62 GB Long Service and Achievement Awards Policy

Transcription

1 62 GB Long Service and Achievement Awards Policy Policy number Version 3.0 Approved by Name of author/originator Owner (director) 62 GB Governing Body Date of approval April 2017 Date of last review March 2017 Review to be completed by April 2019 Bob Champion/Toni Downer Elaine Newton, Director of Governance and Compliance Page 1 of 17

2 Version control sheet Version Date Author Status Comment 1.0 March 2014 Bob Champion Draft For consultation 1.1 April 2014 Bob Champion Final For publication 2.0 July 2015 Toni Downer Review For consideration for Remuneration Committee 2.0 July 2015 Toni Downer Final Approved, for publication 3.0 April 2017 Toni Downer Final Approved by Governing Body in April 2017, for publication. Minor formatting changes and new logo. Page 2 of 17

3 Equality statement NHS Guildford and Waverley aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. We take into account the Human Rights Act 1998 and promote equal opportunities for all. This document has been assessed to ensure that no employee receives less favourable treatment on the protected characteristics of their age, disability, sex (gender), gender reassignment, sexual orientation, marriage and civil partnership, race, religion or belief, pregnancy and maternity. Members of staff, volunteers or members of the public may request assistance with this policy if they have particular needs. If the member of staff has language difficulties and difficulty in understanding this policy, the use of an interpreter will be considered. We embrace the four staff pledges in the NHS Constitution. This policy is consistent with these pledges. Page 3 of 17

4 SUMMARY OF EQUALITY ANALYSIS for Long Service and Achievement Awards Policy Equality Group Negative Impact YES / NO Level of Negative Impact HIGH / MEDIUM / LOW Positive Impact YES / NO Level of Positive Impact HIGH / MEDIUM / LOW Age NO YES MEDIUM Disability NO YES MEDIUM Ethnicity / Race / Ethnic Group NO YES MEDIUM Gender NO YES MEDIUM Gender Reassignment NO YES MEDIUM Religion & Beliefs NO YES MEDIUM Marriage & Civil Partnership NO YES MEDIUM Pregnancy & Maternity NO YES MEDIUM Sexual Orientation NO YES MEDIUM Carers N/A N/A N/A Areas of Deprivation/Geographical Location N/A N/A N/A Vulnerable Groups N/A N/A N/A Page 4 of 17

5 Contents 1. Introduction and Policy Objective Core Standards Scope Procedure References Approval, ratification and review process Dissemination and implementation of the Policy Equality Analysis Appendices Procedural Document Checklist for Approval Implementation Tool Monitoring Table Audit Tool Page 5 of 17

6 1. Introduction and Policy Objective 1.1 The CCG recognises the key factor in its success and indeed the NHS is the loyalty, quality and dedication of our employees. In recognition of this, the CCG is committed to recognise and celebrate with those staff who have reached certain milestones in their length of service, performed their duties meritoriously, or reached retirement age whilst working with the CCG. This policy and supporting procedure will ensure that this commitment is realised. 2. Core Standard 2.1 Long Service Awards - All employees who have worked for the NHS for 25 years (discontinuous service may be aggregated), will be entitled to receive a long service award provided that the employee has not already received an award from a predecessor organisation. This will take the form of a certificate of achievement from the CCG Chairman and a gift voucher to the value of Retirement Awards - All employees who retire from the CCG s employment, having completed at least 20 years continuous service (i.e. without a break of at least 3 months) with the NHS will be entitled to receive a retirement award. This will take the form of a letter of recognition from the CCG Chairman and a gift voucher to the value of 10 for each year s service. 2.3 Guildford Organisational Learning & Development (GOLD) Awards Are presented to staff who are nominated by peers for their achievements within the following categories: Exceptional contribution to quality innovation and transformation Outstanding contribution to the work of the CCG Team of the year Collaborative working Lifetime achievement Chairman s award 2.4 The CCG will hold an annual celebration event for the distribution of all of the awards relevant to that calendar year. The event will be held in December each year and will accommodate staff who achieve 25 years service, or retire by 1st December of that year and recipients of GOLD Awards nominated that year. 3. Scope 3.1 This policy applies to all substantively employed staff, whether part time or full time, but excludes non-employed resources. Page 6 of 17

7 4. Procedure 4.1 For Long Service Awards, individuals who believe that they qualify through time served, should contact the Human Resources Department for verification. Upon verification the individual will be invited to that year s event and the HR Department will arrange the certificate and voucher. 4.2 For Retirement Awards, the individual should liaise with HR in order to process the pension application with NHS Pensions. HR will arrange for the recognition letter, gift voucher and invitation to that year s event. Individuals should note that pension applications can take up to four months to process and so should notify HR and the CCGs payroll provider of their intention as early as possible. 4.3 For GOLD Awards the process will commence in October of each year with publication of the nomination procedure and confirmation of the categories for which staff can be nominated. HR will assist to co-ordinate the distribution and receipt of nomination forms as well as the constitution and activities of the judging panel that will decide on the recipients. 4.4 HR will maintain records of award winners and monitor the nomination process for awards in partnership with the Staff Partnership Forum. 5. References 5.1 Reference has been made to the following to ensure statutory and regulatory compliance: Previous CCG s Long Service and Achievement Awards Policy (March 2014 to June 2015) NHS Agenda for Change Terms and Conditions of Employment NHS Employers 6. Approval, ratification and review process 6.1 This policy will be subject to review every 2 years and at any stage at the request of either management or the consultative committee. 6.2 Human Resources will review this policy, with any recommendations or required changes being presented to the Staff Partnership Forum for consultation, the Remuneration Committee for approval and the Governing Body for ratification. 7. Dissemination and implementation of the Policy 7.1 This document will be disseminated as follows: Copies will be made available on the CCG s Intranet The policy will be brought to the attention of all staff periodically through team brief and ebrief and monitored in line with normal Page 7 of 17

8 assurance processes Awareness and understanding required on an annual basis for all staff through Appraisal and PDP discussions Page 8 of 17

9 8. EQUALITY ANALYSIS NAME OF THE STRATEGY / POLICY / GUIDANCE/ SERVICE CHANGE PROPOSAL / PLAN ( ACTIVITY ) Who is this activity aimed at? Please delete and explain further if relevant. LONG SERVICE AND ACHIEVEMENT AWARDS POLICY Staff/Workforce What are the main aims and objectives of the activity? The CCG recognises the key factor in its success and indeed the NHS is the loyalty, quality and dedication of our employees. In recognition of this, the CCG is committed to recognise and celebrate with those staff who have reached certain milestones in their length of service, performed their duties meritoriously, or reached retirement age whilst working with the CCG. This policy and supporting procedure will ensure that this commitment is realised. Describe the current situation: This policy has been reviewed and revised in July 2015 to ensure compliance with employment legislation There is a wealth of resources available regarding the population of NHS G&W CCG, some examples are given below. You are recommended to consult and use the following to inform your EA: Joint Strategic Needs Assessment: NHS G&W CCG Health Profile: Local Practice Profiles: Public Health England: Longer Lives; Outcomes Framework; Segment Tool; Local Health Tool; Data & Knowledge Gateway Reports of relevant Patient & Public Engagement forums and formal consultations Research (the evidence base e.g. National Institute for Health and Clinical Excellence (NICE), Scottish Intercollegiate Guidelines Network (SIGN). Charities and the voluntary sector often produce guidance regarding inequalities e.g. SignHealth) Health & Wellbeing Priorities: Complaints, public enquiries, audits & reviews Whichever resources you use, please reference them in your EA below under reasons for positive/negative impact. Please describe what ENGAGEMENT AND/OR CONSULTATION that has taken place to inform this equality analysis? Consider internal and external routes. If you would like assistance with identifying particular groups to consult with please liaise with the Communications & Engagement team. Internal consultation with SPF and review and approval by Remuneration Committee and Governing Body. The effectiveness of this policy will be reported to the Governing Body biannually Complete the table below asking how will this group be affected by this service change proposal/policy/strategy/guidance? Does the activity have the potential to: Have a POSITIVE impact (benefit) on any of the equality or vulnerable Answer YES or NO. If YES please explain (Reasons) and detail amendments. o If there is an impact is this HIGH (H), MEDIUM (M) OR LOW (L)? If no impact, insert N/A Have a NEGATIVE impact / exclude / discriminate against any of these Answer YES or NO. If YES please explain (Reasons) and detail amendments. o If there is an impact is this HIGH (H), MEDIUM (M) OR LOW (L)? If no impact, insert N/A You must be familiar with what your activity wants to achieve and/or what would result and the corresponding evidence base before being able to complete this assessment comprehensively. For the different Equality Groups and Vulnerable Communities please make sure you are familiar with the Joint Strategic Needs Assessment and the Health Profile for this CCG. AGE Page 9 of 17

10 What amendments can be/have been made to the activity in order to eliminate or reduce the adverse impact on different DISABILITY ETHNICITY / RACE / ETHNIC GROUP GENDER GENDER REASSIGNMENT RELIGION & BELIEFS MARRIAGE & CIVIL PARTNERSHIP PREGNANCY & MATERNITY Page 10 of 17

11 SEXUAL ORIENTATION Other categories relevant to CCG s statutory duty to reduce health inequalities: CARERS AREAS OF DEPRIVATION and GEOGRAPHICAL LOCATION (urban, rural, isolated) Positive Impact VULNERABLE GROUPS e.g. ex-military, homeless, looked-after children, those seeking asylum CONCLUSION: What is your overall assessment regarding the equality impact of this activity? This policy is in accordance with the Equality Act 2010, which outlines the statutory regulations that the CCG has to adhere to for all vulnerable groups. A full equality impact assessment is not recommended as the policies sole purpose is to ensure that there is no discrimination to any vulnerable staff groups. RECOMMENDATIONS: What steps, if any, should be taken to ensure the activity does not have an adverse impact? As outlined within the policy document, the implementation of this policy will be monitored and presented to the Remuneration Committee for review. Human Resources will ensure that the policy continues to adhere to employment legislation. Once implemented, how do you intend to monitor the actual equality impact of this activity? Implementation of this policy will be monitored continually and any equality impact concerns will be raised immediately to the Director of Governance and Compliance, with recommended amendments and reviews to the content of the policy to illuminate the negative impact to any vulnerable groups. Name of person completing EA Job Title Page 11 of 17

12 Toni Downer Name of lead Manager / Director Elaine Newton Signature Senior HR Manager Date completed Page 12 of 17

13 9. APPENDICES 9.1 Procedural Document Checklist for Approval Procedural document checklist for approval To be completed and attached to any document which guides practice when submitted to the appropriate committee for consideration and approval. Title of document being reviewed: A Is there a sponsoring director? 1. Title Is the title clear and unambiguous? Is it clear whether the document is a guideline, policy, protocol or standard? 2. Rationale Are reasons for development of the document stated? 3. Development Process Is the method described in brief? Are individuals involved in the development identified? Do you feel a reasonable attempt has been made to ensure relevant expertise has been used? Is there evidence of consultation with stakeholders and users? 4. Content Is the objective of the document clear? Is the target population clear and unambiguous? Are the intended outcomes described? Are the statements clear and unambiguous? 5. Evidence Base Is the type of evidence to support the document identified explicitly? Are key references cited? Are the references cited in full? Are local/organisational supporting documents referenced? 6. Approval Does the document identify which committee/group will approve it? If appropriate, has assurance been sought? 7. Dissemination and Implementation Is there an outline/plan to identify how this will be done? /No/ Unsure Page 13 of 17 Comments Director of Governance and Compliance

14 Procedural document checklist for approval To be completed and attached to any document which guides practice when submitted to the appropriate committee for consideration and approval. Title of document being reviewed: /No/ Unsure Comments Does the plan include the necessary training/support to ensure compliance? 8. Document Control Does the document identify where it will be held? Have archiving arrangements for superseded documents been Unknown addressed? 9. Process for Monitoring Compliance Are there measurable standards or KPIs to support monitoring compliance of the document? Is there a plan to review or audit compliance with the document? 10. Review Date Is the review date identified? Is the frequency of review identified? If so, is it acceptable? 11. Overall Responsibility for the Document Is it clear who will be responsible for coordinating the dissemination, implementation and review of the documentation? Director Approval On approval, please sign and date it and forward to the chair of the committee/group where it will receive final approval. Name Elaine Newton Date Signature Committee Approval On approval, Chair to sign and date so it can then be forwarded to the person with responsibility for disseminating and implementing the document and the person who is responsible for maintaining the organisation s database of approved documents. Name Phelim Brady Date Signature Page 14 of 17

15 9.2 Implementation Tool Document title: Procedural Document Implementation Tool Long Service and Achievement Awards Policy Manager: Toni-Dee Downer Date: July 2015 Is there a training need?: N Is it competency based?: N Action plan: (If yes attach separate training schedule) (If yes attach separate competency list) Action: Responsible Person: Date for Completion: Publication of the policy on CCG internet/intranet site Communication to staff of new policy Update induction pack to explain policy and location Annual review of policy compliance with employment legislation Toni Downer July 2015 Toni Downer July 2015 Toni Downer July 2015 Toni Downer July 2016 I hereby confirm that the above document has been circulated to all appropriate staff and that the actions listed above are complete: Signed (Policy Owner): Date: Page 15 of 17

16 9.3 Monitoring Table Monitoring Table Criteria Measurable Frequency Reporting to Systems in place to ensure that Policy Owners/Authors follow the process outlined in this Guidance document Systems in place for: Distribution (including version control) Monitoring of Implementation Plan Implementation Timely review of all policies and procedures including equality analysis Archiving/ Retention /Destruction of policies Iterative development of Policy responding to comments received regarding the viability of policy implementation Policy review schedule proposed. Once approved, to be added to the Governing Board agenda as required Database showing status of HR current policies On internet/intranet site and referenced in Appraisals/ PDP Gaps in information Timescales met? How many achieved? Result of Audit Number of comments received Implementation review with staff Biennial Biannually Biannually Remuneration Committee Remuneration Committee/ Governing Body Remuneration Committee/G overning Body following review with DGC Action Plan/ Monitoring Monitoring HR Report Action Plan to address comments Page 16 of 17

17 9.4 Audit Tool Manager: Senior HR Manager Competency Based: N Audit tool Policy: Long Service and Achievement Awards Policy Training implemented: N Date: July 2015 * Provide separate competency list Quality Measure All policy documents should have the G&WCCG style and branding All procedural documents should have an Equality Impact Analysis All procedural documents should have evidence of consultation All procedural documents should have a completed checklist Exceptions Adopted national or shared group documents Does it Action meet the criteria? 100% Policy author to re format document Toolkits 100% Policy authors to undertake Equality Impact Analysis None for new policies. For existing policies - consultation does not need to be re-enacted, except where significant changes introduced e.g. legislative, national guidance or best practice; roles/responsibilities. 100% Monitor and review None 100% Monitor and review Completion date July 2015 July 2015 December 2014 July 2015 Page 17 of 17