Human Resources - Reward and recognition protocol (L11020)

1. Summary of changes

1.1 This protocol has been amended as follows - attachments updated April 2024.

2. What this protocol is about

2.1 Essex Police and Kent Police recognises that success is dependent on the commitment, enthusiasm and professionalism of all officers and staff in whatever role they perform.

2.2 This protocol outlines how both forces will recognise and reward individuals who perform their duties to an exceptional standard and provides managers with a range of options with which to recognise exceptional performance.

2.3 In addition it will inform managers and supervisors of their role in recognising the effort and achievements of individuals and how they will ensure that everyone, in whatever role they perform, feels valued.

2.4 The scheme will reinforce our commitment to recognise and motivate good performers by allowing individual members to be rewarded for occasional work of an outstandingly demanding, unpleasant or important nature.

2.5 The principal aims of the rewards and recognition protocol are:

• simplicity: the system for administering payment will be simple and timely so as to maximise the potential benefits of the scheme to individual officers, staff and Essex Police and Kent Police
• fairness/equality of access: the scheme will be implemented fairly and reasonably in line with both forces’ commitment to equality in employment practices

2.6 It is therefore important that managers are aware of all the circumstances of ‘who does what work’ so as to ensure equitable allocation of any reward or recognition. Where two or more officers or staff are involved or expected to be involved in work, managers should clearly detail within the application the contribution made by each individual, before considering whether to recommend an award/ bonus payment for all or just some of the individuals involved. This will help managers to think through the equality implications of their recommendation.

Compliance with this policy and any linked procedure is mandatory for all officers, staff, special constables, volunteers and contractors. However, the Head of HR Operations may exercise discretion to consider reasonable exceptions to this protocol, on a case-by-case basis where clear rationale is provided.

3. Detail the protocol

3.1 This protocol details the process to be undertaken when applying for reward or recognition within Essex Police and Kent Police for police staff, police officer, special constable or volunteer.

3.2      Honoraria awards/bonus payments/accelerated increments

3.2.1   Honoraria awards and bonus payments

3.2.1.1 Essex Police and Kent Police award bonuses to police officers and staff for occasional work considered to be ‘outstandingly, demanding, unpleasant or important in nature’ by LPA/divisional commanders and heads of departments.  Payment will be at the discretion of the chief constable or nominated representative.

3.2.1.2 Honoraria awards and bonus payments provide a flexible reward management framework to enable management to recognise and reward police staff that have demonstrate exceptional performance.

3.2.1.3 The appropriate forms must be completed for all honoraria or bonus payments and submitted to either the Essex or Kent Remuneration Panel (or both if applicable) to ensure that all decisions can be effectively audited.

3.2.1.4 All police staff are eligible for honoraria payments regardless of grade.

3.2.1.5 Bonus payments of between £50 and £500 may be awarded to police officers for work considered to be ‘outstandingly, demanding, unpleasant or important in nature’ by divisional/LPA commanders and heads of departments.

3.2.1.6 The attached guided procedures provide further details. All application forms must be sent to the Force Remuneration Panel to ensure that all decisions can be effectively audited. The Force Remuneration Panel dates are published on the force intranet at the beginning of each year. The application form must be submitted through a line manager or supervisor.

3.2.1.6.1 Police staff honoraria awards

• Essex Police guidance – Appendix A
• Essex Police staff application form - Pers96a
• Kent Police guidance – Appendix B
• Kent Police staff application form - Pers96a Kent

3.2.1.6.2 Bonus payments

• Essex Police guidance – Appendix C
• Essex Police officer application form - Pers96
• Kent Police guidance – Appendix D
• Kent Police officer application form - Pers96

Please:

• ensure the application is submitted on the correct form, application on a 1068 or A57 will not be accepted
• submit details explaining the personal contribution the individual has made and why it is felt this meets the criteria
• submit individual applications to enable the panel to recognise individual contributions

Each force has processes in place for honoraria awards and bonus payments. Consideration should be given to both force procedures for officers or staff working in collaborative roles or departments. Full details of processes can be found using the links below:

3.2.1.6.3 Section 31 of the Police Act – Rewards for diligence

3.2.1.6.3.1 This payment may be awarded in accordance with Section 31 of the Police Act 1996 to authorised firearms officers, excluding SCD armed surveillance officers, based the criteria contained within the application form and the guided procedure. All application forms must be sent to the Local Remuneration Panel, the dates for which are set locally within the command. The application form for authorised firearms officers, must be submitted through a line manager or supervisor on an individual basis.

3.2.2   Accelerated increments

3.2.2.1 Increments may be accelerated within an employee’s scale at the discretion of Essex Police or Kent Police on grounds of special merit or ability, subject to the maximum of the scale not being exceeded. Essex Police or Kent Police will have regard to an employee’s post entry examination success (if approved by them).

3.2.2.2 Line managers have the flexibility to review a new joiner’s salary at the six, nine or 12-month probation review (whichever is appropriate for the role). The probation review report now includes the opportunity for the line manager to assess whether the pay set initially on appointment was appropriate or whether it needs to be amended. Provided the rationale for amending the individual’s salary placement is fully evidenced, managers can increase police staff salaries by one spinal column point at this time. Any pay increase sought above this level must be referred to the Remuneration Panel.

3.2.2.3 Accelerated increments (police staff only) will only be considered where exceptional performance has continued over a sustained period of more than 12 months.

3.2.2.4 With the exception of circumstances involving ‘acting up’, authority to award accelerated increments, irrespective of their value, rests with the Remuneration Panel.

3.2.2.5 Accelerated increments can be requested subject to the maximum of the scale not being exceeded. If the increment is to be supported then the line manager needs to submit this through the appropriate form:

• Essex Police – form Pers96a
• Kent Police – form Pers96a Kent

3.2.2.6 This form must be completed for all payments and submitted to the Remuneration Panel to ensure that all decisions can be effectively audited. The panel will convene on a quarterly basis and will consist of a senior HR member together with a representative from Unison, the Police Federation, head of department and PSD.

3.2.2.7 The panel will consider the circumstances of each application before making their final decision. Where the application is approved the panel will also determine the amount to be paid. Any decision to reject a payment will be supported by a rationale agreed by the panel. The line manager will be responsible for meeting with the member of staff concerned to explain the outcome of the application. Where the payment was approved, the Business Centre will notify the payroll section of the decision and the amount to be paid.

3.3      Long service and good conduct

3.3.1 This section of the protocol details the eligibility criteria for long service awards for officers and staff.

3.3.1.1 Police officers

3.3.1.1.1 The police long service and good conduct medal is awarded to police officers, of all ranks, when they have completed 20 years’ “pensionable” or “approved” service.

3.3.1.1.1.1 There is additional recognition for 30 years and 40 years service.

3.3.1.1.2 The royal warrant for the police long service and good conduct medal states that "no person shall be recommended for the medal unless, having completed the qualifying period of service, it is certified that his character and conduct have been very good”.

3.3.1.1.3 It is also a requirement of the royal warrant that candidates for the award will have "been put forward by the chief officer, or if a chief officer of police, by the Police and Crime Commissioner”.

3.3.1.1.4 Eligibility criteria

3.3.1.1.4.1 All serving officers with Essex Police or Kent Police are eligible for this award. The timing of the award will be calculated based on “pensionable” or “approved” service with Essex Police or Kent Police and any previous “pensionable” or “approved” service as defined within current police regulations. Please note that only aggregated police service will count and not any service in the military or transferred military pension. Previous service as a member of staff with Essex Police or Kent Police or any other police force does not count for the purposes of this award.

3.3.1.1.4.2 Part-time working: providing the officer works the required number of 20 years’ then s/he is eligible for the award.

3.3.1.1.4.3 Maternity leave: providing the period of maternity leave is pensionable, e.g., as defined in the Police Pensions (Amendment) Regulations 2004, it should count as qualifying service for the police long service and good conduct medal.

3.3.1.1.4.4 Career break: a career break is not pensionable service and therefore career breaks are discounted in the calculation of length of service.

3.3.1.1.4.5 Police cadet service: police cadet service is not considered as pensionable and approved service for eligibility for the police long service and good conduct medal.

3.3.1.1.4.6 Overseas police service: for service abroad to be pensionable the police officer must have been seconded there under the Police (Overseas) Service Act 1945 or the International Development Act 2002. An officer will only become eligible for the medal when s/he returns to work for Essex Police or Kent Police.

3.3.1.1.4.7 Discipline: the Police (Conduct) Regulations 2020 make provisions in respect of the conduct of police officers. The list of officers with 20 years’ “pensionable” or “approved” service is checked against the misconduct hearings records by the Professional Standards Department. All information is then passed onto the DCC and head of human resources for a final decision upon whether or not the award will be made.

3.3.1.2 Special constables

3.3.1.2.1 Special constables within Essex Police or Kent Police are eligible for a long service award either full time or part time, that have a record of continuous good conduct with Essex Police or Kent Police. Special constables with nine years service are awarded with a long service medal. They are then recognised for every five years’ service thereafter and awarded with a bar/rosette award.

3.3.1.3 Police staff

3.3.1.3.1 All staff are eligible for a long service award. Police staff with 20 years service, either full time or part time, that have a record of continuous good conduct with Essex Police or Kent Police are eligible for this award.

3.3.1.3.2 Police volunteers who have completed nine years service from the date of joining Essex Police or Kent Police are eligible for a long service award. The volunteer will be nominated by the force lead on volunteers who will have conducted the necessary eligibility check regarding regular and dedicated attendance and performance.

3.3.1.3.3 Eligibility criteria

3.3.1.3.3.2 Serving staff with Essex Police or Kent Police are eligible for this award. The timing of the award will be calculated based on “continuous” or “aggregated” service with Essex Police or Kent Police and any previous “continuous” or “aggregated” service as defined within current terms and conditions of service. Previous service as a police officer with Essex Police or Kent Police or any other police force does not count for the purposes of this award.

3.3.1.3.3.3 For Kent Police staff appointed after 1998 and Essex Police staff appointed on or after 1 September 1996, previous pensionable service with other police authorities in the United Kingdom will be included in the calculation for eligibility of the staff long service award.

3.3.1.3.3.4 For staff that joined Kent Police prior to 1998 and Essex Police staff joined on or prior to 31 August 1996, pensionable service with Kent County Council/Essex County Council and other local authorities may also be included in the calculation for eligibility of this award, this will be dependent upon the terms and conditions of service as stated in their contract at the time of joining Kent/Essex Police.

3.3.1.3.3.5 Staff currently contracted to the Office of Police and Crime Commissioner, Kent Police Recreation Association, Essex Police Sports Association or employed by either the Kent Branch or Essex Branch of the Police Federation are ineligible for this award, as they are not directly employed by Essex Police or Kent Police.

3.3.1.3.3.6 Maternity leave: all maternity leave whether paid or unpaid counts towards continuous service with Essex Police or Kent Police.

3.3.1.3.3.7 Career break: all career breaks are discounted for the calculation of length of service.

3.3.1.3.3.8 Discipline: the list of staff attaining 20 years’ service with Essex Police or Kent Police will be reviewed by the Business Services – HR team to see if there are any current or substantial disciplinary issues that need to be taken into consideration. All information is then passed onto the head of human resources for a final decision upon whether or not the award will be made.

3.4      Awards and honours

3.4.1 Awards and honours is an effective means by which we can officially recognise, promote and publish details of exceptional good work. It allows the organisation to acknowledge the valuable contributions made to Essex Police and Kent Police by its staff as well as enhancing public confidence in the service we provide.

3.4.2 The aim of the attached guidance (Appendix F) is to detail the process for nominating individuals for a commendation/award or honour which may be awarded to police officers, police staff, special constabulary officers and members of the public, including the criteria against which nominations will be judged.

3.4.3 All officers or members of staff are eligible for consideration of an award where it can be shown they have carried out actions or work of an outstanding nature.

3.4.4 Nominations should include a clear recommendation as to which form of recognition is appropriate, the initial report and a concise citation. In the case of multiple individual’s being recognised for their participation in a single incident, a submission must be made for each nominee.

3.4.5 Nominations will be submitted through the divisional/LPA commander or head of department to the chief constable’s staff officer at force Headquarters. In most cases the individual will be invited to a relevant ceremony or be presented with a framed certificate/letter.

3.4.6 Whilst this protocol relates to official recognition of deserving actions at work, nothing precludes supervisors from congratulating members of staff either personally or by a commanders letter of congratulations. These acknowledgements should be recorded on the individual’s personal file and PDR.

3.4.7 Awards and honours for officers, staff, special constables and members of the public can be given by the chief constable, OPCC, court, local command or head of department. Attached is a list of recognised awards and honours.

4. Equality Impact Assessment (EIA)

4.1 An EIA has been carried out and shows the proposals in this protocol would have no potential or actual differential impact on grounds of race, ethnicity, nationality, gender, transgender, disability, age, religion or belief or sexual orientation.

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 were invited to provide feedback in the consultation phase during the formulation of this document:

• Head of Operational HR – Kent and Essex Police
• Head of Employee Relations – Kent and Essex Police
• Unison – Kent Police and Essex Police
• Federation – Kent Police and Essex Police
• LPA Commanders / Divisional Commanders
• PSD – Kent Police and Essex Police
• Superintendents Association – Kent Police and Essex Police
• Health and Safety –Essex Police
• Equality and Diversity Coordinator – Kent and Essex Police
• Strategic Change Team
• Policy / Risk
• Support Networks
• Staff Officers

7. Monitoring and review

7.1 This protocol will be reviewed every two years by, or on behalf of, the owner.

8. 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.

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.

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)

• The Royal Warrant for the Police Long Service and Good Conduct Medal
• The Police (Conduct) Regulations 2012
• Police Pensions (Amendment) Regulations 2004
• Police (Overseas) Service Act 1945
• International Development Act 2002
• Appendix A – Essex Police staff honoraria awards - further guidance
• Appendix B – Kent Police staff honoraria awards and accelerated increments - further guidance
• Appendix C – Essex Police officer guidance
• Appendix D – Kent Police officer bonus payments - further guidance
• Appendix E – Essex and Kent long service awards – Police officer guidance
• Appendix F – Essex and Kent awards and honours guidance
• Appendix G – Guided procedure long service police staff
• Adjusted and continuous dates
• Kent Police and Essex Police bonus payment form Pers96
• Essex Police – form Pers96a
• Kent Police – form PERS96a Kent
• Form A13 – Recommendation for commendations or certificates of merit