member: Signed Date: 9

10 List legislation relevant to the procedure: Procedure Human Rights Review Human Rights Compliance Assessment Has any of the legislation / case law changed since the last review? Has procedure changed since last review? Other: If to both questions then previous compliance test stands As a result of the application of the procedure, which Articles are likely to be infringed? 8 Respect for private and family life 9 Freedom of thought, conscience and religion 10 Freedom of expression 11 Freedom of assembly and association For each Article infringed, identify the legitimate aim(s) that justify the infringement: Legitimate Aim Article 8 Article 9 Article 10 Article 11 National Security Public safety Economic wellbeing of country Prevention of crime and disorder Protection of public order Territorial integrity Protection of reputation and rights of others Preventing disclosure of information received in confidence Maintaining authority and impartiality of judiciary Protection of health or morals Protection of rights and freedoms of others Is the interference the least intrusive option to achieve the identified legitimate aim? Is the interference justified and proportionate with regard to the identified legitimate aim? Is the interference identified applied in a non-discriminatory manner? Are decision making processes and outcomes of actions documented? Yes Article 8 Right to Respect for Private and Family Life Everyone has the right to respect for his private and family life, his home and his correspondence. Article 9 Freedom of Thought, Conscience and Religion Everyone has the right to freedom of thought, conscience and religion; this right includes freedom to change his religion or belief and freedom, either alone or in community with others and in public or private, to manifest his religion or belief, in worship, teaching, practice and observance. Article 10 Freedom of Expression Everyone has the right to freedom of expression. This right shall include freedom to hold opinions and to receive and impart information and ideas without interference by public authority and regardless of frontiers. This article shall not prevent States from requiring the licensing of broadcasting, television or cinema enterprises. Article 11 Freedom of Assembly Everyone has the right to freedom of peaceful assembly and to freedom of association with others, including the right to form and to join trade unions for the protection of his interests. 10

11 Section A Procedure Race and Diversity Impact Assessment Title of Procedure: Constabulary Funerals Procedure Has a Diversity Impact Assessment been previously completed? If Yes, when and was it H/M/L? If, go to Section B Has the procedure changed sufficiently to require a further impact assessment? If Yes, go to Section B. If, go to Section C If no impact assessment has been completed or a further assessment is required, complete the following flowchart to identify whether the procedure has a potentially Low / Medium / High impact and bear in mind the recognised 6 strands of diversity: Minority Ethnic communities including asylum seekers and Gypsies Gay, Lesbian, Bisexual and Transgendered members of the community Age Religion Gender Disability Section B Please complete the following flowchart and put an X in the box next to the score you have assigned the procedure: Does the procedure only relate to an internal process? NO Does the procedure affect staff employment / development? NO LOW x Could the procedure be applied with discretion that might discriminate against a minority group? Is data with minority indicators collected? NO Ensure monitoring procedures are in place and then reanswer the question NO Is data with minority indicators collected? NO Does the procedure show the potential for discrimination? Does the procedure show the potential for discrimination? Could application of the procedure affect community relations? NO Are all reasonable safeguards and processes in place to ensure any potential discrimination is minimised? NO NO NOS MEDIUM HIGH MEDIUM LOW 11

12 If on completion of the flowchart you consider that the initial impact assessment should be raised then please re-grade the impact as High or Medium. Initial Impact Assessment raised? Section C - Race and Diversity Impact Assessment 1. Does this activity present an opportunity for improving race/community/disability/ age/gender or sexual orientation relations? If so, how? 2. Is there public/political concern in relation to race/disability/age/gender/ sexual orientation/community issues attached to this activity? If so, what are those concerns? 3. What other sources of information have been used in the development of this procedure i.e. HMIC Inspection Reports, Home Office Circulars? 4. Does the procedure relate to the use of a statutory power? If so, under what circumstance could discrimination be acceptable? 5. What data collection process exists for this procedure? How is the data monitored to ensure that the impact is not discriminatory or disproportionate? e.g. use of community intelligence. If reviewing the procedure what are the results of the monitoring? 6. What evidence is there that actions to address any negative effects in one area may affect other areas of equality? 7. When the Race and Diversity impact assessment has included consultation, who was consulted? (Include a summary of the key points) 8. Has the procedure been altered following the consultation? (Include a summary of the key changes) 9. Has feedback been given to the groups NA If Yes then, was it raised to Medium / High. Each funeral will be managed according to individual family need. NPIA Guidance The procedure has been circulated internally to the established list of contacts Yes as per feedback Yes via staff & leadership involved in the consultation? I confirm that this procedure is compliant with the Constabulary s commitment to Equality and Diversity. Approved by Diversity Advisory Unit Name: DAU Mailbox Date: 2 nd October

13 Procedure Health and Safety Health and Safety Assessment If required, guidance for this section should be sought from the Force Health and Safety Advisor. Who will be affected by this Procedure? Police Employees and applicants to the force. Are any of the existing generic risk Details if Yes assessments affected by this Procedure? Is a new risk assessment required by this Details if Yes procedure? Does this procedure require revised Details if Yes Health and Safety training for Staff? Does this procedure require revised equipment for Staff? Details if Yes I confirm that this procedure is compliant with Health and Safety legislation and regulations. Approved by the Force Health and Safety Department Name: David Cowap Date: 1 st October 2009 Procedure Quality of Service Commitment Quality of Service Commitment The National Quality of Service Commitment sets out the standards and services the public can expect when they make contact with the police. Further information is available on Looking Glass by clicking here Is it possible that this procedure may impinge upon quality of service and specifically a National Quality of Service Commitment? If answer the following questions, for each commitment affected state whether it is in a positive or negative way and give details Making it easy to contact us Yes / Providing a professional and high Yes / quality service Dealing with your initial contact Yes / Keeping you informed Yes / Ensuring your voice counts Yes / Victims of Crime Yes / Other service commitments Yes / Complaints Yes / What changes, if any, have been made to the procedure to reduce an adverse impact on quality of service? If the procedure adversely affects quality of service, can it be justified because of the overall objectives? Yes / If Yes, give details 13

14 Procedure Victims Code of Practice Victims Code of Practice The Code of Practice for Victims is a statutory requirement and establishes the minimum service levels to be given to any person who has made an allegation to be the victim of a crime to the police or has had such an allegation made on their behalf. Further information is available on Looking Glass by clicking here Is it possible that this procedure may impinge upon the service provided to victims of crime and, specifically, compliance with the Victims Code? If answer the following questions, for each commitment affected state whether it is in a positive or negative way and give details Persons entitled to receive services under the Code Vulnerable or Intimidated victims Crime Reporting, Assessment and Victim Support Investigation Family Liaison Officers Arrest and Bail Decisions to bring Criminal proceedings Bailing of Persons to Court Other disposal methods Youth Offending Teams Requests from the Criminal Injuries Compensation Authority and/or the Criminal Injuries Compensation Appeals Panel Information about the Criminal Cases Review Commission What changes, if any, have been made to the procedure to reduce an adverse impact on the service given to victims of crime and to maintain compliance with the Code? If the procedure adversely affects the service given to victims of crime and compliance with the Code, can it be justified because of the overall objectives? If Yes, give details Procedure Data Protection Data Protection The Data Protection Act applies to personal data. This is defined as information relating to a living individual, who can be identified either from the information itself or indirectly by combining the information with other data available. All personal data must be dealt with in accordance with eight Data Protection Principles. I confirm that this procedure is compliant with the Data Protection Act Approved by Data Protection Officer Name: response Date: 14

15 Procedure Freedom of Information Freedom of Information The Freedom of Information Act 2000 requires that all public authorities develop and maintain a publication scheme. Cheshire has adopted the ACPO publication scheme model. This requires that force policies and procedures are routinely made available to the public on the force website. Approved by Procedure Author (please complete one of the following statements) This document is considered by the Author to be suitable for publication Name: Sarah Hunt/David Price Date: 1 st October 2009 Approved by Freedom of Information Officer I confirm that this procedure is compliant with the Freedom of Information Act Name: response Date: Procedure Management of Police Information Management of Police Information (MoPI) The "Management of Police Information" (MoPI) Guidance follows the publication in July 2005 of a Code of Practice on the management of police information developed by the Home Secretary under the Police Act This Statutory Code was part of the government's response to the recommendations of the Bichard Inquiry into the circumstances surrounding the tragic murders in Soham and was designed to provide a common national framework for the management of police information, highlighting the importance of common standards in high risk areas of activity. The Force has a duty to be MoPI compliant in all business areas by 2010 and will be subject to HMIC inspection thereafter. To support this, the procedure has been developed in accordance with the Force Information Management Strategy, MOPI Guidance and Codes of Practice. Further information is available on the Force Information Centre by clicking the above links. Does the procedure deal with the collecting, recording, evaluating, sharing, retaining or disposal of police information? If so, does it contain documented guidance covering roles and responsibilities? The Procedure does not contain police information. I confirm that this procedure is compliant with the Management of Police Information Guidance 2006 Approved by MoPI Officer Name: response Date: 15

16 Procedure Force Solicitor s Office Vetting Force Solicitor s Office Procedure Vetting I am also satisfied that this procedure does not disadvantage the Force or place it in a position of legal vulnerability. I have reviewed this procedure and can confirm that in my opinion all engagement of articles from Human Rights Act are lawful, proportionate and necessary. Approved by the Force Solicitor s Office Name: Philip Kenyon Date: 1 st October 2009 Procedure - Risk Management Risk Management Does the procedure have any impact on organisational risk? Organisational risk includes anything that has the potential to impact upon the Constabulary s assets, earnings, reputation, performance or personnel. An example of this could be where the Constabulary decides not to adopt national guidance in the application of its procedure. Procedure Values Check Values Checklist The force has developed a set of core values which should be reflected in all our policies and procedures so the values can be systematically embedded in our daily tasks and processes. A Values Checklist has been developed to assist staff who are writing a new or updating an old procedure to provoke ideas that may not have been previously considered. I confirm that this procedure is compliant with the Force Values. Name: Sarah Hunt/David Price Date: 1 st October 2009 Procedure Promotion and Distribution Promotion and Distribution How will staff be made aware of the procedure? The procedure will be advertised through the usual channels including a weekly orders entry and advertising the procedure of the Force Information Centre and also through the Human Resources pages of the intranet. 16