Transcription
The Staff HandbookYour guide to employment matters at CuddlyBear Day CareRevised June 2018
The Staff Handbook 2018ContentsAbout the Cuddly Bear Staff Handbook; What is it? . 2Our goals and values at Cuddly Bear Day Care . 2Other useful information . 21.Absence and Holiday: Holiday Policy . 42.Benefits . 73.Absence and Holiday; Religious Holidays Policy . 84.Absence and Holiday; Long Term Sickness . 85.Absence and Holiday; Short-Term Sickness Absence. 96.Appearance and Behaviour; Dress and Uniform . 107.Appearance and Behaviour; Work-related or Social Events . 128.Staff Behaviour and Professional Conduct . 12(taken from Cuddly Bear Policies and Procedures) . 129.Communication; How Cuddly Bear Day Care communicates with colleagues . 1410.Data Protection & Confidentiality . 15(taken from the Nursery’s Policies and Procedures) . 1511.Disciplinary Policy . 17Investigate the problem . 1812.Grievance Policy (making a complaint) . 2213.Performance appraisal within the nursery . 2514.Performance Management; Probationary Period . 2615.Performance Management; Effective Supervision Meetings . 2716.Equal Opportunities: Dealing with Harassment Complaints . 2817.Equal Opportunities; Dignity at Work . 3018.Equal Opportunities; Religious observance during working hours . 3219.Family Matters; Maternity. 3220.Family Matters; Shared Parental Leave and Pay . 3621.Family Matters; Term-time Working . 3722.Flexible Working; Your request to change your hours of work . 3823.Safer Recruitment of Staff and Workers . 4024.Safer Recruitment; Recruitment of ex-Offenders . 4225.Training and Development . 43Acknowledgement of the Staff Handbook . 4522/06/2018 14:351
The Staff Handbook 2018About the Cuddly Bear Staff Handbook; What is it?GeneralThe aim of this staff handbook is to provide general information to Cuddly Bear Day CareDay Care colleagues about your employment. It is a policy and procedures guide as towhat the Nursery will do in certain employment situations such as; holiday, absence,changing working hours, training etc. It is not intended to cover every situation or toexplain everything about the employment of our staff. It is not an employment contract. Itworks alongside the nursery’s own policies and procedures, of which you are alreadyfamiliar.Place of workThe nursery's headquarters are located at: Park Hall, Sydenham Park, London SE26 4EE.0208 291 7894info@cuddlybeardaycare.co.ukChange of address or personal circumstancesIt is very important that you inform the nursery of any changes to your personalcircumstances such as: address/ telephone number who to contact in an emergency bank or building society details gain or loss of relevant educational or vocational qualifications or licences loss or restrictions to your driving licence loss of right to work in the UKNote that anyone working in Early Years has a legal obligation to immediately notify theNursey Manager with these changes; disqualification from working with children by the DBS or, if a household member isdisqualified by the DBS receiving a caution or similar, or involved with a police / criminal investigationOur goals and values at Cuddly Bear Day CareOur goals are very clear here at Cuddly Bear Day Care; To be a second home for children, giving love, support and personal attention toeach child. That the wellbeing of each child is at the heart of everything we doThis is because ‘we believe that children thrive best when they feel safe, valued andlistened to.’We see these simple qualities and values day to day at Cuddly Bear, and this is somethingwe look for when recruiting new colleagues;Trust, confidentiality, personal responsibility, teamwork, respect for all.Other useful informationNursery policies and proceduresWe have a separate Nursery Policies and Procedures guide, which is located in each roomand in Reception, of which you are already familiar. This tells you what to do about child,curriculum or nursery matters, rather than employment matters in the Staff Handbook.Tax and national insurance contributionsIf you have a query about your tax, or you change address, call HMRC;22/06/2018 14:352
The Staff Handbook 2018 Employer PAYE (Pay As You Earn) unique reference number;846 / WA38905 Lothians Area Office to call;0300 200 3300You will need your National Insurance number on your payslip.And if you are coming to work in the UK from abroad, this will explain how the tax systemworks in the UK; http://www.hmrc.gov.uk/nic/work/Queries about the contents of the staff handbookWe welcome any comments or suggestions as to how the staff handbook could beimproved. If there is anything in the staff handbook that you do not understand pleasespeak to a member of the management team, or Kate (HR).Note; some policies will be similar or in line with our ‘Nursery Policies and Procedures’,available in a folder in each Room.Changes to the Staff HandbookThe nursery reserves the right to amend this staff handbook, and will make every effort tonotify employees when there is an official change to a policy.For example, the staff handbook may need to be changed where there is a change to: the way in which the nursery operates because of market conditions; employees' contracts of employment, on which they will be consulted,necessitating a change to the staff handbook too; and employment law that requires a policy to be amended.In any event, Kate Stevens (HR/Business Manager) will carry out at least annual reviews ofthis handbook, on or around March each year.However, colleagues are responsible for their own up-to-date knowledge about thenursery's policies, procedures, benefits, and working conditions. As well as having yourown individual copy to read and acknowledge, the staff handbook is located; In the Staff Room In each Room (Pre-School, Babies, Toddlers and Green) In Reception With Kate and the Nursery ManagerExternal weblinksThere may be some external weblinks in the Staff Handbook which provide furtherinformation. Cuddly Bear Day Care is not responsible for the content of external sites.22/06/2018 14:353
The Staff Handbook 20181. Absence and Holiday: Holiday PolicyGeneralThe holiday year runs from 1 January to 31 December. All full-time and part-timecolleagues are entitled to the statutory 28 days' (pro-rata) paid holiday per annumincluding public/bank holidays.All holiday must be taken during the holiday year in which it is accrued. In veryexceptional circumstances a maximum of three days may be carried over from one holidayyear to the next but this can be done only with the prior written approval of the NurseryManager. In this case, any holiday carried over must be taken no later than March.All holiday dates must be approved in advance by the Nursery or Deputy Manager. At leastthree weeks’ notice of proposed holiday dates must be given to ensure adequate staffingcoverage at all times.Enhanced Holiday; ‘Bonus Holiday Plan’Cuddly Bear Day Care offers a non-contractual Bonus Holiday Plan, available to staff whohave passed their probation by 31 December each year. Subject to availability andmeeting certain criteria, colleagues may choose to have additional holiday, equivalent toa week, or, a monetary bonus (subject to usual tax and NI deductions) equivalent to aweek. This runs from January to December each year. The usual booking process appliesand once you have confirmed your choice, the decision is final.Situations where the Bonus Holiday Plan may be revoked (not an exhaustive list;SituationWhere a colleague resigns, or is given noticeto leave, or is dismissed summarily by 31December each yearWhere a colleague is under performancemanagement, has a high level of absence,under disciplinary or investigation that leadsto a disciplinaryWhere a colleague’s working hours changeHoliday bonusMoney bonusthe equivalent may Is not paidbe deducted fromfinal pay, or ispayable back toCuddly Bear DayCareManagement reserves the right to use itsdiscretion and could potentially withholdthe bonusManagement will review the situationand the bonus plan may changeaccordinglyHoliday payHoliday pay is calculated on the colleague's contract of employment (ie excluding anyovertime, bonuses, commission, etc).There will be no payment for holiday not taken, except on termination of employment orin exceptional circumstances, with management discretion.Public and bank holidaysThe Nursery recognises eight public/bank holidays a year, the dates of which vary fromyear to year. All recognised public and bank holidays are permitted as paid holiday and areincluded in the annual holiday entitlement specified above.Colleagues who work part-time and would normally work on a day on which a public/bankholiday falls, must take the day as Holiday Leave; the day will be deducted from the totalentitlement.22/06/2018 14:354
The Staff Handbook 2018A colleague will not be paid (or where appropriate a deduction will be made from salary)for any bank or public holiday if they are absent from work (other than on the Nursery'sbusiness or unless expressly authorised) immediately before or after the bank or publicholiday. If absence immediately before or immediately after the bank or public holiday isdue to sickness, payment for the bank or public holiday will be made only if a medicalcertificate is provided. The Nursery will in these circumstances reimburse the colleaguefor the cost of obtaining the medical certificate. Where a medical certificate is provided,sick pay will be paid for the absence subject to the terms of the Nursery's sick payscheme.Holiday entitlement in year of commencementIf the colleague joins the Nursery part way through a holiday year, they will be entitled toa proportion of their holiday entitlement based on the period of their employment in thatholiday year.During the colleague's first year of service, they will not normally be allowed, unlessotherwise agreed by the Nursery Manager to take more holiday than they have actuallyaccrued at the time holiday is taken and during the first three months of employment,taking holiday is not permitted except in exceptional circumstances. Entitlement duringthe colleague's first year is calculated monthly in advance at the rate of one-twelfth ofthe full year's entitlement.Holiday pay on termination of employmentIf the colleague leaves the Nursery's employment part way through a holiday year, theywill be entitled to be paid for any accrued (up to the date or termination) annual leave forthat holiday year that has not already been taken.If on the colleague's date of termination, they have taken paid holiday leave over ofearned entitlement, they will be required to reimburse the Nursery (by means ofdeduction from salary if necessary).No payment in lieu of accrued contractual holiday will be made to the colleague (andwhere appropriate a deduction will be made from salary) in the event of their terminationfor gross misconduct or in the event of the colleague giving inadequate notice oftermination or leaving before the contractual notice period has expired. Contractualholiday for these purposes means all and any leave entitlement provided for in thecolleague's contract that is over and above the minimum statutory leave period providedfor in the Working Time Regulations 1998.If a colleague is ill or is injured before the start of a period of planned holiday, theNursery may agree to the colleague postponing the holiday dates to another mutuallyagreed time. Any period of sickness absence will then be treated in accordance with theNursery's normal policy on sickness absence. The colleague must submit a written requestto postpone the planned holiday and this must be accompanied by a letter from theirdoctor confirming that they are unfit, or is still likely to be unfit, to take the holiday.A colleague must request to take any replacement holiday in accordance with theNursery’s normal holiday policy, and should endeavour to take the replacement holiday inthe same holiday year in which it was accrued. However, where a colleague has goodreason for not being able to do so, the Nursery will allow the colleague to carry that leaveforward into the next holiday year. The Nursery may require a colleague to take all or partof their replacement holiday on particular days and it is not required to provide thecolleague with any minimum period of notice to do this, although it will aim to providereasonable notice.22/06/2018 14:355
The Staff Handbook 2018Holiday entitlement during sick leaveA colleague who is absent on sick leave will continue to accrue their full statutory holidayentitlement. However, contractual holiday entitlement over and above the minimumstatutory holiday entitlement provided for by the Working Time Regulations 1998 will notaccrue during any paid or unpaid period of sick leave once a colleague has beencontinuously absent for a period of 4 weeks. For the purpose of calculating the period ofcontinuous absence, the Nursery may disregard a return to work that is less than 10working days.A colleague on sick leave may apply to take their accrued holiday entitlement while onsick leave. The holiday dates must be approved in accordance with this policy.22/06/2018 14:356
The Staff Handbook 20182. BenefitsBenefits offered at Cuddly Bear are designed to reward and thank our colleagues for theircontributions. They are non-contractual and subject to change, which you will be advisedabout as or when this may happen. Open to all employees, you may join any on startingwith the nursery, unless noted otherwise. We welcome suggestions to extend our benefitsrange – please speak to Kate for more information.Holiday Bonus PlanSee the Absence and Holiday Policy for more details.Gym MembershipForest Hill Pools and other Fusion Gyms (Glassmills, The Bridge, Wavelengths and more)Offers; Swimming, Gym, Exercise Classes, Café - 35.50 per month(instead of 45.50)Joining; what to do; Eligible for all employees from day 1. Speak to Kate; she will email the gym, cc you, and ask them to join you Take the email to Forest Hill Gym sign up Not sure ? Claim a free pass to try (limited time); http://www.fusionlifestyle.com/centres/Forest Hill PoolsWorkplace Pension Scheme We have a scheme with NOW! Pensions for all eligible employeesafter 3 months’ employment and it is an automatic enrolment scheme.Criteria to join the pension scheme; after 3 months’ service AND if you meet certain criteria; you earn over a certain amount per year, you are between 22 and 65 years automatically enrolled into the scheme. you may choose to opt-out – you must do so on email to Kate if you under below this amount you may still choose to join, but no CBcontributions look out for notifications on emailOnsite childcareWe offer a discount of 5% to eligible staff for childcare should a place be available. AskSarah for a Waiting List form.Staff SocialsWe love eating and dancing! We regularly celebrate when we close inDecember, Training Days and for special occasions.22/06/2018 14:357
The Staff Handbook 20183. Absence and Holiday; Religious Holidays PolicyGeneralIt is Cuddly Bear Day Care’s policy to grant holiday leave at times that suit individualcolleagues insofar as this is possible and practicable, considering the needs of thebusiness. Holiday leave will be granted in line with the total periods of holidayentitlement defined in colleagues' contracts of employment, which incorporate theminimum periods of statutory annual leave provided for by the Working Time Regulations1998.However, where a colleague requests time off at a particularly busy time, at a time whenother colleagues in the same department have already been granted leave or at a timewhen the colleague's absence would otherwise cause difficulties for the business ordepartment, the Nursery may refuse to grant time off on the dates requested.Subject to the above, the Nursery will seek, wherever possible, to allow colleagues to usetheir holiday entitlement to observe special religious holidays or festivals. All colleagues,whatever their religion or belief, will be treated equally in this respect.A colleague should make an application for such leave to their Manager, specifying thedates on which they wish to take leave. The colleague must give a minimum notice period(for all holiday leave) of at least three weeks’ notice. Colleagues are advised to give asmuch notice as possible to maximise the chances of securing the holiday dates of theirchoice.Where several colleagues all seek holiday leave for religious holiday reasons, on the samedate(s), the Nursery will grant holiday leave on the basis of "first come, first served" whilsttaking into account the needs of the business.Colleagues are reminded that the timing of all holidays must be approved in advance bythe colleague's Manager before any leave arrangements are made or confirmed.4. Absence and Holiday; Long Term SicknessGeneralCuddly Bear Day Care operates the following policy in relation to long-term sicknessabsence.The Nursery aims to encourage all its colleagues to maximise their attendance at work. Itis recognised, however, that a certain level of sickness absence is inevitable. It is theNursery's policy to support colleagues who are genuinely sick and unable to come to work.As part of this policy, colleagues are not entitled (subject to a limited number ofexceptions) to be paid full or part salary for defined periods of time while absent, andnormal Statutory Sick Pay (SSP) will rules will apply instead, provided that colleaguescomply with the Nursery's rules on notification and the provision of ongoing medicalevidence.Colleagues may be requested by their manager to consent to be examined by anoccupational health doctor (at the Nursery's expense) and to agree to allow the doctor toprovide a medical report to the Nursery.The Nursery will not consider terminating the employment of a colleague who is absentfrom work due to genuine sickness or injury but, the position will be reviewed periodicallyand it may become necessary from a business perspective to consider an alternative roleor ultimately, termination of employment. In these circumstances, the Nursery will: review the colleague's absence record to assess whether or not it is sufficient tojustify an alternative role or dismissal; consult the colleague;22/06/2018 14:358
The Staff Handbook 2018 obtain up-to-date medical advice; meet with the colleague to discuss the options and consider the colleague's viewson continuing employment; advise the colleague in writing as soon as it is established that termination ofemployment has become a possibility; review if there are any other jobs that the colleague could do prior to taking anydecision on whether or not to dismiss; allow a right of appeal against any decision to dismiss the colleague on grounds oflong-term ill health; and arrange a further meeting with the colleague to determine any appeal; following this meeting, inform the colleague of its final decision; and act reasonably towards the colleague at all times.5. Absence and Holiday; Short-Term Sickness AbsenceGeneralCuddly Bear Day Care aims to encourage all its colleagues to maximise their attendance atwork while recognising that colleagues will, from time to time, be unable to come to workfor short periods due to sickness. This policy relates to short-term sickness absences fromwork, which are defined as those lasting up to one working week.While the Nursery understands that there will inevitably be some short-term sicknessabsence among colleagues, it must also pay due regard to its business needs. If acolleague is frequently and persistently absent from work, this can damage the nursery’seffectiveness and place an additional burden of work on colleagues. By implementing thispolicy, the Nursery aims to strike a reasonable balance between its business needs and thegenuine needs of colleagues to take occasional short periods of time off work because ofsickness.PayIt is the Nursery's policy to pay only statutory sick pay (SSP) during periods of sicknessabsence.Guidelines for colleaguesColleagues who need to be absent from work due to sickness must comply with thefollowing rules:I.Notify the Nursery Manager/manager on duty by telephone if they are ill, or unable toattend work for any other reason. Colleagues should be prepared to explain why theycannot attend work, and how long they think the absence will last.II.If a colleague is unable to determine how long the absence will last and it exceeds twodays, they must contact the Nursery Manager again on the third day at least one hourbefore the start of their planned shift, or as soon as is reasonably possible.III.Complete a Self-Certificate absence form and give it to the manager on duty.IV.Attend a meeting (return to work interview) with aManager on return to work, to discussthe absence and the reason for it. One of the purposes of this meeting will be to establishif the manager can provide any support to the colleague that could facilitate attendanceat work in the future.V.Provide a doctor's certificate or "fit note" for a period of sickness absence under sevendays if the Nursery specifically requests it. In these circumstances the Nursery willreimburse the colleague for the cost of obtaining a certificate if it has to be obtained at acost.VI.Provide a doctor's certificate or "fit note" for a period of sickness absence exceeding sevendays.22/06/2018 14:359
The Staff Handbook 2018VII.Agree on request to be interviewed and/or examined by an occupational health doctornominated by the Nursery and to authorise the release of any medical report from thedoctor to the Nursery. The Nursery will meet all costs associated with any suchexamination and/or medical report.VIII.Cooperate with the Nursery, regarding the possible implementation of any adjustments tojob duties, hours or working conditions, resulting from recommendations made by theirdoctor, notwithstanding theColleagues are asked to inform and/or keep their Manager up to date with any new orongoing health issues, for the Nursery to respond and act if necessary, in an appropriatemanner.Where a colleague’s attendance record gives cause for concern because of the duration orfrequency of absence, this should be brought to the attention of the colleague through adiscussion with the managerConfidential records will be kept of any absence. Absences from work may be regarded asfrequent and possibly unsatisfactory if, during any period of 12 consecutive months, acolleague is absent from work on 3 separate occasions, or absent from work for 7 or moreworking/business days. In this instance, any continuing unsatisfactory attendance withlittle explanation may result in disciplinary action and ultimately, dismissal.6. Appearance and Behaviour; Dress and UniformGeneralThis policy is designed to guide colleagues on the required standards of dress, appearanceand uniform. All colleagues’ appearance must be professional always both within theworkplace and when representing Cuddly Bear Day CareCuddly Bear Day Care’s intention regarding our dress code is to ensure that colleagues feelproud to be part of the Cuddly Bear Day Care team. Our uniform is designed to lookprofessional, clean and functional and is available to all colleagues, following on from asuccessful mid-probation review at 3 months. The Nursery recognises the diversity ofcultures and religions of its colleagues and will take a sensitive approach when this affectsdress and uniform requirements. However, priority will be given to health and safety,security and other similar considerations.The policy is not exhaustive in defining acceptable and unacceptable standards of dressand appearance, and staff must use common sense in adhering to the principlesunderpinning the policy. The management of the Nursery will be the sole judge of what isand is not appropriate for the purposes of this policy.UniformColleagues are required to wear a uniform, provided by the nursery and must ensure theydo so during working hours, unless advised otherwise by th Nursery Manager. Uniformsmust always be clean, tidy and presentabl. The uniform issued must not be altered in anyway without the Nursery's permission.Our uniform is; CB name tag/lanyard White polo shirt with logo OR blue chambray shirt with logo (Admin/Management),or white t-shirt (see Summer Uniform) Navy fleece with logo Dark colour trousers/jeans, skirt and shorts (see Summer Uniform). See full listbelow22/06/2018 14:3510
The Staff Handbook 2018New colleaguesAs you will receive uniform after your 3-month mid probation review, we ask that youwear similar style clothing to the uniform, i.e. similar colours of navy, white, blue, black.The list below should clarify expectations;Guidance; colleagues are expected to wear;Bottoms; Black/navy and plain; trousers/jeggings/jeans/skirt/leggings* (thick material/notsee through). *Leggings - only with a long top/tunic on Dress Down Friday. Shorts and skirts - knee lengthTops Nursery uniform top Jewellery – small studs, no stones that could fall out, no hoops Footwear; colleagues must wear ‘indoor’ shoes or slippers inside the Nursery,which are not to be worn outside, for hygiene reasons, flat shoes and shoes suitable foroutdoor play or all-weather play are also advised.Long hair must be kept tied back always.Do not wear; Low waisted bottoms, striking patterns See through/low-cut clothing, or, underwear that can be seen through clothes Track-suits/joggers or similar Long nails – longer than the tips of fingers Spaghetti strap tops Tops with embellishments (ie studs, jewellery as they are a hazard)Colleagues with roles that require protective clothing, eg kitchen or personal protectiveclothing etc, are required to wear this clothing while carrying out their duties wheneverrequired by law or by Nursery rules.Anyone working with food must keep their hair either short or tied back and must notwear any jewellery other than a wedding ring. These rules are in place for safety/hygienereasons.Dress down FridayColleagues may choose not to wear uniform on Fridays but should still follow the guidancenoted above.Summer uniformOptional; all colleagues may wear from 1st June – 31 August the following;Bottoms Shorts/skirts (knee length), lighter/paler coloured, plain bottomsTops A white, cotton t-shirt. Example here; available from Primark, 3.Note; must not be low-cut, must have sleeves.Re-ordering new uniformEach Autumn term, new uniform will be ordered and distributed to staff.We will ask you to state your sizes.Existing members of staff will get 2 new pieces of uniform (fleece and top) and newmembers will receive the starting pack. The number of pieces depends on how many daysa colleague works.22/06/2018 14:3511
The Staff Handbook 2018Extra items are available for an additional fee. As at April 2018, it is; 7 polo shirt and 12fleece.Please note; wearing uniform is essential and is taken seriously. Failure to follow our dresscode may result in being asked to go home to change, and return to work. In thesecircumstances, the colleague will not be paid for the duration of their absence from work.Non-compliance might result in Disciplinary Action.Uniform remains the property of Cuddly Bear Day Care. Colleagues must takeresponsibility to ensure that good care is taken of them, and return any uniform issued onthe termination of employment.7. Appearance and Behaviour; Work-related or SocialEventsGeneralFrom time to time, Cuddly Bear Day Care may ask colleagues to attend, assist or work atits own work-related events, which are designed to provide closer links and foster goodrelations between the families and carers whose children we look after. The Nursery mayalso offer colleagues the opportunity to attend other work-related social or industryrelated events on its behalf, as a token of appreciation of the good work our colleagues doand to encourage good relations.Although the Nursery’s own work-related events usually take place outside of normalworking hours, events also may occur on Cuddly Bear Day Care’s premises and theNursery's standard code of conduct applies to such events. While management does notwish to put a dampener on colleagues' enjoyment of social events, it is in everyone'sinterests to have certain rules of conduct for the protection and comfort of all.Colleagues who attend any of the Nursery’s own work-related events, or any work-relatedsocial, or, industry events must adhere to the following rules and pri
The Staff Handbook 2018 22/06/2018 14:35 2 About the Cuddly Bear Staff Handbook; What is it? General The aim of this staff handbook is to provide general information to Cuddly Bear Day Care Day Care colleagues about y
