Human Resources - Occupational health and welfare: Special Constabulary protocol (L1640)

F1.0 Summary of Changes

1.1 This is a new joint protocol for Essex Police and Kent Police. It has been created from the current Kent only document.

2.0 What this Protocol is about

2.1 This protocol is to outline the provision of Health and Wellbeing Services to members of the Special Constabulary, volunteers, individuals on work experience and any unpaid groups whereby attachments are such that occasionally officers and staff will need the support of services from Occupational Health and Counselling and Wellbeing.
Compliance with this protocol and any governing policy is mandatory. This protocol is not, nor is it intended to be, contractual.

3.0 Detail the Protocol

3.1 Provision of Services

3.1.1 Members of the Special Constabulary, volunteers, individuals on work experience and any unpaid groups may occasionally require the support of Health and Wellbeing Services, namely Occupational Health and Counselling and Wellbeing Services. This recognises the "duty of care" that the respective Chief Constable has in relation to those undertaking activity on behalf of Essex Police and Kent Police.

3.1.2 The groups listed at paragraph 3.1.1 will have access to Health and Wellbeing Services where required in order to address issues directly related to their duties carried out in the workplace.

3.1.3 Individuals and managers may seek access to Health and Wellbeing Services but only via consultation with the respective clinical leads in each provision with approval via the Health and Wellbeing Delivery Manager. Each case will be considered on an individual basis in respect of services that are available within the force for volunteers, individuals on work experience and any other unpaid groups. The same process should apply for referrals to external professionals that require extra resources.

3.1.4 Members of the Special Constabulary are entitled to access the Employee Assistance Programme. This service is also available to partners and children aged 18 to 24 (in full time education, living in the same household).

4.0 Equality Impact Assessment

• EIA - July 2022

5.0 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.

6.0 Consultation

The following have been consulted during the formulation of this document:
• Unison
• Police Federation
• Essex Diversity and Inclusion Manager
• Health & Safety
• Head of Operational Change
• PSD D/Superintendent
• Risk
• Policy
• Superintendents Association
• Strategic Force Crime & Incident Registrar
• DPO
• Citizens in Policing Commander
• HR
• No consultation was necessary with Kent, as an existing document

7.0 Monitoring and Review

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

7.2 The protocol will be reviewed within two years.

8.0 Governing force policy

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

8.1 This HR protocol supports the overarching HR policy L1.

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 & Disposal of Records

8.3.1 Essex Police and Kent Police will hold data in accordance with our Records Review, Retention & Disposal Policy – W 1012 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.