Welcome 

We would like to welcome you to Kind Communities Community Interest Company (CIC). We hope your career with us is both enjoyable and rewarding.

This handbook is designed to give clear advice to employees and volunteers, and create a culture where issues are dealt with fairly and consistently. This is a guide to your terms and conditions of employment, and should be read in conjunction with your individual statement of employment. This handbook provides you with important information relating to Kind Communities policies, procedures and rules, and is arranged in alphabetical header order.

If you need further information or help, please do not hesitate to ask the HR manager, who is the primary channel of communication between you and Kind Communities (KC). It is part of their job to inform, answer questions and listen to constructive opinions, comments or suggestions. Please ask them if any parts of this handbook are unclear.

Use of this Handbook

This handbook contains information and a summary of Kind Communities policies which are correct at the date of print. You should note that all policies are subject to change and variation from time to time. You are advised to check with your manager to ensure that you have access to the most up-to-date information.

Whilst this handbook aims to provide a comprehensive guide to Kind Communities terms and conditions of employment, your offer of employment letter, statement of employment particulars and KC policies and procedures, provide further authoritative details.

Induction

Our induction programme is designed to help you fit in quickly and efficiently to your new post. You will meet your work colleagues and receive information about Kind Communities- such as your terms and conditions of employment, KC rules and safety advice.

It is important that you understand that failure to act in accordance with the guidelines, procedures and policies may result in disciplinary action under the KC disciplinary procedure.

You may find references made in this handbook to specific policies or procedures. Full details about these are available from your manager.

First day

On your first day at work, you are requested to report directly to your Manager who will welcome you and arrange for your induction and orientation. You will meet various members of the team at Kind Communities, either face-to-face or virtually. You may be asked to provide particular forms of identification in original format, as proof of your identity, and to establish your right to work in the United Kingdom. We are required to do so by the Immigration, Asylum and Nationality Act 2006, and must keep copies of your documents. We ask all prospective employees to present their documents before starting work. We make no presumptions about any person’s right to work in the UK on the basis of their background, appearance or race.

HOW WE WORK

Changes in Employment Terms

Kind Communities reserves the right to make reasonable changes to any of your terms and conditions of employment. Kind Communities will notify you in writing of such changes at the earliest opportunity, or no more than one month after such change has taken place. Any changes will have deemed to have been accepted, unless written notification of any objection has been received before the end of any notification period.

Changes in Personal Details

To help us assist you- especially in cases of emergency, it is essential that all information in your personal records is complete, correct and up-to-date. Please inform your manager immediately of any changes in your personal circumstances including changes in your: name, address, telephone number, next of kin, or bank details.

Employee Data

You should be aware that Kind Communities collects data about employees and their employment. Kind Communities strives to comply with the Data Protection Act when it collects, uses and stores information about employees.

Kind Communities may, from time to time, share this information with consultants, government or funding bodies, but only in the pursuit and aid of running the business. Kind Communities may also be obliged to disclose some of the information you provide us with to legal or statutory bodies, for example- HMRC, the Home Office or the Police.

Kind Communities will not provide confidential references or similar information about employees without the agreement of that employee. You may ask to check your own KC record periodically, to help us keep information up-to-date.

Exit Interview

The Kind Communities exit interview is a voluntary meeting between at least one representative from Kind Communities and a departing employee. Kind Communities will ask the employee questions, as part of a survey, to gather information with the aim of improving working conditions for other employees. The interview can be anonymous if you wish.

Holidays

Your statement of employment gives you details of the number of holiday hours you can take each year and when the holiday year begins.

You must agree all holidays in advance with your Line Manager; all holidays are granted on a ‘first come first served’ basis, so the earlier you give notice the more likely it will be that you will be able to take your holiday when you wish.

• In your first holiday year you will be entitled to holidays pro-rata to your completed months of employment.
• If you work part-time your holiday entitlement is based on the full-time entitlement, and then adjusted to reflect your contracted hours.

Leave cannot be carried over between years and must be taken before leaving KC. If we terminate your employment, you will not be entitled to any payment in lieu of leave that has been accrued, but not taken, by the day you leave. Any overpayment of leave will be recouped from your final pay.

The public and bank holidays in England and Wales are:

• New Year’s Day
• Good Friday
• Easter Monday
• May Day Holiday
• Spring Holiday
• Late Summer Holiday
• Christmas Day
• Boxing Day

Notice Period

On the termination of your employment you are entitled to a minimum period of notice. You are also required to give a minimum period of notice to Kind Communities if you choose to resign. These notice periods are specified in your statement of employment.

Overtime

From time to time you may be requested to work overtime. Overtime is paid at your normal rate of pay. All overtime must be authorised in advance by your manager. No recompense is made for overtime not authorised in advance.

Paid leave during the Notice period

Leave accrued must be taken before employment is terminated, and may be taken during the notice period. A leave request during the notice period will be treated in the same way as any other holiday request.  Should Kind Communities need to make a deduction from your final salary payment (if you have taken in excess of your entitlement to paid leave), Kind Communities will ask you to sign an agreement to make the deduction.

Performance Appraisal

The role of the Performance Appraisal is to provide a consistent and uniform way to gauge and improve an employee’s on-the-job performance using objective criteria. Appraisals help develop employees’ potential for career development, and provide the opportunity for employees to discuss job problems and interests with their manager.

All promotions are made solely on the basis of individual merit. All suitable candidates will be considered regardless of their sex, race, religion, sexual orientation or age. Kind Communities will assess your potential for promotion on the basis of your current performance and future potential.

Personal Problems

If you have any personal problems with which you believe Kind Communities may be able to help, you should approach your manager for a personal discussion. This will be held in absolute confidence.

Probationary Period

On joining Kind Communities you will serve a 6- month long probationary period. During this time you will be making your own mind up about whether you wish to remain working with Kind Communities. At the same time, your manager will be assessing your capabilities, attitude and potential.

If you do not reach the standard required by Kind Communities, your employment may be terminated at any time during the 6 month probationary period, or your probation may be extended by up to 3 further months.

Religious Holidays

The regulations do not provide time and facilities for religious or belief observance in the workplace.

However, Kind Communities does not discriminate against staff of particular religions or beliefs. Employees may request time off work for special religious or spiritual days. Kind Communities will sympathetically consider a request where it is reasonable and practical for an employee to be away from work, and where there is sufficient holiday entitlement in hand. Employees should apply for a leave of absence at the beginning of the holiday year if possible, so that plans for cover can be made in good time.

It should be noted that while it may be practical for one or a small number of staff to be absent, it may be difficult if numerous such requests are made. In these circumstances, managers will discuss the matter with affected employees.

Training

An annual appraisal and review of your training needs will be made by your manager. You will have the opportunity to air your views, and discuss plans for your development.

• Training will help develop your skills, and give you the knowledge necessary to do the job for which you have been recruited.
• Training will help increase the effectiveness of everyone at Kind Communities, and therefore of KC as a whole.

If you are under the age of 18 you have the right to have a reasonable amount of paid time off work to study.  You will be able to study or train for approved qualifications. This can be in the workplace, at college, with a private training provider or elsewhere.

Wage/ Salary Payments

How and when your starting wage/salary will be paid is set out in your statement of employment. An itemised pay statement showing gross earnings, fixed and variable deductions and net wage/salary will be given to you at the time of each wage/salary payment.

Working Hours

• Your normal hours are set out in your written statement of employment.
• The way in which you work these hours may be changed from time to time.
• Your normal lunch and rest breaks must be taken at a time agreed with your manager.
• You will be given reasonable notice of any change to your hours, or requirement to do overtime.

You are not permitted on KC premises outside your normal working hours unless you have special authorisation from Kind Communities, or you are participating in recognised activities.

POLICIES AND VALUES

Our policy and values are what Kind Communities is built on, and display what we expect and believe in.  We want people to feel confident and secure, be able to express their views, and produce fresh and exciting ideas- yet respect the views of others. We are committed to providing our employees with an environment where people are dependable, trustworthy and considerate with both customers and colleagues. Our goal is to create a great place to work- full of energy and enthusiasm, providing individuals and teams with an atmosphere in which Kind Communities can succeed.

Absence

Reporting Absence

Should you be unable to attend work due to ill health you must inform your manager as early as possible, ideally at least one hour before your normal start time, stating the reason and the likely length of your absence.

Short-term Absence

When you return to work from any absence (excluding holidays) your manager will have a discussion with you on the first day of your return to work, or as soon as it is reasonably practicable.  Your manager will formally review your absence record. If, in any 3-month period, there are 3 separate periods of absence (whether certificated or not), or if there is an unacceptable pattern of absence- for example regular time off on Mondays or Fridays, this will be discussed with you. Should your absence reach unacceptable levels, Kind Communities may take disciplinary action that could include dismissal.

Long-term Absence

Long-term absence is a period of sickness which lasts longer than 4 weeks. Kind Communities takes a sympathetic view about genuine health problems, and is supportive in its approach to all employees in this situation. Your manager will monitor long-term absence. They may telephone you or visit your home in the event of your absence being longer than 4 weeks. Any home visit will not be made without your consent.

If your absence reaches problematic levels, Kind Communities may have no choice but to dismiss you. The point at which this action will be taken depends on the nature of your work, and the difficulties your absence causes to Kind Communities. Kind Communities would regard dismissal as a last resort, following evaluation of your medical information, alternative working options and your views.

Compassionate Leave

Kind Communities has a basic provision of up to two days’ unpaid leave in the event of the death or serious illness of a close relative or other person, whether related or not, who plays a significant part in the life of the member of staff, or to arrange or attend their funeral.

Consideration may be given to how close the relationship is, and the location and circumstances of the event. Where acting as the personal representative of a deceased close relative, there is provision of up to 5 days’ leave including that granted for the funeral itself.

A close relative is interpreted as:

• Spouse/ Partner; or
• Mother/ Father and Mother-in-law/ Father-in-law, Stepmother/ Stepfather; or
• Brother/ Sister and Brother-in-law/ Sister-in-law, Step Brother/ Step Sister; or
• Children/ Step Children; or
• Grandparents or Grandchildren

In the case of bereavement, factors such as the extent of the individual’s involvement in making funeral or other arrangements (e.g. executor), and the need to travel beyond the local region, should be taken into account. When an employee’s own health is considered to be adversely affected by bereavement, a short period of sick leave might be more appropriate.

Special Leave

There may be occasions when employees need to take time off work for reasons that do not necessarily fall under normal leave provisions. Special leave is not an entitlement, and is used in exceptional circumstances subject to the operational needs of the work area, and requires prior permission. It must be requested at least seven days prior to the first day of intended absence (except in the case of emergency/unforeseen circumstances when your manager should be informed immediately). Special leave is unpaid.

Some examples of special leave are as follows-

• Attendance at the wedding of a parent, grandparent, brother, sister, son or daughter- usually 1 day. There is provision for a second day of leave to be available where this is essential or unavoidable.
• Attendance at a degree conferment or similar ceremony involving the employee’s spouse/ partner, son or daughter- usually 1 day. There is provision for a second day of leave to be available where this is essential or unavoidable.
• Foster care – usually 1 day. There is provision for up to 3 days where the fostered child has special needs.
• Religious observance necessarily undertaken during working hours- usually 1 day.
• Participation in the first obligatory pilgrimage (Hajj)- up to 15 days.
• Critical domestic emergencies not involving dependants, and not covered by other types of leave. This may include fire, flood or theft at home.
• Your manager may approve a leave of absence for reasons not referred to in this Handbook, or for longer periods than those stipulated, not exceeding 4 months.

Time Off for Public Duties

You are entitled to reasonable time off from work to carry out some public or civic duties under section 50 of the Employment Rights Act. You should discuss with your manager to see how best to accommodate this time off.

Bribery Policy

• Kind Communities recognises its duties under the Bribery Act 2010 and prohibits the offering, giving, solicitation or acceptance of a bribe or improper inducement, whether cash or otherwise, to or from any person or company wherever they are situated, in order to gain personal advantage, pecuniary or otherwise, for the individual or anyone connected with the individual.
• KC is committed to the prevention, deterrence and detection of bribery. It will inform the police and other relevant bodies of the offer or acceptance of any bribe or improper inducement by any employee, customer, client or other person at Kind Communities.

Bullying & Harassment

Kind Communities supports the right of all people to be treated with dignity and respect at work. Kind Communities is committed to promoting a working atmosphere free from all forms of harassment and bullying.

Bullying

Is the persistent use of power to criticise, intimidate, insult or undermine in a way that is hurtful and humiliating, making someone feel vulnerable.

Harassment

Is unreasonable, offensive or unwanted behaviour that is based on sex, race, religion, belief, physical ability or sexual orientation, making someone feel intimidated or humiliated.

Bullying and harassment have a negative and unacceptable effect on everyone. Kind Communities is determined to create a workplace that offers dignity to all employees, and is free from bullying and any other forms of harassment. As an employee of Kind Communities, you have an obligation to report any form of harassment by staff or customers to KC management. All complaints of bullying and harassment will be handled promptly, confidentially and sensitively to minimise anxiety for those involved.

Collections

You may only carry out collections for charities, employees or other outside bodies if you first obtain approval from your manager.

Company Phones

Employees are prohibited from using Kind Communities phone equipment for making or receiving of personal calls unless in essential emergencies, when you should seek the agreement of your manager. Phone monitoring may be used from time to time to check telephone usage.

Company Property

You are required to use Kind Communities property responsibly as part of the Health and Safety regulations. Property should be used and treated with care, well maintained, cleaned and in a safe condition. You must report any damaged or worn equipment/ property to your manager without delay. KC property may not be removed from the premises without the permission of management.

Confidentiality

Other than as directly required by your activities on behalf of Kind Communities, or as required by law, you must not disclose to any third party (which includes any representative of the media), any information about Kind Communities, its clients, customers or its affairs, which might possibly be of commercial value to competitors or represent a security risk relating to anyone connected to Kind Communities. You must not divulge any information concerning the business transactions, secrets or affairs of Kind Communities or its clients during the time of your employment, or at any time after the termination of your employment. It is very important that during your employment, you prevent the disclosure of such information by other employees. Should you discover or suspect a breach of confidentiality or secrecy, you should report it to your manager.

During the period of your employment with Kind Communities you shall not, without prior written permission of your manager, engage directly or indirectly or be concerned or interested in any other business similar to the nature of Kind Communities, including the undertaking of private commissions. Should your employment with Kind Communities end for any reason, you must safeguard as confidential and ensure to return to Kind Communities without damage, alteration or copying, any KC property entrusted to your care including plans, designs, prototypes, computer programs and software, computer or social media account data, passwords or access.

Conflict of Interest

Employees have an obligation to act in the best interests of KC at all times. Conflicts of interests may arise where an individual’s personal or family interests and/or loyalties conflict with those of Kind Communities. Such conflicts may Inhibit free discussion, result in decisions or actions that are not in KC interests or risk the impression that KC has acted improperly.

It is therefore a requirement of continued employment with KC that all employees ensure  there are no conflicts of interest that may hinder the proper performance of their work responsibilities.

Customer Care

As an employee of KC you are required to ensure that you understand any customer codes of practice and see that the high standards of that code are met at all times. Customers and clients must be treated with care and respect. You must do whatever is necessary to make both customers and their property safe from potential damage or harm.

Disciplinary

Disciplinary procedure

Kind Communities operates its disciplinary procedure using the guidance set out in the ACAS Statutory Code of Practice. The aim of the Kind Communities disciplinary procedure is to see that all employees receive fair and consistent treatment, and are given full opportunity to improve wherever possible. Every effort will be made to resolve minor misconduct without using formal procedure. If this informal approach does not achieve improvement or the misconduct is seen to be serious enough, Kind Communities will implement formal disciplinary action. No disciplinary action will be taken until the case has been fully investigated.

Gross Misconduct

While any alleged gross misconduct is being investigated, you may be suspended. You will be paid during this time. Any decision to dismiss will be taken by Kind Communities after a full investigation. If you are dismissed for gross misconduct, you will not be given notice or payment in lieu. You can find a list of offences that could lead to dismissal for gross misconduct in the Disciplinary Procedure.

Disciplinary Hearing

If, following an investigation, there is a case to be heard, a disciplinary hearing will be arranged. You will be given reasonable notice of the hearing and informed of any allegations against you. You will have the right to be accompanied by a trade union representative or a willing work colleague should you wish. Where possible, a manager who has not previously been involved will hear the case. At the hearing, you will be given an opportunity to present your case in answer to the allegations made.

Disciplinary Appeals

If you wish, you may make an appeal against the result of a disciplinary hearing. You must do so in writing within a reasonable time. This appeal may take place before or after dismissal or disciplinary action has taken place. Kind Communities will invite you to attend a further meeting after which Kind Communities will confirm its final decision in writing.

Note: A full copy of the disciplinary procedure and the ACAS Code of Practice are available from the HR manager.

Drugs and Alcohol Policy

All employees and contractors are subject to the drugs and alcohol policy. Kind Communities believes drugs and alcohol misuse is unacceptable under any work-related circumstances, and applies a zero-tolerance approach.

Staff may be tested for drugs and alcohol if they are involved in a serious accident / incident, or appear to be under the influence of either drugs or alcohol.  It is a criminal offence to be unfit through drugs or alcohol while doing work known as safety critical work. Kind Communities reserves the right to impose random drugs and alcohol tests on workers with safety critical jobs. Refusal to take a test will be treated as a positive result and may result in dismissal.

Environmental Impact

Kind Communities recognises the need to operate its business to minimise environmental impact, and to operate in a sustainable manner wherever possible. Kind Communities wishes to comply with the requirements of environmental legislation and recognised codes of practice. With this aim in mind, Kind Communities plans to take the following steps:

• Promote a KC-wide commitment to continuous improvement.
• Search for innovative ways of reducing environmental impact.
• Reduce energy and material consumption.
• Raise awareness, encouraging employee participation in environmental matters.
• Periodic monitoring and reporting of performance progress.

Equal Opportunities

Kind Communities is an equal opportunity employer. It is the aim of Kind Communities that all people should have equal chance and opportunity in life. This means that Kind Communities policy is to ensure that no unlawful discrimination occurs, either directly or indirectly, against any person on the grounds of age, colour, sexual orientation, disability, marital status, race, religion, religious beliefs, nationality or ethnic or national origin.

If you believe the letter or general intent of this policy is being breached, please report it to your manager. If the matter is not resolved satisfactorily, you may raise a grievance through the KC grievance procedures.

Expenses

Your manager will be able to help you if you have any questions, or wish to know about, claiming expenses. All expenses must be authorised in advance by your manager. No compensation is made for expenses not authorised in advance.

External work

Should you wish to take on part-time employment outside working hours, you must first discuss the matter with your manager. Reasonable requests will not usually be refused.

Family Emergency

You are entitled to reasonable time off work, without pay, to deal with an emergency involving a dependant, and to make any necessary longer- term arrangements.

A dependant is defined as a:-

• Spouse or
• Child or
• Parent or
• A person living in the same household as you, such as a partner, elderly aunt or grandparent. It does not include tenants, lodgers or boarders.

In certain circumstances a dependant may also be someone who reasonably relies on you for assistance. This could be an elderly relative who lives nearby for whom you are the primary carer, or the only person who can help in an emergency.You will be entitled to time off to deal with the following types of emergencies:Unexpected breakdown of childcare or other care arrangements; or

• Unexpected incidents involving your child during school hours; or
• Illness, injury or assault of a dependant; or
• Unexpected illness or injury of a dependant requiring long term care arrangements.

Emergency leave does not include longer-term care requirements, such as childcare or long- term illness of a sick relative. In those circumstances you will be expected to use annual leave or flexible working arrangements.

There is no fixed amount of time off to deal with emergencies, but the amount of time off work should be reasonable in the particular circumstances. It should be sufficient to deal with the immediate problem, and to arrange alternative longer term care if necessary. It is anticipated that one or two days will be the most that is needed.

Gifts

You may not accept any gift and/or favour whatsoever from any existing or prospective client or customer without approval from your manager.  A gift above the value of £30 arising from or connected with your employment must not be accepted without first notifying your manager, and specifying the nature of the gift and the circumstances in which it is being offered. If, in the reasonable opinion of your manager, acceptance of the gift is inappropriate, you must decline it.

Grievance Procedure

Kind Communities operates its grievance process under the guidance set out in the ACAS Statutory Code of Practice. The aim of the grievance procedure is to ensure that there is an effective way for employees to raise work-related concerns, and provides an efficient way for these to be resolved. Most routine complaints and grievances can best be resolved informally with your manager. If not, they will be dealt with through the procedure outlined below.

Written Grievance

You must submit a written statement of grievance and send a copy to your manager. Where the grievance is against your manager, the matter should be raised with the HR Director.

Grievance Meeting

Kind Communities will invite you to attend a meeting to discuss the grievance. The meeting will only take place once you have informed Kind Communities about the basis of your grievance. You should, where reasonably possible, attend the meeting. After the meeting, Kind Communities will inform you of the decision taken. If you are not satisfied with the response, you have the right to appeal.

Grievance Appeal

If you wish to appeal you must inform Kind Communities. You will then be invited to attend another meeting. A more senior manager, if there is one, will deal with the appeal. You should attend the meeting if reasonably practicable. After the meeting Kind Communities will inform you of the decision taken.

Note: A full copy of the grievance procedure is available from the HR Manager.

Intellectual Property Rights

‘Intellectual Property’ (IP) is the term used to describe intangible assets resulting from creative work carried out by an individual or an organisation. During the period of your employment and after its termination, you must safeguard and treat as confidential KC Intellectual Property.

Internet and E-mail Use

Internet and e-mail facilities provided by Kind Communities are to be used solely for business purposes. Employees are prohibited from using KC equipment for the issue or receipt of personal e-mails or for gaining access to the Internet for personal use, unless they have obtained specific authorisation to do so from Kind Communities.

All Information and Communications Technology (ICT) systems operated by Kind Communities remain the property of KC, and are provided and maintained for business purposes. ICT systems are subject to monitoring. By making use of Kind Communities ICT systems, employees recognise the rights of KC as the owner- including the right to monitor and accept that there is no assumed right of privacy.

KC reserves the right to determine acceptable use and the suitability of any information distributed through the Internet or via email using its equipment.  Misuse of business computer equipment, whether intentional or not, may have serious and sometimes criminal consequences.

Lateness

Good timekeeping is crucial to the successful operation of any business. If, in any 3-month period, there are 3 separate periods of lateness or if there is an unacceptable level or pattern of timekeeping, Kind Communities may take disciplinary action that could include dismissal.

Lay-offs and Short-time Working

Although every effort will be made to ensure full employment, in the event of a temporary shortage of work, Kind Communities reserves the right to temporarily lay-off or place employees on short-time working. If you are placed in this position by Kind Communities, you will be entitled to statutory guarantee payments.

Medical Appointments

You should keep hospital, doctor, optician or dentist appointments during working hours to a minimum, and provide reasonable notice to your manager of the date and time of your appointment.  Employees should return to work without delay, to minimise disruption to the working day.

If you are pregnant, or you have a disability or condition that requires you to make regular medical visits, please inform your manager of this.

The time taken during working hours for medical appointments will be unpaid.

Mobile Phones

You may only use a personal phone, pager or other such device at work if you ensure that it in no way whatsoever disrupts the working environment of others.

It is illegal to use a hand-held mobile phone while driving. It is also an offence to ‘cause or permit’ a driver to use a hand-held mobile phone while driving. Therefore, Kind Communities does not require or permit employees to use a hand-held phone while driving. The Police may check your phone records when investigating fatal and serious accidents to determine if the use of a phone contributed to the accident.

Personal Appearance and Dress

As an employee you will play a key role in the image of Kind Communities. Therefore high standards of personal appearance are expected at all times. You must be clean and tidy, and present a professional image. Your standard of dress should reflect the needs of your working environment, and be suitable for the tasks you are required to do- including any outdoor- based activities-

• An identity pass should be worn by all employees when issued.
• Employees must not wear any item of clothing, jewellery or tattoos which may cause offence to others.
• Employees may wear religious symbols as long as they fit within the realm of smart dress.
• Employees may wear religious dress, e.g. headscarves worn by Muslim women or turbans by Sikh men.
• Any body piercings should be kept discreet.
• Footwear should be appropriate for the environment.

Health and Safety regulations may require you to wear personal protective equipment (PPE) as part of your job. Please ensure that you do so at all times it is required and that it is fit for its intended use.

Further dress code advice can be obtained from your manager.

Personal Property

Kind Communities will not accept responsibility for the loss of, or damage to, your property whilst it is on KC premises. However if you lose or find any article, please notify your manager without delay.

Prevent Duty

Kind Communities understands its duties in compliance with the Prevent Duty and the Equality Act 2010. KC expects all staff to comply with the Prevent Duty Guidelines and implement and exemplify Core British Values at all times. Core British Values are defined as being those of:

• Democracy
• The Rule of Law
• Individual liberty
• Respect & tolerance for those with other faiths and beliefs, in compliance with the Equality Act 2010

Redundancy

Redundancy, short-time working and layoffs are realities for many companies. It is our intention to provide regular employment to all our staff. However, the flow of work can sometimes be uneven and in some certain situations redundancy cannot be avoided. In the event of Kind Communities making redundancies, it will consult with any recognised trade unions, employee representatives and individual employees as soon as practicable and possible.

KC will do all it realistically can to reduce the effect of any redundancy by:

• Re-appraising recruitment.
• Reducing or stopping overtime.
• Re–deploying staff where realistic.
• Introducing early retirement if practical.
• Introducing short-time working.
• Temporary lay-offs.

If the above measures fail to prevent a redundancy situation, Kind Communities will use the following selection criteria to determine which employees will be made redundant.

• Skills or experience.
• Standards of work performance or aptitude for work.
• Attendance and disciplinary records.

Retirement

When you make the choice to retire it will depend on many different personal circumstances. It is the policy of Kind Communities to provide employees with flexibility in their choice, by having no mandatory retirement age. An employee should give their manager written notice of their intention to retire, in accordance with their contractual notice period. Employees can also apply for a gradual move into retirement via partial retirement.

Right of Search

For security reasons, it may be necessary to search you, your effects and your vehicle. These searches will be carried out by a manager in the presence of an eyewitness- who will be female in the case of female employees.

Safeguarding Policy

All employees and contractors are subject to the Safeguarding Policy. Kind Communities has a duty of care to protect the wellbeing of staff, customers and clients and, in particular, those groups or individuals in its care who are vulnerable or at risk.

The law requires checks be carried out to ensure that people who may pose a threat to those at risk are not given positions of trust where they could exploit the children or adults entrusted to their care. All staff will require a valid disclosure from the Disclosure and Barring Service (DBS) before their employment with KC can be confirmed.

Sale of Goods

Sale of personal goods on KC premises is not permitted, although you may advertise goods for sale on a staff notice board with the permission of your manager.

Security

Every employee is responsible for ensuring their workspace security.

• Workspaces should be clear at the end of each day.
• All files and documents should be stored securely.
• Computers should be logged off.
• Items or KC belongings must not be taken /removed from the premises without permission from the management. If taken out of the premises or used at home, equipment must be stored in a safe place.
• ID cards and passwords must be kept safe at all times.

Sickness

Sickness Certificates

• An ‘Employee Self- Certification for Sickness Absence’ form must be completed for absences up to and including 7 days (including non-working days),
• A doctor’s certificate or ‘fit note’ is required for absences of more than 7 days.
• It is important that you comply with the regulations relating to sickness certificates. If you do not, it is possible that sick pay could be delayed or ultimately not paid.

Sickness Pay

SSP is paid when you are absent from work due to sickness for at least 4 days in a row (including non-working days), subject to satisfying qualifying conditions.

The benefits are as follows:

• SSP is paid for up to 28 weeks.
• Once you have used your SSP allowance you normally transfer to benefits paid directly by the Department of Work and Pensions.

Should there be any additional entitlement to sick pay it will be stated on your statement of employment.

Smoking

All KC workplaces are smoke-free. Employees have a right to work in a smoke-free environment.  Smoking is prohibited in all enclosed and substantially enclosed premises in the workplace, including KC vehicles. This policy applies to all employees, customers, clients and visitors.

Software & Portable Storage Devices

Only software licensed to Kind Communities may be used with KC electronic devices. You must not download, install or obtain from any other sources, any unauthorised software.

Personal, portable storage devices should not be used. This includes laptops, USB flash drives, hard drives, other portable storage devices, CDs, DVDs and other portable media.

Standards of Conduct

High standards of behaviour and conduct are important to Kind Communities. It is equally important that you understand what is expected from you whilst working for KC.

Kind Communities will not accept behaviour, actions, manners or conduct that could damage its reputation or be seen as offensive in any way to others.

Every employee has a responsibility to ensure all activities or duties they carry out whilst working for KC are competent, professional, considerate and truthful.

Timekeeping

Punctuality and reliability are key aspects of good customer care and teamwork. Employees must make every effort to work in a timely manner. Your manager will advise you of the standards expected. They will also help should you require flexibility in your working hours for any reason.

Vehicles

Depending on the role of your job you may be asked to drive for Kind Communities. It may be that Kind Communities asks you to use your own vehicle for KC business. It is your responsibility to read and understand the Kind Communities Vehicle policy.

Visitors

For reasons of security and safety you must not receive personal visitors on KC premises without seeking your manager’s agreement. All visitors should be directed to Kind Communities Reception on arrival.

Whistle Blowing

Kind Communities supports the Public Interest Disclosure Act (PIDA) known as the whistle blowing law. Whistle blowing is the term used when someone who works for a company raises a concern about a possible fraud, crime, danger or other serious risk that could be a threat to customers, colleagues, the public or Kind Communities reputation. You may report any concerns you have on this subject, in the strictest confidence, directly to the Director. Kind Communities will not tolerate any reprisal against an employee because they raised a concern, and will treat any reprisal as a disciplinary matter.

WORKING PARENTS

Adoption

Adoption leave and pay are available to:

• Individuals who adopt.
• One member of a couple where a couple adopt jointly.
• The partner of an individual who adopts, or the other member of a couple who are adopting jointly.

To qualify for adoption leave, an employee must:

• Be newly matched with a child for adoption by an adoption agency.
• Have worked continuously for their employer for 26 weeks ending with the week in which they are notified of being matched with a child for adoption.

Antenatal

All pregnant employees are entitled to time off with pay, to keep appointments for antenatal care. Antenatal care may include health visits. Except for the first appointment, you must show your manager a certificate from a registered medical practitioner, midwife or health visitor confirming the pregnancy, together with an appointment card or some other document showing that an appointment has been made.

Flexible Working                                                                                                                     

The law enables every employee to make a request for flexible working once they have completed 26 weeks employment service.

The request must be made in writing and Kind Communities has a statutory duty to consider the request seriously, and to refuse it only if there are clear business grounds for doing so. Employees making applications for flexible working have the right to be accompanied at any meeting.

Maternity leave

Eligible employees are entitled to up to 52 weeks’ maternity leave, during which time they are entitled to benefit from all their normal terms and conditions of employment, except for earnings. Employees who have completed 26 weeks’ continuous service by the beginning of the 15th week before the expected week of childbirth, and meet relevant criteria, are entitled to statutory maternity pay (SMP).  SMP usually covers the first 39 weeks of maternity leave. At the end of their maternity leave, employees have the right to return to their original job.

Note: A full copy of this policy is available on request from the HR manager

Parental leave

When you have completed 1 year of service with Kind Communities you will be entitled to 18 weeks’ unpaid parental leave for each child and adopted child, up to their 18^th birthday. Annually, each parent can take up to 4 weeks’ parental leave for each child- unless otherwise agreed with their manager. The leave can start once the child is born or placed for adoption with the employee, or as soon as the employee has completed a year’s service, whichever is later.

Paternity leave

Subject to meeting qualifying criteria, to be entitled to paternity leave you must:

• Have or expect to have responsibility for the child’s upbringing.
• Be the biological father of the child, or the mother’s or adopter’s husband or partner.
• Have worked continuously for Kind Communities for 26 weeks ending with the 15th week before the baby is due, or the end of the week in which the child’s adopter is notified of being matched with the child.

You may get 1 week or 2 consecutive weeks’ paid paternity leave (not odd days). Paternity leave must be completed within 56 days of the actual date of birth of the child, or if the child is born early, within the period from the actual date of birth up to 56 days after the 1^st day of the week in which the birth was expected. You will have the right to return to the same job after paternity leave. Most employees are entitled to Statutory Paternity Pay (SPP) from Kind Communities.

HEALTH AND SAFETY

Kind Communities places great importance on Health and Safety matters. KC undertakes to conduct its business in such a way as to ensure the health, safety and welfare of all its employees, students, visitors and the general public in accordance with the Health and Safety at Work Act.

The Health and Safety policy requires total commitment from all employees. Employees must

• Take reasonable care for their own safety, and for the safety of other people who may be affected by their acts or omissions.
• Comply with instructions and procedures issued.
• Report any serious danger to health and safety to their manager.
• Report any incidents which have led to injury, (or may lead or might have led) to their manager.
• Co-operate with any investigation to prevent accidents.
• Use equipment or substances in accordance with information or training.

When working with young people (under 18) consideration should be made for their lack of experience and maturity with regards to their safety.

Accident Reporting

You have an obligation to report any accident/incident, or anything that has come to your attention during the working day that may be unsafe.

If you or your colleague are involved in an accident at work it must be reported to your manager, and entered into the accident book. All accidents, however minor, must be recorded. This gives Kind Communities the opportunity to investigate the causes, and prevent similar accidents happening in the future.

In the event of a serious or notifiable accident or dangerous occurrence, it is essential your manager is advised as soon as possible so appropriate action can be taken.

If you see something which is unsafe, report it to your manager.

If you have any questions about reporting accidents or safety, please speak to your manager or the Welfare Manager.

C.O.S.H.H.

The Control of Substances Hazardous to Health (C.O.S.H.H.) law stipulates the general requirements on employers to protect employees and other persons from the hazards of substances used at work. C.O.S.H.H forms part of the Kind Communities Health and Safety policy. There are also duties on employees to take care of their own exposure to hazardous substances.

Dos and Don’ts

Do

• Look where you are going and proceed cautiously and carefully, avoid running and rushing – it’s better to be safe than sorry.
• Make sure you understand what you are doing before you operate any equipment or machinery, however simple, on your own.
• When lifting and handling, keep your back straight. If the item is too heavy for you to lift on your own, ask for help.
• Clean up – your untidiness or carelessness may cause injury to someone else.
• Wear protective clothing (PPE) including goggles, ear protectors, gloves and boots when advised.

Don’t

• Operate machinery or equipment without taking proper instruction.
• Clean any machinery or equipment whilst in motion or without turning it off.
• Interfere with any safety equipment or guards on machinery.
• Interfere with any electrical wiring in any way.
• Obstruct exits and doorways.

Fire

Fire presents significant risk. It can kill or seriously injure employees or visitors and can damage or destroy buildings, equipment and stock. As an employee you must co-operate with Kind Communities to ensure the workplace is safe from fire and its effects. You must not do anything to place yourself or others at risk. You must inform your manager if you discover any significant risk which might affect the safety of others, and co-operate with all measures to reduce/control the risks. You should ensure you know about the fire warning system and how to operate and respond to it.

The following simple points will help to reduce the risk from fire

• Escape routes must be free from any obstructions.
• Good standards of housekeeping – keep your workplace tidy.
• Regularly remove any combustible waste.
• Keep ignition sources away from combustible material.

First Aid

Kind Communities has designated employees trained in Emergency First Aid. For details speak to your manager.

Hygiene

Kind Communities recognises its obligation with regard to hygiene management for its employees, students, contractors, students and the general public. Anyone involved with this aspect of work is required to co-operate to enable all statutory duties to be complied with. Kind Communities will provide appropriate training and guidance if required.

Personal Protective Equipment (PPE)

Your job may require you to wear PPE. Please see that you do so at all times that it is required, and ensure the PPE is fit for its intended use. Any shortages or damaged equipment must be reported without delay.