Inclement Weather Policy

Transcription

1 Inclement Weather Policy Page 1

2 Inclement Weather Policy Doc. Ref.. Title of Document Author s Name HR017/14 Inclement Weather Policy Judith Champion Author s job title Senior HR Business Partner Dept / Service Human Resources Doc. Status Version 2 Based on t Applicable Signed off by Quality and Assurance Group Publication Date April 2014 Next review date April 2017 Distribution All staff Check list for Governing Body/approving committee Has an Equality Impact Assessment been completed? Has legal advice been sought? Have training issues been addressed? Are there financial issues and have they been addressed How will implementation be monitored How will the policy be shared with: Staff Patients Public Are there linked policies and procedures Yes Yes Via the SWCSU HR Team Via the Bristol CCG internet site and dedicated communication to Bristol CCG employees. Business Continuity Plans Work Life Balance Policy Page 2

3 Contents 1 Policy Statement What is Inclement Weather? What if I can t get to work because of the weather? Alternative Working Arrangements What if the weather means I am late for work? Will it be possible to leave early? What if the office is closed due to bad weather? What if the bad weather continues? What if weather prevents me returning to work from a destination? How should I record any absence due to inclement weather? Review...6 Page 3

4 1 Policy Statement This policy aims to ensure that equal and fair treatment is applied as far as possible to Bristol Clinical Commissioning staff who are unable to attend work, or who have to work a shorter day than normal, due to inclement weather. While accepting that staff should not take unreasonable risks in attempting to get to work in difficult conditions, there should not be a disincentive to staff that do make a particular effort. The decisions to be made in the event of severe inclement weather will be a balance between:- ensuring patient care or service delivery is not compromised ensuring the safety of staff at work is not compromised The decision regarding whether or not it is safe to travel to one s normal place of work can only be made at the time, taking into account the particular circumstances which apply and having due regard to the prevailing traffic and weather conditions. This policy therefore requires people to exercise responsible decision-making, bearing in mind the needs of the people we serve and the expectations of the organisation in such situations. 2 What is Inclement Weather? Inclement weather covers conditions such as snow, ice, fog, floods which render extremely hazardous journeys by road, by both public and private transport. Extremely hazardous is defined as those conditions in which the police and/or appropriate motoring organisations advise people not to make unnecessary journeys or indeed travel at all. 3 What if I can t get to work because of the weather? If there are extreme weather conditions you are expected to make every reasonable effort to get to work, adapting your means of travel if necessary, even if this means you will arrive late. If you really are unable to attend work because of the weather conditions and you are unable to work from home, or from another base, you must notify your manager within one hour of your usual start time. In this case you would normally be expected to take the time as annual leave, unpaid leave or flexi time, at your request, to cover the time lost. Any exceptions to this would be at the discretion of your manager. If staff have exhausted their annual leave entitlement for that year, they may take a maximum of 3 days annual leave (pro rata) from the following annual leave year. Page 4

5 Please note that failure to notify an appropriate manager that you are unable to attend work would count as unauthorised absence and therefore be unpaid. 4 Alternative Working Arrangements In some circumstances, staff may be able to assist in providing services in other bases in which they do not normally work. They should contact the base to establish whether or not they can provide assistance in the circumstances. If staff are unable to travel to their normal base, they may be able to work from another base which is closer to home and within a reasonable distance. Staff may be able to work from home and should contact their line manager to advise of their intentions and work to be undertaken and to check on the prevailing weather conditions at their normal base. Where a member of staff considers they may have difficulty in the future as a consequence of inclement weather, they must discuss this with their line manager and agree an alternative. This might include working from home or at an appropriate alternative base, which is more accessible to their home. 5 What if the weather means I am late for work? If you do arrive late because of inclement weather you will not normally be expected to make up the time lost. 6 Will it be possible to leave early? If you wish to leave work early because of the weather you should consult with your manager. Staff whose circumstances make it essential that they be allowed to leave earlier, e.g. those who have dependents who have no other carers available or those with particular health problems, will be allowed to leave at their manager s discretion and subject to the needs of the service. In the case of worsening, or particularly hazardous conditions you should be able to leave work earlier than usual following consultation with their line manager without having to make up any time lost. rmally all staff that attend work during such hazardous conditions, but work a shorter day than normal because of the weather, will be granted their standard day. 7 What if the office is closed due to bad weather? In exceptional circumstances, a decision may be made by the Chief Officer, or other nominated individual, to close the office and either send all staff home or tell them not to arrive for work. In this instance you would not be required to make up lost hours. Page 5

6 This will normally be communicated through the staff contact tree within each team as described in the Bristol CCG Business Continuity Plan. In addition, a message will be posted on the website. Staff should check the website and their mobile phones regularly, or as agreed with their manager, for any updates to the situation. 8 What if the bad weather continues? The nature of this policy is to cater for initial, emergency situations. However it is recognised that in some instances bad weather may continue and other services may be affected. In this situation other policies may need to be referred to i.e. for example if schools are closed and you need to take time off to look after your children the Work Life Balance Policy may be applicable. You should discuss your individual situation with your manager. 9 What if weather prevents me returning to work from a destination? If inclement weather prevents you from returning to work from a holiday destination, you should make contact with your manager at the earliest opportunity to let him/her know that your return to work is delayed and when your likely return date will be. On your return to work your manager will discuss with you how this leave can be best managed depending on the circumstances it may be that provisions contained in the Work Life Balance Policy may need to apply, i.e. short term unpaid leave. 10 How should I record any absence due to inclement weather? You should use the application for leave form within the Work Life Balance Policy and record your absence in the other category, clearly stating by the side that your reasons for absence were because of the weather conditions. This form must be signed off and retained by your manager. 11 Review This policy and procedure will be reviewed after 3 years or earlier on the request of the Trade Unions, staff side representatives or management side of the recognised consultative forum. Page 6

7 Appendix One Advice for Driving / Working in the Snow The following list may be considered by all staff specifically those who are required to drive as part of their job. Where snow is forecast, or has fallen already, staff should consider having the following in their car: A small spade/shovel Blanket(s) Thick winter coat Gloves Sturdy shoes/boots Carry some food and a flask of tea/coffee/soup Ensure that your mobile phone is fully charged and that you have an in-car charger It may also be advisable to keep the petrol tank full and to keep topping it up you may become blocked in the snow, but remain able to keep the engine running in order to run the heater and lights If you become blocked by the snow, you should remain with your vehicle as it provides shelter and warmth. Under no circumstances should you attempt to complete your journey on foot if it is snowing or dark Contact the Emergency Services with your mobile telephone, giving them your name, vehicle description and location. Remain with your vehicle until the Emergency Services arrive or until it is safe to continue your journey (if possible). If you are able to get to a place of safety, remember to contact the Emergency Services and inform them. Page 7

8 Appendix 1: Equality Impact Assessment Screening: Prior to completing this screening document you may wish to review with the accompanying guidance: 1. Context: This EIA screening is undertaken because the paper requires a decision in relation to: (Please delete as appropriate): Policy review Inclement Weather Policy 2. Relevance to the Public sector Equality Duty: Consider Each aim of the General Duty (outlined below), and explain which aspects of the paper are relevant: 1) Eliminate unlawful discrimination, harassment and victimisation and other conduct prohibited by the Equality Act Consideration has been given to individuals with caring responsibilities and disabilities. 2) Advance equality of opportunity between people who share a protected characteristic and those who do not. This policy does not pay particular regard to advancing equality of opportunity between people who share a protected characteristic and those who do not. 3) Foster good relations between people who share a protected characteristic and those who do not. This aspect of the duty is relevant to the policy and an area of concern, due to the potential risk of discrimination is where managers have discretion on the action that they can take. The policy does go some way to mitigate this through managers having a framework in which to work. It is also recommended that should the Inclement Weather Policy need to be used that Managers meet to discuss the approach that they are all going to follow to try and ensure consistency. 3. Impact on Protected Groups: Has the above identified that the paper has any relevance to any of the following protected characteristics? EIA Appendix 1: Screening Document Draft 1

9 Age. Yes Disability. Yes Sexual Orientation. Race. Sex. Yes Religion or Belief. Gender Yes Reassignment. Pregnancy & Maternity. Marriage or Civil Partnership Status 4. Health Inequalities: Does it relate to an area with known Health Inequalities? 5. Where it is considered that the paper has no relevance to the General Duty or Protected Groups, this should be recorded here with reasons along with any advice received: 6. Conclusion: Proceed to full EIA: Quality Assured by: David Harris, Senior Equality Advisor SWCSU Date: 27 th January 2014 EIA Appendix 1: Screening Document Draft 2