Human Resources - Medical entry standards protocol (L1620)

1. Summary of changes

1.1 This is a new joint protocol for Essex Police and Kent Police.

2. What this protocol is about

2.1 This protocol describes the standards, which are applied to police applicants (including special constables). It describes the medical conditions, which are likely to either render the candidate suitable for appointment, unsuitable for appointment or where further information, investigation and assessment are likely to be required before coming to a decision.

Compliance with this protocol and any governing policy is mandatory.  This protocol is not nor is it intended to be contractual.

3. Detail the protocol

3.1      Introduction

3.1.1 It is unlawful under the Equality Act 2010 (formerly the Disability Discrimination Act 1995) to exclude candidates automatically on the basis of a medical condition or disability. Each case, therefore, must be looked at individually and assessed on its own merits. Individual assessments are conducted in respect of police or special constable roles. A candidate must be assessed for fitness for a fully operational police officer or special constable role and, if required, reasonable adjustments should be offered. Not every adjustment may be reasonable and this is ultimately a decision the employer has to take. The concept of reasonableness assumes a fair balance between the provision of a level playing field for the disabled person to enable them to be in the workplace and the impact the adjustment has on their colleagues and the organisation.

3.1.2 On rare occasions, discrimination may be lawful and be justified on the basis of this being a ‘proportionate means of achieving a legitimate aim’. The aim here would be to be able to train the recruit to become a fully operational police officer or special constable. This relates to the applicant’s physical ability to arrest somebody safely and chase after a suspect, and their mental ability to make difficult, safe, and critical decisions under pressure and within a short space of time. These selected examples of operational requirement and intrinsic characteristics are by no means exhaustive.

3.1.3 There may also be cases where health and safety elements supersede disability concerns – this is specifically the case where there may be a risk to third parties. 

3.1.4 The standards reflect fitness to serve at the time of assessment and for a reasonable time.

3.1.5 Medical assessment (including the evaluation of the medical history questionnaire) should take place only after the candidate has been assessed for suitability for the role.

3.1.6 Candidates will additionally be assessed as to the risk of premature ill-health retirement before joining the Police Pension Scheme. Candidates who are determined to be at risk of premature ill-health retirement maybe excluded from ill-health benefits, in relation to the specific medical condition detailed under the Police Pension Scheme irrespective of whether the risk is related to a disability under the Equality Act 2010 (formerly the Disability Discrimination Act 1995).

3.2      Pre-entry medical standards

3.2.1 The standards which follow, are laid out in terms of conditions which are likely to either render the candidate suitable for appointment, unsuitable for appointment or where further information, investigation and assessment are likely to be required before a coming to a decision.

• recommended medical standards PDF
• eyesight standards, police recruitment

4. Equality Impact Assessment (EIA)

4.1 This protocol has been assessed regarding its relevance to race and diversity equality. As a result of this assessment the protocol has been graded as having a high impact on diversity.

4.2 Attached is the latest equality impact assessment that forms part of the protocol review process.

5. Risk assessment

5.1 There is no specific risk assessment or health and safety consideration thought relevant to the content of this protocol.

5.2 Officers and members of police staff engaged within the process must remain aware that they must follow the protocol correctly otherwise the risk to the organisation of a possible employment tribunal could be raised. A failure to fully adopt the principles set out in this protocol could have a detrimental effect upon the reputation of the organisation.

6. Consultation

6.1 The following have been consulted during the formulation of this document:

• Essex/Kent Unison
• Essex/Kent Police Federation
• Essex Diversity and Inclusion Manager
• Essex/Kent Health and Safety
• Head of Operational Change
• Essex PSD D/Superintendent
• Essex Risk
• Essex Policy
• Essex/Kent Superintendents Association
• Essex Strategic Force Crime and Incident Registrar
• Essex DPO/Temp Head of Info Management
• Essex Special Constabulary Command
• HR
• Kent Information Security
• Kent Diversity and Inclusion Academy
• Kent Records Management
• Kent Finance
• Kent Estates
• Kent Legal Services

7. Monitoring and review

7.1 The monitoring of this HR protocol will be by the Head of Health Services.

7.2 The protocol will be reviewed every two years.

8. Governing force policy

Related force policies and related procedures/linked standard operating procedures (Kent and Essex)

8.1 This HR protocol supports the overarching HR policy L1.

8.2 This protocol forms part of L11120 Selection process - police officers.

8.2      Data security

8.2.1 Essex Police and Kent Police have measures in place to protect the security of your data in accordance with our Information Management policy – W 1000 Policy – Information Management.

8.3      Retention and disposal of records

8.3.1 Essex Police and Kent Police will hold data in accordance with our Records Review, Retention and Disposal policy – W1012 Procedure/SOP - Records Review, Retention and Disposal.

8.3.2 We will only hold data for as long as necessary for the purposes for which we collected.

9. Other source documents, e.g., legislation, Authorised Professional
Practice (APP), force forms, partnership agreements (if applicable)

• recommended medical standards PDF
• eyesight standards, police recruitment
• EIA – October 2021