Clonglas Cleaning Limited
Thank you for working with us here in Clonglas cleaning Ltd
This booklet has been designed to communicate how we work here and our approach to creating a positive employee climate and achieving results. The company is committed to policies and practices that provide equality of opportunity, protect the health, safety and dignity of employees and promote respect for others in the workplace.
The employee policies in this book describe the rights and the responsibilities of employees in our company, and those of the company. It details how you may expect to be treated as an employee, and the behaviours for you to display to make a positive contribution to the company.
It is the policy of the company to consistently conduct its business with honesty and integrity and comply with all legal and ethical standards. In return the company requires its employee to display a primary duty of care to the company.
The terms and conditions that constitute your contract of employment have already been presented to you. The set of employee policies in this handbook provides further details on the conditions of your employment, and forms part of the terms and conditions of your employment. All employees are required to take personal and individual responsibility to comply with the policies in this handbook, and any others of which you are informed. You are expected to behave in a safe manner and non-discriminatory way, not to participate in any acts of inappropriate behaviour and to perform to the appropriate standard.
From time to time it may be necessary to revise and alter the contents of this Handbook in line with legal requirements or company practices. These changes will be notified to you. In the event of any ambiguity or doubt as to the meaning of any statement on this handbook, a ruling given by the Managing Director will be conclusive.
We wish you well during your employment with us and look forward to working with you.
Section 1 – Recruitment and Selection. 6
Recruitment and Selection. 6
Pre-employment Medicals 7
Reference Checking. 7
Employment of Foreign Nationals 8
Internal Recruitment 8
Relationships at Work 8
Garda Clearance Policy. 9
Work Experience/Internship. 10
Section 2 – Conditions of Employment 14
Terms and Conditions of Employment 14
Holidays, Annual Leave. 14
Public Holidays 16
Working Hours and Time Keeping. 17
Inability to Attend Work 18
Cash Management Procedures 20
Probationary Period. 21
Paid Work Breaks 21
Variable Working Hours 21
Unsociable Hours 22
Shift Working. 22
Relocation / Transfer 22
Company Uniform.. 22
Dress Code and Personal Hygiene Policy. 23
Use of Company Phones 23
Use of Company Transport 24
GPS Trackers (if applicable) 25
Section 3 – Code of Conduct 25
Business Ethics and Protection. 25
Whistleblowing Policy and Procedure. 25
Social Networking and Electronic Communication Policy. 25
Section 4 – Compensation and Benefits 25
Personal Retirement Savings Account (PRSA) 25
Part-Time Working. 25
Time in Lieu. 25
Paid Overtime. 25
On Call Policy. 25
Salary Reviews 25
Salary Scales 25
Family Friendly Workplace Commitment 25
Job Sharing. 25
Term Time Working. 25
E-working, Tele-working. 25
Medical Health Insurance – Non Contributory. Error! Bookmark not defined.
Pension Plan – Non Contributory. 25
Professional Association Membership Fees 25
Educational Assistance Policy. 25
TaxSaver Commuter Tickets 25
Provision of Bicycles 25
Section 5 – Leave of Absence. 25
Force Majeure Leave. 25
Jury Service. 25
Maternity Leave. 25
Adoptive Leave. 25
Parental Leave. 25
Carer’s Leave. 25
Absence Management and Sick Leave. 25
Medical Appointments 25
Bereavement and Compassionate Leave. 25
Marriage Leave. 25
Section 6 – Dignity and Respect 25
Equal Opportunities Policy. 25
Dignity at Work 25
Harassment, Sexual Harassment and Bullying. 25
Complaints Procedure. 25
Positive Action towards Disability. 25
Section 7 – Performance Management 25
Performance Standards 25
Disciplinary Policy and Procedure. 25
Grievance Policy and Procedure. 25
Performance Appraisal 25
Performance Related Pay / Bonus Scheme. 25
Training and Development 25
Training Agreement Policy. 25
Section 8 – Communications and Consultation. 25
Electronic Communications and IT. 25
Communications Policy. 25
Section 9 – Health & Safety Policy. 25
Safety Statement 25
Identification of Hazards in the Workplace. 25
Employer’s Commitment 25
Co-operation of Employees 25
Consultation with Employees 25
Personal Protective Equipment 25
Fire Prevention and Evacuation. 25
Accidents, Hazards, and Risks 25
Health Threat Policy. 25
Smoke Free Workplace. 25
Alcohol and Drugs in the Workplace. 25
Safe Driving Policy. 25
Drugs and Alcohol Testing Policy. 25
Eye Tests 25
Anti-Flu Vaccination. 25
Health Screening. 25
Wellness Programme. 25
Employee Assistance Programme. 25
Stress Management 25
Employee Surveys 25
Section 10 – General Company Information. 25
Personal Property. 25
Company Property. 25
General Housekeeping. 25
Data Protection and Personnel Information. 25
CCTV Surveillance Policy. 25
Social Events 25
Gifts and Entertainment 25
Kitchen Policy. 25
Casual Dress 25
Wedding Collections 25
Notice Boards 25
Car Parking. 25
Corporate, Social and Environmental Responsibility. 25
Transfer of Undertakings 25
How to deal with nuisance or abusive callers 25
Section 11 – Termination of Employment 25
Termination of Employment 25
Redundancy Policy. 25
Retirement Policy. 25
Exit Interviews 25
Section 1 – Recruitment and Selection
Recruitment and Selection
This organisation is an equal opportunity employer and we appoint individuals solely on the basis of their suitability and future potential for the job. We recognise that our organisation’s performance and growth is dependent on appointing and retaining the most suitably qualified candidate for every position, taking account of education, experience and expertise.
We are committed to equality of opportunity and operate our recruitment and selection procedure in full compliance with all legal requirements. At all times, applicants will be treated in a fair and consistent manner, and discrimination will not be tolerated in respect of age, gender, race, disability, family status, civil status, religion, sexual orientation or membership of the Traveller community.
When specifying requirements, only characteristics such as qualifications or experience essential to the performance of the role will be used.
No position will be classified by reference to gender, civil, family status, sexual orientation, religious belief, age, disability, race or membership of the traveller community.
Job descriptions will be reviewed on an annual basis, and where a vacancy arises, a review of the job description must be conducted before any recruitment can commence. All job descriptions must be signed off before the recruitment process proceeds.
Advertising of all positions will be carried out both internally and externally. All employees (including fixed-term employees) will be notified of any permanent positions that arise during their employment through the staff notice-board.
Advertisements will make clear, both in wording and illustration, that the positions are open to all suitably qualified candidates, regardless of gender, civil, family status, sexual orientation, religious belief, age, disability, race or membership of the traveller community.
Details of all available positions will be fully circulated so as to ensure access to all suitable applicants. This includes forwarding internal advertisements to employees on leave including maternity leave and parental leave.
All advertisements will carry the statement ‘‘This company is an equal opportunities employer’’.
Application forms will contain the following:
- Only relevant questions needed for selection
- No questions, directly or indirectly, relating to gender, civil or family status, sexual orientation, religious belief, age, disability, race or membership of the traveller community
If these questions are necessary for pension or health insurance, they will be asked after appointment.
Short listing and interviewing will be carried out by more than one person where possible. Screening will be carried out by matching details of applicants to the requirements of the job. The screening criteria will be applied consistently to all applicants. Records of the screening process will be retained for a period of one year by the HR Department.
If it is necessary to use selection tests for a job, they will only relate to non-biased, genuine requirements of the job. Records of any testing undertaken will be retained for a period of one year.
The interviewing process will be carried out in the following way:
- No assumptions will be made on the grounds of gender, civil status, family status, sexual orientation, religious belief, age, disability, race or membership of the traveller community
- Questions will relate to the requirements of the job as established in the Job description, the Person Specification and will not be of a discriminatory nature.
- Interviews will be carried out by more than one person and the interview panel will preferably comprise of different genders
- Applicants will be assessed at the end of the interview process against pre-defined criteria;
- Interviewers will complete Interview Evaluation Forms for each candidate
- Records of the interview process will be retained for a period of one year, including questions asked, answers given, any interview notes, and interview evaluation forms for all candidates
Promotion and advancement will be made on merit and all decisions relating to this will be made within the overall framework and principles of this policy. All promotion will be in line with this policy.
A smooth and systematic orientation of new employees leads to a more positive integration into the company. When a new employee joins the company, they will immediately undergo induction training that will include details of their job responsibilities, training plan, work and safety instructions, dignity and respect, grievance and disciplinary procedures and general work guidelines about how the company operates. Each manager is responsible to ensure that a new employee receives adequate support in their first weeks with the company.
Every prospective employee is required to complete a medical assessment form for HR and to attend a medical check with a company-nominated occupational health specialist. This medical check is undertaken to determine whether an individual will be capable of undertaking the position they are being hired for, and to determine whether there may be a requirement to provide special facilities to assist a person with a disability to take up employment with the organisation. The fact that an individual has any particular condition will not be automatic grounds not to employ, and every case will be dealt with on its own merits by HR in conjunction with the health professional.
We retain the right to refer employees for a medical examination should there be concern in relation to the employee’s health or fitness to work throughout his/her employment.
It is the policy of the organisation to collect two references for prospective employees after interviews have been held, and before making an appointment. Ideally, the references will be from the current/previous employer, and another employer. Where a candidate is unable to provide two employment-related referees, the organisation will, depending on circumstances, consider alternative references for the candidate, such as an academic reference, a client/customer reference, or a character reference.
Permission will be sought from the candidate prior to any referee being contacted.
Where the referee does not meet the organisation’s normal requirements (i.e. not an employment-related reference, or the referee is a colleague rather than a line manager, or the referee is for an employment wholly unrelated to the new role), the organisation may ask the candidate to nominate another more suitable referee. If the candidate is unwilling or unable to do so, the matter will be referred to the HR Department where the issue will be dealt with on a case-by-case basis.
The organisation will accept written references or will contact referees over the telephone, as appropriate.
If an unsatisfactory reference is received for a candidate, it will be brought to the attention of the HR Department before progressing the appointment any further.
Academic Qualification Verification
It is the policy of the organisation to request candidates to provide evidence of their educational qualifications.
Employment of Foreign Nationals
In order to meet our obligations under the Employment Permits Acts, 2003 and 2006, we will need to ask all prospective employees if they are legally entitled to work in the Republic of Ireland. The organisation will only employ workers who are legally entitled to work in Ireland, and all relevant foreign nationals will have to obtain appropriate employment permits as required by the Employment Permits Acts.
The organisation or the foreign national will apply for the permit, as appropriate. The company will carry out a labour market needs test prior to employing a non-EEA foreign national, where this is required. The organisation will keep appropriate records as prescribed by the Acts, including, where necessary, records of the number of EEA and non-EEA employees.
The organisation will retain, for at least one year, all records arising through the recruitment process.
In order to provide opportunities for career development, we will favourably consider employees for internal vacancies and promotional opportunities where possible. We believe that everyone should have the chance to increase their knowledge, skills, responsibility and earnings and we encourage you to seek out opportunities as they arise.
All employees will be aware of the promotional and career opportunities available to them from details circulated through the intranet and notices posted at prominent points. Training and job experience needed for promotional opportunities will be open to all employees. Promotional decisions are based on the employee’s experience, qualifications and overall suitability for the position as well as ongoing business requirements.
Unsuccessful internal candidates will be given feedback so as to facilitate improvement.
No employee will be overlooked in relation to a promotion or experience opportunity because of their reluctance to apply or accept on a previous occasion. The process surrounding promotion will be free from discrimination.
The opportunity and responsibility for career advancement lies with an employee’s initiative to seek out situations where their strong performance record and skills can be put to good use.
All relevant staff, including those on fixed-term/part-time contracts, will have equal access to training opportunities, whether training is relevant to current job, or to enhance promotional opportunities.
Relationships at Work
As an equal opportunity employer, the company will consider applications from relatives, partners and friends of current employees, as it would any other application. However the company retains the right to ensure that close relatives shall not be permitted to work in a position or department, where it is deemed inappropriate, especially where one relative would directly or indirectly supervise another.
Once employed, we recognise that, from time to time, close personal relationships may develop between members of staff, management, customers etc. In order to ensure that potential conflicts of interest are avoided, members of staff who are in that position are strongly recommended to advise another member of the management team.
Any such information will be treated in the strictest confidence. We fully acknowledge the right of employees to privacy in their personal affairs. However the company retains the right to ensure that two people with a personal relationship shall not be permitted to work in a position or department, where it is deemed inappropriate, especially where one person would directly or indirectly supervise another or where there is the possibility of a conflict of interest.
Garda Clearance Policy
As part of the pre-employment checking process, Clonglas Cleaning Ltd may provide candidates at final round interview with a character enquiry form and/or make a request for a criminal background check to ensure that no prospective employee, who holds a position which involves the work with or around vulnerable person as a cleaning operative poses a risk by virtue of his or her past behaviour or previous conviction.
Character Enquiry Form
As part of the pre-employment checking process, Clonglas Cleaning Ltd may provide candidates at final round interview with a character enquiry form, which requests information on any criminal convictions that the prospective employee may have.
The candidate is required to complete this form and provide a copy of any previous criminal conviction records to the Company, if such records exist.
These records are directly available to employees from An Garda Siochana’s National Vetting Unit.
Candidates who fail to disclose information, or who provide false information in their application which subsequently comes to light, may not be employed with the organisation or may have their employment terminated on the grounds of misrepresentation.
Criminal Background Checks
The Company reserves the right to make a request for a criminal background check directly to the Vetting Unit in relation to prospective employees who are involved in work with or around vulnerable persons. This criminal background check is done to ensure that any prospective employees do not pose a risk as a result of any past behaviour or previous convictions. Depending on the role, these checks may be absolutely necessary having regard to the position on offer.
Any criminal background check is subject to the provision of signed clearance by the prospective employee.
Where an applicant is found to have a criminal record, a risk assessment will be completed and recorded by Company directors.
The recruitment process may cease where, due to the nature or severity of the offence, it is determined that the individual’s presence would be inappropriate (e.g. cases of serious offences such as assault, homicide, etc). This process will at all times adhere to the Data Protection Acts, 1988-2003 relating to spent convictions.
Data Protection Acts, 1988-2003
This vetting process will, at all times, adhere to the Data Protection Acts, 1988-2003, in providing protection to individuals with regard to collecting, processing and monitoring of personal and sensitive data.
Professional membership & qualifications
You must at all times be a registered member of <<name of the professional membership body>> and hold the relevant qualifications necessary for your position at all times. On the annual renewal of your registration, you are required to produce such confirmation of the renewal to << the Organisation>>. In the event that your registration expires; you are under investigation from an external body or you are removed from the register for any reason, the Organisation must be notified immediately by you. Subject to such events or similar, the company reserves the right to invoke the disciplinary procedures up to and including summery dismissal.
Clonglas cleaning ltd welcomes school and university students and the general public in their application for a work experience or internship placement within the organisation. The organisation is committed to providing a positive experience during the student/applicant’s placement. The work experience programme is administered by the Human Resources Department & Line Manager. The organisation facilitates placements during the following times of the year:
The organisation accepts placements at any time of the year.
Work experience and Internships involve spending time in the organisation in order to gain insights into the way the organisation works and the tasks associated with a particular job and department. The aim of the placement is to develop job seeking skills and to obtain knowledge of a chosen career. The placement generally involves gathering and checking information, photocopying, answering and responding to telephone queries, specific project work, IT based work and filling out a daily work experience or internship log.
Those on work experience or internships will normally be assigned to a particular area of the business. Work experience or internship placements will vary in the length of time depending on the needs of the student/applicant.
This policy deals with how a work experience or internship placement is approved and organised.
Requests for Work Experience or Internships
Should a student/applicant wish to carry out a work experience or internship placement, the following procedure should be followed:
Students/Applicants should submit their CV by post or email along with one reference which in the case of a student is from a teacher or department Head and a character reference in the case of other applications.
- The application should indicate the dates preferable for the placement itself and should be submitted 6 weeks prior to the commencement date of the placement.
- Each application will then be reviewed by the Manager of the particular work area within 3 weeks upon receipt of the application.
- Students/Applicants will be notified no later than 3 weeks prior to the start of their placement as to whether or not they have been successful in their application.
- Students must be over the age of 16 to be able to apply for a work experience or internship placement.
- Students aged 16 or 17 must provide a copy of their birth certificate.
- Students aged 16 and 17 years of age must not work more than 8 hours in a day or 40 hours in a week.
- Students aged 16 and 17 years of age must not work between 10 p.m. at night and 6 a.m. in the morning.
- Students aged 16 and 17 years of age must receive 12 hours rest per day, 2 days rest per week and a 30 minute break once they have worked 4 hours and 30 minutes.
All others on placement must receive the minimum rest entitlements as per the Organisation of Working Time Act, 1997.
Remuneration for the placement
Students/Applicants will not receive any remuneration or benefits during a period of placement. Remuneration for University Students on internships will be decided on an individual basis depending on the student’s duties and the requirements from the University.
No person on a work experience or internship placement will be entitled to expenses.
The organisation will need Students to demonstrate that they are covered by the School/University insurance before a placement can commence and the necessary documentation will need to be provided.
Once a placement is confirmed a Manager must inform the department of the expected arrival of the person.
On the first day induction will be carried out with the person on work experience or internship and the following will be covered:
- Emergency Contact Details;
- Code of Conduct;
- Facilities i.e. canteen etc.;
- Health & Safety rules including fire evacuation procedures;
- Sign Confidentiality form;
- Explain who contact person will be during their placement;
- IT Policy and computer usage.
The Manager who will be responsible for the placement will inform the person of the details of the placement programme which will include details of who the person will be shadowing.
The Organisation will complete any necessary documentation required by the School/University/Person for completion of the work experience or internship placement.
The Organisation is an equal opportunities employer.
Section 2 – Conditions of Employment
Terms and Conditions of Employment
The terms and conditions that make up your contractual arrangements with the company are detailed in your:
- Letter of Appointment/Contract of Employment
- Employee Policies and Code of Conduct
- The Safety Statement
Given the nature of the ever-changing market environment within which the company operates, and the likelihood of changes to employment legislation and practices, alterations to company policies may occur which could affect terms and conditions of employment. The company, therefore, reserves the right to alter or modify terms and conditions. Such changes will, at all times, be covered by employment law and, following consultation, will be notified to employees within legal requirements.
Holidays, Annual Leave
The company recognises that employees need time for rest and relaxation, outside of work and are committed to meeting our legal obligations in this area. Our annual leave year extends from 1st January to 31st December each year.
The company grants 20 days holidays to full-time employees. Employees who join during the holiday year will receive a pro-rata holiday entitlement for the first year. Part-time, temporary and fixed term employees will have their annual leave entitlement calculated on a pro-rata basis with reference to the number of hours worked.
The company maintains the right to determine when an employee takes annual leave. Employees with 8 month’s service or more will be entitled to take 2 weeks consecutive leave.
It is company policy that all holiday entitlements MUST be taken in the leave year in which they fall due. A limited number of days may be carried forward into the first 6 months of the new leave year where the company has requested an employee to postpone his/her holidays or, in special circumstances, and only with the prior written agreement of the employee’s manager or the Managing Director. An employee cannot forego any period of annual leave and be paid salary in lieu, except in the case of termination of employment.
Sickness during Holidays
Any day of sickness covered by a medical certificate, which falls within the normal holiday period (excluding public holidays), is not counted as part of holiday leave. However if are medically certified as sick during a period of annual leave, you must inform your manager immediately. On return to work you must provide a medical certificate that outlines the dates and nature of the illness.
Arrangements on Termination of Employment
When an employee is leaving the company, any additional holidays due will be included in the final pay. When an employee is leaving, and the paid holidays exceed the paid holiday entitlement as at the date of termination, the company will deduct the excess holiday pay from their final pay.
Intention to Take Holidays
The company maintains the right to determine when an employee takes annual leave.
Restrictions on Pattern of Annual Leave –
As per your contract of employment, you may be required to reserve a number of day’s annual leave to cover the Christmas and shutdown periods. The precise number of days will be agreed following consultation and communicated to employees at least one month prior to the proposed shutdown.
Before making a holiday commitment, employees must consult with their manager. One month’s notice of intention to take holidays greater than 5 days should be given to your manager. Two weeks notice of intention to take holidays greater than 2 days should be given to your manager. Your manager has to give written approval for all leave applications in advance, and whilst every effort, consistent with the efficient working of the company, will be made to grant leave for the period requested, this cannot be guaranteed. (Companies can vary the notice periods in this paragraph – the employer has discretion.)
In order to meet business requirements and manage holiday planning, the company restrict when leave can be taken and/or stipulate the amount of leave to be taken in each period of the holiday year.
|Annually||All employees are required to take annual leave during periods of shut down. You will be given notice of the exact dates each year, along the following lines:|
Last 2 weeks in July – 10 days
Between Christmas and New Year – 5 days
The remaining 5 days may be taken at a time to be agreed with your manager.
DailyAnnual leave can only be taken as a half day or full day and cannot be broken down into hours off.
All employees are entitled to the benefit of nine public holidays in line with current practice and government regulations. These are:
- New Year’s Day (1 January)
- St. Patrick’s Day (17 March)
- Easter Monday
- First Monday in May
- First Monday in June
- First Monday in August
- Last Monday in October
- Christmas Day (25 December)
- St. Stephen’s Day (26 December)
Please note that Good Friday and Christmas Eve are not public holidays and are considered normal working days.
Part time employees will receive a pro rata benefit for a public holiday provided they have worked for at least 40 hours in the preceding five weeks up to the day before the public holiday.
In the event that an employee is required to work on a public holiday, the following will apply:
- The employee will be given a minimum of two week’s notice of the company requirements to work the public holiday
- The employee will be provided with an extra day of paid leave in lieu of the public holiday or one additional day’s pay
Working Hours and Time Keeping
(Please note these provisions relate to over 18 year old employees. If you are employing staff who are 16 or 17 there are specific rules regarding daily and weekly rest breaks. Employers must see a copy of the young person’s birth certificate or other evidence of his or her age before employing that person. If the young person is under 16, the employer must get the written permission of the person’s parent or guardian. If the employee is engaged in a licensed premises an employer is also obliged to furnish a copy of an abstract of the Protection of Young Persons (Employment) Act, 1996, within a month of commencement of employment. Please refer to the Graphipedia/Personnel policies and Procedures for more information).
The purpose of our working time policy is to communicate the company’s commitment to the health, safety and welfare of all employees regarding their working time.
Normal weekly working hours are as laid down in your contract of employment.
Employees who are contracted to work variable hours will be given a minimum of 24 hours advance notice of their working hours.
Employees at work for more than 6 hours are entitled to a thirty-minute lunch break each day, which is unpaid.
There is a legal requirement that all employees over 18 and who work for more than 4.5 hours are required to have a rest break of at least 15 minutes. Employees who work for 6 hours or more are entitled to a rest break of at least 30 minutes, which can include the 15 minute break already referred to. Employees working longer then 6 hours during their working day must take a minimum of 30 minutes break time. These minimum breaks must be taken during the working day, and may not be taken at the beginning or end of the day. If you are unable to take a rest break in your job, you must notify your line manager in writing (within one week) that you were unable to take this break. Your line manager will look at the reasons why you were unable to take your break and at any health and safety issues that might or have arisen relating to you and your job. If you do not notify your line manager within one week you will forfeit that break. If after investigation you are offered the break and refuse you are at fault and the Company is not obliged to offer you a further rest break. However we do ensure employee’s rest breaks are taken.
Each employee is entitled to a minimum of 11 hours consecutive rest per day. Every employee must take a complete day’s rest once a week, preceded by 11 hours daily rest. Any requirement to work 7 consecutive days will be discussed with the relevant employee and in such instances; the employee will be entitled to 48 hours continuous rest in a 14-day period. Unless stated in a contract of employment, employees’ weekly rest period shall include a Sunday.
As per each employee’s contract of employment, from time to time business dictates the need for you to be flexible in your hours of work. Each employee must be prepared to allocate any additional time necessary to fulfil your role, meet deadlines and complete any tasks reasonably requested at the discretion of the company. In the event that employees are required to work extra hours, every effort will be made to ensure that they are given prior notice as soon as possible to enable them to work.
There is a legal requirement to ensure that employees do not work more than an average of 48 hours a week over a defined reference period. To enable us to regulate all employees’ working hours you are required to record your working hours from the time you start work each day to completion time. You will be given details of the system we use to record working hours by your manager. Failure to record hours will be regarded as a non-compliance with company policy and is therefore subject to the disciplinary procedure.
All employees are expected to be reliable and punctual in reporting for work. If you are sick you must contact your immediate supervisor before or within 1 hour of your start time on the first day of your sickness. You are required to outline your likely return to work date during the initial contact. In the event that your illness continues you are required to contact the company before or within 1 hour of your expected start time on the date you were due back to work, outlining the revised return to work date.
It is a condition of your employment that you do not work for, nor have any interest in any other company or business, nor undertake any other activity which might interfere with the proper performance of your duties or compete in any way with the company’s activities without first obtaining, in writing, the consent of the Managing Director.
Where permission is granted there is a legal requirement for the company to ensure that an employee working outside the company in his/her own time does not exceed the maximum 48-hour average working week. Therefore, all employees are required to inform their manager, in writing, should they currently, or intend in the future, to carry out a second job, stating the days/hours of work. Regular reports will be required thereafter.
For staff in retail outlets
For retail workers in accordance with the Organisation of Working Time Act (Breaks at Work for Shop Employees) Regulations, 1998, if your hours of work include the period from 11.30 am to 2.30 pm you shall after six hours be allowed to take a break of one hour, which must commence during this period.
Unauthorised Absence/Leaving the Premises
Employees must get verbal permission from their manager prior to leaving the premises during working hours, regardless of the reason. Any absence from work during regular working hours which is not agreed with an employee’s manager may be subject to disciplinary action.
It is company policy to implement a high standard of time keeping across the company in order to facilitate the effective running of the business.
The company expects all employees to be reliable and punctual in reporting for work. All employees are paid on the basis of the hours specified in their contracts of employment and are required to commence and finish work at the designated times. The management has the right to manage time and attendance. Punctuality in terms of employees going to and returning from meal breaks is also essential. Employees not at their work place at the appointed starting times are considered to be late.
If an employee has a record of lateness this may, depending on the circumstances, be reflected in a counselling session / performance review. If the problem persists, the disciplinary procedure will be invoked.
Inability to Attend Work
All employees are expected to make reasonable efforts to attend work each day. However, there are occasions where this may not be possible e.g. adverse weather. Where, for matters outside of your control unrelated to an injury or illness of yourself or a family member, you are unable to attend for work as normal, you are requested to contact your manager by phone as soon as possible, but no later than 30 minutes before your normal start time.
Where you are unable to reach your manager, you are expected to leave a detailed message explaining the reasons for your absence, together with your contact number for the day. Where this is not possible, you are expected to contact another manager to explain the situation.
Please note that such absences are not paid for by the organisation. If you have annual leave available, you will be provided with the option to take a days’ annual leave, should you wish to do so.
If you anticipate that your absence will be for longer than one day, you are expected to inform your manager of your planned date of return.
Each absence will be assessed on its individual merits. However, please note that where the organisation finds that an employee could reasonably have attended for work and did not, it reserves the right to handle the matter through the Disciplinary policy.
Travel and subsistence expenses incurred in the performance of your duties will be paid to you in accordance with rates approved by the company. Employees are required to have prior approval for all expenses in advance of incurring the expenditure. Unapproved expenses will not be paid under any circumstances.
Employees requesting reimbursement of travel expenses must submit an Expense Reclaim Form to their manager for approval. The Expense Reclaim Form must detail all expenses to be reimbursed and be accompanied by all supporting receipts.
Claims for approved expenses must be submitted on a monthly basis. In special cases, advances on expenses will be paid and these advances are then reconciled with actual expenses at a later date. The rates that apply currently and Expense Reclaim Form are available from Accounts.
Any overpayment of expenses by the company will be corrected by a schedule of repayments that is agreed with the employee.
INCLUDE IF APPROPRIATE
Use of Personal Automobile
An employee who uses their own personal car for occasional business travel will be reimbursed on a rate per mile basis. Mileage is reimbursed at a fixed rate per mile and must be the lesser of home to business venue or office to business venue. The current rate is €0.50 cent per mile. (This will vary once the employee goes over 2,000 miles per annum, in line with Revenue approvals). This reimbursement rate encompasses all costs in connection with the operation of the vehicle including repairs, fuel, oil, depreciation and insurance & is subject to approve.
Entertainment expenses should only be incurred with appropriate management approval in support of business related activity and/or special occasions. All entertainment expenses must be clearly detailed including the individuals being entertained and their business affiliation must be reported on the Expense Reclaim Form.
The company will not reimburse for personal entertainment on business travel, such as pay movies, mini bar charges, etc.
There are also rates for prescribed expenses incurred overseas. Employees are required to have prior written approval for all overseas travel. This approval should include all details including air
transportation, car rental, hotel reservations and sundries, and must be authorised by your manager. On return expenses in relation to foreign travel should be submitted on a separate Expense Reclaim Form available from Finance/Accounts.
Travel arrangements should preferably be made at least three weeks prior to the date of travel.
Cash Management Procedures
Cash handling procedures are important to protect the organisation from fraud, theft or embezzlement, and to protect staff from accusations of dishonesty.
The following guidelines must be adhered to by all employees who are responsible for handling cash
For Staff in Receipt of Cash
- Cash received should to be collected, counted and recorded by two individuals.
- Cash should be counted in a secure environment and held in a secure place until it is possible to be paid into the office.
- Deductions must not be made from cash received.
- Cash should not be taken an used as a loan and repaid on pay day.
- A receipt is given to the customer recording the amount of the payment, the customer details, the source of the payment and the purpose for which the payment is being made (if relevant). If the total amount is not known at the point of handover, this should be recorded on the receipt as an estimate or noted as ‘not yet counted’.
- Wherever possible, cash is banked immediately. Night safe facilities should be used for large amounts banked outside working hours.
- Cash not banked immediately is placed in a sealed container in a secure place.
- Cash should never be left unattended or in an unattended environment.
- At the earliest possible date reconciliation is made between cash banked and income summaries. Where practical, this is undertaken by a person other than those involved in the counting and cashing up of the money.
Access to the petty cash float should be restricted to designated personnel and kept in a secure area. The float should be balanced on at least on a weekly basis and any major discrepancies should be reported to a senior manager. Floats and any sale monies received are kept separate from the cash handler’s personal money. Any petty cash spent is documented with petty cash dockets written for each amount issued. When all of these dockets are totalled at the end of the period and deducted from the opening petty cash float, the calculated value must agree with what is left in the petty cash float. Only that which is recorded as spent is replenished. For example, if there is €40 in the float and €30 of that cash is spent, an amount of €30 will be then placed in the float to bring the balance back to €40.
Cash balances will be reviewed on a regular basis. Where shortages arise, the relevant amounts will be deducted from wages due. Where shortages cannot be attributed to one individual employee, the relevant amount will be deducted collectively from the wages of all staff that had till access during the shift that the discrepancy arose.
All employees who are responsible for handling cash and payments are required to exercise full care and attention at all times, to avoid mistakes and to avoid deductions being made from wages. In addition, failure to follow the above cash management procedures will be considered to be gross misconduct and dealt with accordingly under the disciplinary procedure.
All new employees are required to satisfactorily complete a probationary period of a minimum of 6 months. During this period, performance on the job and potential abilities are evaluated to determine suitability for the position and the company. At the end of this probationary period, a formal performance review meeting will be held between the employee and his or her manager and if satisfactory, your position will be confirmed.
The company reserves the right to extend the probationary period of an employee for up to 9 months, should this be deemed necessary and following discussions with the employee, in order to adequately evaluate the individual’s overall suitability.
During the probationary period either party may terminate the contract by giving one weeks’ notice in writing. The Company, at all times, reserves the right to pay you your basic salary in lieu of notice, except in the case of summary dismissal outlined under the disciplinary procedure.
Once you have successfully completed the probationary period, you may become eligible for additional company benefits described in your contract of employment.
Paid Work Breaks
In addition to an employee’s normal meal break outlined above, employees may also benefit from two short paid breaks. These consist of two 10 minutes breaks, normally one in the morning and one in the afternoon. All employees must return to their work place promptly after their break
Both meal and paid breaks must be taken in accordance with the schedule set by the company. This schedule may be subject to variation to cater for special circumstances. To facilitate smooth operation of the business, it is important that break times are adhered to and that employees return to work promptly.
Variable Working Hours
It is company policy to pay all full-time employees on the basis of a 37.5 or 39-hour week. Start and finish times vary depending on local requirements and as specified in individual contracts of employment.
A weekly schedule will be produced outlining your working hours for the week ahead. You will be required to be in attendance in a timely manner during all the required periods. No change of personnel may take place without prior approval of your manager.
Because the business operates 7 days and nights each week, working on Saturdays, Sundays and nights are regarded as normal working time. A premium is paid to staff working unsociable hours i.e. midnight to 7.00 a.m. (10% premium); Sundays (10%). The premium is included in the scheduled rates of pay outlined in your contract of employment.
Employees are required as a condition of employment, and as per their contract, to work any form of shift pattern in order to meet the demands of the business.
A shift roster will be issued to all employees on a weekly basis. If employees arrange cover for one another then this must not result in any extra cost to the company. The prior permission of your manager is always required prior to any change.
Notice of transfer from day work to shift work and vice versa will normally be one week but may be reduced in an emergency.
An unsociable hours allowance is paid to employees for hours worked during the following times:
- Midnight to 7.00am – premium of 10%
- Sundays – premium of 10%
Relocation / Transfer
Employees may be transferred to other positions or locations within the company. Transfers will only be made with prior consultation with the employee, and all applications for transfer will be considered.
Employees promoted or transferred to a position of higher responsibility may be required to undergo a probationary period to be specified at the time of change but which shall not exceed six months.
The company provides personal protective equipment and clothing to enable employees to work safely and to present a professional image of the company.
Employees are required to co-operate with all current and new arrangements found necessary to minimise safety risks.
Employees are required to wear the company uniform at all times while on duty. Those who receive a clothing allowance in place of a uniform are required to present a professional image at all times. Failure to follow company policy in this area could result in the Disciplinary Procedure.
Dress Code and Personal Hygiene Policy
The Company has a variety of roles ranging from Customer-facing roles to Workshop/Forecourt roles. Employees should ensure that they adhere to suitable standards of personal appearance and grooming at all times, and dress in clothes that are suitable for the work situation.
In the out door/ street work we require that employees wear uniform and suitable footwear hi-vis jackets at all times.
The nature of our industry demands a high degree of cleanliness and hygiene which employees are expected to maintain.
We require that those who are in Client-facing roles take particular care that they maintain a high level of personal grooming at all times to present the company in a positive light to customers.
Furthermore, we require that everyone in the company take responsibility for their personal hygiene and adequate grooming, so as not to cause discomfort for other employees. It is your responsibility to maintain a high standard of hygiene at a personal level and in all work areas, and to observe all regulations prescribed for health and safety purposes.
Use of Company Phones
Business telephones, mobiles and the use of internet on mobile phones are not for private use. Where there is an emergency or a specific business need, then personal calls and use of the internet can be made/taken/used during business hours. Abuse of this facility may lead to disciplinary action. Where employees possess mobile phones they should show consideration to work colleagues so that where possible, phones are switched off during the working day and personal calls are kept to an absolute minimum.
Unless there is prior approval from Management, no staff member is allowed to call any premium numbers (e.g. Directory enquires) or International calls or use the internet facility on mobile phones.
If you have been issued with a Company mobile phone, you are responsible for the safekeeping and condition of the phone at all times and you will be responsible for any cost of repair or replacement other than reasonable wear and tear.
In the event that the phone is lost or stolen, the Company must be notified immediately in order to cancel the number and arrange for a replacement.
Upon termination of your employment, if you do not return your Company mobile phone or should your phone be returned in an unsatisfactory condition, the cost of replacement or a proportionate amount of this, as decided by the Company, will be deducted from any final monies owing to you, or you will otherwise reimburse the Company.
Where it is deemed that an unreasonable amount of personal calls/Internet usage has been made using the mobile phone, the Company reserves the right to deduct those costs through payroll. Excessive use, or a breach of this policy, may also result in disciplinary action.
Use of Company Transport
Company transport is allocated to certain members of staff to enable them to carry out their duties. The employee is the custodian of such transport, which remains the property of the company. As vehicles and their drivers represent the company, therefore the manner in which they are used or driven will affect the public image of the company.
At all times company transport procedures and company regulations as regards working hours and rest breaks must be followed. All vehicles must be maintained in a roadworthy condition. All drivers must have a full driving licence and are required to operate their vehicle in full legal compliance at all times. Failure to do so will result in the disciplinary procedure being invoked. Where a driving licence is a requirement of the post (as per your contract of employment), loss of your licence may lead to termination of your employment.
The following regulations will apply where company transport is provided:
Use of Transport
- Drivers should possess a full, clean driving licence and must notify the Company of any change in the status of the licence. Where a licence is cancelled suspended or lost due to ill health, the transport will be withdrawn and if we are unable to provide suitable alternative employment, this may lead to the termination of your employment. A Copy of your current licence must be produced every six months to the Organisation.
- Drivers will at all times observe all traffic regulations including speed limits
- Vehicles are not to be switched between staff unless prior approval is granted
- Unauthorised passengers are not permitted
- In the case of vans, one passenger only permitted
- Our vehicles may not be used for any type of motoring sport, including racing, rallying or pace making, whether on the public highway or on private land.
- A copy of the insurance cert must be in the vehicle at all times. It is also the drivers responsibility to ensure you have the vehicles tax insurance and NCT cert displayed and that they are in date.
Where company transport is used for private purposes, the following conditions apply:-
Company transport is not to be used for private purposes under any circumstances. Employees are required to return the company vehicle to the depot at the end of each day/week. Any person deviating from this policy will be subject to the disciplinary procedure.
Driving while Intoxicated
You are not permitted under any circumstances to operate or drive a Company vehicle, either during working hours or on personal time, under the influence of any intoxicant. Whether inside or outside working time you must abide by the Company rules of use for this Vehicle.
This is an express condition of your employment and if you are found to be in breach of the Company usage policy it will result in disciplinary action, up to and including dismissal.
There is a statutory ban on smoking in Company premises, including Company vehicles which must be observed at all times. Current legislation imposes a €3,000 fine on employers whose employees smoke in an enclosed work environment including Company vehicles. Breaches of the Company smoking policy will result in disciplinary action up to and including dismissal.
We cannot under any circumstances accept responsibility for parking or other fines incurred by you. The cost of these fines if not paid may be deducted from salary/pay.
Each driver will be responsible for carrying out the routine checks to the vehicle. These checks are to be carried out in conjunction with the completion of the Monthly Vehicle Report Form, which includes details of mileage and condition of vehicle. Motor Vehicle Report Forms must be submitted at the end of each month.
Defects should be brought to the attention of management on a regular basis. Where the defect is considered serious enough to render the vehicle unsafe or liable to further damage, it should be immediately brought to the attention of management and not used until a full inspection and/or repairs have been carried out.
Each driver must also ensure that the vehicle is kept in a clean and tidy condition, both inside and out. Stickers, flags etc other than those issued by the company, are not permitted.
Falsifying or interference with records/vehicle is a disciplinary offence that may result in summary dismissal following recourse to the Company’s disciplinary procedure.
As the vehicle has been allocated to you, it is your responsibility to keep it clean both internally and externally, and to ensure that the vehicle is regularly serviced in accordance with the requirements laid down by the manufacturer, and as specified in the maintenance book of the particular model of vehicle.
Any other maintenance or repair work or replacement of parts, including tyres, must be approved in advance by us.
In addition to keeping the vehicle regularly serviced, it is your responsibility to see that the oil and water levels, battery and brake fluid and tyre pressures are maintained and that the tread of all tyres conforms to the minimum legal requirements. If you notice that there is a defect on the vehicle you must inform management.
Unless contrary arrangements exist in writing between us, we will only reimburse you for fuel and oil used on our business. Fuel cards are supplied to Company vehicle users and fuel receipts must be submitted immediately to the office.
Custody of Vehicle and Equipment
In many cases, staff, carry in their vans expensive equipment and stock and they must take all reasonable steps to ensure its protection as follows:
- At all times, when unattended, the vehicle must be locked and alarmed
- Equipment should be properly stored and secured – ladders to be secured and locked when not in use
- Valuable items are not to be left in vans overnight or where there is a danger of theft
- Inventory to be carried out weekly. Any losses to be reported immediately
- Fire extinguisher and first aid kit to be regularly maintained
Theft of the vehicle or equipment should be reported to the Gardai immediately and management notified as soon as possible. The driver of the vehicle will be required to complete an Insurance report form immediately.
Personal items stored in the vehicle are stored at driver’s own risk.
When company transport is involved in a road accident, your manager should be notified immediately, once the immediate danger to any of the parties has recinded.
Drivers are instructed to co-operate fully with the relevant authorities, i.e. the Gardai, in establishing the facts which led up to an accident but should NOT admit liability as this is a matter for the insurers. The driver involved in an accident will be required to fill out an Accident Report Form on the day of the accident.
It is essential therefore to obtain the following details before leaving the scene of the accident:
- Date and time of accident
- Names and addresses of all parties involved and names of their insurance companies
- The name and number of the Garda/Gardai
- Advise the third party of the name of our insurance brokers
- Where possible, the name or names of injured parties
- To note time, conditions and exact location
- Names and addresses of witnesses
The driver should discuss with their manager arrangements for crash repairs and/or vehicle replacement.
Personal liability for damage to vehicles
Where any damage to one of our vehicles is due to your negligence or lack of care, we reserve the right to insist on your rectifying the damage at your own expense or paying the excess part of any claim on the insurers.
Repeated instances may result in the use of the vehicle being withdrawn and disciplinary action being taken.
GPS Trackers (if applicable)
All Company vans/trucks are to be inserted with GPS tracking devices. The Company will be monitoring information collected from the GPS devices and we reserve the right to use any evidence obtained in any disciplinary issue. Any tampering/deliberate vandalism/modification of any kind of our tracker devices is a serious offence and will be dealt with through the disciplinary process.
Where applicable for Haulage, Bus etc. Drivers
You may be required by law to ensure that your Tachograph records are correct at all times. Breach of these regulations may lead to disciplinary action.
Purpose of Policy
The purpose of this policy is to outline the procedure that will be followed in the event that short-time or lay-offs are required.
Scope of the Policy
This policy applies to all employees who are working under a contract of employment and are on the organisation’s payroll.
Short-time working is a temporary arrangement which may be necessary should the organisation experience a reduction in available work, for example due to a loss of contract/s, reduction in funding or business. In such circumstances, the organisation may need to implement short-time working. This involves the organisation either reducing an employee’s earnings to less than half the normal week’s earnings or reducing the number of hours an employee has to work to less than half the normal weekly hours on a temporary basis.
A lay-off is a temporary arrangement which may be required should the organisation experience a reduction in available work, for example due to a loss of contract/s or business. Should this occur, the organisation may need to implement lay-offs. This will involve the suspension of employment of an employee, or a number of employees, on a temporary basis.
Duration of Short-Time or Lay-Off
Short-time working and lay-offs are temporary arrangements and the organisation will endeavour to minimise the duration of these periods.
In the event of the need to introduce either short-time working or lay-offs, the organisation will notify, as soon as is reasonably practical, all relevant employees. The organisation will outline the reason for the lay-offs or short-time working and will also confirm the date from which it becomes effective. The organisation will adhere to all statutory requirements and will provide all relevant employees with the appropriate documentation. The organisation will endeavour to keep employees informed of developments relating to these reduced working arrangements and their possible duration.
Returning to Work following a period of Short-Time or Lay-off
In the event that the situation improves in the organisation and that the organisation requires you to resume full-time working, the organisation will notify you in writing, as soon as is reasonably practical, of the date and time you will resume normal working. Normal remuneration and benefits will return to what they were before the short-time/lay-off situation. Please note that you are expected to resume your full attendance within 7 working days of notification. Failure to do so will be considered a breach of organisation policy.
In the event that the situation does not improve the organisation may have to consider implementing redundancies.
Section 3 – Code of Conduct
Business Ethics and Protection
The company’s Code of Conduct forms part of the terms and conditions of employment of each and every employee. On appointment, each employee may be requested to sign and return a copy of this Code of Conduct.
The company requires all staff to display a primary duty of care to the company in respect of business ethics and to protect confidential business information to ensure our continued business success and growth. It is the policy of the company to consistently conduct its business with honesty and integrity and in compliance with all legal and ethical standards, together with established company policies. Each employee is also required to conform to a high standard of ethics in relation to business activities with both customers and suppliers.
The company is committed to policies and practices that provide equality of opportunity for all, protect the dignity of employees and promote respect for others at work. All employees are required to take personal and individual responsibility to comply with these policies and behave in a non-discriminatory way and not to participate in any acts of inappropriate behaviour, harassment or bullying. All employees must have due regard for the health and safety of themselves, their colleagues and the company’s workplace in general.
All employees are required to protect company confidential business information and not disclose it to other parties. You may not remove any documents or items belonging to the company or which contain any confidential information from the company’s premises at any time without proper advance authorisation.
Employees are not allowed to engage in or be connected with, any outside business or organisation which conflicts with the interests of the company. Employees must declare in writing any potential conflict of interest that might affect their impartiality in carrying out their duties. Subject to expressed written permission, employees may be entitled to pursue other business activities/financial interests outside normal working hours.
Employees must not accept gifts or favours from customers or suppliers which could compromise them.
All persons employed by the company have a duty to promptly report to his/her manager any evidence of any improper conduct or practice of which they are or become aware. (Improper conduct means any illegal, fraudulent, dishonest, negligent or otherwise unethical action arising in connection with the company’s business).
Any employee who discloses trade secrets or confidential business information whether while employed or after ceasing to be an employee, will be subject to disciplinary action (including possible discharge) and legal action, even if he/she does not actually benefit from the disclosed information.
The above includes, but is not limited to, the company’s electronic communications infrastructure. At all times employees must behave with honesty and integrity and respect the rights and privacy of others in relation to electronic communication and information. It is the responsibility of each employee who utilises electronic communications to safeguard company information assets by understanding and complying with all policies in this area. The company reserves the right to monitor all electronic communication and files.
Copyright in all writing, materials, processes, etc. created and produced by employees while employed by the company are vested in the company. It is a condition of employment that employees assign all rights of copyright, both current and future, to the company for the full period of the copyright, including extensions and renewals thereof.
Upon termination of employment, employees shall properly deliver up to the company all manuals, employee handbook, letters, notes, notebooks, reports and all other materials of a secret or confidential nature or under the control of employees. They remain at all times the property of the company.
Breaches of this Code of Conduct, other employee policies and procedures, and other company procedures will be regarded as a breach of discipline and will be dealt with in accordance with the company’s disciplinary code.
Whistleblowing Policy and Procedure
If you have information that suggests that there may be some wrongdoing or corruption in relation to some aspect of our business, you should make this known at a suitably senior level. You can raise a grievance through the company’s Grievance Procedure, but you may feel that if you are “whistleblowing” then your position may be made difficult. We have therefore provided a procedure for you to report serious concerns directly to Senior Management so that they can be resolved confidentially and effectively.
If you have information which leads you to believe that one of the following has occurred, you should raise the matter in writing with someone at a suitably senior level. If you feel uncomfortable doing so or feel this would make your position difficult you can use the email address firstname.lastname@example.org. This address goes directly to the CEO of the Company and remains highly confidential.
The issues of concern in relation to our organisation are likely to include but are not exclusively:
- A criminal offence has been, is being, or is likely to be committed
- An action jeopardising the integrity of the organisation is occurring or is likely to occur
- A person has failed, or is likely to fail, to comply with a legal obligation
- The health or safety of any individual has been, is being, or is likely to be endangered
- The working environment has been, is being, or is likely to be damaged
- You have information tending to show any of the above has been, is being, or is likely to be deliberately concealed
These matters are considered to be ‘confidential information’, so should not be discussed with, or disclosed to, other employees or individuals who do not work for us.
Social Networking and Electronic Communication Policy
All Company IT facilities and information resources remain the property of the Company and not of particular individuals. At all times employees must behave with honesty and integrity in relation to electronic communication and information. It is the responsibility of each employee who utilises electronic communications to safeguard company information assets by understanding and complying with all policies in this area. The company reserves the right to monitor all electronic communication and files.
Internet and Email
All staff have a responsibility to use the Internet in a professional, ethical and lawful manner. You must not mention the company name, or any employee of the company, on any personal social networking site.
Users must not use the Company’s Internet facilities to download, display, generate and/or pass on to others material whether in text, pictures or any other form, which would be regarded as offensive.
Users must not deliberately perform acts that waste computer resources. These acts include, but are not limited to, sending mass mailings or chain letters, spending excessive amounts of time on social media sites which include Facebook and twitter, failing to exit from websites, engaging in online chat groups, uploading or downloading large files, accessing streaming audio and/or video files, or otherwise creating unnecessary loads on network traffic associated with non-business-related uses of the Internet.
When publishing or transmitting information externally, you must be aware that you are representing the Company and could be seen as speaking on the Company’s behalf. Therefore, email messages must be appropriate and professional.
Email users must exercise caution with any external attachments received, as these attachments may contain a computer virus. Users must ensure that documents attached to emails are not copyright protected.
If any person receives an email, which they deem to be inappropriate, offensive or illegal, they must inform the relevant manager.
Mobile Computer Devices
All reasonable precautions must be taken to protect equipment against damage, loss and theft. The equipment must not be left unattended in any public place. Damage, loss or theft must be immediately reported to the IT Department. Data must be backed-up to the network on a regular basis and notebook users must ensure that the data on their notebook computers is adequately backed up.
Breaches of this policy, and behaviour on social media that may bring the company into disrepute, will be regarded as a disciplinary matter and will be dealt with in accordance with the company’s disciplinary code, which may result in disciplinary action up to and including dismissal.
Section 4 – Compensation and Benefits
All employees are paid fortnightly in arrears by cheque or credit transfer, as detailed in your contract of employment.
Each employee will be issued with a pay slip that itemises:
- How earnings for the period were calculated
- Compulsory deductions such as P.R.S.I., P.A.Y.E. etc
- Voluntary deductions where applicable e.g. pensions, social club etc
- Cumulative earnings and deductions for the tax year to date
The company is diligent in its efforts to consistently ensure the accuracy of employee pay. Any over-payment or under-payment must be immediately brought to the attention of the payroll administrator. Deductions for overpayments will be made from subsequent salary payments once discovered, according to a pre-defined schedule.
Pay rates are set in a manner to be internally equitable, externally competitive, and financially feasible for the company. We adopt a policy that recognises and encourages individuals to achieve high performance.
Personal Retirement Savings Account (PRSA)
WHERE NO COMPANY PENSION PLAN:
All employees have the option to join the PRSA scheme at any time during their employment. You will be allowed access to the company nominated PRSA provider, to consult in relation to your pension requirements. Full details of the scheme, including an explanatory booklet and payroll deduction authorisation form is available on request from the payroll administrator.
The company will make the requested deductions from your pay, and submit these to the PRSA provider. Each payslip will provide you with details of the deductions made.
Part-time working is an arrangement whereby a staff member may reduce their weekly working hours below the normal working hours in the organisation. Part-time working is recognised as an important work/life balance initiative that can enhance the employment experience of staff and thereby improve employee satisfaction, encourage better staff relations, and encourage staff members to better balance their work and non-work responsibilities. From the organisation’s point of view, part-time working can improve staff retention, encourage a flexible workforce and increase employee commitment to the organisation.
Any staff member who is interested in availing of part-time working is encouraged to follow the applications procedure by submitting a request directly to their line manager.
The employee should submit a written application for part-time working to their line manager or HR as appropriate. The application should detail the following:
- The reasons for which part-time work is sought
- Whether the request is for a temporary or permanent move to part-time working, and the proposed duration of any temporary request
- The proposed new working hours
- The proposed commencement date for part-time working
Considering the Request
The organisation has undertaken an assessment of the possibilities for part-time working in the organisation, and has identified criteria to be considered for every request made. The request will initially be considered against these criteria for suitability for part-time work taking account of the individual needs of the applicant and the business needs of the organisation.
A meeting will be arranged with the employee following this assessment, and within 10 days of receipt of the application, to discuss factors relevant to the application. At this meeting barriers to the arrangement (if any) will be discussed and possible ways to overcome these will be considered.
Decision and Response
A meeting will be arranged with the staff member within 10 working days of the meeting to consider the application, in order to communicate the organisations response to the application. All applications will be considered carefully, however part-time working may not be appropriate to every situation, therefore a staff member should be prepared to accept a refusal on reasonable grounds.
If the arrangement is approved, then practical arrangements will be discussed and an agreement put in place between the organisation and the employee.
If the application is refused, then the staff member will be told why their application was unsuccessful.
It may be appropriate to identity a pilot period during which the arrangements are tested out and then assessed against the needs of the individual and the organisation.
An employee who is dissatisfied with the outcome of their application for part-time working may appeal the decision, through the normal grievance procedure, within <<10>> working days of the organisation issuing its response.
Terms and Conditions for Part-Time Employees
The company is committed to the equal treatment of all employees and will therefore provide equal terms and conditions of employment to part-time employees, on a pro-rata basis, comparable with those offered to full-time employees.
A part-time employee will have his/her agreed contractual hours outlined in their contract of employment, and the following conditions will apply:
- Remuneration benefits will be pro-rated to those of an equivalent full-time employee, based on the number of contracted hours of a part-time employee. Employees who work less than 20% of the normal full-time hours will not be eligible to join the pension scheme
- Salary increases will be administered similar to full-time employees, on a pro-rated basis
- Part-time employees will have their annual leave entitlement calculated under the company’s holiday policy, on a pro rata basis
- Part-time employees who work a minimum of 40 hours during the 5 weeks preceding a public holiday will qualify for public holiday benefit. Where the employee’s normal weekly hours require them to work on the day in which the public holiday falls, they will receive a normal day’s pay. Part-time employees who are not due to work on the public holiday are entitled to the benefit of 1/5th of their normal weekly pay, or the equivalent in time off, to be agreed with their manager
- Part-time employees will have full access to relevant training and development programmes. Training and development requirements will be assessed in the normal manner
IF BENEFITS APPLY:
- Sick pay benefit will be paid on a pro-rate basis to part-time employees. Sick pay will only be paid for periods when the part-time employee would otherwise be on duty
- The company’s maternity benefit scheme will also be provided on a pro-rata basis based on the normal weekly pay of the part-time employee
- Part-time employees will be entitled to the company’s life assurance and long term illness scheme, based on their actual rate of pay
- Part-time employees will be entitled to benefit from the company’s medical health insurance scheme
The company will provide information on the availability of full-time and part-time positions which may enable employees to transfer from full-time to part-time work and vice versa.
Requests to return to full-time work will be accommodated where possible. However there is no automatic right to return to full time employment. If a part-time employee wishes to return to full-time employment, they must do so by applying for any other full-time positions advertised internally by the usual process or otherwise by request using the applications procedure above.
At all times, the company reserves the right to revert the position to full-time where it deems fit, i.e., the arrangement no longer meets the business needs.one months notice will be given to the employees.
Time in Lieu
Time in Lieu is designed to provide the company with the resource flexibility to meet changing demands on the business.
Only employees whose contract of employment deems them eligible for time in lieu will receive this benefit.
This policy outlines how employees may receive time in lieu where excessive hours are worked on an ongoing basis. It is the responsibility of the employee’s manager to monitor and discuss time worked and time in lieu with the employee concerned.
All time in lieu must have prior approval of, and be verified by, your manager.
The manager will discuss the work situation with the employee to ascertain that there is a real business need to work the additional hours.
Where there is a real business need, the manager should allocate the appropriate number of hours to time in lieu to the employee.
Eligibility for Time in Lieu
Where an employee is specifically asked to attend work over a weekend, the employee should be compensated for time in lieu on an hour for hour basis. Weekend work should only be required in exceptional circumstances.
Overtime is designed to provide the company with the resource flexibility to meet changing demands on the business. All employees will be expected to work reasonable overtime as required by the company.
Overtime payments apply when more than 39 hours are worked in any one week. All overtime must have prior approval of, and be verified by, your manager.
Overtime will be paid at the following rates:
Overtime at beginning/end of working day
Time and a half
All overtime worked on a Saturday
Time and a half
All overtime worked on Sundays & Public Holidays
Managers must submit details of overtime hours worked to the payroll administrator on a weekly basis to ensure prompt payment is made.
For employees not eligible for overtime, it is a condition of employment that at times demands will be made on employees outside of normal working hours. Employees’ co-operation is expected in this regard. It is company policy not to pay for such overtime as this is reflected in the normal rate of pay. However where exceptional excessive hours are required, the company will endeavour to provide some form of discretionary compensation / time off in lieu.
On Call Policy
The purpose of this policy is to provide a system, instructions and assign responsibilities for employees that hold a role that may require them to be on call.
The below outlines the process that will be followed when a role is on-call:
- A schedule will be implemented to identify who in the team is on call each week.
- It is each employee’s responsibility to check the schedule regularly to identify when they are on call.
- The schedule will identify a Primary and Secondary person on call.
- Primary on call – must be available for the scheduled time to answer on call phone and respond to issue within 20 minutes.
- Secondary on call – in the event that the Primary has not answered the phone, the Secondary will be contacted. The Secondary must also be available for the scheduled time to answer on call phone and respond to issue within 20 minutes.
- Any changes to the on-call schedule must be approved in advance by the scheduling manager
- Employees on-call will be provided with a mobile phone for business use only. Phones will be provided for each department, and will have to be handed over to whoever is on-call. It is the employee who is on-call that has the responsibility to ensure that they receive the mobile phone.
- If certified sick while on call – Secondary will be notified of same and they will be identified as Primary for the period. In this event, the employee that is certified sick will not receive an on-call payment and is required to follow the sick leave policy.
- It is imperative that those on call are in a position/location that they are available immediately to take the call and they are on-line addressing the issue within 20 minutes. Therefore it is imperative that whilst on call both Primary & Secondary are not under the influence of drugs/alcohol during this period. The company’s drugs and alcohol policy will apply to all on call employees.
- In accordance with the Organisation of Working Time Act, 1997, all employees are entitled to 11 consecutive hours rest in each 24 hour period. There is also an entitlement to 24 hours consecutive rest per 7 days, which is preceded by a daily rest period of 11 hours (35 hours in total). The weekly rest period of 24 hours may be calculated over 14 days in which case an employee is entitled to 48 hours rest immediately preceded by 11 hours daily rest (59 hours in total).
- There may however be occasions when these rest periods are not possible. In these circumstances rest may be postponed and compensatory rest will be made available to the employee as soon as is reasonably possible.
- In the event of a rest period being missed, a Compensatory Rest Form is to be completed by the employee, and submitted to the relevant Manager. The Manager will then sign the form and submit it to your manager. The Compensatory Rest Forms are available for your line manager or can be found on the intranet site located at (HR Forms).
- The on-call policy will be reviewed periodically to ascertain its effectiveness. On-call rates may be increased or reduced depending on the frequency of call-outs, etc.
- The organisation retains the right to remove the on call process at any time.
On Call payment to be implemented from ____________.
- On Call payment
- Monday-Friday = ____ Euro per day
- Saturday – Sunday = ____ Euro per day
- Monday-Friday = ____ Euro per day
- Saturday – Sunday = ____ Euro per day
- If an employee that is ‘on-call’ is required to go on-site they will be paid an hourly rate for the duration. ( Travel time is not included as part of on-site hours)
- Time Sheets must be completed and submitted to payroll by close of business on << Insert Date>>.
- Payments made in line with the on call policy will not be used to calculate reckonable pay should a redundancy situation arise.
- Any abuse of the on call system will be dealt with through the disciplinary process.
Annual salary reviews are carried out in January each year. Your salary will be reviewed in line with your individual contribution to the company and the company’s overall performance.
However the capacity to pay any salary increase is dependent on the profitability of the company, and is at management’s discretion each year. Under no circumstances will the company pay salary increases if it is losing money in that year.
Salary rates are paid in line with the salary scale for your grade. These scales are incremental but progression is not automatic and is based on merit. Increments are awarded on the recommendation of your manager based on a review of performance, until the maximum of the scale is reached. Salary scales are adjusted in line with approved wage agreements/rate of inflation on an annual basis.
Applications for promotion are open to all employees in relation to all advertised vacancies. It is the organisation’s policy where possible to promote staff who meet the experience, education and other requirements of the post. Employees are encouraged to prepare for advancement opportunities through training and development. Length of service does not automatically confer the right to promotion, but is due consideration is given to experience and expertise when promotion is in question.
Family Friendly Workplace Commitment
The company aims to be a family-friendly workplace, and will consider a number of family-friendly practices to assist in achieving this goal. Family-friendly practices are designed to help employees combine employment with their family life, caring responsibilities and personal and social life outside the workplace. Our practices include those relating to statutory entitlements such as maternity leave, adoptive leave, force majeure leave as well as other, non-statutory measures, such as flexi-time and part-time working arrangements.
Under a job sharing arrangement, two people voluntarily share the responsibilities of one job equally, dividing the pay, holidays and other benefits between them according to the number of hours worked. The benefits paid to an employee in a job sharing position will at all times be on a pro-rata basis to the pay and benefits of the equivalent full time job. The company will decide which positions are suitable for job sharing and such decisions will be final.
- Employees who wish to share a job and feel that their position could be filled by job sharing should make a written application to their manager, who will discuss their request with the Managing Director
- Based on a 39 hour week, the standard working week will be 18.5 hours and all compensation and benefits will be pro-rata to 50% of the basic annual salary and benefits package.
- Job sharing partners will be required to cover each other’s absence due to illness. This will come into effect on the second day of the absence
- Annual leave entitlement for job sharers will be the same as that applying to full time employees on a pro rata basis. Job sharing partners will be required to cover each other’s absence due to annual leave
- Statutory public holiday benefit will be paid on a pro-rata basis (i.e. each job sharer will receive payment or time off equivalent to half of each public holiday)
IF BENEFITS APPLY:
- Sick pay will be paid on a pro-rata basis. Sick pay will only be paid for periods when the job-sharer would otherwise be on duty
Return to full-time status
Requests for return to full-time work will be accommodated where possible. However there is no automatic right to return to full time employment. If a job sharer wishes to return to full-time employment, they must do so by applying for any other full-time positions advertised internally by the usual process. Their position will then be advertised or, in certain cases, the sharers may find a suitable replacement.
If one job sharer leaves the company a replacement will be sought as in the above case. If no suitable replacement is found, the remaining sharer may be considered for a part-time role or offered a full-time position, as deemed appropriate by the company.
At all times, the company reserves the right to revert the position to full-time where it deems fit, i.e., the arrangement no longer meets the business needs. Three months’ notice will be given to the employees.
Term Time Working
Term-time working is an arrangement that allows employees to work only during the school term and to be absent during school holidays. Term-time working will only be available in jobs that can be satisfactorily performed within term-time hours. Term-time working is unlikely to be suitable for all positions, and approval of each request is at the sole discretion of management. Where the company is unable to facilitate term-time working for a position, a reasonable justification will be provided to the employee.
When a term-time working arrangement is approved, its operation will be reviewed after six months, and thereafter on an annual basis, to ensure that organisational effectiveness is not hindered, it still meets the employee’s need, and to determine if the arrangement will be allowed to continue. The company retain the right to request the employee to return to full time working with 3 months notice, should business requirements dictate it.
Any employee approved for term time working will have their terms and conditions outlined in a revised contract of employment:
- The terms and conditions of employment will state the number of hours to be worked each week and the number of weeks to be worked during the year
- Employees will be paid on the basis of 12 equal monthly / 52 equal weekly payments
- Where applicable, as stated in the contract of employment, term-time employees become eligible for overtime payments once they have worked more than the normal weekly full-time hours
- Annual leave will be provided on a pro rata basis, based on the number of hours worked per year. Employees will retain their entitlement to public holiday benefit provided they have not been continuously absent for the previous 13 weeks
- Term-time staff will have the same access to training, development, and career opportunities as full-time and part-time employees
In the context of this policy, e-working / tele-working refers to time spent working away from the organisation’s premises. At present, it is not intended that e-working / tele-working will be a full-time arrangement, but employees may be given the option to work part of the working week or working day at home, or another location as agreed with their manager.
Any manager/employee considering a home working arrangement must discuss the proposition with their line manager and those likely to be affected. The employee and their manager will assess the suitability of the requested arrangement, taking account of the position held, the business demands, and the individual employee requesting the new arrangement.
The final decision on whether or not to allow e-working / tele-working is at the discretion of the company and rests with the Managing Director. Employees must be aware that the needs of the organisation and the service it provides will be the determining factor in any decision. The Managing Director must be satisfied with the arrangements agreed between the individual employee and his/her line manager.
Such arrangements must allow for measurable targets to be set, and for regular feedback on performance. Employees must agree the hours they will work away from the workplace, and how they will maintain contact with the company. There will be a 3-month trial period to evaluate and review the home working arrangements. This will include a review of performance against pre-set agreed targets. All e-working / tele-working arrangements will be regularly reviewed and if there is a negative impact on performance or business needs, or the arrangement no longer meets the needs of the employee, it will be terminated by the company. Prior to the commencement of e-working / tele-working, a formal agreement will be made on the following:
- The hours to be worked away from the workplace will be formally agreed to allow specific, measurable targets to be set and regular feedback on performance
- Communications arrangements will be agreed before any e-working / tele-working arrangement can be approved. This will cover how the employee will be contacted during agreed working hours while away from the business premises, as well as the communication processes on the employee’s return
- The resources required will be identified, such as computer, phone, internet connection, and the extent of the company’s commitment in covering these costs will be agreed
- A Health and Safety assessment will be carried out to ensure that the employee will be working in adequate conditions in relation to their health, safety and welfare while working
- All security and confidentiality rules, policies and procedures, will continue to apply, and any breaches will be dealt with under the disciplinary procedure
It is the responsibility of the employee to consult their insurance company where appropriate to ensure that they meet any contractual requirements. Failure to inform domestic insurers may result in insurance cover being rendered invalid.
The normal policy regarding holidays and sick leave will apply, including the procedure relating to the reporting of sickness absence.
If you have any reason to believe that any confidential information is lost, altered or has been accessed by any unauthorised person, you must report this to your Manager without delay.
Laptops, USB keys, smart phones and other forms of portable device are especially vulnerable to theft and accidental loss. If it is essential to store personal data on a portable device, these devices should be encrypted.
The following guidelines should be observed where possible:
- When travelling keep the computer with you at all times. This means declaring a laptop as hand luggage at airports.
- If left on the Company premises, the computer should be powered off and stored in a secure cabinet or locked offices when not in use.
- Do not leave laptop computers unattended in relatively insecure locations, such as the back of a car.
- Do not display sensitive information in a public place where the screen could be viewed by others, such as on trains or in airports.
- Diskettes/USB keys or other media holding sensitive information should not be held with the computer. Do not hold sensitive information on the hard disk unless it is encrypted to a standard agreed with the IT Helpdesk.
- Use a carrying case to reduce the risk of accidental damage.
- Observe any procedures outlined when you were provided with the computer e.g. use of the power-on password.
- If the computer is used for remote access, do not use log-in scripts which contain passwords or other information of use to potential hackers.
- Ensure that backups are taken regularly.
- Theft of a laptop must be reported immediately to the Company. This needs to be done as soon as possible in order to minimise security risks such as unauthorised remote access to the network.
- Those in possession of non-encrypted laptops should take particular care with the nature of data stored on their devices so as not to present a risk.
Professional Association Membership Fees
The company recognises that membership of professional associations can be of great benefit to both the employee and the company. In line with the company’s philosophy of encouraging personal development, the company will pay annual fees for employees to maintain membership in relevant recognised professional associations. In return employees will be expected to participate in professional development activities.
The company will pay the annual membership fee for one (1) professional association or organisation per employee where the membership directly compliments the employee’s areas of responsibility and is supportive of the employee’s professional skills.
Requests for membership payment should be made through your manager. The request must be accompanied by the membership application or renewal form from the association or organisation. The company will pay the membership fee directly in order to avoid having to deem the expense a taxable benefit to the employee.
Educational Assistance Policy
The purpose of this policy is to promote the continued development and further education of employees as a means to achieve the company’s objectives and to meet individual career needs. Opportunities to update professional knowledge and to acquire technical and professional qualifications will be afforded where these are relevant to the job and the organisation. The educational assistance programme is available to employees who have successfully completed one year’s service.
Employees are encouraged to pursue self development and to undertake private study, provided the courses are relevant to the individual’s work or the activities of the organisation, and it does not interfere with the daily work of the individual.
Employees must apply in writing for support under the Educational Assistance Policy. The company will evaluate the request and will decide to fund, part-fund, as appropriate, depending on the relevance to the individual’s job and the company. Financial assistance for tuition may be available, repeat years excluded. This decision is at the discretion of the company. You may be reimbursed for:
- Student registration fee and/or
- Examination fee and/or
- Lecture/course fee and/or
- Correspondence course fee
On approval the company may pay fees for relevant course in advance. In this instance you will be requested to sanction the deduction of the gross amount of the fees covered on a monthly basis over the academic year. This will be illustrated on your pay slip through payroll. On successful completion of your exams and production of the relevant documentation, you will be reimbursed all monies agreed.
Following completion of the programme, employees must remain with the company for an agreed period, normally 2 years. Should an employee leave the company we will seek to recoup the cost against a repayment schedule.
Employees who avail benefit under the Educational Assistance policy may also be entitled to examination and study leave – see policies on leave.
TaxSaver Commuter Tickets
The company offers each employee the opportunity to avail of the TaxSaver Commuter Tickets scheme. The employee chooses the TaxSaver Commuter Ticket which best suits their needs. This covers monthly and annual tickets for rail and/or bus services, but weekly travel passes, ten journey tickets etc. are not eligible. The company purchases the required ticket for the employee.
A CIE Photo Identity Card is required when using monthly or annual tickets. You are responsible to get your own Photo ID, which is available to personal callers to Dublin Bus, 59 Upper O’Connell Street, Dublin 1, or Iarnrod Eireann, 35 Lower Abbey Street, Dublin 1.
Please contact the payroll administrator to get an application form. Once an application is accepted, it can only be cancelled after 12 months, though details of the ticket requirement may be changed more frequently.
This benefit is in the form of a salary sacrifice in favour of bus and rail commuter tickets.
Provision of Bicycles
The Company offers each employee the opportunity to avail of a Benefit-in-Kind Tax Exemption where an employee is provided with a bicycle or bicycle safety equipment by the organisation.
The criteria underpinning the scheme are as follows:
- There is a limit of €1,000 on the cost of the bicycle/safety equipment
- The exemption can be availed of once in any 5-year period
- The bicycle/safety equipment must be used by the employee mainly for journeys between the employee’s home and normal place of work (including between home and train/bus station), or between his/her normal place of work and another place of work. The employee must provide a signed statement confirming that the bicycle is for his/her own use and will be used mainly for qualifying journeys
- There is no minimum threshold for the number of days the bicycle should be used. However, the bicycle must be used mainly for qualifying journeys
- The exemption will cover pedal bicycles, tricycles, pedelecs (i.e. an electrically-assisted bicycle). It will not cover motorbikes, scooters or mopeds
- The following safety equipment is covered by the exemption:
- Cycle helmets (conforming to EU Standards)
- Bells and bulb horns
- Mirrors and mudguards
- Cycle clips and dress guards
- Panniers, luggage carriers and straps to allow luggage to be safely carried
- Locks and chains for securing bicycle
- Pumps, puncture repair kits, cycle tool kits, tyre sealant
- Reflective clothing, white front reflectors, spoke reflectors
The company will purchase the bicycle/safety equipment and a salary sacrifice arrangement will be put in place for the employee whereby the employee will forgo part of his/her salary to cover the costs. The employee will not be liable for tax, PRSI or levies on the salary forgone. The salary sacrifice arrangement must be completed within 12 months of the provision of the bicycle/safety equipment.
Section 5 – Leave of Absence
Force Majeure Leave
The company will grant short-term paid leave to cover employees in times of an emergency due to illness or accident to an immediate family member and where the presence of the employee is required.
This force majeure leave is available in the event of the illness or injury to a partner, husband, wife, a parent or grandparent, brother or sister or a person to whom the employee is parent, adoptive parent or is in loco parentis. This includes a person in a position of domestic dependency, including same-sex partners.
The maximum entitlement under force majeure leave is 3 days paid leave per year, subject to an overall maximum of 5 days paid leave in 3 years. Where an employee has to leave work during the day, regardless of the time of the day, it will be counted as a full day of force majeure leave and the employee must inform their manager prior to departure.
In the event that the employee must be absent due to an illness or injury of a defined relative he/she must contact his/her manager within 1 hour of normal start time on the first day of absence.
On returning to work the employee must immediately provide their manager with a written report stating the dates of leave and a full explanation of why force majeure is being applied for. In order to be entitled to a period of force majeure leave the situation must be urgent, immediate and the employee’s presence must be indispensable. The manager will consider the application, in consultation with their manager, and the employee will be notified in writing as to whether the period of force majeure leave is approved. Please note that advance notice of a situation will not constitute an entitlement to force majeure leave, for example, to attend a doctor’s appointment.
Employees found abusing their entitlement to force majeure leave will be subject to the disciplinary procedure.
The company facilitates employees to fulfil their civic responsibilities by serving jury duty when required. Paid leave of absence is granted where an employee is called for jury service.
Employees must show the jury duty summons to their manager as soon as it is received, so that arrangements can be made to accommodate for the absence. They must also produce a Certificate of Attendance for each day of absence from work. Certificates of Attendance can be procured from the Clerk of the Court covering the period of jury service. While serving, if excused for a part of the day (four hours or more) the employee must report for work. If the employee is released from jury service he/she is expected to return to work immediately.
An employee may apply to the County Registrar to be excused from jury service, and should provide reasonable evidence of the grounds for their exemption e.g. medical certificate, business purposes. In the event of exceptional business circumstances or immediate operational requirements, the company may corroborate an employee’s application to be excused.
The company must be notified of any payments towards loss of earnings received in respect of jury service from the State. These will be deducted from the employee’s earnings.
Any female employee expecting a baby is entitled to a continuous period of maternity leave around the time of birth of the child. The employee is entitled to 26 weeks maternity leave as of 1st March 2007. The employee will maintain all of her employee rights, other than remuneration, during the 26-week period, including the entitlement to annual leave and public holidays.
Once the pregnancy is confirmed the employee is required to advise the company in writing as soon as possible and at least 4 weeks before the commencement of her maternity leave. This notice must be accompanied by a Doctor’s Certificate stating the expected date of birth. Of the 26-week period, at least 2 weeks must be taken before the expected date of birth, and at least 4 weeks after the birth.
The employee may also choose to take additional maternity leave at the end of the 26-week period, if she so wishes. The employee is entitled to up to 16 weeks additional maternity leave as of 1st March 2007. The employee should apply in writing for this leave at least 4 weeks before the approved maternity leave expires or before she goes on maternity leave. The employee will maintain all of her employee rights, other than remuneration, during the additional maternity leave, including the entitlement to annual leave and public holidays.
Employees must provide the company with at least 4 weeks notice of the employee’s intention to return to work and planned date of return. When maternity leave ends, the employee will be entitled to return to her usual job so far as it is reasonably practical. However, if this is not possible the employee will be offered suitable alternative work.
An employee who is on maternity leave is normally entitled to payment from the Department of Social Protection for the 26 weeks maternity leave, depending on meeting certain PRSI eligibility criteria. Social Welfare benefits are not payable during the optional additional 16 weeks maternity leave.
In the event of the death of the mother of the newborn child during maternity leave, the father will be entitled to avail of leave. The duration of such leave depends on when the death of the mother occurred.
Antenatal and Postnatal Care
An employee, who is pregnant, has recently given birth or who is breastfeeding, will not be placed in any job that is a risk to her health and safety or that of her child. If such a risk does exist then the company will remove the risk, re-assign the employee to other suitable employment or place the employee on health and safety leave, which will be paid for the first 21 days. Thereafter the employee will receive benefit from the Department of Social Protection.
Maternity leave entitlement does not apply in the case of a miscarriage before 24 weeks of pregnancy.
Postponement of Leave in the Event of the Hospitalisation of the Child
If the child falls ill and is hospitalised, and the employee has availed of at least 14 weeks maternity leave with not less than 4 of those weeks being after the week of the birth, then she may apply to have the remaining maternity leave, and up to 16 weeks additional maternity leave, postponed until the child is released from hospital. The decision to allow this postponement lies entirely at the discretion of the company.
The employee should request this postponement in writing directly to their manager as soon as possible, with a letter confirming the hospitalisation of the child. The company will respond to requests as soon as is reasonably practicable.
Where the postponement is granted, the employee will return to work on an agreed date. The maximum period of postponement of leave is six months from the date of postponement. The employee must provide a letter or appropriate document from the hospital or the child’s GP confirming the date that the child was discharged from hospital, before resuming leave. Resumed leave must commence within seven days of the child’s discharge from hospital.
Employee Absence Due to Sickness during Period of Postponement
If the employee should fall ill during a period of postponement, and subsequently is absent from work, she will be deemed to have resumed maternity leave from the first day of absence. If the employee prefers to avail of sick leave, she must write to her manager and confirm this. Please note that if an employee opts to transfer to sick leave, she forfeits her right to any remaining maternity leave entitlements.
Termination of Additional Maternity Leave
Should the employee fall ill during the additional maternity leave, or if she has indicated that she has the intention to avail of additional maternity leave and then falls ill, the employee may apply to her manager to commence sick leave instead of taking the remaining additional maternity leave.
IMPORTANT: When this kind of request is made, and granted, you forfeit your right to the remaining additional leave. In such circumstances, the sick leave will be treated in the same manner as any other absence on sick leave, and normal sick leave reporting arrangements will apply. The decision to offer this termination of additional maternity leave lies entirely at the discretion of the company.
An employee who is breastfeeding will be entitled to work breaks or a reduction in working hours equivalent to one (1) hour per day for the purposes of breastfeeding Where suitable facilities are available in the workplace, this benefit will be through rest breaks, otherwise the employee can avail of a reduction in working hours. For the purposes of the 2004 Act “breastfeeding” means breastfeeding a child or expressing breast milk and feeding it to a child immediately or storing it for the purposes of feeding it to a child at a later time.
This entitlement may be availed of for up to 26 weeks after the date of birth of the child. Breastfeeding breaks or a reduction of hours will comprise of one 60 minute period, two 30 minute periods, or three 20 minute periods as agreed with your manager. Part time employees will be entitled to a pro-rata benefit to that provided to full-time employees.
To avail of this benefit, the employee must inform their manager of the intention to avail of this work break / reduction in hours when advising the company that she will be returning to work, i.e. not later than four weeks before the intended return to work date. The employee should include a copy of the child’s birth certificate with such an application. The employee will remain on full pay during the period of breaks or when hours are reduced for breastfeeding purposes.
The company will provide time off to employees who have adopted a child. From 1st March 2007, adopting mothers and sole male adopters are entitled to 24 weeks adoptive leave from the date of placement and up to an additional 16 weeks leave at the end of this 24 week period. The arrangements and notification periods for adoptive leave are the same as for maternity leave (see above).
An adopting mother or sole male adopter must notify the company, in writing, of his/her intention to take adoptive leave no later than 4 weeks before the expected date of placement. The company will require a certificate of placement, or a declaration of eligibility and suitability, as soon as is reasonably practicable. In foreign adoption cases, some of the additional adoptive leave may be taken before the placement of the child. In such cases, the employee must notify the company in writing 4 weeks before the leave is due to begin.
An employee will maintain all of his/her employee rights, other than remuneration, during the 24-week adoptive leave period and during the additional adoptive leave of up to 16 weeks, including the entitlement to annual leave and public holidays. An employee who is on adoptive leave is normally entitled to payment from the Department of Social Protection, depending on meeting certain eligibility criteria.
Before adoptive leave ends, the employee must provide 4 weeks notice of the intended date of return, and will be entitled to return to his/her usual job so far as reasonably practicable. However, if this is not possible, the employee will be offered suitable alternative work. If the placement of an adopted child is terminated after a period of less than 24 weeks, the employee must notify their manager within 7 days. A date of return to work will be notified to the employee, not later than the date of return after the period of adoptive leave or additional leave.
Pre-adoption classes and meetings
An employee is entitled to paid leave for pre-adoption classes or meetings which the employee is obliged to attend. This leave will be granted subject to the employee giving the company two weeks notice in writing, of the times and location of the classes and/or meetings. This written notification should be accompanied by an appointment card from the relevant body running the classes. These requirements may be waived in special circumstances where the failure to provide notification is not due to an employee’s neglect.
Termination of Additional Adoptive Leave
Should the employee fall ill during the additional adoptive leave, or if he/she has indicated that he/she has the intention to avail of additional adoptive leave and then falls ill, the employee may apply to their manager to commence sick leave instead of taking all or the remaining additional adoptive leave.
IMPORTANT: When this kind of request is made, and granted, you forfeit your right to the remaining additional leave. In such circumstances, the sick leave will be treated in the same manner as any other absence on sick leave, and normal sick leave reporting arrangements will apply. The decision to offer this termination of additional adoptive leave lies entirely at the discretion of the company.
Postponement of Leave in the Event of the Hospitalisation of the Child
If the child falls ill and is hospitalised then the employee may apply to have the adoptive leave or additional adoptive leave postponed until the child is released from hospital. The decision to allow this postponement lies entirely at the discretion of the company.
The employee should request this postponement in writing directly to their manager as soon as possible, with a letter confirming the hospitalisation of the child. The company will respond to requests as soon as is reasonably practicable.
Where the postponement is granted, the employee will return to work on an agreed date. The maximum period of postponement of leave is six months from the date of postponement. The employee must provide a letter or appropriate document from the hospital or the child’s GP confirming the date that the child was discharged from hospital, before resuming leave. Resumed leave must commence within seven days of the child’s discharge from hospital, or by agreement.
Employee Absence Due to Sickness during Period of Postponement
If the employee should fall ill during a period of postponement, and subsequently be absent from work, she will be deemed to have resumed adoptive leave from the first day of absence, unless she confirms in writing that this is not her wish. If the employee prefers to avail of sick leave, she must write to her manager and confirm this. Please note that if an employee opts to transfer to sick leave, she forfeits her right to any remaining adoptive leave entitlements.
The company will provide parental leave to facilitate parents who require periods of short-term unpaid leave to take care of a child under 8 years of age, or older in specific circumstances.
Any full-time employee, who is a natural or adoptive parent, or in loco parentis, and has completed one year’s continuous service, is entitled to 14 weeks unpaid leave per child, to enable him/her to take care of his/her child. All parents of children under eight years of age are eligible, as are parents of a disabled child under 16 years, and there is an extension if a child under 8 is adopted and is within 2 years of an adoption order.
The 14-week entitlement may be taken continuously or broken down into periods of a minimum of 6 weeks (optional on broken down into days, weeks or months), and each application will be dealt with on an individual basis. Part-time employees have a pro-rata entitlement, based on the number of hours worked.
Where an employee has less than 1 year’s service and more than 3 months continuous service, and the child is about to go beyond the specified age limit, the parental leave entitlement is one week’s unpaid leave for each month of continuous employment. Any period of probation, training or apprenticeship will be suspended while an employee is on parental leave, and will be completed on the employee’s return.
All employment rights will be protected while on parental leave other than the right to remuneration. Annual leave and public holiday entitlements accrue while an employee is on parental leave. There is no Social Welfare support during periods of parental leave but an employee can apply for PRSI credits for any period of parental leave. Should an employee fall ill while on parental leave and be unable to care for their child, they need to contact their manager. For all periods of medically certified sick leave, the employee may transfer to the company sick-pay scheme, and resume their parental leave when fit to take care of their child. Normal sick leave notification procedures apply.
Applying for Parental Leave
The company will consider applications for, but cannot guarantee agreement to, the transfer of parental leave entitlements from one parent to another should both be employed here. An employee must inform the company in writing of their intention to take parental leave, not less than six weeks prior to the planned commencement of the leave, and attach a copy of the child’s birth certificate. A Confirmation Document of Parental Leave will be issued for signing not less than 4 weeks before commencement of the parental leave. An employee may revoke their notice to parental leave prior to signing the Confirmation Document. A signed copy will be given to the employee and put on his/her file.
The company has the right to postpone the granting of parental leave for up to six months, if granting it at a certain time would have an adverse impact on the business. In such cases, the company will consult with the employee so that a mutual alternative can be reached within 6 months, and should the child reach the age limit, this will not prevent the parent taking the leave at the future date.
Return to Work
At the end of the period of parental leave, the employee is entitled to return to their normal job under the same terms and conditions. If this is not feasible, suitable alternative employment will be provided.
Abuse of Parental Leave
If, at any stage, the company suspects that parental leave is not being taken for the reason stated, written notification will be sent to the employee outlining the company’s concerns and requesting a reply within 7 days. The company retains the right to terminate the parental leave if the employee is found to be in breach of the policy and the disciplinary procedure will apply.
Carer’s leave allows employees to take temporary unpaid leave from employment for the purpose of providing full-time care and attention to a person requiring it. Employees with 1 year’s continuous service may be entitled to leave from employment to care for a relevant person for a period of up to 104 weeks. Under this policy, the company retains the right to refuse requests for periods of less than 13 weeks and in such circumstances will provide the employee with an explanation.
The company will require receipt of a written decision from a Deciding Officer of the Department of Social Protection before approving a period of carer’s leave. This written decision must deem the person for whom the employee has applied for carer’s leave, to be a relevant person in need of full-time care and attention.
The employee must provide the company with a minimum of 6 weeks notice when requesting a period of carer’s leave (this may be waived in exceptional/emergency circumstances). The company will prepare a confirmation document, which must be signed by the employee, ideally 2 weeks before the commencement date.
All employment rights are protected while an employee is on carer’s leave, except the right to remuneration. An employee maintains the right to annual leave and public holidays’ entitlements solely for the first 13 weeks from the date of commencement of carer’s leave.
Return to Work
Employees should inform the company four weeks before the end of the carer’s leave that they intend to return to employment on the due back date. The company will facilitate employees to return to their normal job as far as is reasonably practical.
Absence Management and Sick Leave
It is a condition of employment with the company that all employees satisfy their obligation under their contract of employment to attend work. Consistent regular attendance at work is required, and all employees will be held accountable for such.
Reporting of Absences
If employees are unable to report for work due to illness they should personally notify their manager preferably before, but not more than one hour after, the scheduled start of the working day, and indicate the reason for and likely duration of their absence. In situations where the manager is not available they should speak to their manager’s manager. In the case of an ongoing illness in excess of one week, the employee must telephone his/her manager within one hour of their normal start time on the first day of each week in which he/she is absent, advising that the absence is continuing and their likely return date.
Requirement for Medical Certification
Each employee must produce a medical certificate for periods of sick leave of more than 2 days, stating the nature of the illness, and subsequent certificates are required to be sent at weekly intervals thereafter.
Return to Work
Employees have a responsibility to ensure their return to work at the earliest date possible commensurate with good health and safety. Before returning to work from a sick leave absence of three days or more, an employee may be required to provide a certificate of Fitness to Work from their medical practitioner, confirming that he or she can safely return to work.
On return to work after an absence, you must report directly to your manager at the start of that working day. Managers will meet with each employee on their return to further understand the nature of the absence, its implications and update the employee on their job priorities.
The company reserves the right to have staff members examined by its own Medical Advisor at the company’s expense.
Illness during Annual Leave
When a period of medically certified illness occurs during an employee’s annual leave, this period will not be deemed to be part of his/her annual leave. The manager must be notified immediately and production of a medical certificate is required.
A medical doctor’s certificate will be required for any period of sick leave during an authorised absence from work.
Failure to Follow Sick Leave Procedures
Where an individual fails to comply with the sick leave procedures or has an unsatisfactory absence record, he/she will be invited to a meeting with their manager. Where abuses of the sick leave policy have been committed, the company reserves the right to initiate disciplinary proceedings, up to and including dismissal.
Replace With Company Sick Pay Scheme If Relevant
The company does not pay employees during absence due to illness. However the employee may be entitled to payment of Sickness Benefit from the Department of Social Protection (dependant on meeting certain PRSI conditions). Sickness Benefit is normally paid from the 4th day of the claim, which is made directly at a local Social Welfare office by the employee within 7 days of becoming ill.
The company reserves the right to request that an employee attend the company’s Medical Advisor in the event that there is a question over the employee’s fitness to work at any stage throughout the employee’s employment with the company.
With regard to personal appointments, wherever possible routine doctor, hospital, dentist, optician or other necessary medical appointments should be arranged outside working hours. If this is not possible every attempt should be made for the appointment to be at the beginning or end of your working day. Advance notification of such appointments should always be given, except in emergency situations. Managers have the right to ask for proof of attendance at such appointments.
Bereavement and Compassionate Leave
The company understands that the loss of loved ones needs to be managed in a sensitive and caring manner. In the event of time needed to be taken due to bereavement, then the company will grant time off with pay for compassionate / bereavement leave at its discretion. Approval of such leave rests with your manager. While each case will be treated separately, the following guidelines apply:
- in the case of a spouse/partner, parent, child, brother or sister, 3 to 5 days bereavement leave will be given
- in the case of other close relatives, namely grandparent, mother-in-law, father-in-law, uncle, aunt, sister-in-law, brother-in-law, nephew, niece, grandchild, up to two days bereavement leave will be given
The company reserves the right to treat each case on an individual basis and additional days may be provided on a discretionary basis.
The company provides additional leave to employees on the occasion of their marriage. Two additional days of paid leave is allowed. Please make a written application to your immediate manager for approval.
Section 6 – Dignity and Respect
Equal Opportunities Policy
The company is committed to policies and practices that provide equality of opportunity for all, protect the dignity of employees and promote respect for others at work. All employees are required to take personal and individual responsibility to comply with these policies, and behave in a non-discriminatory way.
The company is committed to a policy of equal opportunities in employment. Training and promotion are open to all employees of the company. All employment decisions are based on the skills, knowledge, experience and qualifications required to perform a job to appropriate standards, and the employee’s suitability for the role.
Implied in all of the company’s contracts of employment is a commitment to equal pay for equal work.
The company will not tolerate discrimination or any other inappropriate behaviour by one employee or group of employees against another or others for any reason. Discrimination is defined as the treatment of a person in a less favourable manner than another person is, has or would have been treated, on any of the nine grounds listed below. Discrimination can also be taken to have occurred where a person is treated less favourably by virtue of their association with a person who is a member of one of these nine groups. Discrimination also occurs where one of the grounds is imputed to a person and the person is treated less favourably as a result. Employment practices, treatment of an employee or decisions regarding an employee will not be influenced or affected by an employee’s:
- Civil status
- Family status
- Sexual orientation
- Religious belief (or lack thereof)
- Age (16+)
- Race, colour, nationality or ethnic or national origin; or
- Membership of the Travelling Community
The company is committed to promoting a positive and harmonious working environment where every employee is treated with respect and dignity, and in which no employee feels threatened or intimidated.
If an employee has any questions or concerns about any type of discrimination in the workplace, he/she should bring these issues to the attention of their immediate manager, or any other manager, for resolution. Employees can raise concerns and make reports without fear of reprisal.
Employees should refer to the company’s Grievance Procedure if they believe they have been treated unfairly in the course of their employment. If an employee feels that he/she has been bullied or harassed, they should refer to the company’s Dignity at Work Policy, and the Complaints Procedure set out within.
Any employee contravening this policy and unlawfully discriminating against another employee, or potential employee, will render himself or herself liable for disciplinary action, up to and including dismissal.
Dignity at Work
Dignity at Work Policy
Clonglas Cleaning Limited is committed to protecting the dignity and respect of all those who work within the company. In particular, we are committed to ensuring that our company is free from any form of bullying or harassment at work and that our work environment is conducive to providing a high quality service in an atmosphere of respect, safety and equality.
No bullying or harassment within the company or in connection with the work of the company will be tolerated. Complaints of bullying or harassment may be dealt with either in a formal or an informal way, or by alternative means, as described below.
Complaints by employees or other persons in the workplace, of bullying or harassment at work, will be treated with fairness, sensitivity, respect and (as far as possible) confidentiality for all parties concerned. Any person accused of bullying and/or harassment will be afforded natural justice and treated with fairness and sensitivity.
Both the company’s management and its employees have responsibility for creating and contributing to the maintenance of a work environment free from bullying and/or harassment. There is a responsibility on management to ensure the prevention of incidents of bullying and/or harassment, and to take action should any incidents be brought to their attention. Employees also have an obligation to cooperate with the investigation of complaints of bullying and/or harassment in the company. Employees who make or participate in the investigation of a complaint will not be subject to victimisation of any kind for doing so.
The policy applies to all employees whether permanent or fixed-term, full-time or part-time, and irrespective of length of service. The policy also applies to non-employees also such as agency workers, contractors, clients, suppliers and other service providers
This policy extends to behaviours which occur outside the company’s premises, such as at social functions or training events, provided there is a nexus with the work of the company and its employees.
Nothing in this policy limits the right of the company to investigate any matter which may relate to bullying and/or harassment in circumstances other than where a complaint has been made. All employees continue to have an obligation to cooperate with any such investigation.
Designated Contact Person (If Applicable)
Joseph McGrath managing director has been designated as the contact person in respect of this policy. In the event that any employee has any question or query about the operation of this policy, or requires any clarification about it, they may approach the designated contact person for advice, which will be given in strictest confidence. Please note that speaking to the designated contact person is not the same as making a formal or informal complaint.
Harassment, Sexual Harassment and Bullying
Harassment is any form of unwanted conduct, related to any of the following grounds:
- Family status
- Civil status
- Sexual orientation
- Religious belief (or lack thereof)
- Age (16+) Disability
- Race, colour, nationality or ethnic or national origin; or
- Membership of the Travelling Community
which has the purpose or effect of violating a person’s dignity and/or creating an intimidating, hostile, degrading, humiliating or offensive environment for the person.
For the purpose of the above definition, conduct includes acts, requests, spoken words, gestures or the production, display or circulation of written words, pictures or other material. To constitute harassment, the behaviour can be a once-off event or persistent and repeated behaviour. The following are some specific examples of the forms such conduct might take:
- Verbal harassment – spoken words, shouting, ridicule, unfair or excessive criticism, jokes, comments or songs
- Physical harassment – pushing, shoving or any form of assault
- Written harassment – including production of faxes, text messages, emails or notices
- Intimidatory harassment – gestures, posturing or threatening poses
- Visual displays such as posters, emblems or badges
- Isolation or exclusion from social activities
- Excessive monitoring of work
- Unreasonably changing a person’s job content or targets
- Pressure to behave in a manner that the employee thinks is inappropriate, for example being required to dress in a manner unsuited to a person’s ethnic or religious background where there is no objective need to do so.
These examples are not exhaustive, and offences of a similar nature are also prohibited and will be dealt with appropriately.
Sexual harassment is any form of unwanted verbal, non-verbal or physical conduct of a sexual nature, which has the purpose or effect of violating a person’s dignity and/or creating an intimidating, hostile, degrading, humiliating or offensive environment for the person.
It is up to the employee to decide what behaviour is unwelcome irrespective of the attitude of others to the matter.
For the purposes of the above definition, conduct includes acts, requests, spoken words, gestures or the production, display or circulation of written words, pictures or other material. Sexual harassment may occur between men and women or between persons of the same gender. A single incident may constitute sexual harassment. The following are some specific examples of the forms such conduct might take:
- Non-verbal conduct of a sexual nature – looks, gestures, whistling, suggestive symbols, pictures, written materials, faxes, emails or text messages
- Verbal conduct of a sexual nature – advances, propositions, suggestions, jokes, comments or innuendo and continued suggestions for social activity outside the work place.
- Physical conduct of a sexual nature – groping, kissing, fondling, patting, pinching, unnecessary touching, assault or rape
- Gender based conduct – conduct that denigrates, ridicules or is intimidatory or physically abusive of an employee because of his or her sex such as derogatory or degrading abuse or insults which are gender-related
These examples are not exhaustive, and offences of a similar nature are also prohibited and will be dealt with appropriately.
An employee is protected from different treatment because he/she has rejected or accepted the sexual harassment or harassment
Any form of bullying is prohibited by the company. Bullying is defined as repeated inappropriate behaviour, direct or indirect, whether verbal, physical or otherwise, conducted by one or more persons against another or others, at the place of work and/or in the course of employment, which could reasonably be regarded as undermining the individual’s right to dignity at work.
An isolated incident of the behaviour described in this definition may be an affront to dignity at work, but, as it is not repeated, it is not considered to be bullying.
The following is a non-exhaustive list of examples of types of bullying and offences of a similar nature are also prohibited and will be dealt with accordingly.
- Being treated less favourably than colleagues
- Verbal abuse, insults
- Intimidation, aggression or threatening behaviour
- Isolation or exclusion with negative consequences
- Intrusion by pestering, spying and stalking
- Repeatedly manipulating a person’s job content and/or targets
- Withholding work-related information
- Unfair and excessive criticism
- Undermining behaviour
- Excessive monitoring of work
Intention of Perpetrator
The intention of the perpetrator of bullying or harassment is irrelevant. The fact that the perpetrator has no intention of bullying or harassing the victim may not be a defence.
The reasonable and essential discipline arising from the good management of the performance of an employee at work does not amount to bullying or harassment. Similarly, an action taken which can be justified as regards the safety, health and welfare of employees does not amount to bullying or harassment.
All employees have a right to make a complaint if they feel they have been bullied and/or harassed, and they should follow the steps in the following procedure. All complaints will be taken seriously and the procedure will be handled with fairness, sensitivity and with due respect for the rights of both the complainant and the alleged perpetrator. There is a two-tiered approach in the procedure – informal and formal – to address the issue of bullying or harassment in the workplace.
During any investigation into a complaint, the principles of natural justice must be adhered to. External assistance may be necessary to deal with complaints in some circumstances so as to ensure impartiality, objectivity and fairness in an investigation.
The Informal Procedure
Method of making an Informal Complaint
Any employee who believes that he or she is being bullied or harassed should, where possible, indicate directly to the person complained of that the behaviour in question is unacceptable.
If the employee believes that this approach is not suitable or has been unsuccessful, the employee may then make an informal complaint.
Informal complaints should be addressed to the line manager. If Line Manager is involved in the incident, the complaint should be submitted to the Managing Director.
An informal complaint may be verbal or written.
The company will designate a person to handle the complaint. If the complaint was verbal, a written note of what is complained of will be taken by the designated person and a copy given to the complainant.
Procedure which will be followed
The designated person will establish the facts, the context of the complaint and the next course of action in dealing with the matter under the informal procedure. The designated person will also discuss other possible courses of action available to the complainant including mediation.
a) Where specific examples are given
If the complaint concerns bullying and/or harassment and includes specific examples of the behaviour complained of, the person complained against will be presented with the complaint and given a chance to respond.
After the response is received (or a reasonable period of time has elapsed without a response having been received), a method will be agreed to progress the issue to resolution so that both parties can return to a harmonious working environment without bullying or harassment being a factor.
If the behaviour complained of does not concern bullying or harassment as defined, an alternative approach will be put in place and a rationale recorded.
b) Where no specific examples are given
If no specific examples are provided, there is no complaint to be answered under this policy, though other means of protecting and repairing work place relationships may be considered by the designated person.
The designated person will keep a record of all stages of the process, the complaint, the first meeting, action agreed and signed records of the final meeting. The purpose of the records, which will not include detail of discussions, is to provide evidence that the complaint was dealt with in an appropriate manner.
All parties will maintain, insofar as possible, the confidentiality of the informal process. Breaches of confidentiality will be treated as a serious disciplinary matter.
When resolution is found through the informal procedure, both parties will be given support or periodical reviews, as appropriate. These may include counselling or other appropriate interventions.
Where a complaint is found not to have been made in good faith, the complainant will be the subject of disciplinary action.
Resolving the Problem by Mediation
Mediation is an alternative method of resolving issues relating to bullying and harassment. Mediation involves the parties seeking to arrive at a solution through mutual agreement, rather than through an investigation and decision.
Mediation provides a confidential opportunity for the person who feels that he/she has been bullied or harassed, and the person accused of carrying out this inappropriate behaviour, to discuss the matter and to reach an agreement on their continuing working relationship.
Mediation is conducted in private, and is directly between the parties concerned, with the support of a mediator, who will act as an independent facilitator. Either party may withdraw from the process at any time by notifying the mediator, in writing, that they wish to do so.
If both parties agree to resolve the issue by mediation, the <<HR Department/Another Manager>> will arrange the mediation process. An appropriate person, acceptable to both parties, from within or outside the company will be assigned as mediator.
If the mediation process results in an agreement acceptable to both parties, the mediator will draw up a written record of the terms of the settlement for signature by both parties.
If the matter is resolved by mediation, no disciplinary action will be taken.
If mediation breaks down or fails to achieve its goal, the only other option is to have the matter resolved by investigation. A person involved in the mediation process will not be involved in the investigation process. Resolving the matter by investigation may also be considered if the employee concerned feels that it is inappropriate to resolve the matter by mediation.
In cases where an employee believes that an informal resolution is not a suitable means of addressing his or her concern, or where the employee believes that their previous recourse to the informal complaints procedure has been unsatisfactory, the employee may make a formal complaint of bullying and/or harassment. Choosing to bypass the informal process will not reflect negatively on the employee concerned.
In cases where an employee makes an informal complaint, but where the company’s management believes, because of the gravity of the subject matter of the complaint or for some other reason, that the informal complaints procedure is inadequate to address the complaint, the complaint may be dealt with by using the formal complaints procedure.
Method of making a Formal Complaint
Formal complaints should be made in writing, signed and dated. The complaint should be confined to precise details of alleged incidents of bullying and/or harassment, including the dates of such incidents and the names of any witnesses.
Formal complaints should be addressed to the employee’s Line Manager. If the employee’s Line Manager is involved in the incident, the complaint should be submitted to the managing director.
On receipt of a formal complaint, an investigatory panel will be designated by the managing director. The investigator panel may consist of up to two persons, and will include a Representative of Management and a HR Representative. The company may engage an external independent investigator if it is deemed appropriate in the circumstances. In exceptional circumstances, if either party has an objection to the investigatory panel, the HR Department may designate an alternative panel. An objection to the designated investigatory panel must be made in writing to the company’s HR Department in a timely fashion and must clearly outline the grounds of the objection.
Complaints in Writing
Where a formal complaint is made but the complainant declines to submit a written statement, then a written record will be made of the complaint by the investigatory panel. The complainant will be asked to sign this record.
In the event that the complainant refuses to sign this record, the complainant will be made aware that the ability of the company to investigate the complaint on a formal basis may be compromised by any failure of the complainant to cooperate with the company’s procedures. Efforts will be made to clarify this issue before any further steps are taken.
The complainant will be advised of the aims and objectives of the formal process, the procedures and time-frame involved, and the possible outcomes. He or she will be assured of support as required throughout the process. He or she will be given a copy of this policy.
Procedure which will be followed
The investigation will be governed by the terms of reference which will include the following provisions:
- A provision to the effect that the investigation will be conducted in accordance with this policy
- An indicative time-frame for the completion of the investigation
- Provisions relating to the scope of the investigation, indicating that the investigator will consider whether the complaint falls within the definition of bullying or harassment at work and whether the complaint has been upheld
The person complained against will be notified, in writing that an allegation of bullying and/or harassment has been made against him or her. He or she will be advised of the aims and objectives of the formal process and procedures and timeframe involved and the possible outcomes. He or she will be assured of support, as required, throughout the process. A meeting will be organised at which he or she is given a copy of the complaint in full and any other relevant document, including this policy. He or she will be given time to consider the documentation and an opportunity to respond.
The investigator will meet with the complainant, the person complained against and any witnesses or relevant persons, on an individual basis, with a view to establishing the facts. The complainant, the person complained against and any witnesses will be entitled to be accompanied by a
Work Colleague/Trade Union Representative at any meeting.
All interviews with parties and witnesses will be conducted sensitively and with due respect to the rights of all concerned. The investigation will be conducted on a confidential basis, insofar as that is possible.
Statements from all parties and witnesses will be recorded in writing. Copies of the statements will be agreed with and given to those who make statements to the investigatory panel.
During the Investigation
All parties will continue to work normally during the investigation, unless directed otherwise. Where necessary, parties to the complaint will be suspended with full pay to allow for a fair and thorough investigation. Such a suspension is not a disciplinary sanction and this will be made clear to the relevant parties.
The company’s management will make every effort to ensure the protection of all involved in the investigation.
The parties to the complaint should not communicate regarding the complaint.
Any effort by any party to intimate or otherwise influence any complainant, respondent or witness during the course of an investigation will be regarded as a disciplinary matter of the upmost gravity.
Conclusion of Investigation
The objective of an investigation will be to ascertain whether or not, on the balance of probabilities:
- The behaviour complained of occurred and, if so
- Whether or not that behaviour amounted to bullying and/or harassment, as defined
It will be open for the designated investigators to determine whether bullying or harassment occurred.
The investigation will be completed as quickly as practicable, preferably within the indicated time-frame. The investigatory panel will submit a report to the HR Department which will include the conclusions. A HR representative will then examine it for thoroughness, objectivity and reasonableness. The complainant and the person complained against will be given a copy of the report as soon as practicable by the HR Department and will be given an opportunity to comment, within a prescribed period of time, before the company’s management decides on any further course of action.
The company’s management will decide the action which is to be taken arising from the report, in light of the investigatory panels report and any comments made by the parties. The company’s management will then, in writing, inform the complainant and the person complained against of the next steps which are to occur.
Action where the Complaint is Upheld
If the complaint is upheld, the matter will be treated as a serious disciplinary issue and the company will follow the appropriate disciplinary procedures which may lead to disciplinary action up to and including dismissal. If the perpetrator is not an employee, for example, if he or she is a client, other appropriate measures will be taken.
The company may also take other appropriate action to support and protect the victim and/or to ensure that similar situations do not arise in the future.
Action where the Complaint is not Upheld
If the complaint is not upheld but the complainant is found to have acted in good faith, the company may take appropriate measures to support both the complainant and the person complained against. This will include taking appropriate measures to ensure that other parties to the investigation are made aware that the finding was not upheld.
Where a complaint is not upheld and is found not to have been made in good faith, the complainant will be the subject of disciplinary action. The same principle will apply for witnesses giving evidence in bad faith.
Preservation of Rights and Prevention of Victimisation
Making a complaint under this policy will not affect an employee’s statutory rights. No-one will be victimised for making a complaint in good faith or for acting in good faith as a witness in an investigation.
If either party is dissatisfied with the outcome of the formal complaints procedure, they may lodge an appeal within 7 working days of receipt of notification of the outcome of the process.
The reason for the appeal should be outlined in writing to the company’s management. The appeal will be heard by another person(s), of at least the same level of seniority as the original investigatory panel. The appeal will focus only on the aspect of the case cited by the appellant as being the subject of the appeal.
The grounds of the appeal and any outcome and methodology employed will be appended to the investigation file. Please note that the final report of the investigation itself will not be subject to amendment.
Both parties will be given appropriate support and periodical reviews, insofar as is reasonable, after the formal process has been concluded.
In any situation where, by reason of the size of the company, seniority of a complainant or a person complained against, or for any other reason, it is not appropriate for a formal complaint, informal complaint or appeal to be investigated by an employee of the company, the company reserves the right to appoint an appropriate external person to carry out the investigation. Any such external person will carry out his or her functions in accordance with the provisions of this policy and the company will give appropriate effect to the findings of such an external person.
This policy may be amended from time to time at the discretion of the company’s management.
Positive Action towards Disability
This company is committed to a policy of equality of opportunity for all staff. The company will strive for recruitment, employment, training and promotion practices that are free of barriers, both systemic and deliberate; and that do not directly or indirectly discriminate against people generally, and against people with disabilities in particular.
The company believes that everyone should be more aware of the need to ensure that people with disabilities have the same choices and opportunities as all employees and that their skills, abilities, ambitions and aspirations are valued equally.
While we are committed to not discriminating against people with disabilities, we also support internal initiatives that remove some of the myths and concerns that surround disability and demonstrate the importance of employment for all.
This will be achieved through appropriate organisational policies and procedures, employee communication, participation and education.
Under the Employment Equality Acts 1998 and 2008, “Disability” means:
- The total or partial loss of a person’s bodily or mental functions, including the loss of a part of a person’s body
- The presence in the body of organisms causing, or likely to cause, chronic disease or illness
- The malfunction, malformation or disfigurement of a part of a person’s body
- A condition or malfunction which results in a person learning differently from a person without the condition or malfunction
- A condition, illness or disease which affects a person’s thought processes, perception of reality, emotions or judgment or which results in disturbed behaviour
“Disability” includes a disability which exists at present, or which previously existed but no longer exists, or which may exist in the future or which is imputed to a person. The definition covers a wide range of disabilities, and belies the assumptions and stereotypes that are generally held about disability. The company recognizes that:
- Some disabilities are obvious, and others are not so apparent
- The same disability can vary in its severity and will affect individuals differently
- Some people with disabilities may require special assistance or equipment in the workplace, other people may not need any such support
Accordingly, the company will treat every person with a disability as an individual, and will discuss openly with the particular person what assistance or supports, if any, they may need. The company asks that any person with a disability who encounters difficulties or obstacles in carrying out their role will raise the issue with their supervisor or the HR Department at the earliest possible opportunity.
Commitment to Positive Action
The company commits to:
(select from the list as appropriate)
- Work with employees to review work practices to ensure they do not unnecessarily exclude people with disabilities or mental health difficulties
- Provide training and take other relevant steps to encourage disability awareness amongst all employees, both with regard to their colleagues, interview candidates and the customer-base. Such training will support managers in supervising, managing and training staff with a disability
- · Perform a thorough audit of the business premises, including entries, exits and information-display to make the workplace more accessible and safer for everyone, including those with disabilities
- Ensure that recruitment advertisements, job descriptions and person specifications are based on requirements and tasks that are absolutely essential to the role, and do not discriminate directly or indirectly against a person with a disability. Non-essential qualifications or experience will be described as “desirable”, thereby leaving the position open to a wider pool of applicants including those with disabilities
- Provide or facilitate the presence of an interpreter at interview for hearing or speech impaired candidates
- Facilitate a friend or relative to accompany a disabled candidate to an interview
- Prepare existing employees in methods of assisting visually impaired candidates and other visually impaired visitors in the organisation
- Where the suitability of a particular candidate with a disability is at issue, the organisation will consider what accommodation could reasonably be implemented to facilitate the employment of the person with the disability
- Where the organisation forms an initial opinion that a candidate is unable by virtue of a disability to be employed in a particular post, the candidate in question will be afforded an opportunity to respond to that opinion before a final decision is made
- Make all reasonable efforts with regard to facilities, equipment and other supports to meet the special requirements that any particular disability may give rise to and enable staff with disabilities to perform their role successfully
- Ensure that staff with disabilities have the same opportunities as other staff to develop full and rewarding careers with the organisation, and to acquire the range of skills and experience necessary for personal and future career development
- Positively encourage people with disabilities to apply for appropriate promotions within the company
- Ensure there is continuous access to our disabled facilities and that they are maintained to an acceptable standard
- Identify anyone with a disability who may need particular assistance in the event of evacuation; liaise with the Safety Officer with regard to these arrangements. Ensure that any person with a disability is aware of the need to identify themselves to the Safety Officer in the event of their disability not being generally known in the organisation and there being a need for particular assistance during an evacuation
- Use e-mail, fax, or text at work for deaf or hard of hearing employees
- Take account of the special needs of customers, suppliers, recruitment candidates and any visitor to the workplace
- Making every effort to retain existing employees who acquire or develop a disability during their time with the Company; this may involve re-training, transferring etc. Appropriate counselling if required/requested will be provided for such employees to assist them to make the transition to adapt to their new situation
- Invite local disability organisations to present to the company
Employees are invited to raise any ideas they may have with regard to making the
workplace more disability-friendly with their line manager or the HR Department.
Should any employee who has a disability feel that they have been discriminated against, or otherwise treated unfairly or less favourably than an employee without a disability, they should bring this to the attention of their line manager, or the HR Department, or use the appropriate company procedure (i.e. Dignity at Work policy and procedure or Grievance/Complaints procedure). All such complaints will be taken seriously and action taken where appropriate.
Section 7 – Performance Management
Regular meetings will be held with employees to review progress and plan the future development of the company. Individuals will be provided with details of the performance standards necessary in their job and feedback on their individual performance, as appropriate. The company is committed to treating all staff fairly and equitably and to helping employees perform effectively.
The high standards of work, conduct and appearance of our employees maintain the company’s reputation with the public. These policies are to ensure the company’s standards, rules and regulations are upheld at all times by all employees. The disciplinary procedure defines the process by which failure to meet these standards will be handled.
We want to remind employees that at all times they should feel free to raise matters of concern to them with their own manager, another member of the management team or the Managing Director, preferably in that order.
Disciplinary Policy and Procedure
The company is committed to treating all staff fairly and equitably and to helping employees to perform effectively. However, there will be occasions when it may be necessary to invoke disciplinary procedures that are designed to protect the interests of both the company and its employees.
When work falls below an acceptable standard, help will be given to the employee to improve. If standards of work continue to fall and there is a necessity for action, it will automatically begin with a pre-disciplinary informal discussion. Similarly, when an employee’s behaviour is inappropriate and unacceptable, and this is officially deemed misconduct, it will mean the initiation of a pre-disciplinary informal discussion or the disciplinary procedure, depending on the severity.
If disciplinary action should become necessary then each case will be treated consistently and fairly, and the disciplinary procedure will be strictly observed at all steps. The employee will be given the opportunity to provide their version of events and any extenuating circumstances will be considered. An employee’s natural rights will be upheld at all times, and employees will have the right to:
- Know the case against him/her
- Due consideration
All managers are required to use their best efforts to:
- Provide feedback at early steps to encourage and support employees to improve
- Ensure that all cases are thoroughly investigated
- Avoid any discrimination
- Prepare carefully and be consistent
- Keep adequate records
- Adhere to this procedure
Breaches of rules and regulations will mean the initiation of Step 1 of the formal disciplinary procedure although it is acceptable to move directly to Steps 2, 3, 4 or 5 where the company views an incident sufficiently serious.
The Disciplinary Procedure
Prior to taking the decision to invoke the disciplinary procedure, the company will ensure that the situation has been thoroughly investigated. This is a fact finding process and may necessitate the gathering of detailed information as well as the carrying out of formal interviews, taking of written statements, etc.
Equally, the employee has the right to gather information in their defence, so they can present details if the decision is taken to invoke the disciplinary procedure.
Once the investigation has been completed, the manager will inform the employee of the findings and the outcome. Where the decision is taken to invoke the disciplinary procedure, the employee will be informed of the case against them, so they can respond in an informed manner at a disciplinary hearing.
Where the decision is taken not to take disciplinary action, the employee may be counselled and details of the issue placed on the employee’s personnel file for record keeping purposes.
Proper investigation is an integral part of the process and on occasion may require employees to be suspended on full pay whilst it is carried out. Suspension on pay is not considered to be an action taken under the disciplinary procedure. It is there to ensure that issues are dealt with in a fair and reasonable manner, and adequate protection is given to all employees. The company reserves the right to suspend you with full pay pending completion of the investigation or, if appropriate, the disciplinary procedure.
Informal Pre-Disciplinary Counselling Discussion
Where appropriate, prior to using the formal aspects of the company’s disciplinary procedure, a pre-disciplinary counselling discussion may be held with the employee.
Minor misconduct, poor performance or minor breaches of rules will normally result in informal counselling or advice being given by the immediate manager or another member of the management team. If this approach is not successful, the company may escalate it to the formal disciplinary procedure.
Steps in the Formal Disciplinary Procedure
The aim of our disciplinary procedure is to ensure adherence to the Company’s rules, policies and procedures and to aid employees whose performance, attitude or conduct falls below Company standards. An employee’s natural rights will be upheld at all times, and employees will have the right to:
- Know the case against him/her
- Due consideration
Issues will normally be discussed before any decision concerning disciplinary action or dismissal is taken. The general principles of natural justice and fair procedures will be upheld at all times.
From the first formal step of the disciplinary procedure there will be the presence of the employee’s immediate manager, where possible, in conjunction with another member of the management team. Employees are advised and have the option to have a company colleague/trade union representative present <<AMEND AS NECESSARY>>.
You may be suspended on full pay at any time or re-assigned or relocated to another business unit or work location in the course of the disciplinary procedure to facilitate a full investigation. The disciplinary procedure will only apply to an employee who has completed his/her probationary period.
The procedure outlined below may be abridged or varied by the Company at its discretion or as circumstances may dictate.
The steps in the disciplinary procedure are as follows:
Step 1: Verbal Warning
At the meeting an action plan including a scheduled time for improvement and date for reappraisal will be set. A record of the verbal warning will be given to the employee and a copy will remain active on the personnel file for 6 months. If the conduct or performance is satisfactory after this period, the verbal warning will be removed and will be disregarded for future disciplinary purposes. If there is a further allegation relating to conduct or performance within the 6 month period or if conduct or performance is not improved during this time, the next step of the procedure will be implemented. This can happen before the end of the verbal warning period.
Step 2: First Written Warning
At the meeting an action plan including a scheduled time for improvement and date for reappraisal will be set. A record of the first written warning will be given to the employee and a copy will remain active on the personnel file for 9 months. If the conduct or performance is satisfactory after this period, the first written warning will be removed and will be disregarded for future disciplinary purposes. If there is a further allegation relating to conduct or performance within the 9 month period or if conduct or performance is not improved during this time, the next step of the procedure will be implemented. This can happen before the end of the first written warning period.
Depending on the nature and seriousness of the offence, a first written warning may be given where no previous verbal warning has been given.
Step 3: Final Written Warning
At the meeting, the final written warning, a copy of which will be given to the employee, will state clearly that the next step will be termination of employment if conduct and/or performance do not improve. A record of the final written warning will be given to the employee and a copy will remain active on the personnel file for 12 months. If the conduct or performance is satisfactory after this period, the final written warning will be removed and will be disregarded for future disciplinary purposes. If there is a further allegation relating to conduct or performance within the 12 month period or if conduct or performance is not improved during this time, the next step of the procedure will be implemented. This can happen before the end of the final written warning period.
In more serious cases, where no verbal or written warning has previously been given, a final written warning may be issued.
Step 4: Action Short of Dismissal
In exceptional circumstances, dependent on the individual case, the company may exercise its discretion to issue a sanction short of dismissal. This action may include suspension without pay, demotion or deferment or loss of increment. This is action short of dismissal.
Step 5: Dismissal
There are two alternative courses of action available at this step in the procedure, depending on the circumstances:
- An employee will be procedurally dismissed if they have failed to improve during the previous steps. Appropriate notice or payment in lieu of notice will be made.
- In an instance of gross misconduct an employee will be dismissed without going through the previous steps of the procedure. In these circumstances a full investigation will be conducted and a disciplinary meeting will be held which will follow the normal process and uphold an employee’s natural rights. Due to the serious nature of the situation, such as the offences outlined under Gross Misconduct, the option of dismissal warrants serious consideration, and the process is likely to result in dismissal without notice or payment in lieu of notice.
You may appeal against any warning. Any appeal should be made in writing addressed to the person whose decision you are appealing. The appeal should set out the grounds you are appealing. The appeal will be conducted, where possible, by someone of appropriate seniority who has not been involved in the matter under appeal. Any appeal should arrive at the Company no later than <<5>> working days after notification of the decision.
You will be informed of the findings of the appeal hearing, which will either confirm the disciplinary action already advised, alter it to more appropriate action, or reverse it, thereby cancelling the disciplinary action.
The decision is final, and no further appeal may be made.
If you are appealing a decision to dismiss, the appeal will not affect the dismissal and a P45 will still be issued to you and all salary payments and benefits will cease. However, if the outcome of the appeal is to reverse the decision to dismiss you, you will be treated, insofar as possible, as if you were never dismissed and any back salary and benefits will be restored to you.
The Company will normally consider the following list of offences as misconduct and an appropriate reason for initiating disciplinary action:
- Failure to follow the procedures in respect of absence due to sickness or injury
- Minor breach of the written statement of terms and conditions of employment
- Minor damage to company property
- Minor breach of company rules
- Minor failure to observe company policies or procedures
- Regular unreasonable and/or unexplained absences
- Poor job performance
These examples are not exhaustive or exclusive, and offences of a similar nature will be dealt with under this procedure.
b) Gross Misconduct
The following offences are examples of gross misconduct:
- Unauthorised use of the company’s assets and equipment
- Insubordination e.g. refusal to carry out duties or obey reasonable instructions, except where employee safety may reasonably be in jeopardy
- Sexual harassment, harassment, bullying
- Serious breach of rules, policies or procedures, especially those designed to ensure safe operation
- Divulging or misusing confidential information
- Theft or unauthorised possession of any property or facilities of the company or of any employee of the company
- Consumption of alcohol or drugs, or intoxication by reason of alcohol or drugs, which could affect work performance in any way or have an impact on other employees
- Having illegal drugs in the possession, custody or control of the employee while at work or on the company’s premises
- Defrauding or attempting to defraud the company, its customers, suppliers or fellow employees
- Unauthorised or inappropriate use of e-mail, Internet and/or computer systems
- Falsification of any company records including reports, accounts, expenses claims or self-certification forms
- Serious damage to company property
- Violent, abusive, dangerous, threatening or intimidatory conduct
- Gambling or money lending while at work or on the premises
- Bringing unauthorised person(s) onto company premises
- Conviction of any criminal offence which may render the employee unsuitable for employment
- Serious abuse of time-keeping and attendance procedures
This list of examples is not exhaustive or exclusive, and offences of a similar nature will be dealt with under this procedure. Gross misconduct will result in the initiation or escalation of the company disciplinary procedure, and may result in immediate dismissal without notice or pay in lieu of notice.
Grievance Policy and Procedure
The company wishes to provide every opportunity for an employee to express themselves without fear of jeopardising their position. It is in everybody’s interest to establish a clear procedure for the resolution of any issues that may arise in the workplace. Full recognition is given to the significance of personal grievances. All grievances will be dealt with in a confidential manner and no employee will be penalised for raising a grievance in good faith.
It is the responsibility of every manager within the company to deal with all grievances both effectively and efficiently so that employees feel their problems have been addressed, and to note and notify the Managing Director on the issues which emerge, as appropriate.
The company will endeavour to ensure that, where possible, grievances are heard within five working days of being received and that decisions are communicated within five working days of being heard.
All meetings and outcomes will be documented and a copy given to you. A copy will be placed on your personnel file.
Definition of a Grievance
A grievance is any event, condition, rule or practice, which you believe violates your civil or employment rights, treats you unfairly or causes you any degree of unpleasantness or unhappiness on the job. A grievance may also deal with an attitude, a statement, or an opinion held by a co-worker.
In order to ensure that fair and reasonable employment practices are operated across the board, the following procedure has been designed to resolve any issues that may arise in the workplace.
If you have a problem or grievance relating to any aspect of your employment with the company, you should first discuss it on an informal basis with your manager. If your grievance is of a kind that you feel unable to raise it with your manager, you should raise the matter with a more senior manager, who will endeavour to deal with your grievance(s) as soon as is reasonably practicable. However, if it cannot be dealt with informally, the formal process described below will be followed.
At any stage in the formal process, a company colleague may accompany you.
Raise the grievance with your Manager, explaining that you wish to use the formal grievance procedure. Your Manager will arrange a meeting with you to discuss the matter and will listen to your concerns. If the grievance is of a kind where you feel unable to raise it with your manager, you should discuss the problem with another manager at the same level. In many cases, the matter will be resolved at this initial meeting.
If the matter is not resolved to your satisfaction under Step 1, you are encouraged to raise the matter with the next level of management, by providing a written statement outlining the nature of the grievance. The reviewer will consider the information presented and you will be given an opportunity to discuss the issue. Following the meeting, the reviewer will come to a decision or make a recommendation, possibly after consulting with appropriate members of management. The decision will then be communicated to you in writing.
At Step 2 you will be given a hearing within five working days of the request and a final written response within a further five working days, where possible.
If you are not satisfied with the decision or recommendations made at step 2, you may then proceed to step 3 by notifying, in writing, the next level of management who has not previously been involved in this process.
This should be done within five working days of receiving the decision or recommendations from step 2.
Your request should set out the details of the problem and provide any other relevant information, including the reason(s) why you are dissatisfied with the previous outcome.
The reviewer will meet with you to discuss the issue and will consider all the available information. The reviewer will subsequently communicate his/her decision or recommendations to you. The decision of this reviewer is final.
At Step 3 you will be given a hearing within five working days of the request and a final written response within a further five working days, where possible.
The company operates a performance management process in order to promote high performance standards by employees, ensure achievement of business goals, develop employee skills and promote clear two-way discussion between managers and employees.
Performance meetings provide the basis for an in-depth discussion between the employee and manager regarding the employee’s performance of their duties, their development needs, and future career direction. Continual dialogue and feedback will take place as part of regular ongoing communication to reflect the need for continuous performance management.
It is our policy to ensure all employees have a clear understanding of their role and performance expectations, are set challenging goals and receive frequent specific feedback and recognition on how their performance as an individual and team member matches expectations. It is also important that both manager and employee reflect on development needs, what learning support will be of benefit to you, and put action plans into place.
Performance standards are tied to key result areas of the job and therefore will be significant, results oriented, measurable and economical. They should always reflect recurring operational, problem solving, and creative aspects of the job. Where an employee is not performing to the required standard, feedback, coaching and support will be provided to improve performance levels. If the required standard is not being achieved within the agreed time frame, a manager can initiate the disciplinary procedure.
While happening on an on-going basis, the performance of employees will be more formally reviewed during and at the end of the probationary period and thereafter at least once annually. Employees can expect that all performance reviews will be conducted in a fair and timely manner.
The Performance Appraisal Form can be used as a guideline to discussions at the formal review meeting.
It is important that both parties prepare prior to a review meeting. The manager should ask the employee to think about their work performance since the previous review meeting, what current problems are, where help is required, and how this help can be provided. Such a formal review needs to be carried out at least every year and details kept on file.
Performance Related Pay / Bonus Scheme
The performance management process enables each employee to translate the company’s mission and core values into work plans, actions and behaviours for the coming year. The process supports employees and managers to initiate and participate in performance discussions, give and receive feedback on progress toward business and development objectives, and demonstrate the company values. The result is the achievement of company goals through each employee behaving appropriately and achieving their individual goals.
Steps in the performance management process:
- Agree and record goals and measures at the start of the quarter / year
- Carry out informal ongoing communication feedback and development
- Participate in ongoing reviews which provide feedback and realign goals where necessary during the period
- Participate in an annual review at the end of the year
- Agree the performance rating and salary increase / bonus as part of the annual review
Annual salary increments / bonuses are directly linked to individual and company performance. Below is an example of how this has happened in the past. However the capacity to pay such increments/ bonus is dependent on the profitability of the company, and is at management’s discretion each year. Under no circumstances will increments (bonuses) be paid if the company looses money in that year.
INCLUDE / AMEND AS APPROPRIATE
|Example Performance Rating||Example of % Increase|
|5||Outstanding, Significantly Exceeds Requirements|
Performance consistently far exceeds performance expectations and goals.10%4Exceeds Requirements
Consistently exceeds performance expectations.7%3Meets Requirements To A High Standard
Consistently meets and sometimes exceeds performance expectations.4%2Needs Improvement
At times, below requirements.0%1Unacceptable Performance
Consistently fails to achieve performance standards.0%
Performance at rating 1 or 2 may be linked to the disciplinary process.
Training and Development
Stimulated by our desire to continually improve our organisation’s effectiveness together with individual performance, the company is committed to the ongoing training and development of all its employees. We believe a well thought out training and development programme is one of the most exciting and convenient tools for attracting, developing, motivating, and retaining excellent employees.
The company will provide employees with equal opportunity and exposure to training and development so far as such training and development relates to the business needs.
Discussion on training and development requirements take place at annual performance review meetings. Training needs will be agreed with your manager and actions identified. Consider whether training should be internal or external and what materials, coaching will help. Details of all training received (formal and informal) including costs are to be placed on the employee’s personnel file.
Throughout the year the company will devise, implement and conduct programmes, both in-house and external, designed to contribute to the achievement of the above aims and objectives.
Employees will be required to attend relevant courses/seminars as part of their training and development and in order to acquire and maintain the skills necessary to remain effective in their roles. Attendance on certain programmes will be mandatory, for example health and safety, in order to ensure that the fullest range of functions and skills is attained and utilised across the organisation.
Induction Training Policy
The purpose of the induction programme is to allow all new, redeployed, or promoted employees to be given the necessary information about their job and the organisation, to assist their integration into their new role in the organisation, to enhance their motivation, and to achieve improved productivity.
All new employees receive a short induction course. This includes being given information on their new role, the department they have joined, facilities available to employees, company policies and procedures, conditions and agreements relating to their employment, and a copy of this handbook, and other relevant information.
An assigned employee will introduce new employees to employees and managers, and conduct them through the premises in order to allow them to familiarise themselves with all company facilities.
Health and safety procedures, including emergency procedures such as Fire, Evacuation and Accident reporting will also be explained and demonstrated at regular, prescribed intervals thereafter.
The following is an indicative list of items to be covered during induction:
- Fire extinguishers identified
- Assembly Points visited
- First Aid boxes identified
- Canteen visited
- Washroom and toilets pointed out
- Location of notice boards identified
- Introduced to colleagues
- Details of Safety Statement explained
- Dignity and respect at work policies
- Employee Policies discussed and acknowledgement form signed
The company also provides access to a range of development programmes which help employees to build their skills and acquire the core knowledge and skills they need to carry out their roles effectively. These include:
- Product and technical training
- IT training
- Personal skills development
- Management and leadership development
Further information will be given to you as necessary by your manager.
Training Agreement Policy
The company is committed to providing employees with training and development opportunities in order to advance their career within the organisation. However where the company is funding an educational course which an employee is attending, the following guidelines must be observed:
- A copy of the college calendar year which sets out when classes and exams will take place is to be provided to the relevant manager and HR department
- The invoice outlining the costs of the course is to be provided to the HR department
- A copy of exam results is to be provided to the relevant manager and HR department as soon as they are issued
- Attendance at all classes is required and if for any reason you are unable to attend a class the HR department must be informed
- The employee is required to notify the company of any correspondence received from the college which could affect their continuing participation in the course
- Study leave entitlement is decided by the relevant manager and should be applied for, in writing to the relevant manager, two months prior to exams
Successful completion of coursework, continuous assessment and examinations is deemed to be a requisite for the continuing sponsorship of the employee by the company. If the employee fails a year of their course, or if they fail the course overall, the company will require the following.
In the event of failing the course overall:
- Require the employee to re-pay the company 100% of the total course fee
In the event of failing a year of the course:
- Require the employee to re-pay the company 100% of the year’s fee
- Seek to facilitate the employee to attend the repeat year but will not provide funding for it or paid time off. The company cannot guarantee that, in the event of an employee needing to repeat a year of the course, the company will be able to provide unpaid time off on the days that classes or exams fall
In the event that an employee leaves the company, the following repayment will be required:
- 100% of course fees to be reimbursed if the employee leaves the company within
- 2 years of completing the course
Section 8 – Communications and Consultation
Electronic Communications and IT
The electronic communications infrastructure, including e-mails and Internet, represent a significant investment by the company. At all times employees must behave with honesty and integrity, and respect the rights and privacy of others in relation to electronic communication and information. It is the responsibility of each employee who utilises electronic communications to safeguard company information assets by understanding and complying with this policy, as well as other related policies. The company reserves the right to monitor all electronic communication and files.
Electronic communications are for business use only. Employees are to utilise only those types of services for which they have been authorised. Employees will be given access to the Intranet, Internet and/or other electronic information as appropriate to their job needs. All PC access will be through passwords and no individual is permitted onto the system using another employee password. Employees are not permitted to share their password with anyone inside or outside the company.
Much company information and record keeping is now kept electronically. All company records, such as customer communication, work sheets, accounts, working hours records, expense claims, etc., must be accurately completed and kept up-to-date. Any abuse will be treated similarly to the falsification of paper records, and will be dealt with under the disciplinary process.
Accessing or storing any form of electronic file, record or communication which could be deemed to harass or discriminate based on age, gender, race, religion, disability, civil status, family status, sexual orientation or membership of the Traveller community is totally forbidden, and will be subject to the disciplinary process.
Employees may not publicly disclose via the Internet, e-mail or any form of electronic communication, inappropriate information regarding the company. The company confidentiality policy applies to all electronic communication and data. Sending, transmitting, or otherwise disseminating proprietary data, trade secrets, or other confidential information of the company is strictly prohibited outside of the organisation.
All software is the property of the company. The company strongly supports strict adherence to software vendors’ licensing agreements. Any copying of software in a manner that is not consistent with the vendors’ license agreement is prohibited. Participation (including during off-hours) in pirated software bulletin boards and similar activities are prohibited.
Only standard screen savers approved by the company are permissible on company computers.
The company has virus protection software installed on all company hardware but there is still a high risk of viruses being received. All files entering the company via the Internet must be virus checked prior to their transfer for use to any company machine. This includes all e-mail attachments. If you receive an external e-mail from an unknown source or a message which you feel is wrongly delivered, do not open it and contact IT support immediately.
All disks entering the company must be virus checked prior to their use on any company machine. No exceptions are to be made to this policy and any abuse of this policy will be subject to the disciplinary procedure.
Employees should never consider electronic communications to be either private or secure. The company has the right to record and monitor the activities of all users on company systems. It is our objective that such monitoring will not be required on an on-going basis, and will be used to review usage and audit practices. However the company retains to right to monitor (intercept and read) each individual’s e-mail, Internet, network, and PC activity to ensure the protection of all employees and that there is no abuse of privilege. The company may use software to identify inappropriate or sexually explicit e-mail. Every employee is to be aware that the company’s security system is capable of recording every e-mail and file transfer, internet site accessed, use of chat rooms and newsgroups, for every user. No employee should have an expectation of privacy in relation to electronic records or communications.
Internet use is strictly for business use during working hours. Employees are only permitted to use it with the prior approval of their manager and for business related reasons. Access to any inappropriate, pornographic or obscene sites, or sites with the risk of such material, is prohibited at all times.
Care must be taken in the use of information accessed through the Internet. Most information is unregulated, and as such there is no guarantee of accuracy. No employee is permitted at any time to download files from the Internet without prior permission. This is to protect company business systems, reduce the risk of viruses and ensure that large amounts of storage space are not taken up with unnecessary files. Employees are not permitted to register with sites or electronic services in the company’s name without prior permission.
E-mail access is given to employees to assist them in performance of their jobs and must be used at all times in a responsible, professional, ethical, and lawful way:
- The e-mail system and the e-mail it contains belong to the company and are intended for business purposes. Employees must recognise that all e-mail sent from the company e-mail servers is sent in the company’s name. Personal e-mails must be kept to a minimum and only accessed outside of working hours
- Due to the permanent nature of e-mails and the legal implications, messages should be written and formatted in the same manner as standard formal written company communications. All external communications with customers, associates and suppliers must be considered for the relevance of content, accuracy, and potential to commit the company to business transactions or exposure to liability
- Without the express permission of their supervisors, employees may not send unsolicited e-mail to persons with whom they do not have a prior relationship
- The company disclaimer footer must be attached to every external e-mail communication. This is set up on every e-mail account to automatically appear on each e-mail sent and must not be deleted.
Abuse and Disciplinary Procedure
Any employee found to be abusing the company electronic communication system, or not operating in line with this policy, will be subject to disciplinary action up to and including dismissal. This includes any attempt to circumvent system security, including firewalls, put in place to protect the company. Inappropriate use of e-mail, Internet and other electronic communications services includes, but is not limited to:
- Sending messages which could be taken as slurs or harassment on the basis of age, gender, race, religion, disability, civil status, family status, sexual orientation or membership of the Traveller community
- E-mail that is fraudulent, harassing, embarrassing, sexually explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful or inappropriate
- Sending or posting threatening, offensive, malicious or libellous messages
- Forging or attempting to forge e-mail messages
- Creating or sending chain letters through electronic mail
- Revealing internal company information to any sites, be it confidential or otherwise, or commenting on company matters at any time
- Reading, deleting, copying or modifying the e-mail of others without their permission
- Violating your obligations regarding confidential, proprietary and trade secret information
- Accessing any web site which could be regarded as offensive, in bad taste or immoral (whether or not the content is legal)
- Supporting illegal activities, breaking into any computer, whether the company’s or not, or encouraging any act of violence
- Using company equipment or systems for personal gain or purposes unrelated to the company’s business
- Engaging in activities outside the bounds of ethical or proper behaviour
- Breaching any of the company’s other policies or guidelines
Any suspicion or evidence of abuse must be immediately reported by all employees.
Phones and other equipment
This policy in its entirety applies equally to equipment such as telephones, fax machines and other like electronic equipment.
The Company believes that open, effective communication is essential to producing an efficient and motivating work environment of mutual understanding and confidence.
The most important means of communication for the Company are the informal one-to-one discussions described in the policy below.
The Company endeavours to keep all employees informed of all relevant Company issues, but encourages employees to ask questions at any time if clarification or information is needed.
Departmental Communications Meetings
Departmental Staff Communications Meetings are held on a regular basis and are a channel for employees to contribute their ideas and suggestions and to gather information on specific developments within the organisation.
Company Staff Meetings
Company-wide Staff Meetings are held on a quarterly basis (or more frequently if there is a particularly important announcement) and all employees are invited and encouraged to attend. The General Manager uses this meeting as a means of communicating important news on activities at Corporate level. It is also a forum to communicate important business results and plans. These Staff Meetings provide an opportunity for questions and discussions on issues that relate to the general Company population.
Line Management and Human Resources
Line Managers are the most important channel for employees to discuss queries and concerns about work, or personal issues with regard to work-related matters. However, if an employee feels they cannot discuss an issue with their Line Manager, or are not satisfied with the assistance received from that source, they may take their concern to the Human Resources Department (HR) where the issue will be dealt with confidentially.
Open Door Policy
For quick and satisfactory resolution of general problems, the Open-Door Policy allows reasonable access to all Managers, without fear that such action will penalise the employee.
Employees who have discussed a problem with their Line Manager and have not had it resolved to their satisfaction, should use the Company’s Grievance Procedure if they wish to take it further. The Grievance Procedure is included in the Employee Handbook (this can be obtained from the HR Department).
The Employee Luncheon Program gives employees the opportunity to communicate with Management in an informal setting, regarding particular questions or issues they would like to raise. Typical discussion topics include operational practices, organisational procedures and business developments.
All employees are encouraged to attend and contribute to the meeting. It is the responsibility of Line Managers to ensure that issues are followed up, and employees receive a response to queries within two weeks of the meeting.
The Company Attitude Survey is another way in which employees can express their views about the Company. It is administered by means of a confidential questionnaire. All employees are asked to contribute. The information gathered through the Survey is summarised and communicated to the employees with action plans outlined, wherever possible, to address key issues. It is the intention that this Survey will take place annually.
Newsletter and Noticeboards
Written communications (e.g. email, memos, Company Newsletter) are used to keep employees informed on matters that are important to them. In addition, announcements of job openings, health and safety items, recreational activities and any other relevant points of information, are posted on the Noticeboards.
Section 9 – Health & Safety Policy
This section lays down the main policies to be implemented in order to ensure the health and safety of all workers and others. The section is generic and individual companies must adapt policies to suit the organisation and, where necessary, add additional policies. In preparing health and safety policies, organisations should be aware of the legal requirement to present them in a form, manner and in a language that is likely to be understood by employees, visitors and any person who may be affected by them.
It is company policy to provide a safe and healthy work environment for all employees and to meet our duties to customers, contractors and visitors. The company acknowledges its role in protecting the safety, health and welfare of all people employed in the organisation and affected by the workplace. We are committed to implementing safe work systems and methods to ensure the safety, health and welfare of all.
The company understands its legal obligations and its commitment to comply with the Safety, Health and Welfare at Work Act, 2005, and any other legislation such as the General Applications Regulations 1993 or as required under EU Law.
The company recognises that its obligations are to provide the following:
- A safe place of work
- Safe systems of work
- Appropriate information and training to ensure safety
- Preparation and revision of emergency plans
- Prevention of risk to health from any activity
- Hygiene facilities as appropriate
The success of this policy will depend on the co-operation of all employees. It is therefore important that you acquaint yourself with all areas of the Safety Statement. You should ensure that you understand your role and the overall arrangements for health and safety within the company and within your individual department. You should also be aware that you have an obligation to take care of your own safety and that of others who might be affected by your actions.
Identification of Hazards in the Workplace
The company will appoint competent person(s), either from within or outside the organisation, to carry out a risk assessment and identify hazards in all areas of the workplace. Assessments will be carried out as and when required; such assessment will take into account any changes arising from adjustments in work practices or the introduction of new equipment. Co-operation will be expected and forthcoming from all staff. A written copy of the assessment will be kept on file.
A workplace includes a vehicle used in the course of employment, and, as such, any company vehicles will be included in the risk assessment and safety statement.
Should anyone consider that a hazard or important issue has not been dealt with or dealt with appropriately, then he/she should bring the issue/hazard to the attention of the appropriate manager. Managers must also ensure that all complaints reported and any unsafe behaviour, practices or equipment is immediately dealt with.
Where possible all risks will be eliminated. Where it is not possible, then the risks will be limited or controlled at an acceptable level. Control and protection procedures will include safe systems of work, personal protective clothing and equipment and any other control necessary.
In order to secure the safety, health and welfare of employees, the company will commit to the following:
- Carry out risk assessments, identify hazards and prepare a safety statement, taking account of the general principle of prevention
- Management will be fully familiar with the organisation’s safety statement and ensure all employees are informed of its contents and any subsequent revisions
- Employees will be informed of hazards and risks identified, the protective and preventative safety measures, and the names of designated employees representing health and safety processes
- Organise methods and systems for managing and conducting work activities to ensure, as far as possible, the health and safety of employees
- Ensure that there are safe means of access and egress to the place of work, and endeavour to ensure that the equipment and facility is safe and without risk to health
- Prevent, as far as possible, any improper conduct or behaviour likely to put the health and safety of the employees at risk
- No employee will be dismissed or penalised for complying with or exercising their rights under the heath and safety statutory provisions
- Appoint a company Medical Advisor to provide ongoing medical monitoring, pre-employment medicals, and referrals in the event of an accident
- A Safety Committee comprising safety representatives and Safety Officer. This committee will meet to review all safety issues and accidents/dangerous occurrences in order to ensure compliance with the safety statement and relevant legislation
- Provide written information and instructions regarding fire safety on the premises to ensure that employees are aware of the actions to be taken in the case of an emergency
- Ensure that properly maintained fire protection equipment is available and that fire exit routes are kept clear
- Provide and maintain first aid boxes on the premises
- Ensure that all employees receive adequate safety training and instruction appropriate to the task performed
- Will consider and support any representation about health and safety from any employee
- Dedicate the resources necessary to ensure, as far as is reasonably practicable, the safety, health and welfare of its employees and visitors to the premises.
- Co-operate and communicate with other employers who share the place of work in relation to health and safety compliance.
- Relevant health and safety information will be provided to another employer if that employer has any employees based at this company’s places of work
- Report accidents and dangerous occurrences to the Health and Safety Authority (HSA)
The Safety Statement will be reviewed by management and the Safety Committee and will be changed as appropriate.
Compliance with the safety statement is the ultimate responsibility of management, who will be supported in this by audits carried out by the Safety Committee and evaluation of accident reports and statistics.
Co-operation of Employees
The co-operation of employees in matters relating to Safety, Health and Welfare is of paramount importance in order to have an effective Health and Safety policy. Each employee has a duty to:
- Take reasonable care for his/her own safety, health and welfare and that of any other person who may be affected by his/her acts or omissions while at work
- Co-operate with the company and any other person to such extent as will enable the company or the other person to comply with any of the relevant statutory provisions
- Ensure that he/she is not under the influence of an intoxicant so as to endanger her/her own health and safety or that of any other person, and submit to any appropriate and reasonable tests for intoxicants as required by the organisation
- Undergo an assessment by a medical practitioner to establish the employee’s fitness to perform work activities. If an employee becomes aware that they are suffering from any illness or physical or mental impairment which, in the course of carrying out work activities, could expose the employee or other employees to a health and safety risk, the employee should immediately notify the management or a medical practitioner nominated by the management (who must then inform the employer). Action will then be taken by the management to ensure compliance with the safety legislation
- Not engage in improper conduct or other behaviour that is likely to endanger his/her safety or that of any other person
- Attend such training as may be required to ensure compliance with health and safety legislation
- Adhere to safe lifting methods and use any personal protective equipment, including appliances, equipment or other means or things provided to secure safety, health and welfare at work, in such a manner so as to provide the protection intended
- Report to the company or your manager, without unreasonable delay, any defects in equipment, place of work or system of work, or any other contravention of the statutory provisions which might endanger safety, health and welfare of which you become aware
- Not interfere with or misuse any appliance or protective clothing or convenience provided for securing safety, health and welfare
- Be aware of the person responsible for safety, health and welfare on the premises
- The organisation has provided and will continue to maintain work areas and facilities which are safe, clean and healthy. All employees, however, have a duty through proper use of work areas and facilities, including toilets, kitchens etc to keep the workplace in a safe, clean and healthy condition for the continued benefit of themselves and their fellow employees
- Employees must inform their supervisor immediately of any injury no matter how minor. An accident report must be completed jointly by the employee and their supervisor and returned to the safety representative within 24 hours. Employees are also obliged to inform their supervisor of any hazard or incident (whether it be a machine or dangerous behaviour on the part of an individual(s)) which may affect their own health and safety or that of any other person. The supervisor must follow up on that information with a view to preventing any similar incidents in the future
- If employees are in any doubt about any actions to be taken in relation to safety, they must consult their supervisor immediately as failure or delay in doing so could result in injury to themselves or others
- Where an employee wilfully or knowingly disregards his/her duty in relation to an individual’s health and safety, he/she may be subject to disciplinary action, up to and including dismissal
Consultation with Employees
All employees are actively encouraged to participate in the safety process on matters relating to safety, health and welfare at work. The company will appoint a Safety Officer to support initiatives on health and safety across the company. This does not take away any employee’s or manager’s responsibility in this area. Employees have access to anyone in the company for addressing issues. The senior management of the organisation, however, has overall responsibility for compliance with health and safety requirements.
The names of relevant designated health and safety representatives (Safety Officer, Fire Officer, Fire Marshals, First Aid Officers) will be placed on notice-boards to ensure employees are aware of who to contact with regard to health and safety.
The company provides a consultation mechanism, in the shape of the Safety Committee, to communicate with employees concerning health and safety at work to ensure they are fully informed and involved in the company’s safety procedures.
The Safety Committee is comprised of employees selected on a volunteer basis, with representatives from each area. The Safety Committee, which includes the Safety Officer, will meet regularly. If employees wish to sit on the Safety Committee they should communicate this to their manager.
Appropriate safety training will be provided to all Safety Committee members to enable them to conduct their duties, as appropriate.
The Safety Committee will have the authority to:
- Request advice on matters of accident prevention and fire safety
- Carry out regular audits using the audit forms provided
- Represent the workplace when meeting with officers from the Health and Safety Authority (HSA)
The Safety Officer will:
- Be aware of his/her duties and responsibilities required by legislation and will endeavour to ensure correct use of work area and equipment
- Inspect the place of work after giving reasonable notice to the management or immediately in the event of an accident, dangerous occurrence or imminent danger
- Investigate complaints relating to health and safety after giving reasonable notice to management
- Endeavour to ensure that all repair and maintenance work is completed to standards meeting legal requirements and that all defects are attended to promptly
- Ensure that all accident report forms are completed and followed up as appropriate
- Accompany the HSA on all inspections of premises and ensure that their recommendations are carried out
- Provide information on health and safety matters and make representations to the management on such matters
- Ensure that the Safety Statement is read and understood by all employees and appropriate third parties
- Act as an advisor and carry out spot checks on all departments from time to time
- Update hazard identification and risk reduction statements are required
Informing Employees on Health and Safety
On commencing employment, as part of their induction process, all employees will receive training to ensure that they understand the safety precautions and the emergency procedures to be followed.
All employees directly involved in manual handling tasks will receive such training at induction. All employees directly involved in specialised tasks or the use of hazardous materials, equipment or work processes will receive relevant training at induction.
Training in first aid will be given to a selected number of employees.
Training in fire prevention and procedures to be followed in the event of a fire, will be given to all employees on their first day.
All formalised training courses attended by employees will be tracked and retained for 30 years.
Informing Visitors on Health and Safety
In order to ensure the safety of visitors to the premises all visitors must sign in and out at reception, with no exceptions. Responsibility for the safety of the visitor and ensuring that the visitor is aware of the company’s health and safety policies, including their fire policy, rests with the visitor’s host.
Visitors are to be requested to observe the fire policy at all times and to conduct themselves in a safe manner. Visitors should be accompanied while on the premises. While this is not always possible, employees should follow this guideline as closely as is reasonably practicable.
Personal Protective Equipment
Personal Protective Equipment (PPE) is designed to protect employees from risks to their health and safety and includes all protective equipment and clothing. All employees will be informed, before they begin work, of the safest method of carrying out their particular work and will be given instructions and training on how to use PPE correctly. Before commencing work, employees will also be made aware of the PPE they are required to wear and use when carrying out their work.
Employees will be provided with all the necessary PPE. Employees MUST wear and use all required PPE at all required times and in the correct manner. Failure to do so will result in disciplinary action up to and including dismissal. Employees will not be charged for the cost of any PPE used solely for work.
Employees have a duty to check their PPE and ensure that it is maintained and stored correctly. Should an employee consider that there are any defects in his/her PPE or that it does not meet his/her needs, he/she should immediately inform the supervisor. Employees must not begin or continue to work if there is something wrong with their PPE. The Safety Officer will regularly check the functionality of all PPE.
Fire Prevention and Evacuation
The following rules help to minimise the risk of fire:
- All electrical appliances should be switched off when not in use
- Electrical leads should be renewed at the first sign of wear in the outer covering
- Electrical points should not be overloaded
- All doors should be kept closed
- The use of portable heaters is discouraged
All staff will be familiarised with the fire instructions and the evacuation procedures. All corridors, stairs and all other routes of fire exits should be kept completely clear of obstructions along with the exits themselves.
All employees must be fully knowledgeable about the following procedures as they may save your life or somebody else’s in the event of an emergency.
In the event of a fire or the fire alarm going off:
- Inform the Fire Brigade. This should ideally be done by a Fire Officer, but in their absence the most senior person present
- If possible close all doors and windows to prevent fire from spreading
- Leave the building immediately using the nearest fire exit. Leave the building by the stairs (Never use the lift)
- Do not delay or return to collect your personal belongings
- Walk – don’t run, by the appointed route to the assembly area
- Form groups according to Department, to ensure that any missing personnel can be quickly identified
- It is the responsibility of the Department Heads and/or Fire Marshals to ensure that all role call lists are kept up to date. In the event of an evacuation it is the responsibility of each Department Head to identify to the Fire Marshal any missing employees, contractors or visitors
- Each Department Head will have a deputy to cover this role in his/her absence
- Never re-enter the building no matter how tempting. Wait for the all clear from the Fire Safety Officer / Brigade before re-entering building
ALTERNATIVES: INCLUDE IF APPLICABLE
- In the event of a fire or situation where it is necessary to evacuate the building, break the Break Glass Unit to sound the alarm. Break Glass Units are situated at all exits
- The fire alarm system is connected to the fire services so it is not necessary to telephone the fire brigade
If you are adjacent to the fire and it is minor enough to use a fire extinguisher, then choose the nearest and most appropriate fire extinguisher to put out the fire.
NEVER ATTEMPT TO TACKLE A FIRE THAT PUTS YOU AT RISK.
Make sure you know:
- What the fire alarm sounds like
- The nearest Break Glass alarm unit
- Your Fire Safety Officer
- The appointed route and location of the assembly area
- Layout of the building
- The nearest fire extinguisher – read the instructions and learn the colour coding
- Your assembly point
If you don’t know the answers to any of the above then you should find out immediately in the interest of your own and other people’s safety.
The Fire Officer will have responsibility for the co-ordination of any emergency evacuation.
The Fire Officer will consult with and inform Fire Marshals and employees on evacuation procedures in the organisation. Fire Officers will also be source of information regarding health and safety.
It will be the Fire Officer’s responsibility with the Safety Officer to devise, execute and regularly practice evacuation procedures by way of fire drills and to ensure that all employees receive regular training in this area.
The Fire Officer will also carry out daily fire inspections of the premises and regular inspections of the fire protection systems.
The Fire Officer will liaise with the emergency services and will give instructions for re-entering the building. The Fire Officer will have a deputy to act in his/her absence.
A Fire Marshal is an employee who is responsible for:
- Evacuation of other employees in the areas for which they are responsible in any emergency
- Consultation with the Fire Officer concerning all emergency issues
- Communicating any changes in evacuation procedures to employees
Fire Marshals will also ensure that in the area for which they are responsible, equipment, articles, substances or work methods that could lead to a fire of other emergency, are always stored correctly and never left unattended.
Fire Marshals will also be a source of information should an employee have any question concerning emergency procedures.
Fire Marshals will have deputies to act in their absence.
Fire Marshal Procedure
On hearing the alarm, encourage all employees in your surrounding area to move quickly and calmly to the nearest exit.
Check your surrounding areas for remaining employees and then leave the building immediately.
All Fire Marshals must be trained in the use of fire extinguishers. Do not tackle a fire that is not in your control. Employee safety is of paramount importance.
Fire Marshals, once outside the building, should report to the Fire Officer and await further instruction.
Accidents, Hazards, and Risks
The most common forms of accidents in any office are falls and trips / our business is _____________. Employees should always be careful to look out for potential hazards, which include ______________, etc.
In the case of any of the above, or any other potential hazards being noticed by an employee, you must report it immediately.
Managers are responsible for taking action to eliminate or reduce the exposure. All injuries and accidents at work must be reported to your manager and the relevant documentation completed
(i) Accidents and First Aid
All employees should be aware of the location of the First Aid box. If an injury occurs to yourself or to another employee you should be aware of whom to go to, to get First Aid, and you should also report the incident. If the employee is unable to go to the First Aid Officer, then a colleague should locate a member of the first aid-team and bring him/her to the scene.
All members of the First Aid team will be trained by a recognised body for 24 hours, with a written exam at the end. The names of the First Aid Officers will be placed on the notice board. Minor accidents will be treated by the First Aid Officer. Major accidents will be sent for further treatment on the advice of the First Aid Officer.
A witness to an injury should not attempt to move any employee unless it is to remove him or her from immediate danger.
All employees are required to complete a written account of any incident or accident they have witnessed or experienced on the accident report form and return it to the Safety Officer for signing and filing.
The Safety Officer will, when necessary, fill out the correct forms to notify the HSA of accidents and dangerous occurrences. The Safety Officer will keep a copy of all these forms and also the written accounts of the accidents and incidents for 10 years.
(ii) Electrical Hazards and Risks
Common electrical faults or hazards to watch out for include the following:
- Loose connections
- Defective installation
- Unearthed equipment
- Overloaded circuits
- Trailing leads
- Worn or damaged appliances
- Damaged cables
- Broken switches
- Damp or wet electrical appliances
- Incorrect light bulb used in lighting appliance
Never open or interfere with electrics in a machine. The proper course of action where a breakdown occurs is to report the matter so that a competent electrician can deal with it. All electrical faults should be reported to your manager and vigilance is required in relation to communal equipment such as photocopiers, faxes and computers. Defective equipment should be disconnected until it has been properly repaired by a competent professional. While a defective machine is awaiting such repair it should have a warning sign attached to it, and staff in the immediate vicinity told that the machine is out of bounds and should not be used.
(iii) Manual Lifting
It is essential that all new employees who will be required to lift goods attend Manual Handling Training as part of their induction process. Lifting correctly is one of the many activities we need to do properly if we are to avoid back problems later in life.
There are eight steps to safe lifting:
- Assess the area and size up the load – ask for assistance if necessary
- Keep feet parted to ensure you have a broad stable base
- Bend your knees to reach or lower the load
- Grip the object with the palms of the hands and support underneath and at the side, as far as possible
- Lift using leg muscle, keeping the back straight (but not necessarily erect)
- Keep the load close to the body (the heaviest part of an unevenly weighted object should be closest to the body and/or the ground)
- Keep elbows and chin tucked in
- Use body momentum.
**These rules apply whether the object is heavy or light**
(iv) Furniture, Cabinets and Presses
The use of filing cabinets should be considered carefully to ensure that drawers are not fully loaded and the heavier load should preferably be put in the lower drawers. In addition, one drawer at a time should be in use and when use of this has been completed it should then be closed. Care should
always be taken of metal objects on furniture especially objects with sharp edges.
Health Threat Policy
Procedure in the event of a threat to health in the workplace
This policy is designed to cover all employees of the organisation in the event that an outbreak of a contagious illness occurs in the workplace. It is in place to ensure the ongoing safety and wellbeing of all staff and contains practical advice to follow.
Application of Policy
This policy will be activated where the organisation regards a situation as sufficiently serious to warrant same. As each potential situation is unique, you will be issued with specific instructions by your manager, or other relevant person, which you are requested to adhere to. As this policy forms part of your terms and conditions of employment, a serious breach of this policy may result in disciplinary action.
Reporting a Concern
In line with the organisation’s general health and safety policies, if you become aware of any issue that may affect the health of you or your colleagues, please report this matter to your manager, or other relevant person, as soon as possible. This includes circumstances where you have concerns about a third party/client. All information will be treated in confidence where possible and acted upon appropriately.
Ongoing Working Conditions
In the majority of cases, normal working conditions will be maintained, with some minor adjustments. All employees are asked to observe particular health precautions such as the use of hand sanitizers and using tissues when sneezing or coughing. In each case, employees will be provided with practical guidance to maintain good workplace health and you are asked to comply with same.
If you begin to feel unwell, please contact <<your doctor / nominated medical professional>> and follow their advice. If necessary, the organisation will make arrangements for you to work from home, where possible.
Where Sick Pay Applies
If you feel unwell to the point that you are unable to carry out your work, you are asked to follow the organisation’s sick leave policy and contact your manager, or other relevant person, as soon as possible. You will be entitled to paid time off for up to <<xx days/weeks>> once this policy is followed.
Where Sick Pay Does Not Apply
If you feel unwell to the point that you are unable to carry out your work, you are asked to follow the organisation’s sick leave policy and contact your manager, or other relevant person, as soon as possible. You will be entitled to apply for a payment from Social Welfare once your absence exceeds three days.
Persons at Greater Risk
If you have been advised by your doctor that you may be at greater risk due to an underlying condition, please inform your manager as soon as possible to allow us to plan accordingly. All information supplied will be treated in the strictest of confidence.
In the event that you need to leave work to attend to a close family member that is unwell, you may be able to take Force Majeure Leave which will allow up to 5 days paid leave. This leave is only available for the illness of a child, partner/spouse, parent, sibling, grandparent or person for whom you are acting as a guardian or living in domestic dependency with. It will only apply in an emergency situation and where your presence with the person is indispensable. For further information on this, please contact <<insert contact details>>.
Smoke Free Workplace
The company is committed to providing a healthy work environment for its employees. Second-hand smoke is a known carcinogenic health hazard and therefore, it will be treated in the same manner as any other health hazard. Smoking is prohibited across the company in all enclosed areas, and only allowed in company designated smoking areas. Smoking is strictly prohibited in company vehicles.
While managers are responsible for ensuring strict compliance with this policy, all employees share in the responsibility for adhering to and enforcing this policy. The disciplinary procedure will be used should any employee choose not to adhere to this policy.
Alcohol and Drugs in the Workplace
The company requires that all employees should report for work in a fit and healthy manner.
The company prohibits the unlawful use, possession, distribution or manufacture of any controlled substance on company property or during work time or on company business. Arriving at work under the influence of alcohol or any controlled substance is strictly prohibited.
Should there be a question over an employee’s fitness for work, due to suspected intoxication because of drink or drugs, the following should take place,
- the employee should be observed and talked to by at least 2 members of the management team
- the evidence of intoxication should be discussed with the employee
- the employee should be suspended with pay and sent home
- the employee can be asked to attend a medical practitioner to be tested for intoxicants
- the employee should be asked to return for a meeting the following day, possibly a disciplinary meeting, where there is evidence of, and possibly where the employee admits, intoxication
Careful consideration will be given as to the personal circumstances leading up this type of behaviour. In the event that there are no mitigating circumstances then the disciplinary procedure may be used, up to and including dismissal.
Employees generally will be encouraged to seek help or assistance from the organisation’s support service. If an employee is provided with support and they do not accept it, or their performance does not improve, the disciplinary procedure may be invoked.
A controlled substance means any drug not legally obtainable. Legally prescribed and over-the-counter drugs become controlled substances when they have not been prescribed for medical treatment by an accredited physician, or they are not used for the purpose for which they where intended, or when excessive doses are taken.
Safe Driving Policy
The company requires that all employees must agree to the conditions below prior to using their own vehicle for driving on company business.
The company accepts no liability or responsibility for any accidents or incidents in which an employee is involved while travelling on company business.
When required to use your vehicle for company business, you are personally responsible to ensure that:
- Your vehicle is fully insured, including use for such business purposes
- You have an up to date Tax and Vehicle Test Certificates as per legal requirements
- Your car has been fully maintained and is in roadworthy condition
- Your vehicle is not overloaded with materials
- You follow the Rules of the Road, driving regulations and speed limits at all times
- You have a driver’s licence which legally permits you to drive and you do not exceed the maximum number of penalty points (currently 12)
- You follow the company regulations with regard to working hours and rest breaks
When travelling significant distances, or over a number of days, maximum use must be made of public transport, wherever feasible, in order to reduce tiredness and stress associated with driving long distances.
In accordance with safe driving practice and Government regulations, mobile telephones are not to be held on person or used while driving. You are personally responsible to ensure that:
- You do not have your mobile phone switched on whilst driving, unless placed in a fixed in-car hands free set. Mobile phones that are not in a fixed in-car hands free kit, should either be switched off, or have all calls diverted to voicemail or the office
- You do not carry a mobile phone on your person whilst driving, unless it is switched off
- Should you need to make or receive a phone call, you park your car prior to activating your handset
The need for fixed in-car hands free kits will be discussed with individual employees.
You are required by the company to abide by the details of this policy whilst driving on company business. For your personal safety, these rules should also be followed whilst driving outside of work hours and on personal business. Failure to adhere to the driving policy may result in disciplinary action.
Where a driving licence is a requirement of the post (as per your contract of employment), loss of your licence may lead to termination of your employment.
Drugs and Alcohol Testing Policy
Under the Safety, Health and Welfare at Work Act, 2005 while at work, an employee is required to ensure that he or she is not under the influence of an intoxicant to the extent that he or she is in such a state as to endanger his or her safety, health or welfare at work or that of any other person.
An “Intoxicant” can include alcohol and drugs and any combination of drugs and/or alcohol, whether legal or illegal, whether prescribed or not.
The Safety, Health and Welfare at Work Act, 2005 states that if reasonably required by his or her employer, an employee must submit to any appropriate, reasonable and proportionate test for intoxicants by, or under the supervision of, a registered medical practitioner. The organisation therefore upholds its legal right to conduct a testing for intoxicants in the following situations:
- during the pre-employment medical check, as part of the conditional offer of employment
- where the organisation is of the opinion that the employee appears to be under the influence while at work; this may involve an employee’s manager/supervisor or a member of the HR team observing the employee’s physical appearance as indicating intoxication such as: unsteady on feet, slurred speech, out of character behaviour, blood shot eyes or shaky hands
- Randomly and unannounced as per the contract of employment / for environments classified as high risk
Where a situation occurs whereby an employee has been observed and may be considered to be under the influence while at work, his or her manager/supervisor or a member of the HR team will ask him or her to leave his or her work area and he or she will be informed that there is a question over his or her fitness for work and that a test will be conducted. The employee will be prohibited from carrying on work duties, using machinery or equipment or driving his or her vehicle or any organisation vehicle.
The testing will either take place privately on the work premises or at the tester’s premises. If the testing is taking place at the testers premises, the organisation will arrange transport for the employee.
It is organisation policy that the employee is required to sign a consent form which allows the tester to disclose the results of the test to the organisation. The employee is also required to produce photographic identification at the time of testing, for example organisation I.D. card or drivers licence. Should an employee refuse to adhere to the organisations request to intoxicant testing the employee will be sent home. Failure to comply with this procedure will result in the company invoking the disciplinary procedure.
The following tests may be conducted:
- Alcohol: urine sample, breathalyser, blood sample or salivary swab
- Drugs: blood, urine or hair sample
This list is provided for illustrative purposes only and is not exhaustive.
Once the test has been conducted the employee may be suspended, with pay, until the full laboratory analysis is returned. This is not considered disciplinary action. The employee is prohibited from attending the work place during this time. Once the test results have been received the employee will be asked to attend a meeting with his/her supervisor/manager and/or a member of the HR team. The outcome will be dependant on the test results but may involve referral to the organisation’s employee assistance programme, counselling, initiation of the disciplinary procedure or a performance improvement plan or alternative action.
In accordance with our health and safety procedures, any staff member operating a visual display unit is encouraged to take eye tests, annually or as required. All such appointments must be agreed with your manager in advance, and the employee must attend a company nominated optician. The company will provide a minimum allowance towards corrective appliances certified by the optician as necessary for continued working on VDUs. All other remedial or follow up treatment etc. is paid for personally.
The anti-flu vaccination is available to employees who wish to avail of it, free of charge and is administered by the company’s Medical Advisor annually.
Periodically, comprehensive medical screening facilities are made available to staff who wish to avail of the service. The screening is carried out by a team of qualified professionals appointed by the company. Employees will be required to contribute a percentage towards the cost of the screening, and any follow up treatment etc. is paid for personally.
The company have introduced a Wellness Programme to promote and encourage self-help in the area of general well being among employees.
The programme consists or a range of initiatives to support the ongoing health and well being of employees. The company encourages employees to get involved in such initiatives and to propose additional initiatives that would be of demonstrable benefit to employees and the company.
Some of the current initiatives include: SELECT AS APPROPRIATE
- No smoking campaigns – to support individual employees to give up smoking
- Stress management – education and information on how to better manage stresses from both work and personal life
- Health checks – available to employees at regular intervals with company appointed doctors
- Life management support – Work life balance courses and time management courses
Employee Assistance Programme
An Employee Assistance Programme (EAP) is a professional employee welfare service designed to help employees with their personal problems, whether work-related or otherwise. We understand that if a personal problem, addiction, illness, relationship problem, legal or any other personal problem is unresolved and troubling an employee, then the employee is unlikely be able to give their best to their work while this situation is present.
The EAP is a confidential service available to all employees. It offers information, advice, assistance and non-judgmental counselling in a safe and confidential setting with the objective of helping employees to address personal issues that may be affecting their work performance. The programme objective is to ensure the employee’s rehabilitation and improve performance at work.
When personal problems begin to affect work performance, attendance etc. the company will give an employee every encouragement to seek help through the EAP Programme.
Employees seeking assistance should have an initial discussion with their manager, who will inform them of their options under the EAP. All requests for assistance are treated with the utmost confidentiality. Employees should note that accepting the offer of help will in no way prejudice his/her future prospects with the company. In the case of alcohol and or drug abuse the company reserves the right to intervene how, why and when.
The company is entitled to a satisfactory level of attendance and performance from all employees. In situations where the offer of help has been rejected and the employee’s performance/attendance continues to deteriorate then disciplinary action will be taken.
The cost of the treatment if applicable will be paid by the Company up to a maximum of three counselling sessions. Should the employee need further sessions, the individual may approach their manager in relation to additional assistance.
In situations where the offer of assistance has not been taken up and the employee’s performance/attendance continues to deteriorate then the company will be left with no option but to consider disciplinary action.
The company is committed to providing a positive environment in which employees do not feel over-stressed. We recognise that stress is not always a negative occurrence and indeed a moderate level of stress can be seen as a positive factor. It is only when the stress under which employees are placed becomes excessive that there should be cause for concern.
In order the implement a positive environment and minimise the negative impact of stress, the company commits to the following:
- Making employees aware of the Safety Statement, which highlights the company’s commitment to protect the health and safety of all employees
- Introducing an Employee Assistance Programme to provide a mechanism to support employees to cope with areas of their personal and work life which may be causing stress
- Inform all employees of the company’s grievance and dignity at work policies that provide employees with the opportunity to raise issues, explore the underlying causes and have them resolved
- Regularly re-assessing job descriptions and employee needs, and taking action where employees highlight causes of stress in relation to work practices or conditions. Of particular concern is social support, job planning, reliability of work systems, working patterns and breaks. Employees will have the opportunity to input into the decisions about changes relating to these
- Providing information on stress and ways of coping with stress relating not only to work but also to stress, which could be developed outside of work
The company will roll out an employee survey on an annual basis in order to provide employees with the opportunity to contribute their views in a confidential manner, on how the organisation is working and the climate. Employees will be asked to comment on what is working in the organisation, and what are the areas for improvement. Your contribution to this survey is important to make sure the company has a comprehensive input from employees into the decision making process.
Section 10 – General Company Information
The company does not accept any responsibility for any personal property belonging to an employee, which is left on the premises. Employees are strongly advised not to bring large sums of money or valuable articles to the workplace. Where lockers are provided, employees are required to use them for all personal belongings.
Any employee found interfering with another employee’s belongings would be subject to disciplinary action, up to and including dismissal.
Each employee is required to respect all company equipment used in the course of their employment, for example computers, materials, vehicles, equipment, printers. Misuse of such equipment is considered a serious offence and would be dealt with under the disciplinary procedure.
All visitors must sign the Visitors book in the reception area and be made aware of all necessary safety procedures associated with being on the premises.
Visitors must wear a security badge provided to them at all times. For their safety, visitors should be accompanied by a member of staff at all times. Employees are not permitted to show visitors around the premises without the prior consent of their manager.
The company consider it important to maintain a clean working environment, and to ensure that the cleanliness and tidiness of the premises is kept to a high standard for the purpose of hygiene, safety and customer satisfaction. All employees are required to contribute to maintaining a clean and healthy working environment, thereby showing courtesy to fellow employees and visitors.
All employees are responsible to ensure that all areas that they use are kept clean and tidy to the highest standards possible. These areas include your workstation, reception area, printing and photocopying area, any communal areas you use, etc. All personal belongings i.e. handbags, coats, etc. should be stored away in your desk area / or the locker provided.
Please ensure that your work area is left clear at the end of your workday, with all equipment and documentation put away. Please do not store food in your work area.
Data Protection and Personnel Information
All employees are entitled to access their personnel file where information on them is kept, in hard and soft copy format, to support their employment and career with the company.
Upon joining the organisation, personal information will be requested from you in order that we may effectively administer your employment contract. We require, for example, your P.P.S. number to process your tax deductions, bank details for payment purposes, your date of birth for pension purposes, and your home and next of kin contact details in case of emergency.
In the event of an emergency, the company need to ensure that accurate employee details are on file for ease of reference. To assist the company to achieve this, it is important that all employees inform their manager of any relevant changes, such as change of address or contact telephone numbers.
The company is committed to:
- Keeping all personal information confidential, safe and secure
- Making sure the information is accurate, up-to-date and as complete as possible
- Destroying irrelevant information as necessary
All personal information regarding your employment may be held on computer and also in your personnel file. Copies of any memos or e-mails relating to changes in your terms and conditions of employment may also be stored electronically or on your personnel file.
Information will not be disclosed to any external third party without your consent, except where necessary to comply with statutory requirements or where an organisation is acting on our behalf, for example a payroll administration supplier. Internally the information may be made available to your manager, members of the senior management team, and human resources, as circumstances dictate. You may, at any time, request access to the information held about you, such requests should go to your manager and access will be provided within 4 weeks.
The company require that all security instructions are followed at all times. Twenty-four hour security is based at the front security office. Please ensure that security staff are notified if you will be on the premises after normal working hours.
CCTV Surveillance Policy
The purpose of the CCTV policy is to regulate the use of Closed Circuit Television (CCTV) and its associated technology in the monitoring of both the internal and external environs of premises of the Company.
The policy is also intended to highlight the use of CCTV and to promote awareness amongst users of the building (such as staff, contractors, visitors, etc) of the operation of a security surveillance system in and around the internal and external environs of the premises 24 hours a day.
CCTV’s are installed both internally and externally on the premises for the principal purposes of enhancing security of the building and its associated equipment and improving health and safety standards.
The Company has a statutory responsibility for the protection of its people, property and equipment. It is important to provide a sense of security to employees and invitees to its premises.
The Company owes a duty of care under the provisions of the Safety, Health and Welfare at Work Act, 2005 and utilises CCTV systems and its associated monitoring and recording equipment as an added mode of security and surveillance for the purpose of enhancing the quality of life of our employees by integrating the best practices governing the surveillance of its premises.
Employees are expected to recognise the principal functions of the CCTV system which relate to safety and security objectives.
The primary aim of CCTV monitoring of the Company premises is to deter crime and vandalism and to assist in the protection and safety of employees, property and associated equipment. Monitoring for security purposes will be conducted in a professional, ethical and legal manner and with strict adherence to the Data Protection Acts 1988-2003. The Company Data Controller will periodically provide written material describing the purpose and location of CCTV monitoring and guidelines for its use. The location of CCTV cameras will also be indicated.
The Company will not use CCTV facilities to actively monitor employee conduct in the performance of day to day duties and will not proactively use CCTV to identify conduct that may give rise to disciplinary action. However staff are advised that in the event of disciplinary or other investigative action being conducted, CCTV footage may be sought and used where it can assist in the process. This means that the Company and/or individual staff members may request access to CCTV footage if it is believed it may be relevant and/or assist with any investigation or disciplinary process.
- Ensure that the use of CCTV systems is implemented in accordance with this policy
- Ensure that the use of CCTV systems is implemented in accordance with the Data Protection Acts 1988-2003
- Oversee and coordinate the use of CCTV monitoring for safety and security purposes within the Company
- Ensure that the CCTV monitoring in the Company is consistent with the highest standards and protections
- Review camera locations and be responsible for the release of any information or material stored in video tapes in compliance with this policy
- Maintain a record of the release of tapes or any material recorded or stored in the system
- Ensure that monitoring recorded tapes are not duplicated for release
- Ensure that the perimeter of view from fixed location cameras conforms to this policy both internally and externally
- Give consideration to employees concerns regarding possible invasion of privacy or confidentiality due to the location of a particular CCTV camera or associated equipment
- Ensure that all areas being monitored are not in breach of an enhanced expectation of the privacy of individuals within the Company and be mindful that no such infringement is likely to take place
- Adhere with the Data Protection Acts to ensure that the system in operation is adequate and appropriate and not excessive
- Ensure that signage detailing the CCTV cameras in place are displayed in prominent locations advising all staff and visitors of the operation of CCTV
- Ensure that monitoring tapes are stored in a secure place with access by authorised Data Controllers only
- Ensure that recorded tapes are stored for a period not longer than 28 days and will then be erased unless required as part of an ongoing investigation or court or similar proceedings
- Ensure that camera control is solely to monitor suspicious behaviour and not individual characteristics
Location of CCTV Cameras:
- Around the extern of the building and car park
- All hallways and common areas
Details of company events and activities will be placed on the Notice Board, and all staff will be given the opportunity to participate.
Normal company policies and procedures apply during all company arranged social events. Inappropriate behaviour will be subject to the disciplinary procedure.
Gifts and Entertainment
Employees shall not encourage or solicit gifts or entertainment from any individual or company with whom the Company does business. Entertainment includes, but is not limited to, activities such as dinner parties, theatre parties, and sporting events.
Employees may accept unsolicited entertainment or non-money gifts provided they are of nominal intrinsic value and have approval from your manager.
Employees are required when using the kitchen to ensure that it is left in a clean, tidy condition. The worktop, table, etc. should be cleaned down before leaving the kitchen. Employees must wash their own cups, spoons and replace them in the cupboard following use. All items that need to be refrigerated must be placed back in the fridge. All food items stored in the fridge must be removed following their expiry date.
it is important that we maintain our professional appearance at all time, and the following apply:
(1) Employees who are involved in client meetings are required to dress in business attire
(2) Department managers have the prerogative to determine that certain events require business attire rather than business casual attire
(3) Employees have the option of dressing in business attire on any day that has been designated as a business casual day
It is expected that staff will bear in mind that customers and other business partners are likely to visit the premises on Fridays, and to use common sense in their choice of clothes. We would like to avoid having to specify an exhaustive list of acceptable clothes sense but would ask that the following be adhered to at a minimum.
- Smart casual dress code will apply
- No jeans/denim of any colour
- No runners/trainers
On the occasion of a colleague’s marriage, staff have the option of contributing to a collection, and a contribution equal to the amount collected by staff is then matched by the company.
As part of our ongoing communications policy, the company will use the bulletin boards as one of its communication tools.
The company notice boards are used to communicate future events, acknowledgements and general literature of interest to everyone. Please ensure that you read all notices and are fully aware of contents.
Please note that these bulletin boards are strictly for informative purposes only and they may not be used as a forum for inappropriate jokes, offensive pictures, political or religious debate or any such insensitive material.
All cars must be parked in the designated car parks. Employees who have an allocated car parking space, as per their contract of employment, will be entitled to use their allocated car parking space. Other employees will have access to a number of general spaces, on a first come first served basis.
Employees park their cars at their own risk, the company is not responsible in any way. Employees must ensure they lock their car at all times, and do not leave valuables in their vehicle.
Corporate, Social and Environmental Responsibility
The company is committed to being a responsible corporate citizen and supporting community and environmentally-friendly practices.
Each year we select a charity from the many who approach us, and we either make a donation or match monies raised by employees. We hope you will support any fund raising events in your area, and join in the spirit of fun they create.
The company aims to support the environment and manage its business activities in a responsible manner. Please familiarise yourself with the waste management activities in your work area, which set out to minimise wastage and maximise recycling. We require all employees to act in a responsible manner in relation to the use of materials and equipment, and welcome all new suggestions to minimise wastage and streamline our business activities.
Transfer of Undertakings
Purpose of Policy
The purpose of this policy is to outline the procedure that will be followed in the event of the organisation, or part thereof, being party to a Transfer of Undertakings.
In the event of a Transfer of Undertakings, the organisation will ensure that the procedure followed is in full compliance with Irish Transfer of Undertakings Regulations, which are designed to safeguard the rights of employees in the event of a legal transfer or merger.
Scope of the Policy
This policy applies to all employees who are working under a contract of employment and are on the organisation’s payroll.
In the event of the organisation being involved in a Transfer of Undertakings, any employee(s) affected by the transfer will be notified of:
- The date or proposed date of the transfer;
- The reasons for the transfer;
- The legal, economic and social implications of the transfer for the employees;
- Any measures envisaged in relation to the employees.
This information will be given to the affected employees at least 30 days prior to the proposed date of the transfer.
Employees may wish to nominate employee representatives to inform and consult with the organisation on issues relating to the transfer. In this instance, the organisation will hold meetings with those elected representatives in order to discuss all matters relating to the transfer.
In the case where no employee representatives are elected, the organisation will inform and consult with all affected employees individually in writing.
This will be done at least 30 days prior to the proposed date of transfer.
Where the organisation envisages measures being taken in relation to the transfer, for example redundancy, the employee representatives or individual employees will be consulted at least 30 days in advance of the transfer. In this instance, the organisation will consider any concerns raised by the employees or their representatives with a view to seeking their agreement on how to resolve them.
During the transfer process the organisation will be required to provide details of your personnel records. This will be disclosed in accordance with data protection guidelines which require the data to be anonymised in the first instance. In the event that a transfer is confirmed and an employee transfers to the new employer, the personnel file will be transferred at this point.
Protection of Terms and Conditions of Employment
All terms and conditions of employment, but excluding pension rights, will be preserved following the transfer.
As per the European Communities (Protection of Employees on Transfer of Undertakings) Regulations 2003, the occupational organisation pension scheme does not automatically transfer to the new employment.
Refusal to Transfer
Should an employee unreasonably refuse to transfer to a new employer, as a result of a Transfer of Undertaking, their employment will be deemed terminated by the employee concerned.
Such a termination will not be deemed a redundancy and will not therefore attract a redundancy lump-sum payment.
How to deal with nuisance or abusive callers
Purpose of Policy
The purpose of this policy is to outline the procedure that is required in the event you receive a nuisance or abusive call.
What is an abusive or nuisance call?
From time to time you may receive a call that is not friendly. The caller may be rude or use offensive language or it may be a prank, unsolicited call.
Procedure for dealing with an abusive or nuisance call
In the event that you receive an abusive or nuisance call, you need to follow the steps listed below:
- Stay calm;
- If it is a customer, try to diagnose the problem explaining that you “would like to help”;
- If it is a customer advise them that you would like to help but explain that you “are not prepared to listen to this” or that you “will terminate the call if they continue to use that language”;
- If it is an unsolicited call, please politely ask the caller to refrain from calling in future;
- If the person persists you are permitted to terminate the call and advise them of same and the reasons you are doing this;
- After the call is finished please record the full details of the call, including time, name, phone number etc;
- Please inform management of the call as soon as possible.
Please refer to our telephone policy if applicable and customer services policy if applicable in conjunction with this policy.
Section 11 – Termination of Employment
Termination of Employment
All employees, who have successfully completed their probationary period, are required to give notice as per their contract of employment of their intention to terminate their employment, in writing, to their manager. During probation, employees are required to give one week’s notice of resignation, in writing, to their manager.
In the event of termination by the company, you will be entitled to receive the appropriate notice as set out in the Minimum Notice and Terms of Employment Act, 1973-2001.
Employees who are leaving and who are unable to take their accrued annual leave, will be paid in lieu for those days in their final pay cheque. Employees who have taken more annual leave than they have accrued at the termination date will have their final pay adjusted to recover the excess annual leave taken. The company also reserves the right to deduct any monies owed to it by the employee from the final pay cheque.
The company may, at its sole discretion, give payment in lieu of any required notice period.
The company reserves the right to terminate the employment of an employee immediately with the company and without notice in cases of gross misconduct.
All employees must ensure they return all company property prior to leaving the company. This includes the following and is not exhaustive:
- Mobile phone
- IT Equipment
- Any documentation issued to the employee including employee handbook, manuals
- Keys, passwords and other materials
Upon separation, all employees remain covered by their ongoing obligations under the confidentiality clauses of their contract of employment.
The employee must ensure that, before their termination date, they do a handover with their replacement, or another employee, and ensure that another employee is sufficiently trained to carry on the work previously carried out by the departing employee. This may include documenting work or tasks or training the replacement employee.
On resignation, employees must supply, in writing, a resignation letter to the Company. Your P45 etc will be sent to the address you have supplied to us.
When you resign from the Company you may be asked to complete an exit interview form. This information helps us to identify areas where we can improve employee relations and/or the arrangement of work and will be treated confidentially.
Purpose and Principles
The purpose of this policy is to outline the organisation’s approach in the event of a redundancy situation and to commit the organisation to ensure that selection for redundancy is carried out in a fair manner.
This policy is designed to deal with cases where an employee’s role ceases to exist for reasons unrelated to the person, such as a downturn in business or a change in work practices, and the employee(s) are not replaced.
Where possible, the Organisation will offer employees redeployment, early retirement or voluntary redundancies before selection begins. However this may not always be appropriate and the Company reserves the right to determine the method of selection at all times.
Where it is necessary to implement a redundancy plan, each case will be treated in a fair and objective manner. Six important principles should be stressed:
- The criteria for selection for Redundancy will be documented in advance and will be fair, consistent and objective;
- Each Redundancy situation will be treated on its own merits and will not be bound by any selection method used previously in the Organisation such as ‘last in, first out’. Selection criteria will be determined by the need to retain key skills, experience, knowledge and flexibility;
- When selecting for Redundancy, the Organisation will not act in any way that could be seen as Discriminatory based on the nine grounds of non-discrimination;
- Where a Voluntary Redundancy situation exists, the Organisation reserves the right to refuse any application and select from applications on fair and objective criteria. It also reserves the right to proceed with a Compulsory Redundancy programme where the required number or mix of skills is not achieved through the Voluntary Programme;
- In each case, the possibility of Suitable Alternative Employment will be investigated. If such employment can be found, this will be offered to the employee before the redundancy takes effect;
- An affected employee, who is on protected leave (e.g. Maternity Leave or Parental Leave) at the time of the decision, will remain an employee of the Organisation until their leave is complete.
Should a redundancy situation amount to collective redundancy, the Organisation will enter into negotiations with employee representatives (where applicable) to discuss the selection procedure and also investigate the possibility of avoiding or reducing the number of redundancies.
All employees will receive notice of the redundancy (or payment in lieu of notice) at least 2 weeks before the date of termination or greater where legislation or contract requires.
Employees with 104 weeks’ service or more will be entitled to a statutory redundancy payment of 2 weeks’ pay per year of service, plus one bonus week. All weekly amounts are subject to a statutory ceiling.
Employees with less than 104 weeks’ service are not legally entitled to a statutory lump sum redundancy payment, but will be paid all monies legally owed to them by the company including outstanding salary, annual leave, notice period, pension rebate and public holiday entitlement.
On the date of dismissal employees will receive a redundancy certificate and any payment to which he/she is entitled. The employee will also be furnished his/her P45 and final salary payslip at this time.
Note: where a pre-existing agreement for the calculation of redundancy payments exist within the company, the details may be included in this section.
This policy details the procedure to be followed when staff are approaching normal retirement age.
This policy applies to all members of staff and comes into effect whenever a staff member reaches the age of 65 years. The date of retirement will either be the day on which the employee turns 65 years
This policy deals specifically with arrangements for compulsory retirement. The procedure outlined below will ensure that the Organisation supports Colleagues at this time of significant change.
HR/Management will endeavour to inform the employee in writing of his/her impending retirement date with the company. This is usually done at least 1 month in advance of the employee reaching the retirement age of 65 years.
Pension (if applicable)
HR/Management will usually inform the Pension providers of your retirement date 1 month in advance of your retirement date. Pension details will then be forwarded to HR and the employee.
Health Insurance (if applicable)
Health Insurance cover will cease on the date of retirement.
HR/Management will liaise with Payroll and Pension providers to finalise pension, AVC (if applicable) and any final salary payments due.
The company reserves the right to change the terms of this policy from time to time and to introduce a replacement procedure as may be required.
The company will act in a non-discriminatory and procedurally correct manner in applying practices to terminate employment by retirement.
At the end of your employment, an exit interview will be conducted with you. The purpose is not only to handle administrative details, but also to find out why the employee is leaving and what the company could do to improve the working environment for remaining and future employees.