ADVERSE CONDITIONS POLICY

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1 ADVERSE CONDITIONS POLICY Policy Number: Supercedes: All previous related policies Reference No: Publication Date: Review Date: WRP Standard/s: Brief Summary of Document: Outline of arrangements for attendance/inability to attend work during adverse conditions Action Required by Reader: To become familiar with the procedures to follow during adverse conditions which may affect attendance at work. Managers to apply policy fairly and consistently To be read in conjunction with: Disciplinary Policy, Special Leave Policy, Pandemic Flu Plan, Emergency Planning Arrangements Classification: Human Resources Category: Policy Authorised by: Janet Wilkinson Job Title Director of Human Resources Signature:

2 Responsible Officer/Author: Contact Details: Janet Wilkinson Job Title: Director of Human Resources Dept Human Resources Base Merlin s Court, Winch Lane Haverfordwest Tel No Scope TRUST-WIDE DIRECTORATE DEPARTMENT ONLY Staff Group Circulation List Administrative/ Estates Medical & Dental Corporate Services Medicine Directorate A&E, Critical Care, Patient Flow and Bed Management Allied Health Professionals Nursing Finance Directorate Family Directorate Mental Health Ancillary Scientific & Professional Human Resources Community Directorate Maintenance Other Surgery Clinical and Support Services CONSULTATION Please indicate the name of the individual(s)/group(s) or committee(s) involved in the consultation process and state date agreement obtained. General Managers, Individual(s) Directorate Managers, Heads of Service, Heads Date(s) June 2009 of Department Group(s) Local and Corporate Staff Partnership Forums Date(s) June 2009 Committee(s) Hywel Dda SPF Date(s) Sept 09 RATIFYING AUTHORITY (in accordance with the Schedule of Delegation) NAME OF COMMITTEE Hywel Dda Executive Health Board A = Approval Required FR = Final Ratification KEY COMMENTS/ POINTS TO NOTE Date Submitted for Equality Impact Assessment August 2009 Group completing Equality impact assessment Bob Mander Dorothy Hogg Ceri Williams Jackie Hooper Please enter any keywords to be used in the policy search system to enable staff to locate this policy Adverse Conditions Ref No: Page 2 of 10 Database No:

3 CONTENTS 1. Policy Statement 4 2. Responsibility of Staff 4 3. Responsibility of Managers 5 4. Reporting Procedure 5 5. Inability to Attend 6 6. Caring for Dependents 6 7. Personal Property 7 8. Deteriorating Conditions 7 9. Payment Accommodation Transport Arrangements Monitoring and Review Grievances Training and Awareness Data Protection Act Freedom of Information Act Records Management Review Monitoring Discipline 9 Appendix 1 - Adverse Conditions Reporting Form Ref No: Page 3 of 10 Database No:

4 HYWEL DDA LOCAL HEALTH BOARD 1. POLICY STATMENT HYWEL DDA NHS TRUST POLICY ON TIME LOST DUE TO ADVERSE CONDITIONS Hywel Dda Local Health Board expects all employees to make every reasonable effort to attend work, when their normal arrangements have been disrupted eg, due to extreme weather, petrol shortages, cessation of public transport, etc. The local health board has a public duty to continuously provide a service and relies on its staff to be able to fulfil this expectation. Absence can cause serious problems in respect of care delivered to patients and there is a particular problem in maintaining effective cover arrangements, which minimise disruption to the services. The purpose of this policy therefore, is to give all staff sufficient information to deal with such unforeseen circumstances. The aim of the policy is to ensure all staff are treated fairly and consistently across the organisation, in times of adverse conditions affecting their ability to attend work. In its approach, the local health board will demonstrate its commitment to work/life balance. The organisation recognises the diversity of its local communities and those in its employ. Our aim is therefore to provide a safe environment, free from discrimination, in a place where all individuals are treated fairly, with dignity and appropriately to their need. The organisation recognises that equality impact on all aspects of its day to day operations and has produced an Equality Policy Statement to reflect this. All Policies and Procedures are assessed in accordance with the Equality initial screening toolkit, the results of which are monitored centrally. Reasonable late arrival for duty is acceptable. Managers will need to exercise some discretion and flexibility in their expectation of their staff s attendance having regard to:- a. the distance and terrain to be travelled b. the availability of public transport c. circumstances of individual members of staff eg. If pregnant, mobility problems etc. 2. RESPONSIBILITY OF STAFF It is the responsibility of each member of staff to make every reasonable effort to report for duty at their place of work in adverse circumstances. Contact Where appropriate, both the member of staff and the line manager will remain in regular contact for the remainder of the first day during which adverse conditions apply in order to establish whether conditions have improved. For subsequent days, contact should be maintained between the line manager and member of staff. The member of staff has a duty to be contactable for advice where appropriate, given that the absence is unexpected and has not been planned for. Ref No: Page 4 of 10 Database No:

5 PROCESS Each department will identify shortages in their area in the event of adverse weather or the disruption of public transport, petrol shortage etc.in order to facilitate redeployment if necessary, in accordance with local escalation arrangements. A departmental/site contingency plan will be developed to ensure the provision of services. Staff may be asked for example, to work from home/re-arrange shift patterns/work at another location/provide support in the community. The Policy should be read in conjunction with other related policies eg. Pandemic Flu Plan, Major Incident Plan etc. This plan should be brought to the attention of all members of staff prior to potential disruption to normal working arrangements, in order to raise awareness of their duties and responsibilities. RESPONSIBILITY OF THE MANAGER Whilst the local health board continues to be conscious and appreciative of the effort that the vast majority of staff make in attending for work in such conditions, no member of staff should put themselves or others at risk or danger in their endeavour to reach the workplace. In expecting staff to attend work, the manager should be sympathetic to the needs of an individual, taking into consideration personal circumstances, and having regard to health and safety. The aim of the manager is to treat all staff in a fair and consistent manner. 4. REPORTING PROCEDURE Where staff are prevented from attending work due to such adverse conditions, they must notify their manager at the earliest opportunity, (not later than one hour into the shift), bringing any issues relevant to that day s work to their attention. This will include the reason why they are unable to attend work, what efforts they have made to attend and the likely period of absence. The manager will record the information provided on the Adverse Conditions Reporting Form ( Appendix 1) and obtain a signature upon the employee s return to work, retaining a signed copy on the personal file..5 ATTENDANCE Reasonable efforts to attend work should include arrangements of lifts with other members of staff, the use of public transport services and walking, where appropriate. -Members of staff who are unable to attend their usual base should not report to an alternative site unless directed to do so. If you are able to go to another site, you must advise your manager of your ability to attend an alternative site. The organisation s objective in requiring members of staff to report to an alternative location, is to provide whatever assistance that may be required on the alternative site as a result of staff being unable to attend their usual base. However, it will be the responsibility of the line manager to coordinate this process and to liaise with other managers at alternative healthcare premises to establish whether or not assistance is required elsewhere. Ref No: Page 5 of 10 Database No:

6 If appropriate to the post and the type of work carried out, members of staff may be allowed to work from home, by agreement with their line manager. The applicable option must be agreed with the line manager, at the time, who will be expected to respond sympathetically to any reasonable suggestion. The purpose of the discussion should be to agree a common sense solution, but any agreement is subject to service requirements. Staff who normally work independently in the community should notify their line manager prior to leaving of their intention to return home as soon as they feel that the adverse conditions represent a serious risk to their safety and the safety of others. 6. PAYMENT Members of staff who attend work will be paid in accordance with the table below Arrives Leaves Payment Does Not Attend Work Not applicable Annual Leave, TOIL, Flexi-time or hours worked back as agreed with line manager must be taken. For members of staff with dependants, the Special Leave Policy may apply for the first day of absence Within first half of shift Within first half of shift Within first half of shift By second half of shift By second half of shift By second half of shift :- At end of shift. Early, adverse conditions policy having being declared applicable in county and line manager agreeing that individual circumstances pose risk to health/safety. Early with agreement of manager, adverse conditions policy not having been declared applicable. At end of shift. Early, adverse conditions policy having being declared applicable in county and line manager agreeing that individual circumstances pose risk to health/safety. Early with agreement of manager, adverse conditions policy not having been declared applicable.. only. Full Ref No: Page 6 of 10 Database No: Full Staff will be credited with the hours worked (including the hours late), but will be required to make up the hours not worked by taking either Annual Leave, TOIL, Flexi-time or hours worked back as agreed with line manager. Half a shift (unless hours worked up on that date) Full Staff will be credited with the hours worked (including the hours late), but will be required to make up the hours not worked by taking either Annual Leave, TOIL, Flexi-time or hours worked back as agreed with line manager.

7 Where staff leave within their normal shirt, without the authority of their manager or do not advise their manager that they are unable to attend their normal shift, the Disciplinary Procedure.may be invoked. Staff who are required to work beyond their normal hours will be paid at the appropriate rate, or will be entitled to time in lieu at plain time, to be taken at a mutually agreed time. Where no leave entitlements remain, a member of staff will be required to take time off as either:- unpaid leave; or time owing/flexi-time; or working extended hours once conditions have returned to normal in order to repay time back; ( this will be at plain time) or a combination of the above. Members of staff have a duty to adhere to reporting procedures in this policy, failure to do so, or leaving the premises without authorisation, may invoke the Disciplinary Procedure. 6. CARING FOR DEPENDENTS Where an inability to attend work stems from the need to care for dependents, special leave according to the Special Leave Policy will apply eg. In the event of school closures. 7. PERSONAL PROPERTY Where adverse weather conditions affect personal property and causes urgent domestic distress staff may be given reasonable time to attend to their property, bearing in mind the need to maintain essential service provision. Special Leave in accordance with the local health board policy will apply. 8. APPLICATION OF THE ADVERSE CONDITIONS POLICY In the event of conditions worsening, the County Management Team are responsible for assessing the need to apply this policy within their respective county. If Adverse Conditions are declared and line managers within the service will be notified and must apply this policy to their service areas. The County Management Team will designate a Lead Manager who will co-ordinate staffing requirements throughout the service in conjunction with the line managers.. This must include provision of on-call services. The purpose of this is to ensure that assistance is offered to departments which have staff shortages. However, consideration will be given to the appropriateness of allowing a member of staff to carry out alternative work, in terms of the training and skills required. If extreme conditions continue for a lengthy period, further guidance will be issued by a member of the County Management Team, which will address exceptional circumstances and payments, in discussion with the Workforce and Organisational Development Department. Ref No: Page 7 of 10 Database No:

8 10. ACCOMMODATION Accommodation will be provided where necessary (eg, if a member of staff is prevented from returning home as a result of not being allowed to leave early in deteriorating conditions, or where they provide a service at the request of the organisation, which is beyond that which is normally required of them). However, this will not necessarily be on site. Employees will be advised by their line manager of specific arrangements 11. TRANSPORTATION There will be no expectation on Portering Staff on any local health board site to provide transport in hired vehicles for other staff during periods of adverse weather conditions. 12. MONITORING AND REVIEW This policy is to be used in conjunction with other HR Policies and will be reviewed within three years of it s implementation. (See references) 13. GRIEVANCES Any member of staff who is aggrieved about the way they have been treated under this policy, may pursue their complaint through the Health Board s Grievance Procedure. 14. TRAINING AND AWARENESS New employees will be made aware of this policy during their Induction. Existing staff are made aware via the organisation s training programme and may be updated by . This policy is available via the organisation s Intranet and copies can be obtained from the Human Resources Department. 15. DATA PROTECTION ACT 1998 The Data Protection Act 1998 protects personal data ( for a definition and more information, see the Data Protection Policy), which included information about staff, patients and carers. The NHS relies on maintaining the confidentiality and integrity of its data to maintain the trust of the community. Unlawful or unfair processing of personal data may result in the organisation being in breach of its Data Protection obligations FREEDOM OF INFORMATION ACT 2000 Any information that belongs to the organisation may be subject to disclosure under the Freedom of Information Act From 1 January 2005, the Freedom of Information Act 2000 allows anyone, anywhere to ask for information held by the organisation to be disclosed ( subject to limited exceptions). Further information is available in the Freedom if Information Act 2000 Policy. Ref No: Page 8 of 10 Database No:

9 17. RECORDS MANAGEMENT HYWEL DDA NHS TRUST Records are created or received in the conduct of business activities of the organisation and provide evidence and information about these activities. All records are also corporate assets as they hold the corporate knowledge about the organisation. The organisation has a Records Management Strategic Framework and a Records Management Policy for dealing with records management that are consistent with relevant legislation. Compliance with, and the application of, this policy will ensure that the organisation s records are complete, accurate and provide evidence of and information about the organisation s activities for as long as is required. 18. REVIEW This policy will be reviewed in 3 years time. Earlier review may be required in response to exceptional circumstances, organisational change or relevant changes in legislation or guidance. 19. MONITORING The effectiveness of this policy will be monitored by the Human Resources Department and audits will be carried out on an annual basis to ensure its compliance and findings will be provided annually to the Executive Board. 20. DISCIPLINE Breaches of this policy will be investigated and may result in the matter being treated as a Disciplinary offence, under the organisation s Disciplinary Procedure. REFERENCES This policy should be read in conjunction with appropriate other policies such as the following:- Disciplinary Policy Special Leave Policy Pandemic Flu Plan Emergency Planning Arrangements Ref No: Page 9 of 10 Database No:

10 APPENDIX 1 HYWEL DDA NHS TRUST ADVERSE CONDITIONS REPORTING FORM This form must be completed for an episode of absence during adverse conditions. NAME POST DEPARTMENT LINE MANAGER LOCATION DETAILS OF ABSENCE Date and time of absence Person receiving message Reason for absence Time of declaration of adverse conditions by County Management Team Details of leave being taken ( See policy for options) Arrives Leaves * Did Not Attend Work Within first half of shift By second half of shift At end of shift. Early, adverse conditions policy having being declared applicable in county and line manager agreeing that individual circumstances pose risk to health/safety. Early with agreement of manager, adverse conditions policy not having been declared applicable. At end of shift. Early, adverse conditions policy having being declared applicable in county and line manager agreeing that individual circumstances pose risk to health/safety. Early with agreement of manager, adverse conditions policy not having been declared applicable.. *Please Tick As Appropriate Payment Applicable * * Full Half Shift Annual Leave TOIL *Please Tick As Appropriate Flexi-time Hours worked back Unpaid Leave Line Manager: SIGNED DATE. Employee SIGNED DATE. THIS FORM SHOULD BE RETAINED ON THE EMPLOYESS PERSONAL FILE Ref No: Page 10 of 10 Database No:

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