Operational partnerships - Special Constabulary: recruitment and training SOP (O39a)

1. Summary of changes  

1.1. The following amendments have been made to this standard operating procedure (SOP) on 15 August 2022:

• paragraph 3.3.13 amended

2. What this procedure is about

2.1. This standard operating procedure details the procedures for:

• the recruitment of special constables
• the training of special constables
• the Employer Supported Policing Scheme

Compliance with this SOP and any governing policy is mandatory.

3. Detail the procedure

3.1. Recruitment

3.1.1 All applications to join the Special Constabulary will be made via the force online application and in conjunction with protocol L1840.

3.1.3 Applications to transfer to Kent Police Special Constabulary from another Home Office force should be made via the force online application system.

3.1.4 Applications to transfer to another force should be made to the other force in the first instance. The other force will contact Kent Police to progress any application. Special constables who are looking to transfer should inform their line manager and divisional Special Constabulary co-ordinator.

3.2 Training

3.2.1 All special constables will undergo a phase 1 training programme during which time they will be referred to as trainee special constables (TSC).

3.2.2 Phase 1 training consists of ten modules is to be completed within their first year at Kent Police Training School in Maidstone or a location agreed by the Special Constabulary chief officer.

3.2.3. Where a TSC has been absent from the course for any more than one weekend, recourse or removal from the training course may be considered. The decision to recourse will lie with the Special Constabulary manager or Special Constabulary training manager, and will be based upon the individual’s circumstances, performance, experience and subject matter missed. Every effort will be made by the training team to accommodate attendance problems encountered by the TSC due to the nature of their voluntary status and to keep them engaged on the programme.

3.2.4. Each of the sessions has defined learning objectives and should a TSC not be able to attend for welfare or sickness reasons the absence must be noted on the duty-sheet and any missed sessions will be subject of an action plan prepared by the student, with assistance by the course trainer. This will ensure that they acquire the necessary knowledge and understanding of the subject matter.

3.2.5. During phase one the training team may arrange formal exams and other forms of assessment with a clearly identified pass mark or other clearly identified criteria. Every element of training may be assessed and if a TSC fails to meet the expected pass mark or level of competence in one or more elements the trainer will notify the Special Constabulary training manager. The Special Constabulary training manager will review the all the evidence to decide if the TSC should continue training, repeat one or more elements of the course, be re-coursed or withdrawn from the programme. A TSC will only be offered recourse on one occasion.

3.2.6. TSCs are engaged in training at Kent Police College (KPC) and may be in contact with personnel not connected to Kent Police who are using the training school venues. As such they represent Kent Police when engaging in any training activity and this should be the determining factor when deciding the appropriateness of any dress choice.

3.2.7. Under normal circumstances TSCs will wear casual clothing until they are issued with uniform. This can include jeans. If the nature of any task requires a change from this then staff will advise students accordingly. TSCs will not:

• wear clothing that unnecessarily exposes anything other than their arms or legs
• wear baseball caps/headgear in the classrooms/training areas (unless this is required for religious or cultural observance)
• wear clothing (including jeans) that is ripped or unsanitary
• wear clothing with inappropriate slogans that could in anyway be regarded as offensive to a colleagues or member of staff or in any way demeans the office of constable. Inappropriate is defined as rude, lewd, crude, discriminatory, violent or intimidating

3.2.8. The next stage of development is completed on a policing division on accompanied patrol status. This will include being tutored by a qualified and trained regular officer or special constable tutor and completion of an operational competence portfolio. Directed patrol status means the special constable has been assessed against agreed operational competence criteria and achieved those standards to go and support regular colleagues in operational policing. It does not mean they are fully competent in all aspects of police patrol. Any operational shift on district will qualify for ESP as soon as the trainee special constable has arrived after their attestation.

3.2.9. Where a special constable is not making significant progress through volunteering hours or due to ability, a review will take place with the supervisor or divisional Special Constabulary co-ordinator of the special constable tutoring and the special constable concerned to establish if any action plan is needed.

3.2.10. Following phase one and operational assessment, operational special constables will be required to attend regular training sessions on their division in addition to the 16 hours per month.

Where a special constable regularly fails to attend monthly training; they should be informed that, unless there are exceptional or personal circumstances that prevent them from temporarily doing so, they will be required to resign if they fail to adequately redress the issue.

3.2.11. Special constables must attend the annual officer safety training programme and must book a reauthorisation course via the duty-sheet system. Policy O43 refers to officer safety training.

3.2.12. Special constables who do not book a place and are more than 13 months from the last officer safety training course may not be permitted to complete operational duties, unless a risk assessment has been conducted and it has been approved by a member of the Special Constabulary management team or a date has been confirmed for the officer safety training within three months of expiry.

3.2.13. Special constables who are trained as advanced or standard drivers must ensure they book a refresher course when needed.

3.2.14. All special constables should abide by policy O45 Use of vehicles. In particular, only advanced and standard authorised drivers can activate the warning systems (flashing blue lights and sirens) while the police vehicle is moving.

3.2.15. Any officer will be entitled to apply for the regular force once they have served as a special constable for a minimum of two years, have directed patrol status and have secured a recommendation from their special constable co-ordinator. If successful, they will begin training on day one of the regulars training programme.

3.2.16. An officer joining between 1 January 2015 and 31 July 2020 wishing to apply directly into the regular force from the Special Constabulary and undergo a significantly reduced training programme and appointment directly to a district must have completed tier 2/3 and the associated parts of the L3 diploma portfolio. On appointment to district after completing all of the required tier 2 and 3 syllabus, the officer will receive an enhanced pay scale with a starting pay equivalent to that of a two year police constable. 

3.2.17. All officers joining after 31 July 2020 will join the Special Constable Learning Programme. Officers on the SCLP wishing to transition to the regular force and carry ‘credits’ to reduce regulars training must achieve ‘qualified special constable’ status’.

3.2.18. Any officer that holds the requisite qualifications will be able to apply to the regular force regardless of SC service. If successful they will begin on day one of the regulars training programme.

3.3 Employer Supported Policing Scheme

3.3.1 The Employer Supported Policing Scheme applies to employers allowing staff paid time to complete operational duties as a special constable.

3.3.2 Kent Police allow police staff who are also special constables in Kent Police up to eight hours a month paid time to complete Special Constabulary duties.

3.3.3 Participants in the scheme may have more than eight hours in any calendar month, providing the yearly allowance of 96 hours (1 April to 31 March) is not exceeded. Release beyond eight hours in any month will be at the discretion of the divisional commander or the head of department.

3.3.4 Part time staff are eligible to apply to the scheme, any release period of release for part time staff will be adjusted on a pro-rata basis (e.g. staff employed to work 18 hours per week will be entitled to four hours employer support).

3.3.5 Unused hours in any 12-month period cannot be carried over into the next 12-month period.

3.3.6 Kent Police employees wishing to apply for inclusion in the Kent Police Employer Support Scheme are required to complete form 1068 which should be submitted through a line manager to their divisional commander or head of department for approval. It will be the responsibility of the approver to provide a copy of report to the citizens in policing manager.

3.3.7 Applications for inclusion in this scheme will be approved on the basis that the effective operational performance of the division or department will not be impaired by the release of the employee. The divisional commander or head of department will be responsible for the assessment.

3.3.8 In the event that an application has been declined by a divisional commander or head of department, the individual has the right of appeal to the Head of Human Resources.

3.3.9 Employees who are approved for the inclusion of the scheme will be permitted to undertake operational policing duties, this does not include officer safety training (refresher or otherwise). Any operational shift will qualify for ESP as soon as the trainee special constable has attested. Duties deemed to be operational are any operational policing duties and can include Special Events Policing, Response Policing, Parish and Neighbourhood Community Policing, Roads Policing and Marine Unit duties and participation in Special Constabulary recruitment initiatives and assessment processes. A further exception to what can be deemed operational policing is the requirement to undertake courses that will add benefit to the effectiveness of the Special Constabulary. Any course can be considered appropriate if it requires the officer to attend a minimum of five days consecutively.

3.3.10 Employees requesting a period of release as part of the Kent Police Employer Support Scheme must seek the line managers approval, they will ensure that the approval will not compromise the department’s ability to function unless in exceptional circumstances. This can be approved via email and forwarded to duty planners or will be approved via SAP by applying for the time in the same way as annual leave.

3.3.11 PSEs requesting a release from their paid role within Kent Police should consider that any release, should not unduly impair the operational effectiveness of the department. At times it may be necessary for supervisors to defer requests for employer support release. 

3.3.12 Employees released from their role to perform duties as a special constable are not required to perform the intended duties as a special constable during the same period of release from paid duties but are required to do so with the same calendar month as the release occurs. This allows the special constable who works a typical office duty shift pattern, to undertake an evening operational special constable duty and reduce their paid working day shift accordingly.

3.3.13. Failure to perform the requisite number of hours as a special constable (without good reason) may render the individual liable to disciplinary action or retirement under the SC regulations 1965.

3.3.14. Employees granted time off by the force will be required to commit to the minimum 16 hours per month required in O39a Kent Police force policy and national guidance. The minimum hours undertaken must be provided as operational Special Constabulary duties (e.g. if eight hours off are granted by Kent Police, the employee is expected to perform 16 hours operational Special Constabulary duties in that month (eight hours ESP+16 hours own time). The maximum hours of ESP that can be claimed is 96 hours per calendar year. All duties are to be recorded on duty-sheet.

3.3.15. 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.

3.3.16. 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.

3.3.17. In times of critical demand or threat, additional time off to perform special constable duties may be authorised by the Force Strategic (Gold) Commander. This may exceed the normal maximum of eight hours a month.

3.3.18. There may be a limited number of situations, outside of a critical threat or major incident, where there is an exceptional resourcing requirement placed upon the force e.g. policing of a significant event. In these cases, local managers may grant a member of police staff additional paid leave to perform special constable duties where they consider it appropriate and sustainable. 

3.4. Transfers  

Internal transfers
3.4.1. Where a special constable wishes to transfer to another division, they must notify their divisional co-ordinator in writing. Requests will normally be approved unless there is an exceptional circumstance.

External transfers
3.4.5. External transfers into Kent Police will be via the on-line application process.

4. Equality Impact Assessment (EIA)

4.1. This policy has been assessed with regard to its relevance to race and diversity equality. As a result of this assessment the policy has been graded as having a high potential impact.

5. Risk assessment

5.1. This policy has been assessed as medium risk.

6. Consultation

• Special Constabulary Chief Officer
• Divisional Commanders
• Special Constabulary Manager
• Human Resources
• IT Security
• Finance
• Legal
• Freedom of Information
• Health and Safety
• Equality and Diversity

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 annually or when new legislation or guidance amends current policy.

7.2. It is next scheduled for review in August 2024.

8. Other source documents

• NPIA 01/2011 Special Constables: Eligibility for recruitment
• NPIA 02/2012: Guidance on fast-tracking former police officers into the Special Constabulary

9. Security

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

10. Retention and disposal of records

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