STAFF GOVERNANCE COMMITTEE Inaugural Meeting to be held On 30 November 2017 At 10 am in the Board Room A G E N D A

Transcription

1 01 Agenda Staff Governance Committee STAFF GOVERNANCE COMMITTEE Inaugural Meeting to be held On 30 November 2017 At 10 am in the Board Room A G E N D A Number Item Presented By Action Required: Decision, Discussion, For SG (i) Resignations Clerk (ii) Appointments SG Apologies for Absence Clerk SG Any Additional Declarations of Interest including specific items on this Agenda. Convenor SG Draft Terms of Reference of the Staff Governance Committee * Convenor Decision SG Brief overview on the work of Human Resources (verbal) Mrs Clare Lambourne SG Review of HR policies * Mrs Clare Lambourne SG College Health & Safety structure and policy overview (verbal) Mr Doug Hartley SG Emerging Issues (verbal) Convenor Discussion SG Date of Next Meeting 16 January 2018 Clerk

2 Authority MORAY COLLEGE BOARD OF MANAGEMENT STAFF GOVERNANCE COMMITTEE Terms of Reference The Staff Governance Committee is accountable to the Board of Management and is authorised on its behalf to exercise strategic governance arrangements to: Ensure that the college delivers efficient and effective human resources provision including staff consultation, negotiation, development and leadership. Ensure that employment legislation is being effectively implemented and embedded within College procedures and that areas of best practice are adopted where appropriate. Ensure that College policies and procedures are regularly reviewed and updated in line with current legislation, relevant guidance and examples of appropriate best practice. Ensure that staff are employed within a safe and supportive working environment supported by a positive, professional culture underpinned by our core values. Ensure that an effective performance management system is in place to receive updates on relevant strategic objectives and key performance indicators. Membership Membership of the Committee shall be not less than five Board members including the Convenor of the Committee, Principal, Director of Human Resources and Organisational Development and both staff representative members. At least one of the members should have knowledge in the area of Human Resources. The Head of Estates shall be in attendance where there are relevant health and safety matters that should be reported. Board members who are employees of the College may not Chair the Committee. The Committee may obtain appropriate independent professional advice as and when required. Quorum Three members of the Committee entitled to vote on any items being considered by the Committee. Version

3 Frequency of Meetings Remit The Committee shall meet not less than three times each calendar year. To ensure an effective corporate system of governance oversight for the management, safety and welfare of the workforce including a strategic workforce planning strategy. Duties to ensure that staff are: Well informed through: Receiving regular information about the College, and having opportunities to contribute ideas. Recognised trade unions and staff representatives should also be part of a meaningful consultation/negotiation system on organisational issues as appropriate and defined within agreed frameworks at all levels. Appropriately trained and developed through: CPD at a level appropriate to role for all staff to be delivered and supported in a manner which is meaningful to all staff ensuring that CPD activity adds value at the individual, team and College level. The wide promotion of training and development opportunities. Meaningful and appropriate encouragement, opportunity and support for staff to use their skills effectively. The support of workplace representatives, health and safety representatives and union learning representatives, who are given time off for their respective duties. Involved in decisions which affect them through: Working in partnership to enable the involvement of all staff, through recognised trades unions and staff representatives. Working together by developing an appropriate framework to enable effective involvement in strategic College issues. This framework will also provide for the opportunity to review and evaluate Staff Governance on an on-going basis. Version

4 Treated fairly and consistently through: The implementation of up to date staffing policies, after consultation as appropriate which promote good practice and are communicated to all staff. These policies should include appropriate arrangements to ensure dignity at work, eliminate discrimination and positively promote equality. Provided with a safe and healthy working environment through ensuring that: Effective health and safety arrangements are in place, which promote best practice. The college actively promotes opportunities to encourage healthy working lives. Version

5 Committee: Subject/Issue: Brief summary of the paper: Action requested/decision required: Staff Governance Committee HR Policy Review The attached paper is provided in furtherance of the Committee s authority to ensure that College policies and procedures are regularly reviewed and updated in line with current legislation, relevant guidance and examples of appropriate best practice. This report is developed by the HR Officer and provided to the committee on an annual basis. It is requested that the Committee note the contents of the report and provide approval where noted within the paper. Status: (please tick ) Reserved: Non-reserved: Date paper prepared: 18 November 2017 Date of committee meeting: 18 November 2017 Author: Link with strategy: Please highlight how the paper links to, or assists with: compliance partnership services risk management strategic plan/enabler other activity (eg new opportunity) please provide further information. Consultation: How has consultation with partners been carried out? (Summary of response should be included in the paper) Equality and diversity implications: Resource implications: (If yes, please provide detail) HR Officer/Director of HR and OD The paper much links to compliance with legislation, good employment practices and the strategic plan in that it underpins employee management practices. HR policies are reviewed by the college HR Policy Review Group which is a subgroup of the Joint Consultative Committee. The HR Policy Review Group includes membership from staff and trade union representatives. Further consultation on specific policies and procedures is undertaken as considered beneficial. The HR Policy review process includes Equality Impact Assessments. Any resource implications with adjustments to HR Policies are highlighted. 1

6 HR POLICY REVIEW GROUP This Human Resources report covers the current status of all policies and procedures, and outlines the intentions for the 2017/2018 session. 1. Members The HR Policy Review Group is attended by: Chair (Director or Assistant Principal level) Senior member of staff (typically Director level) EIS representative UNISON representative Support Staff Representative Teaching Staff Representative HR representative Current membership is: Derek Duncan, Director - Chair TBC Catriona McBain, EIS/FELA representative Louise Proctor, UNISON representative Shona Kellock, Support Staff Representative Alistair Fowlie, Teaching Staff Representative Carolyn Thomson, Director of HR & OD, HR Rep Clare Lambourne, HR Officer 2

7 2. Meetings in 17/18 session Meetings are scheduled to take place on the following dates: Friday 24 th November 2017 at 10am Monday 12 th February 2018 at 2pm Wednesday 23 rd May 2018 at 11am The distribution and ratification of policies via for HR Policy Review Group members and Board of Management members is encouraged to accelerate the policy revision process and progress the discussions within the respective meetings, without compromising the content. Due to the difficulties in achieving full attendance at the meetings, it is the intention to proceed with the planned meetings in instances where full attendance is not attained as it is hoped that the advance notice of meetings will allow for replacement individuals being sought (where appropriate). It is also anticipated that comments can be supplied to the Group before meetings, particularly via to ensure that all opinions are accounted for during the discussions in the meetings. The current agendas for the 2017/2018 meetings based on the rolling review timetable are: 24 th November th February rd May 2018 Shorter Working Year Internal Disputes Procedure Parental Support Policy Flexible Working Policy Whistleblowing Procedure Job Evaluation& Regrading* Redundancy Policy Support for Consultation Procedure* *it should be noted that these procedures are likely to be impacted or be replaced with the developments at a national level In addition to the above extensions were agreed for the Staff Induction Procedure, Staff Review Scheme and Staff Development Policy as it was determined that feedback from the Principal should be received before review, and the Principal was relatively new in post at that time. These are now a priority, and it is hoped that the Principal has had sufficient opportunity in post to be able to input into these topics which would then inform the documents. It is also the case that these procedures should be informed by the new Education Scotland framework and also 3

8 the Staff Development Policy in particular will require the input of the new Director of Learning and Teaching given her remit for professional development for teaching staff. These are procedures have a significant impact and it is therefore requested that the review date for these procedures be extended to September 2018 to allow a fuller consideration and consultation to take place in relation to these. Any policies requiring updating due to legislative changes or other significant changes will be brought to the Policy Review Group as required. Below is the policy review timetable showing all College policies to be reviewed and the dates. 3. Policy Review Timetable Impact Asses Policy Last review Next review Current status EIA Rating Absence from Work Procedure Dec 2016 Nov 2020 No action High Bullying and Harassment Procedure July 2015 July 2019 No action High Capability and Conduct Procedure July 2015 July 2019 No action High Code of Conduct for Staff July 2015 July 2019 No action Low Employee Leaving Arrangements Dec 2016 Nov 2020 No action Low Equal Pay Statement April 2017 April 2021 No action Med Flexible Working Policy Oct 2014 July 2018 Under review Med Grievance Procedure July 2015 July 2019 No action High Internal Disputes Procedure Oct 2014 July 2018 Under review Low IT Acceptable Use Policy & Procedure July 2015 July 2019 No action Job Evaluation & Regrading Procedure July 2016 July 2018 Under review High Long Service Award Procedure July 2016 July 2020 No action High Management of Sickness Absence March 2017 March 2021 to go on intranet High Overtime Working Procedure July 2016 July 2020 No action Med Parental Support Policy March 2012 July 2018 Under review Med Prevention of Alcohol and Drugs Misuse July 2015 July 2019 No action Med PVG Scheme/Disclosure of Criminal Convict. July 2015 July 2019 No action High Qualifying Period Procedure July 2016 July 2020 No action Med Redundancy Policy and Procedure July 2017 July 2018 to Board to ratify High Rehabilitation Procedure July 2016 July 2020 No action Med 4

9 Relocation Scheme Nov 2016 Nov 2020 to go on intranet Med Shorter Working Year Oct 2014 July 2018 Under review Med Staff Induction Programme Oct 2012 July 2017 Review required Med Staff Development Policy July 2017 Review required Med Staff Recruitment and Selection Procedure July 2016 July 2020 No action High Staff Review Policy Nov 2012 July 2017 Review required Med Stress in the Workplace July 2016 July 2020 No action Low Support for Consultation Procedure July 2018 Under review Med Whistleblowing Procedure Oct 2014 July 2018 Under review Low 4. Impact Assessments All policies indicated on the policy review timetable are impact assessed in line with the potential impact they could have in terms of equality and diversity and are issued to the HR Policy Review Group along with the respective policy. 5. Consultation with staff Staff are communicated with via to advise them of the policies that the HR Policy Review Group will be considering so they have the opportunity to comment. All policies and procedures are available to staff on a mapped drive for easy access, whilst the staff intranet is unavailable. Clare Lambourne, Human Resources Officer 3 rd November