PROTOCOL - Faith. Number: C 1300 Date Published: 13 June 2014

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1 1.0 Summary of Changes This protocol has been amended by removing the sentence in section 4.4 Employee Relations are happy to advise on setting up local facilities. 2.0 What this Protocol is about This protocol has been developed to enable staff to observe their faith in the workplace. It supports the needs of a diverse workforce and takes account of the Equality Act 2010 and the Human Rights Act The protocol underpins our strategic aim to increase the diversity of our workforce. 2.1 Definition of Religion or Belief The Equality Act 2010 gives the following definition of Religion or Belief : Religion means any religion and a reference to religion includes a reference to a lack of religion. Belief means any religious or philosophical belief and a reference to belief. This protocol is produced to assist managers and supervisors to support individuals who practice a religious faith. It should be emphasised that operational requirements and service to the public take precedence; nevertheless it is often possible to provide the flexibility to allow the requirements of those observing a faith to be accommodated. Observance of religious faith is fundamental to many people s individuality and recognition of the particular needs of members of faith groups is crucial to effective recruitment and retention as well as building community trust and confidence. Staff who feel they have suffered discrimination or insensitivity on religious, or any other grounds need to be supported and reassured that the matter will be dealt with promptly and objectively, using appropriate procedures. Compliance with this protocol and any governing policy is mandatory. 3.0 Detail the Protocol Essex Police aims to ensure all its members are treated fairly and with respect and dignity. We intend to provide our members with a safe and supportive working environment, which will, where operationally and practicably possible, include supporting individuals to observe their faith whilst in the workplace. Discrimination, unfair treatment or inappropriate behaviour, including bullying or harassment, on religious grounds is unacceptable and unlawful. Page 1 of 5

2 3.1 Workplace Behaviour We will demonstrate sensitivity to the requirements of those with a religious faith. All force members need to be aware of the potential impact on others of the use of informal reactions and banter, for example, use of the words Jesus or Christ in conversation, even as an expression of surprise or shock may cause offence to those of Christian faith. The term Christian name should be replaced by first name in all Essex Police documentation and in conversation where the other party is not known to be a Christian. 3.2 Induction Successfully integrating people of different cultures, faiths and lifestyles requires sensitivity and ongoing support from management to ensure individual needs are understood and taken into account as far as practicably possible. At the outset, the manager should undertake an effective workplace assessment by discussing with the new person how they would prefer to raise the awareness of their team to any particular cultural, religious or other needs they may have. 3.3 Working Hours/Prayers Management should endeavour to provide flexibility of hours to allow staff to observe their Sabbath, holy days or times and requests for time off for religious holidays, special festivals or prayer times should be given fair and open consideration we should be prepared to compromise and negotiate alternative working arrangements where possible. In some cases where permanent changes to working patterns or days are requested, this should be raised via a flexible working application. Individuals wishing to observe daily prayers should be allowed flexibility to do this wherever operationally possible. In most cases this will take no more time than that taken by other staff for comfort breaks. Muslims who observe their faith may wish to pray up to 5 times a day and likewise Sikhs may wish to pray up to 3 times a day. 3.4 Faith Rooms As far as possible, local policing areas and departments should also try and provide the use of suitable accommodation for staff to undertake their prayers. The room should be clearly identified as Faith Rooms and must be used only for that purpose. Rooms should identify South East direction (Mecca) to assist those of Islam faith (Muslims). We currently have specific facilities available at Basildon, Brentwood and Chelmsford police stations and staff can use the Chapel facilities at Stansted Airport. Essex Police College also have dedicated facilities. Page 2 of 5

3 3.5 Holy Days/Festivals All religions have particular holy days or festivals requiring individual observance. Every effort should be made to police staff who may request flexibility concerning working hours or annual leave in relation to these celebrations. Any refusal without good grounds could give rise to claims of discrimination leading to de-motivation and feelings of resentment for the individuals concerned. Current Police Regulations do not allow for secular bank holidays to be transferred to other dates. Flexibility should be shown where members of staff request a revision to their working hours during periods such as Ramadan e.g. working nights so that they can observe the fasting from sunrise to sunset. Requests to rearrange working hours or for annual leave in respect of religious observation will be treated on individual merit, taking account of operational needs and without compromising existing service delivery commitments. It is obviously good practice for local policing areas and departments to take account of any holy days or religious festivals when planning meetings the Faith calendar within the Equality & Diversity website is a useful resource in this respect. 3.6 Chaplaincy Policy Essex Police is committed to supporting a force wide Chaplaincy Service. Chaplains can offer a wide source of support to officers and staff and it should be realised that their advice and guidance traverses all faiths and denominations. Their key role is to be available for any member of staff wishing to have their support or pastoral care (see Equality & Diversity Website for full details). 3.7 Dress Code Essex Police aims to incorporate dress requirements of particular faith groups in versions of uniform as far as practically possible e.g. wearing of traditional headwear. Non uniformed staff are allowed to wear items of cultural clothing in the workplace. Careful consideration should be given to traditional religious practices with regard to compliance with force dress codes. Specific advice can be sought from the Diversity and Employee Relations Manager/Employee Relations Department. Hindu staff may find the wearing of leather items, such as boots, unacceptable as the cow is a sacred animal in the Hindu religion. In these circumstances, Essex Police will negotiate appropriate alternative items with individuals, having regard to any Health and Safety issues. Some Sikhs may wish to carry a small dagger called a kirpan. There should be no objection to members of staff having these at work providing they comply with legislation concerning offensive weapons. Page 3 of 5

4 3.8 Diet and Catering Some religious groups have particular dietary requirements. Vegetarian options should always be available at corporate events where catering is provided. Members of Essex Police responsible for hosting meetings and other events must consider and research the dietary needs or preferences of the delegates well in advance. Water or fruit juice should be available as an alternative to tea and coffee where refreshments are served. Information for meeting Halal or other specialist dietary needs can also be found on the Equality & Diversity website. Failure on the part of meeting organisers to provide appropriate menus if refreshments or food is served during the meeting, could result in claims of discrimination being made by staff or guests. Organisers should ensure all food is adequately labelled to indicate the general content of food e.g. whether it contains pork or fish and whether the food is suitable for vegetarians. Vegetarian food should be served on separate platters to items containing meat. External caterers must be advised of this requirement. During Ramadan, Muslims are expected to fast during the day and to eat and drink only after sunset. This may have implications in some situations e.g. for those involved in major operations where officers may be expected to take their food at particular times, and provision should be made for Muslim staff to eat before sunrise and as soon as possible after sunset. 3.9 Faith Awareness Essex Police will periodically provide awareness sessions for staff covering a range of faiths. There are many religions and groupings within religions. All managers and staff should explore the more specific information which can be found in the Faith Facts guidance available from the Equality & Diversity website. 4.0 Equality Impact Assessment Faith EIA 5.0 Risk Assessment Any risks to Essex Police are associated with not complying with this protocol or legislation which could result in litigation if individuals consider they have been discriminated against because of their religion or belief. Page 4 of 5

5 6.0 Consultation Unison / Federation Health & Safety Diversity 7.0 Monitoring and Review This protocol will be reviewed by the Employee Relations Manager on behalf of the Head of Human Resources every 3 years. 8.0 Governing force policy. Related force policies or related procedures There are no related policies or procedures 9.0 Other source documents, e.g. legislation, Authorised Professional Practice (APP), Force forms, partnership agreements (if applicable) Support and advice is also available from our Minority Ethnic Support Association (MESA) or Employee Relations. Other useful resources include: - Code of Practice on religion and belief Page 5 of 5