General Terms and Procedures
A) CHANGES IN PERSONAL DETAILS
You must notify us of any change of name, address, telephone number, etc., so that we can maintain accurate information on our records and contact you in an emergency, if necessary, outside normal working hours.
B) OTHER EMPLOYMENT
If you already have any other employment or are considering any additional employment you must notify us so that we can discuss any implications arising from the current working time legislation.
Circumstances may arise where you need time off for medical/dental appointments, or for other reasons. Where possible, such appointments should be made outside normal working hours. If this is not possible, time off required for these purposes may be granted at the discretion of your immediate Manager and will normally be without pay.
D) MATERNITY/PATERNITY/ADOPTION LEAVE AND PAY
You may be entitled to maternity/paternity/adoption leave and pay in accordance with the current statutory provisions. If you (or your partner) become pregnant or are notified of a match date for adoption purposes you should notify your immediate Manager at an early stage so that your entitlements and obligations can be explained to you.
E) PARENTAL/SHARED PARENTAL LEAVE
If you are entitled to take parental leave or shared parental leave in respect of the current statutory provisions, you should discuss your needs with a Manager who will identify your entitlements and look at the proposed leave periods dependent upon your child’s/children’s particular circumstances and the operational aspects of the business.
F) TIME OFF FOR DEPENDANTS
You may be entitled to take a reasonable amount of unpaid time off during working hours to take action that is necessary to provide help to your dependants. Should this be necessary you should discuss your situation with a Manager who, if appropriate, will agree the necessary time off.
Reactions to bereavement may vary greatly according to individual circumstances and the setting of fixed rules for time off is therefore inappropriate. You should discuss your circumstances with your immediate Manager and agree appropriate time off.
We will reimburse you for any reasonable expenses incurred whilst travelling on our business. The rules relating to travelling expenses will be issued separately. You must provide receipts for any expenditure.
I) EMPLOYEES’ PROPERTY AND LOST PROPERTY
We do not accept liability for any loss of, or damage to, property that you bring onto the premises. You are requested not to bring personal items of value onto the premises and, in particular, not to leave any items overnight. Articles of lost property should be handed to a Manager who will retain them whilst attempts are made to discover the owner.
J) PARKING
Where parking facilities have been made available to you on our premises you must ensure that you observe all of our traffic requirements e.g., speed limits, etc. To avoid congestion, all vehicles must be parked only in the designated parking areas. No liability is accepted for damage to private vehicles however, it may be caused.
K) MAIL
All mail received by us will be opened, including that addressed to employees. Private mail, therefore, should not be sent care of our address. No private mail may be posted at our expense except in those cases where a formal re-charge arrangement has been made.
L) FRIENDS AND RELATIVES CONTACT / TELEPHONE CALLS / MOBILE PHONES
You should discourage your friends and relatives from either calling on you in person or by telephone except in an emergency. Incoming and outgoing personal telephone calls are allowed only in the case of emergency. Personal mobile phone use should not be used during working hours and should not be on your workstation. Mobile phones are not permitted to be charged on the Company premises using personal equipment.
It is illegal to use a mobile phone without a hands-free set whilst driving. It is our policy that you should not use any mobile phone whilst driving without a hands-free set. You should pull over to the side of the road in an appropriate place before making or receiving any telephone calls. In the event of being unable to pick up a call because you cannot find a safe place to park, you must return the call as soon as conveniently possible.
M) COMPANY MOBILE PHONES
The Company mobile phones are to be used for business purposes only except in the case of an emergency. Internet usage on Company mobile phones is subject to the same provisions set out in our E-mail and Internet Policy. Therefore, any personal use deemed by the Company to be excessive may be recharged back to you. This is an express written term of your contract of employment. Internet usage on Company mobile phones is subject to the same provisions set out in our E-mail and Internet Policy. The Company reserves the right to monitor all communications made on Company mobile phones in order to ensure compliance with our policies and procedures.
You are not allowed to buy or sell goods on your own behalf on our premises or during your working hours.
O) COLLECTIONS FROM EMPLOYEES
Unless specific authorisation is given by a Manager no collections of any kind are allowed on our premises.
P) LEARNER AND THEIR COMPANY RELATIONS
Our business involves the provision of services to learners and their Companies and some of our employees are employed to perform work on behalf of those learners and their Companies, sometimes on the learner’s Company premises. Due to this relationship, our learners or their Companies may, on rare occasions, require that such an employee be removed from a job in accordance with their contract with us. In such circumstances we will investigate the reasons for such requests. However, if our learner or their Company maintains their stance, we will then take all reasonable steps to ensure that alternative work is provided. If this is not possible, we may have no alternative but to terminate such an individual’s employment. This procedure is separate from any concurrent disciplinary matter that may need to be addressed.
Q) BEHAVIOUR AT WORK
You should behave with civility towards fellow employees, and no rudeness will be permitted towards learners or members of the public. Objectionable or insulting behaviour, or bad language will render you liable to disciplinary action.
You should use your best endeavours to promote the interests of the business and shall, during normal working hours, devote the whole of your time, attention and abilities to the business and its affairs.
Any involvement in activities which could be construed as being in competition with us is not allowed.
R) BEHAVIOUR OUTSIDE WORK
The Company recognises the importance of work/life balance. However, owing to the nature of the business, the Company insists on employing staff of the highest integrity, we expect you to maintain these standards outside of working hours. Activities that result in adverse publicity to ourselves, or which cause us to lose faith in your integrity, may give us grounds for your dismissal.
S) LEARNERS’ COMPANY PREMISES
Whilst visiting or working at any of our learners’ Company premises, it is imperative that you familiarise yourself and comply with all of their rules and requirements including (but not limited to) security, health and safety, smoking, parking, etc. Failure to comply with site rules could result in your removal from site and disciplinary action being taken in accordance with our disciplinary procedures.
T) INCLEMENT WEATHER/TRAVEL ARRANGEMENT DISRUPTION
Every reasonable effort should be made to attend work in accordance with your contract. In the event that you are unable to attend work owing to inclement weather conditions and/or severe disruption to your travel arrangements, you should report your absence through the normal absence reporting procedures. Your absence will be unpaid unless you have sufficient annual leave in which case you may request to use this. Alternatively, you may be able to work from home or work additional hours to compensate for the lost hours at the sole discretion of your immediate Manager and subject to availability.
U) DRIVING LICENCE
If driving is a necessary part of your role, it is imperative that you maintain a valid driving licence suitable for the vehicle you operate at all times during your employment. You are required upon request to produce your driving licence to the management. We may also require you to provide us with the ability to access your driving licence details online. If at any time your licence is endorsed, or you are disqualified from driving, we must be informed immediately. If you are required to drive as part of your job and we are unable to find alternative employment, your employment may be terminated.
Data collected about driving licences will be processed in line with the Data Protection Act. You may read more about the data we hold on you, why we hold it and the lawful basis that applies in the employee privacy notice.
V) CAR INSURANCE
If your position requires you to use your own car for business purposes, you must ensure that your car insurance provides adequate cover. Proof of adequate insurance, Driving Licence, Tax and an MOT Certificate must be produced for scrutiny by the Company, upon renewal and at any time when so requested.
W) FINES
Any fines imposed by relevant authorities including (but not limited to) speeding and parking will be payable by the employee. The Company take no responsibility for the payment of fines incurred by the employee during their employment.
X) THIRD PARTY INVOLVEMENT
We reserve the right to allow third parties to chair any meeting, for example disciplinary, capability, grievance, this is not an exhaustive list. We will seek your consent at the relevant time to share relevant ‘special categories of data’ where it is necessary for the purposes of that hearing.
Y) RECORDING OF FORMAL MEETINGS
We reserve the right to record any formal meetings whether conducted by us or a third party, a copy of the recording can be made available on request. All personal data collected for this purpose will be processed in line with the current Data Protection Act.