The Pathway College Staff Handbook gives all the information needed for all staff working at Pathway College. It covers a variety of issues that employees may need an understanding of.

1. Staff Handbook
Pathway Collegeputting you first
Pathway Groupputting you first

2. Our Mission Statement:
Promoting and Encouraging Education and Training, improving and advancing
Employment Prospects for Individual and thereby contributing to the success of
Small and Medium Employers.
Our Core Values:
Honesty and Integrity
Customer and Focussed
Leadership
Passion
Promoting an
Employment P

3. Introduction
Welcome to Pathway Group. We ask that you carefully read and note the contents
of this Staff Handbook, as it contains a great deal of information that you may find
useful during your employment. It also sets out our rules and policies, which you
will be expected to abide by.
This guide is intended to provide you with general guidance on all aspects of
your employment, and it should be used in conjunction with your Contract of
Employment. Where the terms in this handbook differ from those in your personal
Contract of Employment, your Contract of Employment will prevail.
We welcome you to our team, and hope that your employment will be rewarding
and enjoyable, and that this handbook proves to be useful as your first point of
reference.
Pathway Group reserves the right to amend this handbook from time to time, and
reasonable notice of such amendment will be communicated via the staff bulletin
board on our Intranet. This will be your guide to working with us, and we will expect
that you keep it up to date with any such updates.
If you have any questions or concerns regarding any of the information contained
within this document, please speak with your Line Manager, or a member of the HR
team.
This handbook may be revised from time to time and reference should always be
made to the latest version which is available electronically on request.
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4. Contents
General Employment Conditions.....................................................................................................5
Place of Work...........................................................................................................................................5
Working from Home.................................................................................................................5
Hours of Work..............................................................................................................................6
Hours....................................................................................................................................6
Breaks...................................................................................................................................6
Overtime.............................................................................................................................6
Flexible Working.............................................................................................................6
Starting Work...............................................................................................................................6
Induction............................................................................................................................6
Probationary Periods ...................................................................................................7
References .......................................................................................................................7
Getting Paid ............................................................................................................................ ...7
Salary ............................................................................................................................ ....7
Salary Reviews.................................................................................................................8
Expenses.........................................................................................................................................8
Travel....................................................................................................................................9
Car Allowance...........................................................................................................................10
HomeWorkers...........................................................................................................................10
Subsistence Expenses............................................................................................................10
Telephone Calls........................................................................................................................11
OtherExpenses.........................................................................................................................11
Holiday Entitlement................................................................................................................11
Absence ............................................................................................................................ ........12
Sickness............................................................................................................................12
SSP ............................................................................................................................ .......13
Time off for dependants.............................................................................................14
Adverse Weather Policy.........................................................................................................15
MaternityPay&Leave.............................................................................................................17
PaternityLeave..........................................................................................................................18
Parental Leave...........................................................................................................................18
Other Absence .........................................................................................................................19
Compassionate Leave ...............................................................................................19
Jury Service ...................................................................................................................19
Medical/Dental Appointments ..............................................................................19
Study Leave ...................................................................................................................19
Membership of the Reserved Armed Forces ....................................................19
Career Breaks & Sabbaticals ....................................................................................20
Elective Surgery ...........................................................................................................21
Gender Re-assignment..............................................................................................22
1.
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5. Fertility Treatment.......................................................................................................23
General..............................................................................................................................23
Timekeeping...............................................................................................................................23
General Premises Information............................................................................................23
Car-Park Passes..............................................................................................................23
CompanyMobilePhones...........................................................................................24
Laptop Computers.......................................................................................................24
Resources.........................................................................................................................24
Training Rooms.............................................................................................................24
Photocopier/Fax...........................................................................................................24
Computers.......................................................................................................................24
Kitchen/Drinks...............................................................................................................25
Smoking...........................................................................................................................25
Security.............................................................................................................................25
GeneralStaffInformation......................................................................................................25
General Disposition.....................................................................................................25
Personal Correspondence.........................................................................................25
Personal Telephone Calls...........................................................................................25
Personal Mobiles Phones...........................................................................................25
Personal Property.........................................................................................................26
Personal Circumstances.............................................................................................26
Damage to Company property...............................................................................26
Fire Precautions............................................................................................................26
Changes...........................................................................................................................26
EmployeeFeedback.....................................................................................................26
IntellectualProperty....................................................................................................27
InternalVacancies.........................................................................................................27
Training & Development............................................................................................28
Code of Professional Conduct (Safeguarding)...............................................................28
Duty of Care...................................................................................................................29
Confidentiality................................................................................................................30
Power & Positions of Trust.........................................................................................30
Professional Behaviour...............................................................................................31
Gifts, Rewards & Favoritism.......................................................................................31
Infatuations....................................................................................................................32
Communication with Learners (including the Use of Technology)...........32
Social Contact................................................................................................................33
SexualContact...............................................................................................................33
PhysicalContact............................................................................................................34
2.
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6. Managing Learners’Behaviour................................................................................35
One to One Situations.................................................................................................35
Home Visits.....................................................................................................................36
Transporting Learners................................................................................................36
Trips & Outings..............................................................................................................37
Interventions..................................................................................................................37
IndependentSafeguardingAuthority...................................................................38
Disclosure and Barring Service................................................................................39
Leaving Pathway Group.........................................................................................................40
Retirement......................................................................................................................40
Terminating Employment.........................................................................................40
Notice Periods...............................................................................................................40
Terminating Employment Without Giving Notice...........................................40
Return of Company Property..................................................................................41
Garden Leave.................................................................................................................41
References.......................................................................................................................41
Staff Benefits..............................................................................................................................42
Pension............................................................................................................................42
Computer, Email and Internet Usage................................................................................42
Purpose............................................................................................................................42
Scope................................................................................................................................42
Policy.................................................................................................................................42
Introduction...................................................................................................................43
Accounts..........................................................................................................................44
Connecting Devices (PCs,Laptops,etc) to the Pathway Group Network.44
ComputerMisuse..........................................................................................................44
E-mail Use.......................................................................................................................46
Sensitive Personal Information...............................................................................46
Mailbox Management................................................................................................47
Email Attachments......................................................................................................47
Internet Use...................................................................................................................47
Monitoring.....................................................................................................................48
Use of Removable Media..........................................................................................49
Computer Software.....................................................................................................50
Security.............................................................................................................................50
Information Security Incident Reporting............................................................50
Remote Network Access & Mobile Computing.................................................51
Company Laptop Users..............................................................................................51
Telephone Misuse........................................................................................................51
IT Resource Management & Maintenance including Software & Fault
Reporting............................. ............................... ............................... ..........................53
Data Management ............................................................... ............................... .....54
Standards of Dress & Appearance ........................................... ............................... ........58
Company dress-down day policy ............................... ............................... .........59
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7. Quality Policy .......................... ............................... ............................................................... 59
Disciplinary Policy ............................... ..................................................................................60
CapabilityPolicy........................................................................................................................63
ProbationaryPolicy..................................................................................................................66
Grievance Policy .....................................................................................................................67
Whistle Blowing Policy...........................................................................................................70
Harassment or Victimisation................................................................................................70
Equal Opportunities & Dignity at Work...........................................................................74
Health & Safety..........................................................................................................................82
Skills for Life...............................................................................................................................82
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8. General Employment Conditions
Place of Work
At the commencement of employment, your place of work will be at the Company
premises stated in your Contract of Employment. You may be required to work at
any of our Company’s premises, and you may also be required to travel to carry out
your duties. This flexibility is a condition of your contract, and is essential to the
Company in order to meet the needs of the business.
Working from Home
Home working may be offered as a flexible alternative to some employees; where
it benefits both the employee and the Company. Working from home is at the
discretion of the Company, and is not a condition of employment.
If an employee works from home, then their responsibilities are as follows:
• The amount of time that the employee is expected to work will remain the same
as if working at Pathway Groups’premises.
• Safe conditions of working must be maintained and the same safety habits must
be practiced as those undertaken at Pathway Groups’premises.
• In the case of injury at home, employees will immediately report the injury.
• Any equipment purchased by the Company remains the property of the
Company and will be returned when requested.
• The employee is responsible for any equipment provided by Pathway Group.
• Where own equipment is used, the employee is responsible for maintenance and
repair.
• Employees should continue to comply with all Company policies, procedures and
instructions.
• The arrangement is subject to review at any time, if either party deems
the arrangement as unsuitable. This agreement does not form part of your
employment contract.
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9. Hours of Work
Hours
Pathway Groups business hours are 9am to 5pm, Monday to Friday. Staff are entitled
to 30 minutes for lunch between 12pm and 2pm.
The Company reserves the right to change its standard hours or your hours of work.
You will be given at least 1 months’notice of any such change.
Breaks
Staff are allowed half an hour lunch. If staff decide to work their lunch time this may
not be taken as time off in lieu.
Morning and afternoon breaks are between 10am & 11am and 3pm & 4pm
respectively, the breaks are ten minutes each with smoking breaks taken within and
not in addition to these breaks. Staff may have drinks throughout the day whilst
working.
Overtime
Occasionally, there may be the need for you to work additional hours. Time off in
lieu requires the prior agreement of your Line Manager.
Flexible Working
In exceptional circumstances, we may need to alter or revoke a flexible working
arrangement. This will only occur where circumstances outside our control mean
that for business reasons, its continuation is no longer feasible. If this happens, we
will meet with any employees affected in order to explore other options. However,
the needs of the business must take priority.
Starting Work
Induction
On joining the Company, you will undertake a one-day general induction, and then
be subject to a 3 month induction period. During this time, your Line Manager will
work with you to sign on a competency plan which will contain activities to develop
your knowledge of Pathway Group and your job role. These activities will often
include working with experienced staff in order to help you build your knowledge.
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10. Probationary Periods
The first six months of your employment will be on a probationary basis, unless
otherwise stated in your Contract of Employment. During this probationary period
both you and your Line Manager will determine your suitability of your new role.
If either party forms the opinion that the arrangement is not suitable, the notice
periods contained within your Terms and Conditions will apply.
References
On acceptance of our offer of employment the Company will seek references from
two previous employers. Referees will not be approached without obtaining your
prior permission.
It is Company policy that we do not issue employees leaving Pathway Group with
open references. Any requests are handled by the HR Team, in consultation with the
relevant Line Manager.
Getting paid
Salary
Your salary will be paid by BACS into your nominated Bank/Building Society
account. Payment is made on the last working day of each month.
If you start employment part way through a month, you will receive a proportion
of your monthly salary, equal to the amount of time which you have worked, at the
end of that month.
Your pay slip will be given to you by the Finance Assistant, and it will show the
salary you have been paid, plus any deductions. If you have any queries, these
should be raised with the Finance Manager
It is your responsibility to produce a P45 on starting work, however the finance
department can provide a P46 and it should be handed to the Finance Manager.
You should also keep the P60 given to you by Pathway Group after the end of each
tax year. Duplicate copies cannot be issued.
We will ask you provide evidence of residence and right to work within the UK, on
your first day of employment. Further details are advised to you in your Offer of
Employment.
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11. If you leave the Company, you will receive your final pay on the pay date following
your last day of employment and your P45 will be sent to your home address after
this payment has been made.
December payment may, at the Company’s discretion, be made early due to annual
leave. You will be notified about any changes to Decembers’pay date via your Line
Manager and/or the Finance Department.
Salary Reviews
Salaries are reviewed annually each April (but without any obligation on the
Organisation to award an increase). Any increases are linked to both personal and
Company performance.
We retain the right to deduct from your salary any sums that you owe Pathway
Group. For the purposes of the Employment Rights Act 1996 and any other relevant
legislation, by signing acceptance of the terms contained within this handbook you
hereby authorise Pathway Group to deduct from your salary any sums due from you
to the Organisation in relation to:
• Loans made to you by Pathway Group.
• Any money due to Pathway Group from you.
• Excess of holiday pay over entitlement.
• Excess of sick pay over entitlement.
• Excess of expenses claimed by you.
• Excess of any other payment made to you by the Organisation.
• Any money requested by you in writing to be deducted.
• Losses suffered by Pathway Group as a result of your negligence or breach of
Organisation rules.
Expenses
Expenses incurred by employees will be re-imbursed in accordance with the
guidelines specified within this policy. These guidelines are designed to provide for
the re-imbursement of reasonable out-of-pocket expenses wholly, necessarily and
actually incurred by an employee engaged on Pathway Group business. In order
to claim expenses, you must complete and sign an expense claim form that covers
expenses incurred between the 1st and last day of the previous month, and hand it
to your Line Manager by the 7th of the month. Payment for expenses will then be
reimbursed in your salary payment at the end of that month i.e. claims for 1st Jan –
31st Jan to be submitted by the 7th Feb and will be repaid in salaries on 28th Feb.
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12. You are expected to provide original VAT receipts for expenditure incurred where
this is reasonably practicable. You should ensure all expense claims are made and
submitted promptly.
Pathway Group does not advance expenses.
Travel
Travel expenses which will be reimbursed by Pathway Group are those expenses
over and above your usual travel to work. Usual travel to work journeys are defined
as between your home and your work base. If you travel directly from home to
another location, then the number of miles usually taken to get from home to work
should be deducted from any expense claim. Journeys between an employee’s
home and normal place of work are considered private and do not constitute
business travel.
The following expenses will be paid:
• Where you use your own car, mileage allowance at a rate per mile as determined
by Pathway Group will be paid to you. Current mileage rates will be specified on
expense claim forms, do not form part of your contract of employment and are
subject to change.
• Standard class rail or bus fares (receipts should be retained and attached to your
claim form.)
• Taxi fares (only where suitable public transport is not available.)
• In order to encourage car-sharing; which is considered to be an environmentally
friendly option and more cost-effective than individual travel; Pathway Group will
pay an additional pence per mile rate, as specified on the Expenses Claim Form.
These rates do not form part of your contract of employment and are subject to
change at any time.
• Car parking costs will also be reimbursed if the cost is over and above your usual
daily parking amount. Tickets should be retained and attached to your expense
claim form.
Pathway Group will not reimburse you for travel on a Toll Road, unless agreed in
advance by your Line Manager.
Pathway Group is not responsible for any fines or penalty fares which you may
receive while on Company business. The responsibility for paying such fines or
penalties is yours.
Staff using their own vehicle for Company business should ensure that they are
comprehensively insured for business purposes. Any additional costs incurred will
be re-imbursed, providing claims are accompanied by appropriate evidence.
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13. Car Allowance
Staff members who evidence consistent business mileage in excess of 24,000
miles per annum may be entitled to claim essential car user allowance. This will be
agreed by a member of the SMT and is payable in equal monthly instalments at
the same time as your salary payment and is subject to tax and National Insurance
deductions.
Those staff who benefit from essential car user allowance will claim a reduced pence
per mile rate for their business travel, unless provided with a fuel card, as wear
and tear is provided for via the car allowance. These rates will be specified on the
expenses claim form, and are subject to revision.
Actual mileage will be reviewed every 3 months in order to ensure on-going
qualification for a fuel card, and should the threshold not be met, Pathway Group
may withdraw the car allowance.
On occasions where car allowance has been agreed but the qualifying criteria is
not being met due to temporary circumstances a member of the SMT will decide
whether to continue with, or temporarily withdraw the benefit.
This benefit does not form part of employee’s contract of employment, and is
subject to revision at any time.
Home Workers
Journeys between an employee’s home and place of work are considered private
and do not constitute business travel. Staff who are based at home, however,
will be entitled to claim travel at a reduced pence per mile rate specified on the
expenses claim form, when visiting the Company premises. This rate is to re-imburse
staff only for the cost of fuel, and is reduced to reflect the advantageous nature of
working from home and incurring no daily travel/parking expenses.
The rates specified on the expenses claim form do not form part of your Contract of
Employment, and are subject to revision.
Subsistence Expenses
If you are required to stay away from home overnight on Company business,
Pathway Group will arrange, and meet the costs of overnight accommodation
including evening dinner and bed and breakfast only at an appropriate hotel or
guest house. Pathway Group will not re-imburse items of a personal nature such as
alcoholic drinks, newspapers and private telephone calls.
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14. Telephone Calls
The cost of telephone calls made using your private telephone or mobile phone, in
connection with Company business, will be re-imbursed. Itemised telephone bills
are required to support this expense claim.
Other Expenses
You should seek the prior approval of your Line Manager before incurring other
expenses.
Holiday Entitlement
Pathway Groups’holiday year runs from 1st January to 31st December.
Staff are entitled to the following holidays, with full pay:
The maximum entitlement, regardless of length of service, is 20 days.
A single holiday is to be a maximum of 10 working days in length. This may only
be varied with the written consent of your Line Manager. The dates of all holidays
must be agreed with the Employer, through your Line Manager in accordance with
procedure.
Holiday entitlement must be taken in the year that it is earned. No holiday
entitlement may be carried forward into another holiday year without the written
permission of the Employer. No payment in lieu of holiday entitlement will be made
unless the circumstances are exceptional, or on termination of employment.
First Year of Employment - No holiday (excluding bank holidays granted by the
Employer) may be taken during the first 3 months of employment. Exceptions to
this condition may be made at the discretion of the Employer. Holiday entitlement
will be earned at a rate of one twelfth of the entitlement, for each complete
calendar month (i.e. employed 1st – 31st of the month).
On Termination - Holiday entitlement will be earned at a rate of one twelfth of the
entitlement, for each complete calendar month worked (i.e. employed 1st – 31st of
the month, inclusive). Un-used holidays will be paid for in final salary. If by using
either of these methods the Employee has taken more days than they are entitled
to, a payment equal to the number of excess days taken will be deducted from final
salary, or paid by some other means by the Employee, to the Employer.
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15. Holiday Taken (not earned) - Employees may take paid holiday in advance of it
actually having been earned. However, where employees leave before the end of
that holiday year then it is agreed that any excess holiday granted will be deducted
from final pay.
Pathway Group reserves the right to require you to take any unused holiday
entitlement during your notice period, even if booked to be taken after the end of
the notice period.
Absence or short time working caused by certified sickness or industrial accident
will not be deducted from the period of service when calculating holiday
entitlement.
Holidays from your entitlement may not be taken during maternity leave.
Bank holidays do not form part of the Employees holiday entitlement, but may be
given as holidays with full pay at the discretion of the Employer.
Part-time employees are entitled to holiday on a pro-rata basis, according to your
normal hours of work.
If you join the company during a holiday year, your holiday entitlement will be
calculated on a pro rata basis for each complete month of service remaining in the
holiday year.
Timings of holidays are subject to the adequate staffing of your department. Every
consideration will be given to requests for holidays.
If you are entitled to any holiday in excess of the statutory minimum (including
statutory/bank holidays) this will not accrue during a period of long-term sickness
absence. This means that you will not be allowed to take these days at a future date
nor will you be entitled to any payment for them if you leave the company.
Absence
Sickness
You should notify your Line Manager by 08.45 if you are going to be absent from
work. If you are unable to speak to your Line Manager, then you should speak to
your Area Manager, a member of the Senior Management Team or another Centre
Manager. Third-party messages, text messages, answer-phone messages or other
forms of communication are not acceptable.
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16. When you return to work, your Line Manager will conduct a return to work
interview with you and you should complete a self certification form.
If your absence is expected to last for more than 5 working days, you need to
forward a Doctors’certificate to your Line Manager. This should be done within 24
hours of the date of your Doctors’note. Subsequently, you must supply us with
consecutive Doctors’certificates to cover the whole of your absence.
Be aware that failure to comply with the company notification procedure will mean
that your absence will be treated as un-authorized, and you will be in breach of your
terms and conditions of employment.
You will be expected to respond to any requests for further information within
a reasonable time frame. Any failure to do so without good reason, such as
deteriorating medical condition, may be construed as misconduct.
If absence is for periods of 4 weeks or longer, Pathway Group may write to you
requesting permission to contact your Doctor to obtain their opinion.
SSP
In most cases of illness/injury, you will be entitled to Statutory Sick Pay (SSP), which
is payable for a maximum of 28 weeks in each tax year. Pathway Group administers
SSP in the same way as salary, and it is subject to Income Tax and NI deductions.
SSP forms part of company sick pay and it is not paid in addition.
SSP becomes payable after 3 working days absence, and if your absence lasts for
more than 7 days SSP is paid on receipt of a relevant Doctors’certificate.
Payment of SSP is subject to us finding the reasons for the absence genuine. This
may be established by documentation and a return to work interview. If you are
dissatisfied with any decision regarding statutory sick pay, you are able to refer
unresolved disputes to an Insurance Officer at the Department of Social Security for
judgment, using the National Insurance Appeals Procedure. Fraudulent claims for
sickness benefit will be dealt with very severely through the disciplinary procedure
and would ordinarily be viewed as gross misconduct.
The Employer will regard Employees who claim absence from work through
sickness and are sighted doing activities not compatible with sickness, such as
sporting activities, social engagements and shopping etc. as gross misconduct and
disciplinary action will be taken.
It is the responsibility of the Employee to provide all documentation needed for the
Employer to process statutory sick pay. The Employer will offer guidance in line with13.
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17. latest legislation.
You may not claim to be un-available for work due to sickness or injury whilst on
maternity leave.
An employee who is in receipt of sick pay (including Statutory Sick Pay) is not
allowed to undertake any form of paid alternative employment, self-employment or
voluntary work. Any breach of this rule will be regarded as gross misconduct, which
could result in dismissal.
Time off for Dependants
Employees may take a reasonable amount of time off work to deal with certain,
un-expected or sudden emergencies and to make any necessary longer term
arrangements. The circumstances under which time off can be taken under this
right are as follows:
• If a dependant falls ill, or has been injured or assaulted.
• When a dependant is having a baby.
• To make longer term care arrangements for a dependant who is ill or injured.
• To deal with a death of a dependant.
• To deal with an unexpected disruption or breakdown of care arrangements for a
dependant.
• To deal with an un-expected incident involving the employee’s child during
school hours.
The emergency must involve a dependant of the employee. A dependant is the
husband, wife or partner, child or parent of the employee. It also includes someone
who lives in the same household as a member of the family. For example, this could
be an elderly aunt or grandparent who lives in the household. It does not include
tenants or boarders living in the family home.
In cases of illness, injury or where care arrangements break down, a dependant may
also be someone who reasonably relies on the employee for assistance. This may be
where the employee is the primary carer or is the only person who can help in an
emergency; for example, an aunt who lives nearby who the employee looks after
outside work falls ill unexpectedly, or an elderly neighbour living alone who falls
and breaks a leg.
The new right is generally for un-foreseen matters. If employees know in advance
that they are going to need time off, they should ask for annual leave in the usual
way.
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18. For most cases, one or two days should be sufficient to deal with the crisis. For
example, if a child falls ill with chickenpox, the leave should be enough to help the
employee cope with the crisis - to deal with the immediate care of the child, visiting
the doctor if necessary, and to make longer term care arrangements. The employee
is not entitled to take two weeks leave to look after a sick child.
There is no legal entitlement to be paid for time taken under this act – please refer
to our guidance around other leave – compassionate etc.
Adverse Weather Policy
Extreme Weather Conditions
During the winter months, or periods of serious flooding, extreme weather may
seriously delay or prevent you from attending work. Whilst we expect employees
to make all reasonable effort to attend, there may be some occasions where this
is not possible. This may be due to road closures or a lack of public transport due
to prevailing weather conditions. For this reason, we have introduced an“Adverse
Weather Policy”, which applies to all Pathway Group employees.
Travel
If it is safe to travel, employees should attend work as usual. Should your usual
normal transport be out of action, then alternative transport methods should be
explored.
Travel between centres, to employers etc. should be kept to a minimum and
postponed if necessary. Should you be due to travel to another centre, or undertake
other travel as part of your duties you should discuss this with your Line Manager.
Pathway Group may allow employees to leave work early to avoid treacherous travel
conditions on the way home. This is completely discretionary and decisions will take
into account local weather and travel information pertinent to the centre in which
you are working from.
School Closures
If your child/dependant’s school is closed due to severe weather and you are un-
able to attend work the following options may also apply.
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19. Employee Options
During severe weather, there is no automatic legal or contractual right to remain at
home on full or reduced pay. Instead, the following options are available:
• Working from an Alternative Office: Should an alternative centre to the one in
which you usually work be closer to home, you may wish to seek permission to
work from this centre if you have difficulty in getting in to your normal place of
work. Authorisation must be given from your Line Manager.
• Annual Leave: If you are genuinely un-able to attend work, your Line Manager
may agree to you taking this time as annual leave, providing you have sufficient
entitlement remaining to do so.
• Unpaid Leave: An alternative is to take this time as unpaid leave.
• Overtime: Depending upon the nature of your job role, it may be possible for
you to make up any time lost e.g. to work an extra hour each day. If you wish to
pursue this option, you should discuss it with your Line Manager.
• Homeworking: It may be possible for you to work from home during a period
of severe weather. This will depend on the nature of your job role and the
availability of computer, e-mail and internet access. Authorisation must always
be given by your Line Manager.
Reporting Procedure
You should notify your Line Manager by 08.45am if you are going to be delayed, or
unable to attend work. If you are unable to speak to your Line Manager, then you
should speak to your Area Manager, a member of the Senior Management Team
or another Training Centre Manager. Third-party messages, text messages, answer-
phone messages or other forms of communication are not acceptable.
Under the Equality Act (2010), the following are defined as protected characteristics
(PC):
• Age.
• Disability.
• Gender Re-assignment.
• Race.
On days which begin with a telephone answering machine accepting all incoming
calls for example staff meetings, you must speak directly to your Line Manager by
0945am or within 15 minutes of the meeting ending if this is sooner.
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20. Be aware that failure to comply with the Company notification procedure will mean
that your absence will be treated as un-authorised and you will be in breach of your
terms and conditions of employment.
Where employees could reasonably be expected to turn up to work but choose
not to, then this will be treated as a disciplinary matter – see disciplinary policy
contained within this handbook.
Full pay is at the complete discretion of the Senior Management Team.
This procedure is for guidance only and does not form part of employees’
contractual rights. The contents may be subject to revision from time to time.
Maternity Pay & Leave
Pregnant employees should notify their Line Manager of their pregnancy at the
earliest opportunity. Line Managers will then notify the HR Department of the
pregnancy and a risk assessment will be instructed.
It is a requirement that pregnant employees give Pathway Group written notice of
the following, no later than the 25th week of pregnancy:
• That they are pregnant.
• Of the expected date of the birth.
• The date they intend to start their maternity leave.
A copy of the Maternity Certificate (MATB1) must also be provided, which will
be received from the Doctor/Midwife at around the 26th week of pregnancy. It
is important that you forward this to the HR Department as soon as possible;
otherwise Maternity Pay cannot be paid. Should the baby be born prematurely
before a MATB1 form can be issued, a copy of the Birth Certificate should be sent
instead.
You will be entitled to paid time off for anti-natal care. As much notice as possible
of appointments should be given, and wherever possible, appointments should be
arranged as near to the start or end of the day as possible.
Upon receipt of your written notification of your pregnancy, we will notify you of
your entitlement to Statutory Maternity Pay (SMP).
Once you have started your Maternity Leave, we will keep in touch with you from
time to time, in order to keep you up to date with any changes, and may invite you
to attend company functions. It will be your choice whether or not to attend, and
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21. your participation would usually be on a social level only. There may also be the
option for you to work up to ten‘keeping in touch days’whilst on maternity leave.
You can only work a KIT day if you want to and Pathway Group agree to it. You are
under no obligation to do so, and Pathway Group are under no obligation to allow
you to do so. Should you be interested in working KIT days, please contact HR.
If you wish to return to work on a different working pattern or reduced hours,
then you may be entitled to submit a request for flexible working under section
80F of the Employment Rights Act 1996. In order to do this, please request a
flexible working application form from HR. Upon receipt of your application, we
will arrange to meet with you in order to discuss your request and allow us to fully
consider options that are available
Paternity Leave
Fathers, who have 26 weeks’service by the 15th week before the Expected Week of
Childbirth (EWC), are entitled to two weeks’paternity leave at or around the date
the child is born. An employee may also take paternity leave if they are not the
father but are the mother’s partner and expect to have responsibility for the child’s
upbringing.
During paternity leave, most employees are entitled to Statutory Paternity Pay (SPP).
Employees must earn enough to pay National Insurance to qualify for SPP. Low-paid
employees and those who don’t qualify for SPP may be able to get Income Support.
If you wish to request Paternity leave, you should initially discuss this with your Line
Manager. You will need to give us 28 days’notice of when you want your SPP to
start. This request should be made by fifteenth week before the baby is due.
Parental Leave
Parents with one years’continuous service are entitled to a total of 18 weeks unpaid
leave for each child born (or adopted).
Parental leave must be taken before the child is 5 years old, or within 5 years of
adoption, or before the child is 18 if the child qualifies for disability living allowance.
A maximum of 4 weeks leave can be taken in any 1 year, and must be taken in
blocks of at least 1 week.
If you wish to request parental leave, you should discuss this with your Line
Manager, and request Parental Leave in writing at least 21 days prior to the date you
would like to take the leave. We may postpone the leave for up to 6 months if the
business would be unduly disrupted. If Pathway Group decides to postpone any 18.
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22. leave requested by you, your Line Manager would discuss it with you and we would
notify you in writing within 7 days of your request being received.
Other Absence
Compassionate Leave
Pathway Group will always consider sympathetically any application for leave on
compassionate grounds.
Jury Service
Upon notification of Jury Service you should immediately inform your Line
Manager. You will be required to claim expenses from the Court for loss of earnings,
details on how to do this will be available from the Court. We will then make any
appropriate deductions from your salary.
Medical/Dental Appointments
Routine appointments should be made outside working hours where possible.
Where it is not possible, appointments should be made at the beginning or end
of the day, or during your lunch break, and you should make up the time lost. In
emergencies, you should obtain authorisation from your Line Manager, and may be
asked to use your holiday for on-going or lengthy appointments.
Study Leave
We may allow time away from work in order to prepare for exams or to complete
assignments. Any requests should be made to your Line Manager, and if granted
time can either be paid or un-paid.
Membership of the Reserved Armed Forces
If you are a member of the Reserved Armed Forces, you may use your Paid Annual
Leave entitlement to carry out your duties, provided you comply with the provisions
relating to paid annual leave set out in your contract of employment and in the
section on‘Holidays’. The Company expects you to use your Paid Annual Leave first
before applying for further time off.
Otherwise, any further time off relating to membership of the Reserved Armed
Forces will only be granted at the absolute discretion of the Company and you have
no contractual or statutory right to be paid for this leave. Any payment of salary
made by the Company in such circumstances is done so in its absolute discretion. If
19.
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23. you wish to apply for this type of leave, you should apply in writing to the HR Team
stating the period of leave requested and the reasons for it.
Career Breaks & Sabbaticals
The Company may, at its absolute discretion and subject to certain conditions being
satisfied, permit employees to take a career break or sabbatical and then return to
work at the end of that break. The conditions that must be satisfied are:
• A career break must be for an agreed duration which is between one month and
3 months.
• Career breaks will only be available to employees who have a minimum of five
years’continuous employment with the Company.
• Employees must make a request for a career break at least one month before the
proposed start date.
• The purpose of the career break must be agreed with the Company in advance
and a career break will not be granted where the intended purpose is to enable
the employee to take up other paid employment. A career break can be used for
a variety of purposes, such as time off to undergo a College or University course,
on account of family responsibilities, to allow an employee to pursue a personal
interest or undertake voluntary work, for overseas travel or for any other purpose
agreed with the Company.
Any career break granted will be un-paid, and if you are granted a career break, your
continuity of employment will continue.
If you would like to be considered for a career break, you should apply in writing to
the HR Team stating the purpose for which you wish to take the break, when you
would like it to start, the intended length of the break and the date on which you
would propose to return to work. You have no contractual right to take a career
break and any request you may make will be considered in line with the operational
needs of the Company’s business.
If Pathway Group agrees to grant you a career break, this will be on the basis
that you agree to return to work on a specified date. Providing this and the other
conditions for career breaks are met, you will be able to return to work with the
Company at the end of the career break. This will be a return to the same job on
the same terms and conditions as you occupied before the career break, unless
a redundancy situation has arisen. If, however, there is some reason other than
redundancy, why it is not reasonably practicable for you to be taken back in your
original job, you will be offered alternative work on terms and conditions which
are no less favourable overall than the terms and conditions of employment which
applied to you immediately before your career break. On your return to work,
20.
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24. the Company may, at its absolute discretion, require you to undertake a period of
retraining as necessary.
Except where you are ill and you have followed the Company’s normal procedures
in relation to sickness absence, if you fail to return to work on the agreed return
date at the end of a career break, you will forfeit your right to return to work with
the Company. You will then not be able to return to work at a later date.
Elective Surgery
Elective Surgery is surgery that is not considered to be medically necessary, for
example because it is concerned with the enhancement of appearance through
surgical and medical techniques. It includes cosmetic surgery (such as breast
implants and face-lifts) and other non-essential medical procedures such as laser
eye treatment and vasectomies.
If you wish to take time off for elective surgery, you may use your existing Paid
Annual Leave entitlement, provided you comply with the provisions relating to
annual leave set out in your contract of employment and in the section on‘Holidays’.
At its absolute discretion, the Company may grant you leave to undergo elective
surgery. Elective surgery must be arranged at a time that will cause the minimum
amount of inconvenience to the Company. If you require further time off, you may
use your existing Paid Annual Leave entitlement, provided you comply with the
provisions relating to annual leave set out in your contract of employment and in
the section on‘Holidays’.
You have no contractual or statutory right to be paid for time off for elective
surgery. Any payment of salary made by the Company in such circumstances is
done so in its absolute discretion.
If you wish to apply for time off for elective surgery, you should apply in writing as
far in advance as possible of the day on which the surgery is to take place to the HR
Team stating the period of leave requested and the reasons for it.
Any information provided will be maintained in strict confidence and will only
be disclosed on a‘need-to-know’basis. You may also be required to provide an
appointment card and/or a statement from a qualified medical practitioner that
elective surgery has been approved and confirming the time off required for
recovery.
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25. Gender Re-assignment
Gender Re-assignment is a process which is undertaken under medical supervision
for the purpose of re-assigning a person’s sex by changing physiological or other
characteristics of sex, and it includes any part of such a process.
If required, Pathway Group may grant you leave in order to undergo Gender Re-
assignment Surgery. Medical appointments in connection with the Gender Re-
assignment process will be treated no less favourably than any other medical
appointments. You should try to arrange medical appointments and surgery at
times that will cause the minimum amount of inconvenience to the Company. If you
require further time off, you may use your existing Paid Annual Leave entitlement,
provided you comply with the provisions relating to annual leave set out in your
contract of employment and in the section on‘Holidays’.
You have no contractual or statutory right to be paid for time off for Gender Re-
assignment medical appointments or surgery. Any payment of salary made by the
Company in such circumstances is done so in its absolute discretion.
If you wish to apply for time off for Gender Re-assignment Surgery, you should
apply in writing as far in advance as possible of the days on which time off is
required to the HR Team stating the period of leave requested. Time off to attend
medical appointments must be authorised by your Line Manager in advance in
the normal way. Any information provided will be maintained in strict confidence
and will only be disclosed on a‘need-to-know’basis. You may also be required
to provide an appointment card and/or a statement from a qualified medical
practitioner that the process of Gender Re-assignment has been approved and
confirming the time off required after surgery.
Fertility treatment
If required, the Company may grant you leave in order to undergo Fertility
Treatment. Medical appointments in connection with the early stages of the
Fertility Treatment process will be treated no less favourably than any other medical
appointments. You should try to arrange Fertility Treatment at a time that will cause
the minimum amount of inconvenience to the Company. If you require further time
off, you may use your existing Paid Annual Leave entitlement, provided you comply
with the provisions relating to annual leave set out in your contract of employment
and in the section on‘Holidays’
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26. You have no contractual or statutory right to be paid for time off for Fertility
Treatment. Any payment of salary made by the Company in such circumstances is
done so in its absolute discretion.
If you wish to apply for time off for Fertility Treatment, you should apply, in
writing, as far in advance as possible, of the days on which time off is required to
the HR Team stating the period of leave requested. Time off to attend medical
appointments must be authorised by your Line Manager in advance in the normal
way. Any information provided will be maintained in strict confidence and will
only be disclosed on a‘need-to-know’basis. You may also be required to provide
an appointment card and/or a statement from a qualified medical practitioner that
fertility treatment has been approved.
General
Failure to return from leave and report for work on the due date of return without
reasonable excuse is a disciplinary offence and will be dealt with in accordance with
the Company’s disciplinary procedure.
Timekeeping
We have a high standard of time keeping, we instruct all staff to use a clocking in
machine when they turn up for work and when they leave for the day, there is also a
signing in book that is used for fire safety purposes.
We expect that you are at your place of work 5 minutes prior to your start time, and
that you start work at your start time. We do recognise, however, that there are
sometimes instances whereby this is not possible.
If you are going to be late from work, you should telephone your Line Manager by
08.30 to explain your lateness and give an expected arrival time.
General Premises Information
Car Park Passes
If you are a holder of a car park pass, you will be asked to sign to acknowledge
receipt. You are responsible for its safekeeping. If it is lost or stolen, please report
this immediately to your Line Manager. A fee may be charged to cover replacement
costs. If you wish to give up your pass, please return it to your Line Manager.
23.
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27. Company Mobile Phones
Some job roles may require staff to be issued with a mobile phone. If you are to
be given a company mobile you will be asked to sign to acknowledge receipt.
Personal telephone calls are not allowed on company mobile phones unless they
are of an urgent nature. Please do not drive and use your mobile phone under any
circumstances. You are responsible for its safekeeping. If it is lost or stolen, please
report this immediately to your Line Manager. If you wish to give up your mobile,
please return it to your Line Manager.
Laptop Computers
Some of our job roles may require you to have a laptop computer. If you are
to be given a laptop, you will be asked to sign to acknowledge receipt. You are
responsible for its safekeeping. If it is lost or stolen, please report this immediately
to your Line Manager and follow the Information Security Incident Reporting
Procedure. If you wish to give up your laptop, please return it to your Line Manager.
Resources
All learning resources, equipment and general stationery are to be maintained by all
staff. Training officers must ensure that resources used in lessons are returned to the
resources cupboard etc in order that other training officers may use them.
Training Rooms
All staff using training rooms are responsible for the equipment and other resources
within that room. All rooms must be kept tidy at all times and equipment checked
for any faults. Any faults must be reported to the Line Manager. Training Staff are
expected to be in their training rooms ready to greet their Learners at least 10
minutes before lessons are due to start.
Photocopier/fax
Any breakdown in the Photocopier/Fax is to be reported to the Operations Manager
immediately. All staff are responsible for paper refilling, as and when required.
Computers
Any breakdown with computer equipment is to be reported to the Operations
Manager immediately following the correct procedures.
24.
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28. Kitchen/Drinks
All staff are responsible for keeping the kitchen area clean & tidy and for washing
up their own cups/plates etc. Tea/coffee is available to all staff and staff may have
drinks whilst working.
Smoking
Staff may take smoking breaks during their breaks only. See policy on breaks page
6.
Security
• Staff are to use FOB’s to enter and exit the premises.
• All windows are to be closed before leaving.
• Learners are not allowed in the staff area.
• The code for the security doors is to remain strictly confidential.
• All confidential waste is to be shredded via the confidential ShredIT box located
by the main photocopier.
General Staff information
General Disposition
All Employees are expected to be of a generally cheerful disposition and to
cooperate, liaise and work with other colleagues.
Personal Correspondence
Staff are not to have personal correspondence addressed to them at the company.
Personal Telephone Calls
Personal telephone calls, both outgoing and incoming, are not allowed unless they
are of an urgent nature and are authorised by the Employer or Line Manager.
Personal Mobiles Phones
All personal mobiles should be either switched off or on silent during working
hours.
25.
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29. Personal Property
All personal possessions are the responsibility of the individual owner. No liability
is accepted for the loss or damage to personal property brought onto the Company
premises.
Cars parked on Company premises are done so entirely at the owners’risk and no
liability for any damage will be accepted by Pathway Group.
Personal Circumstances
Where changes occur to your personal circumstances (address, next of kin etc),
please inform your Line Manager who will advise the HR team.
Damage to Company Property
Where damage or loss to Company property is caused through negligence, the
Company reserves the right to require costs to be re-paid in part or in full, either by
deductions from salary or by repayment arrangements.
Fire Precautions
As part of your induction, you will be briefed on the company fire procedures and
be introduced to the Fire Marshal(s) for your Centre. Please familiarise yourself with
these procedures and ensure that you follow them.
If you would like to become a Fire Marshal, speak to your Line Manager.
Changes
The Company reserves the right to introduce such changes that it deems necessary
for the needs of the business.
For business reasons, the company may require you to undertake extra duties and
responsibilities from time to time. Should it become necessary on a permanent
basis, this will be advised in writing and take effect through an amendment to your
contract of employment. Any changes will be within your existing capabilities.
Employee Feedback
We value the opinions of our staff, and often conduct staff feedback via employee
surveys, champions and focus group meetings.
All staff members have the opportunity to put forward suggestions via Pathway
Groups’Intranet.
26.
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26.
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30. Whenever you are asked to participate in feedback forums, or asked to put
suggestions/ideas forward, we would encourage you to do this honestly. We are
asking because we genuinely want to know your views.
You will not be penalised for raising issues, all we ask is that you act professionally
and with integrity. We hope that you will play an active part.
Intellectual Property
It is part of your duties to consider how the products, services, processes,
equipment or systems of Pathway Group might be improved, promoted and
marketed. As such, all work produced during your period of employment remains
the property of Pathway Group.
Internal Vacancies
Internal vacancies will be advertised on the Company Intranet, unless they are
the result of a re-organisation or a person appointed to a role in order to meet a
business need.
Staff members wishing to apply for advertised internal vacancies should speak to
their Line Manager in the first instance. You do not need their permission to apply
for other roles, but you are encouraged to discuss your application with them in the
interests of professional courtesy.
In order to formally apply, you need to e-mail the HR Team in order to register your
interest. You do not need to complete an application form, and you are guaranteed
an interview providing you meet both the standard criteria detailed below, plus any
criteria that applies specifically to the role that you applying for. This will be laid out
on the Intranet.
The standard criteria that applies to all staff members is that, before applying for
any internal post, they need to have been in their current job role for at least 12
months. Much of the training & development provided by Pathway Group is role-
specific, and we need to ensure that we protect the knowledge & skills gained. We
would also expect that they achieved a‘met’in their last appraisal, although we
reserve the right to relax these criteria if it is in the interest of the business to do so.
27.
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31. Training & Development
We are committed to the continuing professional development of our staff
members. Each staff member within Pathway Group has a personal development
plan which will contain actions that you commit to undertake in order to improve
your own development.
You will be expected to participate in the Company’s Competency Training Scheme,
and may also be required to undertake external training in your own time in order
to meet the demands and criteria of your job role.
For external training that incurs a financial implication to the Company, by way of
either course fees or time away from work (day release), it is common practice for
us to ask the staff member to sign a training agreement. This training agreement
generally asks that the staff member commits to re-pay a certain amount towards
the cost of the training should they leave within a specified time. Should you be
asked to sign such an agreement, your Line Manager would explain this to you in
more detail.
Code of Professional Conduct (Safeguarding)
All staff within Pathway Group have a crucial role to play in shaping the lives of our
Learners. Staff have a unique opportunity to interact with Learners in ways that are
both affirming and inspiring. This code has been produced to help staff working in
all settings to establish safe and responsive environments which safeguard learners
and reduce the risk of staff being unjustly accused of improper or un-professional
conduct.
This code is an attempt to identify what behaviours are expected of staff, however,
it cannot provide a complete checklist of what is, or is not appropriate behaviour
for staff in all circumstances. There may be occasions and circumstances in which
staff has to make decisions or take action in the best interests of the learner which
could contravene this code or where no guidance exists. Staff are expected to make
judgements about their behaviour in order to secure the best interests and welfare
of the Learner in their charge. Such judgements, in these circumstances, should
always be recorded and shared with a Designated Officer. In undertaking these
actions staff will be seen to be acting reasonably.
28.
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32. Staff should always consider whether their actions are warranted, proportionate
and safe and applied equitably.
This code should be used in conjunction with the following policies:
• Single Equality Scheme.
• Disciplinary Policy.
• Whistle Blowing Policy.
• Harassment Policy.
• Data Management Policy.
• Information Security and other related policies.
Duty of Care
All staff who work with Learners are accountable for the way in which they exercise
authority, manage safeguarding and use resources.
Whether working in a paid or voluntary capacity, staff have a duty to keep our
Learners safe and to protect them from sexual, physical and emotional harm.
Learners have a right to be treated with respect and dignity. It follows that our staff
are expected to take reasonable steps to ensure the safety and well-being of our
Learners.
The duty of care is in part, exercised through the development of respectful and
caring relationships between staff and Learners. It is also exercised through the
behaviour of staff, which at all times should demonstrate integrity, maturity and
good judgment.
Pathway Group also have a duty of care toward its staff, both paid and unpaid,
under the Health and Safety at Work Act 1974. This requires us to provide a safe
working environment for staff and provide guidance about safe working practices.
Pathway Group also has a duty of care for the well-being of staff and to ensure that
they are treated fairly and reasonably in all circumstances. Staff who are subject to
an allegation should therefore be supported and the principles of natural justice
applied.
The Health and Safety Act 1974 also imposes a duty on staff to take care of
themselves and anyone else who may be affected by their actions or failings.
Pathway Group’s duty of care and staff’s duty of care towards learners should not
conflict. This‘duty’can be demonstrated through the use and implementation of
this code.
29.
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33. Confidentiality
The storing and processing of personal information about Learners is governed
by the Data Protection Act 1998. All employees must observe confidentiality
requirements and restrictive covenants which are legal obligations and for your
own and the Company’s protection.
You should not disclose, either during or after termination of your employment,
any information of a confidential nature relating to Pathway Group, its’customers,
stakeholders or any third party which have been obtained in the course of this
employment. Confidential information may include personal information in respect
of clients participating in training provision.
Our learners’confidentiality should always be respected. Discussions around
specific learners, or learner issues should always be conducted in confidence and
on appropriate premises, i.e. not in public places where conversations can be
overheard.
Whilst staff need to be aware of the need to listen and support Learners, they must
also understand the importance of not promising to keep secrets. Neither should
they request this of a Learner under any circumstances.
If staff who work with Learners are in any doubt about whether to share information
or keep it confidential he or she should seek guidance from their Line Manager or
Designated Officer. Any actions should be in line with our Safeguarding Policy.
Power & Positions of Trust
As a result of their knowledge, position and/or the authority invested in their role,
all staff working with Learners are in positions of trust in relation to the Learner
in their care. Broadly speaking, a relationship of trust can be described as one in
which one party is in a position of power or influence over the other by virtue
of their work or the nature of their activity. It is vital for all those in positions of
trust to understand the power this can give them over those they care for and the
responsibility they must exercise as a consequence of this relationship.
A relationship between a member of staff and a Learner cannot be a relationship
between equals. There is potential for exploitation and harm of Learners. Staff have
a responsibility to ensure that an un-equal balance of power is not used for personal
advantage or gratification.
Staff should always maintain appropriate professional boundaries and avoid
behaviour which might be misinterpreted by others. They should report and record
any incident with this potential. 30.
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34. Where a person aged 18 or over is in a specified position of trust with a child
under 18, it is an offence for that person to engage in sexual activity with or in the
presence of that child, or to cause or incite that child to engage in or watch sexual
activity.
Professional Behaviour
All staff working with Learners have a responsibility to maintain public confidence
in their ability to safeguard the welfare and best interests of Learners. It is therefore
expected that they will adopt high standards of personal conduct in order to
maintain the confidence and respect of the public in general and all those with
whom they work.
There may be times, for example, when a member of staff’s behaviour or actions
in their personal life comes under scrutiny from local communities, the media
or public authorities. This could be because their behaviour is considered to
compromise their position in their workplace or indicate an un-suitability to work
with Learners. Misuse of drugs, alcohol or acts of violence would be examples of
such behaviour.
Staff in contact with Learners should therefore understand and be aware, that safe
practice also involves using judgement and integrity about behaviours in places
other than the work setting.
Personal Living Space
No Learner should be in or invited into, the home of a member of staff who works
with them. Under no circumstances should Learners assist with chores or tasks in
the home of a member of staff who works with them. Neither should they be asked
to do so by friends or family of that member of staff.
Gifts, Rewards & Favouritism
The giving of gifts or rewards to Learners should be part of Pathway Group’s agreed
policy for supporting positive behaviour or recognising particular achievements.
It is acknowledged that there are specific occasions when staff may wish to give
a Learner a personal gift. This is only acceptable practice where, in line with the
agreed policy, the member of staff has first discussed the giving of the gift and the
reason for it, with their Line Manager. Any gifts should be given openly and not be
based on favouritism. Staff need to be aware however, that the giving of gifts can be
misinterpreted by others as a gesture either to bribe or groom a young person.
31.
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35. Staff should exercise care when selecting Learners for specific activities or privileges
to avoid perceptions of favouritism or un-fairness. Methods and criteria for selection
should always be transparent and subject to scrutiny.
Care should also be taken to ensure that staff do not accept any gift that might be
construed as a bribe by others, or lead the giver to expect preferential treatment.
There are occasions when Learners wish to pass small tokens of appreciation to staff
e.g. on special occasions or as a‘thank-you’and this is acceptable. However, it is un-
acceptable to receive gifts on a regular basis or of any significant value.
Infatuations
Occasionally, a Learner may develop an infatuation with a member of staff
who works with them. Staff should deal with these situations sensitively and
appropriately to maintain the dignity and safety of all concerned. They should
remain aware, however, that such infatuations carry a high risk of words or actions
being misinterpreted and should therefore make every effort to ensure that their
own behaviour is above reproach.
Staff, who becomes aware that a Learner is developing an infatuation, should
discuss this at the earliest opportunity with their Line Manager or Designated
Officer so appropriate action can be taken to avoid any hurt, distress or
embarrassment.
Communication with Learners (including the Use of Technology)
Communication between staff and Learners, by whatever method, should take
place within clear and explicit professional boundaries. This includes the wider
use of technology such as mobile phones text messaging, E-mails, digital cameras,
videos, web-cams, websites and blogs. Staff should not share any personal
information with a Learner. They should not request, or respond to, any personal
information from the Learner, other than that which might be appropriate as part of
their professional role. Staff should ensure that all communications are transparent
and open to scrutiny.
Staff should also be circumspect in their communications with Learners so as to
avoid any possible misinterpretation of their motives or any behaviour which could
be construed as grooming. They should not give their personal contact details to
Learners including E-mail, home or mobile telephone numbers, unless the need to
do so is agreed with their Line Manager. This also includes communications through
internet based web sites such as Facebook.
32.
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36. Internal E-mail systems should only be used in accordance with the Pathway Group’s
policy.
Social Contact
Staff who work with Learners should not seek to have social contact with them or
their families, unless the reason for this contact has been firmly established and
agreed with their Line Manager. If a Learner seeks to establish social contact, or if
this occurs coincidentally, staff should exercise professional judgement in making
a response but should always discuss the situation with their Line Manager. Staff
should be aware that social contact in certain situations can be misconstrued as
grooming.
Where social contact is an integral part of work duties, e.g. pastoral work in the
community, care should be taken to maintain appropriate personal and professional
boundaries. This also applies to social contacts made through interests outside of
work or through the staffs own family or personal networks.
It is recognised that some staff may support a parent of a learner who may be
in particular difficulty. Care needs to be exercised in those situations where the
parent comes to depend upon staff for support outside their professional role. This
situation should be discussed with Line Managers and where necessary referrals
made to the appropriate support agency.
Sexual Contact
Staff should clearly understand the need to maintain appropriate boundaries in
their contacts with learners. Intimate or sexual relationships between Learners and
staff who work with them will be regarded as a grave breach of trust. Allowing
or encouraging a relationship to develop in a way which might lead to a sexual
relationship is also un-acceptable.
Any sexual activity between a Learner and a member of staff with whom they
work may be regarded as a criminal offence and disciplinary action could also be
considered.
Learners are protected by specific legal provisions regardless of whether the
Learner consents or not. The sexual activity referred to does not just involve physical
contact, it may also include non-contact activities, such as causing Learners to
engage in or watch sexual activity.
33.
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33.
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37. There are occasions when people embark on a course of behaviour known as
‘Grooming’where the sole purpose is to gain the trust of a child, and manipulate
that relationship so sexual abuse can take place. Staff should be aware that
consistently conferring in-appropriate special attention and favour upon a Learner
might be construed as being part of a‘Grooming’process and as such will give rise
to concerns about their behaviour.
Physical Contact
Physical contact may be misconstrued by a Learner or observer. Touching Learners,
including well intentioned informal and formal gestures such as putting a hand on
the shoulder or arm, can, if repeated regularly may lead to questions being raised.
Staff must not make gratuitous physical contact with Learners and should avoid
attributing‘touching’to their teaching style as a way of relating to learners.
There will be occasions when physical contact will be acceptable. In general these
will fall into one of these categories:
• Action to prevent harm or injury to the learners or to others.
If it is necessary to prevent a Learner causing injury to him/herself or to others
the use of minimum force and contact necessary to prevent harm or injury is
acceptable and defensible. Such incidents must always be reported using the
Safeguarding Report Form.
• Comforting a Learner in distress.
There is no easy definition of what is acceptable since much will depend on
the circumstances, the age of the Learner, the extent and cause of the distress
and the alternative means of providing comfort. Staff will need to use their
professional judgement and discretion in relation to these factors. Staff should
consider how others might perceive the action, even if no one else is present,
and ensure that it does not develop into unnecessary contact. Particular care
must be taken in instances, which involve the same learner over a period of time.
Physical contact may be questioned even if the intention is innocent. Staff should
therefore ensure that their actions recognise the possibility of misinterpretation and are
open to the scrutiny of colleagues. Individual professional judgments will be required
about the level of physical contact with individual learners, which will take account of
their age, circumstances and background.
34.
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34.
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38. It is recognised that some Learners who have experienced abuse may seek
inappropriate physical contact. Staff should be particularly aware of this when
it is known that a learner has suffered previous abuse or neglect. In the learner’s
view, physical contact might be associated with such experiences and lead to
some actions being misinterpreted. In all circumstances where a Learner initiates
inappropriate physical contact, it is the responsibility of staff to sensitively deter
the child and help them understand the importance of personal boundaries. Such
circumstances must always be reported and discussed with their Line Manager or
Designated Officer.
Managing Learners’Behaviour
All Learners have a right to be treated with respect and dignity even in those
circumstances where they display difficult or challenging behaviour.
Staff should not use any form of degrading treatment to punish a Learner. The use
of sarcasm, demeaning or in-sensitive comments towards Learners is not acceptable
in any situation. Any sanctions or rewards used should be part of Pathway Group’s
behaviour management policy. The use of corporal punishment is not acceptable.
Where Learners display difficult or challenging behaviour, staff must follow
Pathway Group’s Behaviour Policy, and use strategies appropriate to the
circumstance and situation. The use of physical intervention can only be justified in
exceptional circumstances and must be used as a last resort when other behaviour
management strategies have failed.
Where a Learner has specific needs in respect of particularly challenging behaviour,
a positive handling plan may be drawn up and agreed by all parties. Only in these
circumstances should staff deviate from the Behaviour Management Policy of the
organisation.
One to One Situations
Staff, by the very nature of their job role, will be required to carry out reviews with
Learners on a one to one basis. These reviews must only take place either within
designated areas of the training centre or within the work placement environment.
Staff working in one to one settings with Learners may also be more vulnerable
to un-just or un-founded allegations being made against them. Both possibilities
should be recognised so that when one to one situations are un-avoidable,
reasonable and sensible precautions are taken. Every attempt should be made to
ensure the safety and security of both the Learners and staff.
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