Operational partnerships - Special Constabulary: Human Resources SOP (O39d)

1. Summary of changes

1.1. The standard operating procedure (SOP) was reviewed in August 2022. The following changes were made:

• paragraph 3.1.3.1 and 3.1.3.4 amended

2. What this procedure is about

2.1. This standard operating procedure (SOP) details the procedures for:

• the promotion process for special constables
• the welfare support available to special constables
• miscellaneous human resources issues
• working time directive

Compliance with this SOP and any governing policy is mandatory.

3. Detail the procedure

3.1. Promotion process

3.1.1 Where there is a vacancy for the Special Constabulary ranks of sergeant to chief inspector an advert for the specific role will be placed on duty-sheet as an announcement or personal message to all applicable divisional and specialist SC’.

3.1.2 Any special constable of any rank can apply for any substantive Special Constabulary rank. The application process will be via application form held on duty-sheet evidencing the competences for that rank.

Full process detailed in policy O39b 3.6.5

1. special sergeant
2. special inspector
3. special chief inspector
4. special superintendent
5. special deputy chief officer
6. chief officer

3.1.3 A minimum length of time will be required to be completed before SC’s can be promoted:

• to achieve the rank of S/Sgt will require a minimum of three years operational service
• to achieve the rank of S/Insp will require a minimum of eight years operational service
• to achieve the rank of S/Ch/Insp will require a minimum of 15 years operational service
• to achieve the rank of S/Supt will require a minimum of 20 years operational service

3.1.3.1 In the event of there being no applicants with the required operational service (from any division/ Tac Ops) for the available post, the following may apply:-

• a proper selection process has been passed suggesting they are capable of holding the post
• they hold designated patrol status
• they are made temporary until they have either a) reached the required length of service or b) for a period of six months and can demonstrate the required skills
• they can be put back to SC at any point if they are failing to do their supervisory duties
• no outstanding discipline matters
• they consistently complete minimum hours and attend mandatory training

As a minimum the assessment of suitability will be made by the Special Constabulary manager (SCM) and the supervising rank of the vacancy. This can include an interview and other form of test as appropriate.

3.1.4 Any promotion will initially be to a temporary rank for a period of up to six months. At the commencement of the acting promotion an action plan will be agreed to ensure supported development of the officer promoted.

3.1.5 After three months a review will be undertaken by the supervisor and SCM to assess the progress.

3.1.6 After six months a full review will be completed to evidence the suitability for promotion. If the officer in the acting rank is suitable for substantive rank, this will be confirmed by the SCM.

3.1.7 If an officer is assessed as not suitable for promotion, they will be given feedback and a development plan agreed.

3.1.8 All promotions will be notified to HR Business Centre and to General Orders and duty-sheet updated by the divisional Special Constabulary co-ordinator.

3.2 Welfare

3.2.1 The duties of members of the Special Constabulary are such that from time to time officers will need the support of services from Occupational Health and Welfare. This recognises the "duty of care" that the chief constable has in relation to Special Constabulary officers.

3.2.2 The services of Occupational Health and Welfare will be limited in so far as they will only address issues directly related to their duties carried out in the workplace by special constables.

3.2.3 Individuals and managers may seek access to Occupational Health or Welfare Services but only through the Occupational Health and Welfare Manager. Each case will be considered on an individual basis in respect of services that are available within the force. The same process should apply for referrals to external professionals that require extra resources.

3.3 Hepatitis B

3.3.1. Hepatitis B is a blood borne virus and Kent Police recommends that all officers and police staff, that work in situations where exposure to such infection is high risk should be immunised.

3.3.2. Special constables are categorised in the high risk group and therefore upon appointment are required to contact occupational health at FHQ to make an appointment for immunisation, which is free to special constables. Once referred, it is important that the officer complies with the time constraints of the immunisation process, as the timing of the second injection is a vital part of the programme.

3.4 Retirement

3.4.1. Kent Police do not have a set upper age limit requiring a special constable to retire, however, section 3(2) of the Special Constables Regulations 1965 gives the chief constable the discretion to enforce retirement on any special constable. Guidance from an HR Partner should be sought before instigating enforced retirement.

3.5 Exit interview questionnaire

3.5.1. An exit interview questionnaire should be completed by all special constables who have given notice either to voluntarily resign or transfer to another force. A different, shorter questionnaire should be completed by those who retire, whether naturally or on ill-health grounds.

3.5.2. If a special constable has not been active for more than 12 months, they should be regarded as having resigned voluntarily and they should be sent the questionnaire.

3.6 Working time directive

3.6.1. Individuals who through their full time role and voluntary duties as a special constable, regularly exceed the average weekly working time of 48 hours (calculated over a 17 week period) have the option to complete a opt-out form from the provisions of the working time regulations.

3.6.2. It is the responsibility of individual special constables to declare hours worked as a special constable with their supervisor in their capacity as a paid employee of Kent Police. The hours worked as a paid employee will need to be balanced against the hours performed as a special constable in order to satisfy the requirements of the Working Time Regulations.

3.6.3. All special constables will complete the Working Time Directive on duty-sheet. This will then be reviewed automatically after three months.

3.6.4. Special Constabulary supervisors should check where officers are completing over 50 hours of duties per month. Supervisors should record on duty-sheet that they are happy the hours are not excessive, impacting on the special constables regular employment, where applicable, and not impacting on the health and welfare of the officer.

4. Equality Impact Assessment (EIA)

4.1. An EIA has been carried out and shows the proposals in this procedure 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. This policy has been assessed as medium risk.

6. Consultation

• Special Constabulary Chief Officer
• Head of Resource Planning
• Human Resources
• IT Security
• Health and Safety
• Finance
• Legal
• Freedom of Information

7. Monitoring and review

7.1. This policy will be monitored by the Citizens in Policing Board, chaired by ACC LP. It will be reviewed every two years with the next review scheduled for August 2024.

8. Security

8.1. Kent Police have measures in place to protect the security of your data in accordance with our Information Management policy.

9. Retention and disposal of records

9.1. Kent Police will hold data in accordance with our Records Review, Retention and Disposal policy.