Human Resources - Police Officer recruitment protocol (L1840)

1. Summary of changes

1.1 This protocol has been developed to form a single, joint, Essex Police and Kent Police, recruitment of Police Officers policy, building upon and replacing the previous Kent Police protocol L1840. The following amendments have been made:

• HR Recruitment is a collaborative department, and this policy is now appropriate for both Kent Police and Essex Police throughout.
• The protocol is renumbered for clarity
• Section 2.2 is added to cater for exceptional cases
• Section 2.3 is added to uphold standards of professional behaviour
• Section 4.1 is clarified as the ‘National sift’ process
• Section 4.5 ‘References’ is updated
• Section 4.7 ‘Biometrics’ is added
• Section 4.8 ‘Substance Misuse’ is added
• Section 4.9 The ‘Integrity check questionnaire’ replaces ‘Home visit’ process
• Section 5 ‘Transferees’ is updated
• Section 6 ‘Non Home Office recruitment is added
• Section 7 ‘Re-joiners’ is updated
• Section 9 Special Constabulary entry is expanded to include transferees and rejoiners
• Section 11 ‘Appeals’ is updated
• Section 18 The revised HR Disposal Schedule is linked.

2. What this protocol is about

2.1. The purpose of this protocol is to outline the recruitment and selection process for the appointment of new police officers, special constables, officers transferring from other forces and previous officers seeking to re-join.

2.2 The Head of Resourcing may exercise discretion to consider reasonable exceptions to this protocol, where there is a clear rationale on a case-by-case basis.

2.3 During the recruitment process, Kent Police and Essex Police will not tolerate any form of rude, abusive or inappropriate behaviour or language towards their staff and officers. Compliance with the force’s Standards of Professional Behaviour and the Code of Ethics are considered during all elements of the recruitment process. The force reserves the right to discontinue an application, without notice, where standards are not met and maintained. Such occurrences are likely to result in the individual being removed from the recruitment process and the information may be stored in line with records retention policy (section 18) to inform potential future applications for any role in the force.

This protocol is not nor is it intended to be contractual.

Compliance with this protocol/SOP and any governing policy is mandatory.

3. Detail the protocol

3.1 The Head of Resourcing in consultation with Chief Officers will agree projected vacancies in advance each year and these will remain subject to change due to such issues as attrition, budget projections, government spending reviews etc. Each year the scale of recruiting activity required to meet the vacancies will be determined and recruitment campaigns planned accordingly.

3.2 The resourcing department together with business services will manage the overall recruitment process for police constables with activity taking place at set periods throughout the year dependent upon force need. These periods will be published on the corporate web sites and in appropriate media, ensuring that appropriate community groups are notified.

3.3 All applicants will be required to complete the appropriate application process, depending on the vacancy requirements, this may include completing an on-line pre-application process. In considering entering the formal application process candidates should carefully consider the information provided on the force website, recruitment system and those provided as part of the application process. This includes the eligibility criteria which must be met to apply, identification requirements, and standards required for the medical assessment and fitness test.

3.4 Any applicant who declares that they have a disability under the Equality Act and believes that a reasonable adjustment is required will be contacted in the first instance by a Recruitment Team representative for an initial discussion. In cases where adjustments are required the Recruitment Team representative may refer to guidance and procedure provided by the College of Policing (COP) and the force’s Head of Resourcing or delegate.

4. Police Constable Recruitment

4.1 National-sift

4.1.1 All applications received will be eligibility assessed against the National Eligibility Criteria for the role of Police Officer and any force specific requirements as detailed during the recruitment campaign. Applicants should be aware that the Force reserves the right to vary the required standard to ensure that a proportionate number of top performing candidates are progressed at each stage of the process. Applicants who are successful at the national-sift may be invited to attend a briefing event prior to the assessment centre and all security checks will commence at the appropriate time.

4.2 National online assessment

4.2.1 All new recruits wishing to join Kent Police or Essex Police will be required to undertake and pass the National Online Assessment. Full details can be viewed via the College of Policing website.

4.3 Senior recruitment interviews

4.3.1 Applicants who are deemed successful at the national assessment phase of the selection process will be required to attend and pass the in-force Senior Recruitment Interview. Candidates must be deemed suitable for appointment at the Senior Recruitment Interview before progressing in the clearance process. To support recruitment requirements this step in the process may be brought forward ahead of the results of the National online assessment centre.

4.4 Job related fitness test / medical assessment

4.4.1. At an appropriate time in the process applicants who are successful at national assessment will be invited to attend a full medical with the Force Medical Advisor (FMA) and to undertake the Job Related Fitness Test (JRFT). Both elements must be
passed satisfactorily.

4.4.2. Candidates must pass all elements of the Job Related Fitness Test and may take a maximum of three separate attempts. Candidates can be placed on ‘hold’ within the recruitment process until the relevant standard is met but three failed attempts will lead to rejection. Individuals who fail to achieve the necessary standards will be rejected from the recruitment process and a full re-application may be made after six months from their final test date (providing recruitment is open at that time).

4.5 References

4.5.1 The purpose of obtaining references is to verify statements made by candidates and to obtain an indication of whether there is any reason why an applicant should not be employed as a police officer. The Police Regulations 2003 require candidates to produce satisfactory character references.

4.5.2 References are required to cover the period of the preceding 5 years. Current employer references are not processed until later in the pre-employment checks (when an offer of appointment has been made), unless notified by the candidate that it is acceptable to do so earlier. Employment references are required to confirm employment between specified dates, the position held and information concerning reason for leaving. Further information covering attendance, performance and discipline is also requested. Candidates are also required to provide a satisfactory rationale for any gaps in employment.

4.5.3 HM Forces discharge certificates will normally be satisfactory proof of good conduct (in particular, the highest assessment “Exemplary” - Army and RAF and “Very Good” - Navy). If conduct has been assessed below this level then, with the applicant’s agreement, contact will be made with the appropriate service for a further assessment (i.e. Print of the person’s record to be requested). Minor punishments, awards, dispensations over 5 years prior to assessment are disregarded. HM Forces assess conduct on a range of Exemplary, Very Good, Satisfactory (Army & Navy)/Good (RAF), Fair, Unsatisfactory.

4.5.4 References taken from previous police service employment will include full information on discipline and absence records to produce satisfactory proof of good conduct. (Data to be collected on the standard national forms via the online recruitment system).

4.5.5 Educational/personal references will be requested if the applicant has less than 5 years’ work experience post education or if they have not worked before, or if it is felt there is insufficient employment history.

4.5.6 Where required, driving licences will be verified by the recruitment team and photocopies taken prior to appointment.

4.5.7 Identity, residence and right to work will be verified by the recruitment team and photocopies taken prior to appointment.

4.5.8 Relevant academic certificates will be verified by the recruitment team or the approved education provider.

4.6 Vetting checks

4.6.1 All applicants applying to join as a Kent Police Constable must pass all necessary vetting checks as detailed in P04 – Kent Police Vetting. All applicants applying to join Essex Police as a Police Constable must pass all necessary vetting checks as detailed in policy C 3200.

4.7 Biometrics

4.7.1 Fingerprints and DNA samples will be obtained from all candidates for a speculative search to be made against the local and national databases prior to appointment to the police service. This ensures individuals have not previously come to adverse police attention that was not declared via vetting processes, and to ensure that the individual is not linked to any outstanding crime scene marks/stains. The purpose of Biometric Vetting also sits within the College of Policing Authorised Professional Practice for Vetting.

4.7.2 Corporate Recruitment Teams will be responsible for obtaining DNA and fingerprints from candidates upon successful completion of all other aspects of the recruitment process, using the required documentation and in accordance with training/guidance.

4.7.3 Biometric vetting results must be received before an offer of appointment can be made to a candidate.

4.8 Substance Misuse

4.8.1 The use of illegal substances is ethically incompatible with public expectations and the standards of professional behaviour for the service.

4.8.2 New recruit police constable candidates may be required to undergo screening, by way of drugs test testing, which detects the use of illegal drugs and the inappropriate use of prescribed or non-prescribed drugs, alcohol and other substances such as solvents, gases and ‘legal highs’.

4.8.3 ‘Illegal’ and ‘prescription’ drugs are as defined by the Misuse of Drugs Act 1971 together with any legislative amendments or associated regulations. ‘Misuse’ is used to describe actions that are illegal, harmful or problematic, either for the individual or others.

4.8.4 In the event a candidate tests positive for substance misuse they will be rejected from the application process and may potentially be subject to a criminal investigation.

4.8.5 If a candidate tests positive for substance misuse they will not be eligible to join the service. They may be eligible to reapply in line with section 4.10.

4.9 Integrity check questionnaire / Professional Standards Questionnaire

4.9.1 New recruit police constable applicants for Kent Police are required to complete a Candidate Integrity Questionnaire checkpoint conducted by an appropriate assessor. New recruit police constable applicants for Essex Police are required to complete a Professional Standards Questionnaire.

4.9.2 The purpose of the Candidate Integrity Questionnaire or Professional Standards Questionnaire is to confirm details held by recruitment are correct and that any necessary declarations to vetting have been made.

4.9.3 If the candidate provides any concerning responses these will be raised with Corporate Recruitment, who will engage with the relevant department for consideration.

4.10 Re-application policy

4.10.1 Any applicant failing at any stage of the selection process will be able to reapply after 6 months has passed from the date of the rejection. The Head of Resourcing may apply discretion to an alternative period, based on individual circumstances on a case-by-case basis. Where individuals have been removed from the recruitment process for reasons of conduct, behaviour the force reserve the right not to accept a reapplication from a candidate.

5. Transferees – Home Office Forces

5.1 Applications from officers currently serving in other Home Office police forces are welcomed at times when the transferee recruitment process is open for new applications. Only officers moving from Home Office police forces, the Police Service of Northern Ireland (PSNI) and Police Scotland can be regarded as a ‘transfer’ in regulations. From all other policing agencies, the process is recruitment. Recruitment from non-Home Office forces is covered in section 6.

5.2 Transferees will be required to complete the appropriate application process, details of which are available on the career’s web pages along with information about the roles. Any applicant who indicates that they have a disability and believes that a reasonable adjustment is required will be contacted in the first instance by the Recruitment Officer for an initial discussion.

5.3 Transferee eligibility is published on the careers website and includes:
• Hold a full UK manual driving licence (containing no more than 6 points)
• Have successfully completed their probationary period
• Have an acceptable performance, attendance and disciplinary record
• Experience and competence in investigations and case file preparation.

5.4 Transferees are monitored and progressed through the governance of the ‘Re-joiner and transferee’ panel.

5.5 The transferee process includes:

5.5.1 Identification documents will be requested and checked at the interview process.

5.5.2 Interview - The applicant will be invited to undergo a suitability interview approved by the Recruitment & Selection Manager and will be conducted by an officer (or police staff equivalent) of at least two ranks higher than the transferring officer. The preference is for this to be conducted with a suitable officer from the area in which the applicant is likely to be posted. A decision on Pass or Fail will be made at this juncture.

5.5.3 Transferees applying via promotion opportunities will be required to pass a promotion board in place of the interview described at 7.5.2

5.5.4 References – Transferees must have an acceptable performance, attendance and disciplinary record.

5.5.5 Vetting - Vetting clearance can be transferred between forces after vetting health checks have been completed.

5.5.6 Biometrics – The College of Police APP Vetting (May 2019) outlines at section 7.33.2 biometric vetting checks should not be conducted on those transferring forces. Once a transferee has passed all pre-employment checks and vetting (where applicable), Recruitment Business Services can request the transfer of the individual’s DNA barcode and set of fingerprints from the force in question. The details held on the elimination databases will then be amended with the details of the new force employee number once known. Under NO circumstances should a speculative search be undertaken with the sample provided.

5.5.7 Fitness and Medical – As per section 4, however Personal Safety Training qualification may be transferred from the current force if in date. Some police roles (for example firearms and public order) are more physically demanding than others and require higher level fitness standards which are regularly assessed.

5.5.8 A recommendation to appoint following the suitability interview will be valid for 12 months from the date of interview. However, should any application extend past a period of 6 months, consideration should be given to refreshing vetting, medical pre-employment checks.

5.6 It is incumbent on candidates who are seeking to transfer to Essex Police or Kent Police to provide evidence of their accreditation or training, where required (specifically in the areas of Detective or Firearms but may be relevant to other disciplines).

5.7 The College of Policing transferee checklist requires completion for all transferee applicants, both level transfer and on promotion, to Essex Police or Kent Police

6. Recruitment from non-Home Office forces

6.1 Only officers moving from Home Office police forces, the Police Service of Northern Ireland (PSNI) and Police Scotland can be regarded as a ‘transfer’ in regulations. From all other policing agencies, the process is recruitment. Recruitment from non-Home Office forces is monitored and progressed through the governance of the ‘Re-joiner and transferee’ panel.

6.2 A standard recruitment journey must be followed for recruits from non-Home Office forces. Candidates from non-Home Office forces must meet the requirements of Regulation 10 as well as the standard eligibility criteria to be a police officer, this includes meeting the standard of entry assessment and meeting the training/experience criteria outlined in Annex BA to Regulation 10.

6.3 Where members of certain non-Home Office police forces have already passed a College-standard recruitment assessment, either the online assessment process, the SEARCH® or Day One assessment centre, as part of a previous recruitment process; there is no expectation that these candidates repeat this process as part of recruitment to a Home Office police force. The chief officer has the discretion to appoint recruits demonstrating competence in role that meets the same standards as the College of Policing standard recruitment assessment. Such applications require chief officer assessment on a case-by-case basis.

6.4 Candidates recruited from non-Home Office police forces who have not completed their initial training must do so in their receiving force to the standards set out in regulations. Candidates who have already completed their initial training in a non-Home Office force may not have covered, either through training or experience in role, the learning outcomes of PCER. In this instance, Learning & Development Operation Manager will assess individual training requirements on a case-by-case basis and training is to be delivered as soon as possible on commencement in role.

6.5 Candidates from non-Home Office police forces being recruited at the rank of sergeant or inspector must meet the national standards of the National Police Promotion Framework (NPPF) at the relevant rank.

6.6 The force will seek assurances that candidates from non-Home Office police forces for appointment to the rank of superintendent or chief superintendent are operationally competent and have the relevant leadership capability.

6.7 Candidates appointed at the rank of Constable will be appointed a minimum two-year probationary period except candidates undertaking PCDA who require a three year probationary period. Sergeants and above will be appointed a one-year probationary period for rank related training/assessment or PDR process.

6.8 Service with some Non-Home Office forces is reckonable for the purposes of pay. The list of eligible forces can be found in Part 7 of the Police Regulations 2003.

6.9 Candidates must have an acceptable performance, attendance, and disciplinary record with their current force.

7. Re-Joiners

7.1 Re-joiners are defined as individuals who have previously served as an officer with a Home Office police force and who are seeking to re-join after a break in service. Applicants from non-Home Office forces may be considered based on training and accredited status.

7.2 The necessity to recruit re-joiners will be based on the recruitment plan and resourcing profile.

7.3 Re-joiner eligibility requirements are:
• must hold a full UK Category B manual driving licence (not more than six points)
• must have previously successfully completed the probationary period as an officer
• cannot currently be serving in a Home Office Police force.

7.4 Individuals who left less than five years ago can apply to re-join.

7.5 Any re-joiner applicant who left more than five years ago would require an exceptional case by the Chief Officer as per Police Regulations and would undergo a probationary period of 6 months. In most cases this will relate to the skillset and the necessity to recruit based on the recruitment plan and resourcing profile. In this instance a specific case will be made to the Chief Officer by the Re-joiner Panel having considered the application.

7.6 Re-joiner applicants will be required to complete the appropriate application process, details of which are available on the Forces career’s web pages along with information about the roles.

7.7 Re-joiners are assessed through the force ‘Re-joiner Panel’ process chaired by the Head of Resourcing or assigned delegate. This requires an assessment against conduct, performance, health information, PDR, exit information together with an interview, carried out by two assessors of an appropriate rank. This interview will specifically explore reasons for leaving. Learning and Development Department will conduct a learning assessment to allow the panel to consider learning needs and required learning provisions as part of its decision making.

7.8 Where vacancies allow and at Chief Officer discretion officers who left in ranks up to and including the rank of Inspector (substantive) can apply as a re-joiner (at the rank in which they left or the rank below). The Head of Resourcing will determine which of these ranks the force is recruiting to at a given time depending on vacancy levels. Restrictions may be placed by the Head of Resourcing on the skillsets officers must possess to be considered (e.g. detectives) based on the recruitment plan, resourcing profile and necessity.

7.9 Individuals will not generally be permitted to apply for ranks higher than those which they left. Any case to allow this will be determined by the Deputy Chief Constable/ Deputy Chief Officer with written rationale based on exceptional operational necessity.

7.10 In all cases appointments will be subject to satisfactory fitness testing, medical, security, reference and professional standards checks. The College of Police APP Vetting (May 2019) stipulates; Forces must ensure that the integrity of the individual wishing to re-join the force is beyond question and that there are no outstanding complaints or matters currently under investigation. Those seeking to re-join Essex Police or Kent Police are subject to the same vetting requirements of a new recruit. Vetting will use previous home force information, sourced internally for previous Kent Police and Essex Police officers, or requested from the previous force where rejoiners have served in other forces.

7.11 Those who left policing less than one year before their reappointment as a police officer are subject to a six-month probationary period. Those who left policing more than one year before their reappointment, or who rejoin at a different rank to that which they previously served at, are subject to a 12-month probationary period. In all instances, chief officers have the discretion to extend probation as they see fit.

7.12 If an applicant previously served as an Essex Police or Kent Police officer but resigned from the force prior to completing their probationary period, they are required to complete the full new officer recruitment process.

7.13 Officers who are not accepted as re-joiners are normally able to reapply as a new recruit after 6 months has elapsed from the date of their rejection unless exceptional circumstances apply as agreed by the Head of Resourcing or re-joiner panel chair.

8 Returners

8.1 Collaborative Essex Police and Kent Police Policy L11010 Returners scheme covers the return of officers with valuable skills and experience who might otherwise retire or who have retired.

9. Special Constable Recruitment Pathway

9.1 All new Special Constable applicants will be required to meet eligibility criteria and complete the appropriate application process, details of which are available on the career’s web pages along with information about the roles.

9.2 Excluded occupations are jobs that are considered incompatible with the role of a special constable. The excluded occupations are published on the career’s web pages and individuals in these roles are not eligible to apply.

9.3 Applicants who are currently employed must notify their employers that they have applied to be a special constable to ensure employers support for time off to attend court.

9.4 The selection and pre-employment checking process for Special Constables follows the same pathway as for Regular Officers with the following exceptions.

9.4.1 Special Constable candidates do not complete the National Online Assessment as described in section 4.2. Instead, all Special Constable candidates wishing to join Essex Police or Kent Police will be required to pass an in-force assessment process whether that be virtual, face to face or a combination, in accordance with local force standards.

9.4.2 Every prospective special constable is required to have a DNA sample taken in accordance with Regulation 1ZA of the Special Constables Regulations 1965. The taking of fingerprints is covered under Regulation 1a of the Special Constables Regulations 1965 (as amended by The Police (Fingerprints) Regulations 2007).

9.4.3 Candidates who are applying for the Specials who have previously been employed as a Police Officer in Essex Police or Kent Police must have a reference from Learning & Development.

9.5 Special Constabulary officer transfers

9.5.1 Special Constabulary officers serving in other Home Office forces are able to transfer to Essex Police or Kent Police subject to them meeting eligibility, performance, attendance and disciplinary checks criteria. They will be subject to an L&D assessment of training needs and satisfactory completion of all pre-employment checks.

9.6 Special Constabulary recruitment from non-home office forces

9.6.1 Specials from non-Home Office forces follow the standard recruitment processes with the addition of performance, attendance and disciplinary checks.

9.7 Special Constabulary officer re-joiners

9.7.1 Special Constabulary officers who have previously left a Home Office force may re-join Kent Police or Essex Police special constabulary subject to them meeting eligibility criteria, performance, attendance and disciplinary checks. They will be subject to an L&D assessment of training needs and satisfactory completion of all pre-employment checks.

10. Special constable applying for regular constable

10.1 Serving Special Constables may apply to become a Police Constable using the same process described in section 4.

10.2 For Special Constabulary officers with independent patrol status who are supported by their command the following exceptions are made:
• National sift screening is not required.
• National online assessment is not required.
10.3 Under exceptional circumstances the Head of Resourcing may accept experience gained as a special constable in place of eligibility qualifications.

10.4 Special constables applying for regular constable will undergo PIU and PSD checks which must be met to a satisfactory standard.

10.5 Special Constables in Essex Police or Kent Police must have a reference from Learning & Development.

10.6 An individuals’ experience gained through being a special constable and the specific pathway they are following will determine the level of training required upon hiring.

11. Appeals

11.1 Every effort will be made to ensure candidates feel supported throughout the recruitment process; however, it is recognised that there may be occasions when a candidate is not satisfied with the outcome or the process.

11.2 Dissatisfied candidates should send their appeal in writing to the Recruitment Delivery Manager. This submission should include any evidence and all grounds for dissatisfaction should be stated.

11.3 Appeals must be made in writing within 14 days of being notified of the decision. The appeal will be considered by an appropriate manager, based on the written submission.

11.4 The person considering the appeal may determine that further investigation is required and/or an appeal meeting may be necessary. Where this the case the appellant will be notified in writing.

11.5 The person considering the appeal will, subject to exceptional circumstances, provide an outcome decision and rationale within 28 days of receipt of the appeal.

11.6 The decision of the person considering the appeal is final.

12. Equality impact assessment

12.1. The equality impact is assessed as low, detailed in the accompanying EIA document.

13. Risk assessment

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

14. Consultation

The following were invited to provide feedback in the consultation phase during the formulation of this document:
• Recruitment Business Services
• Corporate Recruitment – Essex Police
• Corporate Recruitment – Kent Police
• Special Constabulary – Essex Police
• Special Constabulary – Kent Police
• Human Resources – Operational
• Human Resources - Resourcing
• Learning and Development – Personal Safety Training
• Diversity teams
• Policy/ Risk
• Health and Safety
• Occupational Health
• PSD Superintendent
• Police Federation
• Strategic Change Team
• Legal
• Support Networks
• Vetting

15. Monitoring and Review

This protocol will be reviewed every two years, to ensure that it is compliant with legislation, national and local drivers.

16. Data Security

16.1. Essex Police and Kent Police have measures in place to protect the security of your data in accordance with our Information Management Policy - W1000 Policy - Information Management

17. Retention & Disposal of Records

17.1 Essex Police and Kent Police will only hold data for as long as necessary for the purposes for which collected, in accordance with HR Disposal Schedule July 2022 and information management policy W 1012 Procedure/SOP - Records Review, Retention and Disposal.