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| Updates/Policy changes |
The main changes in connection with each area are described below together with implementation dates and arrangements as applicable.
Interchange (Incorporating secondments and loans)
Due to the need for a clear and coordinated policy in this area, new policy was issued ahead of the website being published. Policy introduced by PSI 59/2003 is now incorporated into the intranet site.
Some key provisions are that
- Loans and secondments must be approved at Area Manager and Director level with the agreement that staff will be accepted back into their area or directorate at the end of the interchange period
- Loans and secondments must be covered by a written agreement
- A monitoring return to be completed
These arrangements were implemented through publication of PSI 59/2003.
Vacancy Advertising Scheme (VAS)
This will replace Chapters 6 & 7 of the current PSO 8110 which detail different procedures depending on whether posts are being advertised on promotion or level transfer/progression. We plan to remove the opportunity for confusion by introducing one simplified boarding process.
Key features are:
- One simplified selection process covering promotion, progression or level transfer
- No mandatory requirement for an independent panel member
- Representation process is retained but no appeal
- Either of two application forms are to be used (specified in the advertisement) each with a detachable competence assessment
- Sickness absence information may be considered at any stage of the selection process for which guidance is provided
- All rejections based on sickness absence, whether at sift or following interview, must be approved by Governing Governor or Head of Group/Area Manager
- AA and equivalent grades are able to apply for EO selection panels.
- Reduction in maximum release periods for a selected candidates
- Merit list of candidates may be used for up to 12 months
- A less formal option of "soft" promotion to AO is also introduced. This will facilitate the filling of AO posts on promotion without the need to go through the full VAS process.
The new VAS procedures apply to all vacancies advertised after 5 July 2004.
Managed appointments
The criteria for managed appointments without advertising reflect existing arrangements set out in Chapter 5 of PSO 8110. However, new levels of authority have been introduced:
- Progression: Area Manager and Head of Group, (but operational SM postings must be approved by Director of Operations or DDG)
- Promotion: Director
- DG: authority to make a personal appointment irrespective of avenues of promotion
These arrangements apply wef 5 July 2004.
Management of surplus staff
Existing policy covered in Chapter 3 of PSO 8110 remains unchanged. The policy has simply been rewritten in website format to match the style of the rest of the website.
There are no implementation issues as established policy continues.
Temporary Advancement (TA)
Revised arrangements will cover temporary promotion and progression. The policy stipulates in particular that:
- Decisions on TA are openly and objectively defensible
- There must be regular reviews to ensure justification for TA remains valid
- A monitoring return must be completed
The new arrangements apply to any TA being approved wef 5 July 2004
Regrading (including downgrading)
This introduces policy where none previously existed. Key mandatory requirements are that:
- There must be an objective assessment of competence for the new grade
- The new grade must be broadly equivalent to the old one
- Arrangements for redeploying prison officer to prison officer (specialist) must be followed
- Pay and Employee Relations Group must be consulted prior to formal offers being made
- A monitoring return must be completed
Implementation of the new policy is wef 5 July 2004.
Career development schemes
This section sets out general principles for supporting career development. It does not introduce new policies but provides hyperlinks to the Conversion to Prison Officer programme and the Intensive Development Scheme.
There is also easy access to the Performance PSO for reference to personal development issues.
There are no implementation issues as the schemes already exist.
Temporary Agency Workers
This section addresses an area not covered by formal policy but one where guidance is needed. The principle is that posts are filled substantively where possible but that the use of temporary agency workers is appropriate in certain circumstances.
The website provides:
- Pointers to look for value for money before using agency workers
- A direct link to the national call-off contract that may be used for certain categories of workers
- Guidance to help ensure the use of agency workers is managed correctly
Principles and arrangements described apply wef 5 July 2004.
Sessional workers
The new policy provides guidance on deciding whether required work or services need to be provided by an employee under a contract of employment or may be adequately covered by a sessional worker on a fee paid basis.
The policy includes:
- A flowchart, checklist and guidance notes to help inform decisions
- Standard letter of offer of work
- Guidance and good practice (incorporating some mandatory requirements) on procedures for appointment, oversight and termination of sessional workers
Implementation of the new policy is wef 5 July 2004. In addition, Governing Governors and Heads of Personnel may wish to use this guidance if reviewing existing sessional arrangements, particularly in regard to faith services.
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