Summary Of Company Policies & Statements
Health and Safety Policy Statement: The Health and Safety Policy of UK Diving Services Ltd is to undertake everything reasonably practicable to prevent injury and ill health to all employees and others affected by our operations. To achieve this aim we will: maintain a safe and healthy working environment control health and safety risks arising from our operations provide adequate information, instruction, training and supervision for our employees and contracted personnel consult with our workforce on significant health and safety issues ensure that all personnel are competent to carry out tasks entrusted to them communicate effectively on health and safety with contractors and clients allocate clear responsibility for health and safety arrangements ensure that emergency arrangements are defined, communicated and understood. UK Diving Services Ltd will provide sufficient resources to ensure that this policy can be implemented and maintained. UK Diving Services Ltd believes that health and safety is based upon competence and communication and that personnel have a duty to co-operate in making this policy effective. Personnel employed and contracted should: co-operate on health and safety matters take reasonable care of their own health and safety and also that of others report health and safety concerns to the supervisor or project manager not interfere with anything provided to safeguard health and safety Employees and contracted personnel are empowered to stop any task they consider to be unsafe and request further consultation and advice before proceeding. UK Diving Services Ltd are committed to the continual improvement of health and safety in all our operations and will review and revise this policy as necessary at regular intervals. In addition to the above Health and Safety Policy Statement are following notes and arrangements for implementing and supporting the Policy : It is a requirement that everyone must wear the appropriate PPE. As minimum the following must be worn:Safety helmet, Safety boots, High visibility jacket or vest, Gloves, Eye protection and Life jacket Task specific PPE above the minimum requirement will be identified through the risk assessment process. Written Method Statement and Risk Assessment to identify hazards, calculated risk and the control measures required to reduce the risk to an acceptable level. No operatives must commence work unless they have received a site induction briefing by delegated representative
Sustainability Policy: Sustainability has been integral to UK Diving Services operations and success. UK Diving Services sustainability mission envisions meeting the needs of UK Diving Services clients while conducting business in a socially, economically, and environmentally responsible manner to the benefit of current and future generations, thereby creating value for all stakeholders. Every day, UK Diving Services helps clients safeguard the environment, conserve energy, protect lives, and strengthen the economies and social structures of communities in which UK Diving Services employees work and live. At UK Diving Services, leadership in sustainability is more than just a responsibility; it is a privilege.
Safety Management Policy And System: In order to achieve its objectives, any organisation is required to manage many business processes. Safety is one such business process. Safety management is a core business function just as for example financial management and HR management are. Our Safety Management System (SMS) is a systematic approach to managing safety, including the necessary organisational structures, accountability, policies and procedures. Three core aspects of a SMS are: Systematic – Safety management activities are in accordance with a pre-determined plan and applied in a consistent manner throughout the organisation. Proactive – An approach that emphasises hazard identification and risk control and mitigation before events that affect safety occur. Explicit – All safety management control activities are current, documented and visible. The cornerstone of our safety management is commitment from the top. In matters of safety it is the commitment, competence, attitudes and motivation of individuals at all levels that determines the end result. The information provided below outlines our approach to Safety Management. It is impossible to prescribe a ‘one size fits all’ template as the hazards, associated risks and controls used to reduce the likelihood and severity of accidents and incidents will change from location to location and from event to event. However it is hoped that the below will enable our company and companies sub contracted to us to think about an organised approach to safety and to consider the following: Identify who is accountable for and responsibility for safety. Record and publish policies and procedures. Analyse hazards and risks. Determine appropriate mitigation measures. Review when conditions and circumstances change.
Corporate Responsibility Equality And Diversity Policy: UK Diving Services Ltd is committed to encouraging equality and diversity among our workforce, and eliminating unlawful discrimination. The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best. The organisation - in providing goods and/or services and/or facilities - is also committed against unlawful discrimination of customers or the public The policy’s purpose is to: · provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time · not unlawfully discriminate because of the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender) and sexual orientation · oppose and avoid all forms of unlawful discrimination. This includes in pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities The organisation commits to: · encourage equality and diversity in the workplace as they are good practice and make business sense · create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued This commitment includes training managers and all other employees about their rights and responsibilities under the equality policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public · take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and any appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence · make opportunities for training, development and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation · decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act) · review employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law · monitor the make-up of the workforce regarding information such as age, gender, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality and diversity, and in meeting the aims and commitments set out in the equality policy Monitoring will also include assessing how the equality policy, and any sporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues The equality policy is fully supported by senior management and has been agreed with trade unions and/or employee representatives Use of the organisation’s grievance and/or disciplinary procedures does not affect an employee’s right to make a claim to an employment tribunal within three months of the alleged discrimination. Individuals with different cultures, perspectives and experiences are at the heart of the way Monitor works. We want to recruit, develop and retain the most talented people, regardless of their background1 and make best use of their talents. At Monitor we are guided by our values in everything we do, and recognise that being a diverse and inclusive employer helps us fulfil our responsibility to make a difference for patients. We seek to develop a work environment where we treat all employees as individuals, fairly and in a consistent way. We work within the spirit and the practice of the Equality Act 2010 by promoting a culture of respect and dignity and actively challenging discrimination, should it ever arise. We will remove unnecessary barriers for our employees seeking opportunities through training and development, promotion and career planning. We will continue to support our leaders, managers and employees to demonstrate the principles of diversity and inclusion in their everyday activities, roles and functions.
Business Continuity Management Statement: UK Diving Services Ltd is confident of our Mission Statement “One Solution –One Contractor”. We believe Business Continuity is a key part of growth. The main potential areas of our business: Personnel: We operate with a very large and ever growing database of skippers, commercial divers, supervisors, engineers and other key personnel. Equipment: All equipment plant and vessels are maintained in line with all legislation. We have access to a large pool of equipment and plant from various different sources. Information Technology: The IT data systems at UK Diving Services Ltd are backed up regularly.
Environmental Policy Statement: The policy of UK Diving Services Ltd is to undertake work in accordance with the statutory provisions of environmental management and control, using the best practical methods outlined in the relevant codes and standards. The prevention of pollution and the use of renewable and sustainable resources are seen as prime objectives to be achieved by the company. The directors recognize they have a key responsibility for ensuring adequate environmental controls. To this end the principles of effective environmental management shall be an integral part of all other management functions. The company is also committed to comply with any applicable legal requirements and or any other requirements which relate to environmental aspects. This policy, objectives and targets for improvement shall be brought to attention of all employees, suppliers and sub-contractors.
Quality Policy Statement: The Quality Policy UK Diving Services Ltd is to maintain and improve our position within our field by providing services to a level of quality, cost, performance and reliability that will meet or exceed our customer’s requirements. UK Diving Services Ltd is committed to deliver the requirements of our clients, and any other requirements on time and within budget. To meet site rules and deliver our services without harm to any person, property or equipment. Our quality policy will be made available, communicated and understood. UK Diving Services Ltd will ensure that all employees adhere to our quality policy in order to help achieve our quality objectives. It is the role of all employees to manage, perform and carry out their work in accordance with any specified requirements and to play an active role in continual improvement. This Quality Policy will be reviewed annually
Carbon Policy: We will: Continue to responsibly manage our emissions of carbon dioxide and other greenhouse gases, using sound economics and meeting customer expectations Aim to maintain our position on carbon emissions despite the predicted increase in energy demand through a combination of increased energy efficiency and additional renewable generation Continue to focus on energy efficiency and renewable generation to improve carbon efficiency Ensure that our measurement and reporting of greenhouse gases and whole life costing tools continue to meet the latest industry standards and regulator requirements Continue to promote regular reviews of our design and technical standards to ensure they promote effective energy and carbon management Promote improved carbon management with our delivery partners and throughout the supply chain by working as one team to deliver an efficient and effective approach to carbon management Continue our efforts to be certified under the Carbon Trust Standard accreditation scheme.
Our GDPR Procedures: Procedures of GDPR? GDPR's seven principles are: lawfulness, fairness and transparency; purpose limitation; data minimisation; accuracy; storage limitation; integrity and confidentiality (security); and accountability.
Cyber Security Policy: Online cyber data is sent are scanned using up-to-date virus scanning software, however, UK Diving Services Ltd accepts no liability for any loss or damage which may be caused by software viruses and recommend that you conduct your own virus checks on all attached materials. This email and its attachments may be confidential and are intended solely for the use of the individual to whom it is addressed. Any views or opinions expressed are solely those of the author and do not necessarily represent those of UK Diving Services Ltd. If you are not the intended recipient please notify us immediately and delete the message from your computer. You must take no action based upon them, nor must you copy or disclose its contents to any other person.By receiving this email you agree not contact directly any persons companies or organisations within this emails data (accept the sender) without prior consent from UK Diving Services Ltd
GSR Policy: CSR Goals: Racial Equity, Employee Volunteering, Humanitarian Aid, Digital Literacy, Carbon Negative, Zero Waste, Water Positive.
• Reducing pollution, waste, natural resource consumption, and emissions through its manufacturing process. • Recycling goods and materials throughout its processes, including promoting re-use practices with its customers. • Offsetting negative impacts by replenishing natural resources or supporting causes that can help neutralize the company's impact. For example, a manufacturer that deforests trees may commit to planting the same amount or more. • Distributing goods consciously by choosing methods that have the least impact on emissions and pollution. • Creating product lines that enhance these values. For example, a company that offers a gas lawnmower may design an electric lawnmower.
• Fair treatment across all types of customers regardless of age, race, culture, or sexual orientation. • Positive treatment of all employees including favorable pay and benefits in excess of mandated minimums. This includes fair employment consideration for all individuals regardless of personal differences. • Expansion of vendor use to utilize different suppliers of different races, genders, veteran statuses, or economic statuses. • Honest disclosure of operating concerns to investors in a timely and respectful manner. Though not always mandated, a company may choose to manage its relationship with external stakeholders beyond what is legally required.
• Whether a company donates profit to charities or causes it believes in. • Whether a company enters into transactions only with suppliers or vendors that align with the company philanthropically. • Whether a company supports employee philanthropic endeavors through time off or matching contributions. • Whether a company sponsors fundraising events or has a presence in the community.
• Research and development for new products that encourage sustainability. • Recruiting different types of talent to ensure a diverse workforce. • Initiatives that train employees on DEI, social awareness, or environmental concerns. • Processes that might be more expensive but yield greater CSR results. • Ensuring transparent and timely financial reporting including external audits.
Financial Stability Of Sub Contractors: We obtain as much information as is publicly available before making a decision on the short-listing of contractors. These include information provided by Companies to provide us with the financial standing of a business.
CHILD LABOUR AND FORCED LABOUR POLICY:
The Company’s Statement of Principles on Child Labour and Forced Labour is based on International Labour Organisation (ILO) conventions and national laws, and recognises regional and cultural differences. It reaffirms the Company’s continued commitment to restrict employment to those aged 16 or older. Our policy also includes an explicit ban on the use of any forced labour or exploitative working conditions. We believe that promoting fair and appropriate employment at UK Diving Services Ltd and within our supply chains is a critical part of the commitments we make to our people and local communities.
2 Statement of Principles on Child and Forced Labour
2.1 The Company strongly believes it has the responsibility to engage in employment practices that meet the highest legal and ethical standards. Nowhere is this responsibility more important than in the company’s policies governing the minimum age and working conditions of its own employees and the employees of its suppliers. 2.2 The Company has developed this Statement of Principles on Child and Forced Labour as an expression of its own commitment and the expectations we have for suppliers worldwide. In addition, we strongly encourage our suppliers to require their own suppliers to adhere to these principles as well. We will continuously seek to make these principles as relevant and effective as possible. To that end, we may amend these principles from time to time.
3 UK Diving Services Ltd Own Operations
The Company does not engage in or condone the unlawful employment or exploitation of children in the workplace or the use of forced labour. In accordance with the conventions of the International Labour Organisation (ILO) and national laws, the Company will restrict employment to those aged 18 or older, or the local minimum employment age, whichever is higher. Furthermore, all temporary workers utilised by the Company and all third party employed workers who perform work on UK Diving Services Ltd premises, shall meet these minimum age requirements. The Company also explicitly prohibits the use of forced labour, i.e., any work or service that a worker performs involuntarily, under threat of penalty.
4 The Company Suppliers
The Company will not tolerate the use of unlawful child labour or forced labour in the manufacture of products it sells and will not accept products or services from suppliers, sub-contractors or business partners (collectively referred to as “Suppliers”) that employ or utilise child labour or forced labour in any manner. The Company’s Suppliers shall not employ or utilise in any manner any individual below the minimum employment age set by national law.
Honesty & Integrity Policy: These must be the principles for all employees to perform their duties. Employees have a responsibility for implementing policy, delivery of services and our operational management. Employees will work with political sensitivity in advising and supporting members. Political views and preferences will not influence employees in carrying out your role. The public has a right to expect the highest levels of integrity and responsibility of all employees. Employees will work to honour this, at all times.
Work Life Balance Policy:
1. Purpose Monitor acknowledges that staff have responsibilities and commitments outside of work. Monitor will recognise these responsibilities and commitments, so far as is reasonably practicable in the context of Monitor’s operational requirements, to better enable staff to balance their work and home lives. This policy sets out a range of provisions designed to enable staff to take time away from work in extenuating personal or domestic circumstances, namely: a. Parental Leave b. Exceptional Leave c. Medical, Dental and Related Leave d. Flexible Working (parents and carers of adults in need of care) e. Flexible Working from Home The leave described in this policy may be taken without loss of annual leave.
2. Scope The rights and obligations set out in this policy apply equally to full time and part time employees on a substantive or fixed-term contract. Such rights and obligations form part of your contract of employment and can only be amended in accordance with it.
1. Policy Statement Parental leave provides you with the right to unpaid leave to look after your child or to make arrangements for your child's welfare. Parents can use parental leave to spend more time with their children and to strike a better balance between their work and family commitments.
2. Eligibility Provided that you have had one year’s continuous service with Monitor and you give Policies\Work Life Balance Policy Updated April 2009 1 the correct notice, parental leave may be taken at any time up to the cut off point which applies to you, as follows: • Parents of children born after 15 December 1999 can take leave up to their child's 5th birthday. • Adoptive parents of children placed for adoption after 15 December 1999 can take leave up to the fifth anniversary of the date of placement (or the child's 18th birthday if that is sooner). • Parents of disabled children from either of these categories can take leave up to their child's 18th birthday. Parents of children born between 15 December 1994 and 14 December 1999 and adoptive parents of children placed for adoption between 15 December 1994 and 14 December 1999 are not eligible for parental leave in relation to those children or adopted children.
3. Parental leave duration Eligible employees are entitled to 13 weeks’ parental leave in total for each child. Parents of disabled children are entitled to a total of 18 weeks’ parental leave. Leave must be taken, generally, in blocks or multiples of one week with the exception of parents of disabled children who can take leave in blocks or multiples of one day. In all cases a maximum of four weeks’ parental leave in a year can be taken in respect of any individual child. Parental leave is for each eligible child, so if twins are born each parent will get 13 weeks’ leave for each child (18 weeks’ leave for parents of each disabled child). Leave taken for a particular child at a previous employment will be deducted from the total leave entitlement for that child. References received from previous employers should therefore include periods of parental leave for the purpose of calculating the remaining leave entitlement. Monitor will then keep a running record of all parental leave taken.
4. Notification You must give Monitor 28 days’ notice of the date on which you intend to start taking parental leave. The request for parental leave will be granted unless your absence would unduly disrupt Monitor’s operations; in which case leave can be postponed to a mutually agreed date or to a suitable future period, but will not be postponed by more than six months from the requested start date. Monitor will confirm postponement arrangements (with reasons for the postponement) in writing no later than seven days after receipt of your notice to take leave. Policies\Work Life Balance Policy Updated April 2009 2 Monitor cannot postpone parental leave sought immediately after the birth of the child or placement of an adopted child. However, to be eligible you must give 21 days’ notice before the beginning of the expected week of childbirth. In the case of adoption, you must give 21 days’ notice of the expected week of placement. In rare cases where this is not possible, an adoptive parent should give the notice as soon as is reasonably practicable.
5. Employee rights during parental leave Your continuity of employment is preserved during agreed parental leave. Your contractual holiday entitlement will continue to accrue during such leave. Whether or not you may carry forward any unused annual leave into the next annual leave year is at the discretion of Monitor. During your parental leave, you have the option to continue to pay your employee contribution to your pension. If you choose to do so, Monitor will pay its employer contribution. If you choose not to make pension payments during this time, Monitor will not pay the employer contribution accordingly.
6. Returning to work Where parental leave is taken for a period of four weeks or less you are guaranteed the right to return to the same job.
1. Policy statement You have the right to exceptional leave, often at short notice, to deal with certain unexpected events or sudden emergencies involving a dependant and to make any necessary longer term arrangements. In most cases, such leave will be unpaid, but Monitor will exercise its discretion in this respect on a case by case basis.
2. Eligibility All Monitor employees are entitled to time off for dependants. The right enables you to time off in the following situations: (i) to deal with the death of a dependant - you may take time off to make funeral arrangements, as well as to attend a funeral. If the funeral is overseas, then you will need to agree a length of absence which is reasonable in these circumstances with Monitor; (ii) if a dependant falls ill, or has been injured or assaulted - the illness or injury need not necessarily be serious or life-threatening, and includes both mental and physical illness; (iii) when a dependant is having a baby; Policies\Work Life Balance Policy Updated April 2009 3 (iv) to make longer term care arrangements for a dependant who is ill or injured - for example, to employ a temporary carer or to take a sick child to stay with relatives; (v) to deal with an unexpected disruption or breakdown of care arrangements for a dependant – for example, a childminder or nurse may fail to turn up as arranged; (vi) to deal with an unexpected incident involving your child during school hours – for example, if your child has been involved in a fight, is distressed, has been injured on a school trip or is being suspended from school. A dependant is defined as an employee's: • parent • wife, husband or partner • child • someone who lives as part of the family, for whom the employee is the main carer. In the case of sickness or injury, or where care arrangements break down, a dependant may also be someone who reasonably relies on you for assistance. A dependant does not include tenants or boarders living in the family home, or someone who lives in the household as an employee, such as a live-in housekeeper. Requests for time off to deal with emergencies or other matters which are not covered in the above examples (i) to (vi) must be discussed and determined between you and your line manager.
3. Leave duration As part of being a flexible and responsive employer, Monitor does not specify the length of exceptional leave you are entitled to in each situation of family emergency. Your statutory right is to unpaid leave, of a short duration, in the event of family emergencies. However, Monitor retains its discretion to grant (in place of your statutory right to unpaid leave) up to 3 days paid leave in certain situations within the above categories (i)-(vi) (as appropriate), and to grant paid leave of a longer duration in exceptional circumstances. The right to time off in this policy is for unexpected matters. If you know in advance that you are going to need time off, you should ask for annual leave in the usual way. Or, if the reason for leave relates to your child you may be entitled to parental leave. As exceptional leave covers unforeseen events and emergencies, Monitor does not limit the number of times you can be absent from work under this right. Policies\Work Life Balance Policy Updated April 2009 4
4. Notification You must tell Monitor, as soon as practicable, the reason for your absence and how long you expect to be away from work.
5 Employee rights during leave Your rights in this policy do not include an entitlement to pay; pay during exceptional leave is at Monitor’s discretion. You have the right to take the leave as annual leave, where you have days of annual leave owing.
MEDICAL, DENTAL AND RELATED LEAVE Monitor recognises that staff must be able to obtain medical services as needed. Planned doctor, dental or optical appointments should be arranged outside working hours or, where this is not possible, appointments should be arranged so as to cause as little disruption to work as possible (for example appointments made at the beginning or end of the working day may be less disruptive). Staff may be expected to make up lost time by working additional hours at another time. Where hospital appointments have to be made in work time there is no requirement to make up time. Please inform your line manager of appointments in advance. Where the appointment is of a routine, non-urgent nature, Monitor has the discretion to ask you to change the appointment time if the original time would cause disruption to work. d.
FLEXIBLE WORKING (parents and carers of adults in need of care) 1. Policy statement Monitor is committed to helping working parents. Parents of children aged under 17 or disabled children aged under 18 have the right to apply to work flexibly. Employees who have responsibility for adults in need of care also have the right to apply to work flexibly. Monitor will consider all such requests carefully and responsibly. The right to apply to work flexibly does not provide an automatic right to work flexibly as there may be circumstances when Monitor is unable to accommodate your desired work pattern. The right is designed to accommodate the needs of both employees who are parents/carers and those of Monitor, and aims to facilitate discussion and encourage both you and Monitor to consider flexible working patterns and to find a solution that suits both parties. You have a responsibility to think carefully about your desired working pattern when making an application, and Monitor will follow a specific procedure to ensure requests are appropriately considered. Policies\Work Life Balance Policy Updated April 2009 5 2. Eligibility In order to be entitled to make a request for flexible working arrangements you will: • have worked with Monitor continuously for at least 26 weeks on the date at which you make your application; • not be an agency worker; and • not have made another application to work flexibly under the right during the past twelve months; and: (a) in the case of an application relating to care of a child: • have a child under 17, or under 18 in the case of a disabled child; • be either - the child’s mother, father, adoptive parent, guardian or foster parent, or - married to or the partner of the child’s mother, father, adoptive parent, guardian or foster parent; • make the application before the child’s 17th birthday or 18th birthday in the case of a disabled child; • have or expect to have responsibility for the child’s upbringing; • be making the application to enable you to care for the child; (b) in the case of an application relating to care of an adult: • be caring or expect to be caring for an adult over the age of 18 who is in need or care and who is either your spouse or partner or civil partner, or a relative*, or a person living at your address. * You are a relative of the adult if you are the mother, father, adopter, guardian, parent-in-law, step parent, son, step son, daughter, stepdaughter, brother, stepbrother, brother-in-law, sister, step-sister, sister-in-law, uncle, aunt or grandparent of the adult whether by adoption or whether related by full-blood or half-blood. 3. Type of change Eligible employees will be able to request: • a change to the hours they work; • a change to the times when they are required to work; • home working. This includes working patterns such as annualised hours, compressed hours, flexitime, job-sharing, self-rostering, shift working, staggered hours and term-time working. 4. Application Process The procedure is as follows: (i) You submit your considered application* in writing to Monitor. Policies\Work Life Balance Policy Updated April 2009 6 You may make one application each year under the right, and accepted applications will mean a permanent change to your terms and conditions of employment unless otherwise agreed. It is important therefore that, before making an application, you give careful consideration to which working pattern will help you best fulfil your care responsibilities; and any effects change may have on Monitor’s business and how these might be accommodated. (ii) Within 28 days of receiving the request, Monitor will arrange to meet you to discuss your application. This provides Monitor and you with the opportunity to explore the proposed work pattern in depth, and to discuss how it might best be accommodated. It also provides an opportunity to consider other alternative working patterns should there be problems in accommodating the work pattern requested in your application. You have the right to be accompanied at this meeting by a colleague. (ii) Within 14 days from the date of the meeting Monitor will write to you to either agree to a new work pattern and a start date; or to provide clear business grounds with reasons as to why the application cannot be accepted. (iii) If your application is refused you may appeal against the decision by writing to Monitor within 14 days of the decision setting out your grounds for appeal*. [A flow chart of the application process is set out at the Annex to this policy.] The above mentioned time periods can be extended by agreement. *forms are available on the intranet. 5. Employee rights and obligations If agreed, your new working patterns will become part of your employment contract and may not be changed again unless agreed by Monitor. Employees working flexibly continue to be subject to the Code of Conduct Policy and may not carry out any business or employment not connected with Monitor during or outside working hours without permission. For further flexible working rights applicable to all employees regardless of term of service, age of children, or whether or not the employee is a parent or carer see the Flexible Working From Home provisions below. Policies\Work Life Balance Policy Updated April 2009 7
FLEXIBLE WORKING FROM HOME 1. Policy Statement This policy sets out possible arrangements and considerations that may allow staff to work from home, and the procedures staff most follow to make such requests. Monitor is committed to providing an environment where staff have the discretion and flexibility to work from home. In doing so Monitor seeks to: • demonstrate it can operate modern employment practices; • acknowledge flexible working is important to staff; • recognise flexible working can increase productivity and create a happy workforce; • minimise rules and simplify request and authorisation procedures for flexible working arrangements; • show it has trust in staff to act responsibly and professionally; • use flexible working as a recruitment and retention tool as necessary. 2. Eligibility This policy applies to all staff employed by Monitor on a contract of employment, and to all secondees. 3. Working from home - principles to consider The following principles are relevant to the operation and applicability of this policy: • delivery of Monitor’s business needs is paramount; • some roles and tasks lend themselves to home working more easily than others; • IT systems accessed at home need to be secure and robust; • consistency and fairness must operate across the organisation; • no additional burden is placed on other staff to provide extra cover; • sufficient staffing levels on site throughout the working week are maintained; • Health and Safety requirements are observed; and • cost implications are minimal. It will be important for line managers to have a consistent and fair approach in considering requests for flexi-working from home. However, a manager does have the right to refuse such requests, and in doing so will take into account the above principles, along with the following factors: • current business needs; • availability of other staff; • the reason for working at home; Policies\Work Life Balance Policy Updated April 2009 8 • the urgency of the work to be undertaken; • the performance of the individual. 4. Working from home – categories and form of request a) Occasional Home Working Occasional working from home is an informal and ad hoc arrangement. You are not necessarily linked to the email system when at home, but must be contactable by telephone, and your office extension must be transferred to your home telephone number or mobile telephone number. The type of work you may be doing is reading and/or writing papers or reports. You may borrow a laptop with remote capability from the laptop pool, or in some situations may agree access via home PCs to support home working. Some possible reasons for occasional home working may include: • you need peace and quiet away from the office to deliver on an urgent piece of work; • you may have a short personal appointment near home, for example doctor or Dentist; • you may have a domestic appointment, for example a boiler repair; • you may want to redirect the energy of a long commute into working; • you may need to re-energise after working long hours, for example, returning home late from a business meeting; or • it may be sensible to work at home prior to or after a trust visit or external meeting. Making a Request – occasional home working Requests to work occasionally from home (on an ad hoc basis) should be made direct to your line manager who has the authority to approve or not approve. b) Regular Home Working Regular home working is a formal arrangement where you spend less than 55% of your working week at home, or you have a regular pattern of working from home, for example one day a week, once a month. Subject to the frequency of the home working, it is likely you will have a dedicated lap top with remote access capability which you will use in the office and when working at home. Some possible reasons for regular home working are: • domestic situation – principal caring responsibilities; • undergoing a series of medical treatment; or • long commute to and from office (other part of the country).
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