schools hr update 27th february 2014 hr services for schools

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Schools HR Update 27th February 2014 HR Services for Schools

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Schools HR Update

27th February 2014

HR Services for Schools

AGENDA Local Government Pension Scheme 2014 Employee Benefits Safeguarding - DBS Service availability Employee Relations Training Teachers Strike STPCD 2013 and Model Pay Policy Payroll update Electronic Payroll Service HR updates Dates for your diary

Changes to the LGPS from 1st April

Karen Melville

February 2014

HR Services for Schools

Overview of the new scheme No longer a final salary scheme

Changes to pensionable pay and contribution rates

A new 50/50 option

Opting out and rejoining

Retirement benefits

Protection for pre April 2014 benefits

Career Average scheme Still a defined benefit scheme – but

with a important difference in how the pension is calculated

Current scheme based on Final salary (number of years x 1/60th x final salary)

New scheme based on a career average (number of years x 1/49th x career average pay)

Member Contributions Pensionable pay has been redefined and

now includes:-– Non contractual overtime (and contractual)– Additional hours

Part time employees contribution rates will now be assessed on actual pensionable pay rather than full time equivalent

Nine levels of contribution bands

50/50 option Contribute less and receive less pension Members pay half the normal rate of contribution, in

return build up half pension during that period However retain full value of other benefits ( for

example, death in service) Not elect for 50/50 option before started working We must provide the employee with information about

the effect on their benefits Employer contributions do not alter Not intended to be long term solution, Employer

required to put them back in the main pension section If employee has more than one post, they can be in the

main pension scheme for one and the 50/50 option for another.

Opting out and rejoining Less that 3 months, refund and treated

as not having been a member

More than 3 months but less than 2 years in the scheme, refund or transfer to another pension scheme

After 2 years, deferred benefit, increased in Line with Consumer Price Index (CPI)

Free to opt in and out as many times as they wish

Retirement Benefits Normal Pension Age (NPA) now linked to State

Pension age (SPA) However people can choose to retire between 55 & 75 If retire before their NPA pension reduced for early

payment If they retire after NPA, pension increased for late

payment If employee leaves under grounds of redundancy, aged

55 and over, pension and benefits paid without any reduction

Flexible retirement, reduce hours or salary, elect to receive their benefits if 55, but reduced

Ill Health retirement Lump sum payments – 3 times pensionable pay, but

will now include overtime and additional hours

Protection for Pre April 2014 membership

All pensions built up before April 14 are protected

People with pension or deferred pension – no change

When employee retires with pre April 14 membership, that proportion of benefits calculated separately

Protection – underpin for employees within 10 years of NPA on 1st April 2012 if would have been better off in 2008 scheme

What happens next? All staff currently in the pension scheme

will receive a letter from Essex Pensions

As at 1st April all staff currently in the pension scheme will be moved to the new “main” scheme

Copies of handouts will be available on the School Learning Network to share with your staff.

Ongoing testing for Agresso

Employee BenefitsFebruary 2014

HR Services for Schools

Employee BenefitsChildcare VouchersCycle2work scheme Wider Wallet

All part of retendering exercise by local authorities to get best deal

Due to be agreed for April but delayed so current scheme likely to be extended and if so will advertise next window for Cycle2work

Wider Wallet is discount at certain shops etc and details to go on SLN once finalised

Safeguarding – DBS Service availability

February 2014

HR Services for Schools

DBS Service Availability in March

To allow the DBS to develop its services they need to suspend some of their disclosure services in order to make changes to their IT system and infrastructure

These suspensions are due to take place from 6th to 11th March 2014

Details are in our Handout or go to https://www.gov.uk/government/publications/dbs-disclosure-news-february-2014

Employee Relations TrainingFebruary 2014

HR Services for Schools

What we do Provide you with specialist expert HR

advice and guidance around people related matters that may arise

Ensure compliance with policies, best practice and employment law

Guide you through processes and procedures and provide template documents

Reduce risks….reduce costs….save time

HR & Investigation Officer Role A situation may arise, where a senior member of staff or a

Governor needs to be reactive to a people related incident and undertake a formal investigation into a member of staffs conduct or behaviour

These investigations usually involve:o Questioning potential witnesses, and the employee

concerned, often with their Trade Union presento Identifying and securing other evidence – documents, photos,

CCTV footage, etco Establishing facts and concluding all evidence in a written

report making recommendations to the Headteacher.o Presenting a case at a formal hearing, appeal, ET

Your HR provider can and will be there to assist you at each step, provide expert policy advice and guidance

Investigations are Important , however can be stressful, especially if the senior member of staff or a Governor has not undertaken an investigation before. …..

We can offer…..Investigation Officer Training Our Advisory and Consultancy Team of specialist HR staff are

able to provide training for senior members of staff and Governors on how to conduct a Formal investigation

The types of investigation can be around disciplinary, dignity at work, or grievance allegations.

Advise on the importance of a through and fair investigation Educate on “how” to undertake a reasonable and fair

investigation. Provide training materials to aid and guide Investigating Officers. Determine Roles and Responsibilities during investigations Equip investigation officers on how to effectively questions and

probe during investigations. Highlight risks, employment law considerations and consistency. Guide how to “balance the probability” of allegations and come to

a conclusion and make recommendations. Guide through the process of risks at Employment Tribunals

Why Investigate? A well planned and executed investigation will help

ensure that a fair procedure is followed in accordance with SBC Polices and Best Practice and that any subsequent decision is based on sound evidence

This reduces the risk to Employment Tribunals, saves time, avoids any need for re-investigation and ensures that the principles of natural justice are upheld including fairness and consistency

Employment Tribunals would look if the employer had reasonable grounds, based on reasonable belief after carrying out a reasonable investigation following a fair procedure

ACAS Code of Practice Important to carry out necessary investigation of potential

disciplinary matters without reasonable delay to establish the facts of the case.

Employer must show it acted reasonably in all circumstances in dismissing the employee.

Burden is on the employer to show a potentially fair reason for dismissal.

Repercussions of Poor Investigations

Breach of Trust and Confidence

Discrimination Claims

Stress and Absence

Employee Engagement

Constructive Dismissal

Employment Tribunal

Time and Costs

Governor Hearings and Appeals Where employment matters reach the stage of a formal Hearing

then this will be conducted by the Headteacher (if not previously involved in the case) or a panel of 3 Governors

For an Appeal it will be a panel of 3 Governors

These can cover sickness management, disciplinary, capability, dignity at work, or grievances

The Hearing or Appeal has to work within the relevant policy and come to a reasonable decision - which could end up being challenged at Employment Tribunal

Your HR provider will be there to assist you but it can a stressful experience - especially if the Headteacher or a Governor has not done this before or recently

A well executed, fair and thorough investigation will ensure that all involved are more confident in making their decisions and that risks at any future employment tribunal are mitigated.

Advisory Services Team

Dedicated HR Advisors with hands on experience of advising on the day to day and people related challenges faced by schools and academies

Coach, guide and support Schools through these sensitive people related issues

Friendly professional comprehensive service tailored to Schools with a solutions based approach.

Any Questions?

Contact your Advisory Services team on :

01702

215819

We will be around during the break to answer any questions

Teachers StrikeFebruary 2014

HR Services for Schools

Strike Action 26th March 2014 National dispute over pay, pensions, working

conditions and jobs between NASUWT and NUT and the Government

NUT have decided to take further strike action, NASUWT “not this time”

NUT members due out on Wednesday 26th March

Same advice as before, same request for information will come out to Headteachers but we’ll try to do everything by Word Doc and then email attachment

School Teachers Pay and Conditions

Document 2013

and Model Pay PolicyFebruary 2014

HR Services for Schools

School Teachers Pay and Conditions Document 2013

Reminder that this required no “automatic” salary progression for teachers in September 2014

This applies to all Maintained Schools (Community, Foundation and VA) and Academies who use STPCD 2013

OFSTED may check why teachers have progressed!

Southend-on-Sea Model Teachers Pay Policy

Final Version “1d” on SLN – please check it’s this version which is being used

Reflects the requirements of STPCD 2013 - Pay progression for September 2014 MUST be based on performance

But...

Teacher Pay Progression – Target setting and Evidence

Have SMART targets been set in the Autumn term for every teacher?

Has there been an interim review of any sort of teachers’ progress?

Whether or not there was an interim review, does it look like evidence is going to be available in September?

If we don't know, can we check now?

Teacher Pay Progression – Appraisal of Performance

Have Appraisers been briefed/trained on their role in appraising and recommending (or not) pay progression?

Are there clear systems of recording the decisions and evidence (not just for pay decision but for OFSTED!)?

Is the Headteacher prepared for their role of checking the appraisal outcome and making the recommendation to the Pay Committee?

Teacher Pay Progression – Pay Committee and Appeals

Are the Governing Body aware of the STPCD 2013 requirements?

Is the Pay Committee established and prepared?

Is the Pay Appeals Committee established and prepared?

Will records be available for OFSTED?

Teacher Pay Progression – Governor Training

National College for Teaching and Leadership has commissioned training for governors, including on performance related pay for teachers: www.education.gov.uk/nationalcollege/

governor-training-workshops Our local licensee is the Leading Governance

Partnership (LGP) :

www.leadinggovernance.org/workshops.html On the website there are still places for 27th

March 6:00pm AT TICKFIELD BUT THEY MUST BE BOOKED THROUGH THE LGP website

Teacher Pay Progression – HR Support for Pay Appeals

Pay Appeal Committees should be able to call upon their HR provider to support them at pay appeals

If your school has concerns about appeals or the processes and preparation for performance review in September then we recommend seeking advice now so that they can be considered in good time

Teacher Pay Progression

Any comments or queries please email [email protected]

Will look at surveying schools to get a wider picture

Payroll update

February 2014

HR Services for Schools

April – Increments Payroll systems will automatically pay

increments in April unless we tell them not to!

If you do not wish to have an automatic

increment for staff would you please provide a list of those not to progress on a spreadsheet OR

tell Payroll to exclude the whole school and notify us of those who will progress by PAY 2s or (on this occasion only) on a spreadsheet – if any change other than “automatic progression” increments we need a PAY 2 as usual

April – deadline

From April deadline date for payroll submissions will be 5th of each month so we are able to submit Real Time Information returns in time for the Government

However the deadline date for April will be the 4th as the 5th falls on a Saturday and we have Easter holidays and incremental progression

Electronic Payroll Service

February 2014

Human Resources ServicesHR Services for Schools

What is E-Payroll?

The first stage of E-Payroll uses forms that can be completed on screen and submitted by email attachment for several pay notification processes

This can be developed to produce other emailable forms and later into a fully screen based service

For now we are looking at producing oPAY 1,2 and 3 forms oAdditional Hours returns and employed Supply

Teacher returns

as forms that can be completed on screen

Why change? At present schools complete PAY forms and Additional Hours returns

by hand and there is always a risk of hand writing not being read correctly

Often a school will scan and send a return/form and put the paper copy in the post, which allows Payroll to start working on it but the paper versions may have additions put on them before posting which could be missed

The school can store forms completed on screen without the need to scan them

We are able to update forms without the need to reprint or the risk of outdated forms still being used

We can evolve the processes with your feedback

What do the forms/returns look like?

The PAY 1, 2 and 3 forms are Excel but look as near as possible to the paper version – including the different colours

We have, however, updated them

The Additional Hours/employed Supply Teacher returns are an Excel form

How will the system work? The PAY forms and Additional Hours return will be

completed in the school office as now by the designated person(s), but on screen

They will email attach the particular form or return to the Headteacher or the person who has been delegated by the school to authorise such forms/returns

The Headteacher or delegated person will consider/check them and then forward them as an email attachment to the Schools Payroll inbox

If possible an electronic signature should be added before they are sent, but the Council’s audit team have confirmed that if the email is from the Headteacher or delegated person’s email account it can be considered authorised

What does the school have to do? We would ask that you:

oconsider who will complete the form/return on screen within the school

oconsider whether only the Headteacher will authorise the form/return by forwarding it to the Schools Payroll inbox or whether other senior staff will also be able to authorise

oconsider how to ensure no one else can forward forms/returns from the Headteacher’s or “the person who has been delegated’s” email account

oensure that the Headteacher and/or the person who has been delegated is aware of the need for the forms to be received BEFORE PAYROLL DEADLINE

osend Schools Payroll the details of the email account(s) which will be the only ones to be accepted as authorisation

When will this happen? Our plan is:

FINALISE PILOT GENERAL

USE

PAY 1, 2 and 3 forms APRIL MAY JUNE

Additional hours return

done APRIL MAY

Support and Assistance We think that these changes will be of real benefit to

schools in avoiding errors

We are all becoming attuned to screen based systems and many people will be able to complete forms and returns quicker using a keyboard

We do want to offer support and assistance, however, for those of us who are less confident of such systems

We will produce guidance and, if requested, visit schools to explain the processes

Human Resources updates

February 2014

HR Services for Schools

Secondments – the principles

Where a member of staff is to be seconded to another school or organisation they will continue to be accountable to you for their employment and you will continue to have responsibilities for them

Before anything else, gain their clear and honest agreement to the arrangements

Secondments – the practicalities It is usually easier, in employment terms, for the employee to

continue to be paid by you, with the costs being recovered from the other school or organisation (include on-costs and travel etc)

You should have a written agreement with the other school or organisation regarding the arrangements to include:

Timescale & Notice arrangements for the secondment to finish

Reporting/performance review arrangementsWhat will happen on return (usually old job & terms &

conditions)Any temporary changes in pay or conditionsWhat they will be doing (in general terms)H&S

The employee should have a letter mirroring that agreement setting out for them how the secondment will affect them

Beware there being no job to return to – who will pay redundancy and any strain on the fund? If it is possible then set that out in the agreement!

Redundancy payments Community Schools:

o 1.5 times the statutory redundancy entitlement @ actual pay

Foundation and Voluntary Aided Schools and Academies can decide: o 1.5 times the statutory redundancy @ actual pay(the same as our Community

Schools) OR

o statutory redundancy entitlement i.e. a maximum of 30 weeks @ actual pay for eligible employees OR

o statutory redundancy entitlement i.e. a maximum of 30 weeks @ up to statutory maximum weekly amount (currently £450) OR

o another provision as decided by the Governing Body which complies with Age Discrimination Legislation

TUPE 2014 Changes to the Transfer of Undertakings

(Protection of Employment) Regulations 2006 (TUPE)

Service Provision Change Transfers – unlikely to affect public sector

Restrictions on changing terms & conditions (t&c) won’t apply if economic, technical or organisational reason – watch for caselaw!

Collective agreement t&c won’t apply after 1 year – but still need to agree changes!

t&c “frozen at transfer” Pre-transfer consultation allowed

News in Brief Right to request Flexible Working by all

employees with 26 weeks service now put back to 30 June 2014

E- cigarettes – smoking policy being revised

School Teachers Pay and Conditions 2014 – Review Body recommending more flexibility for Leadership Pay and for differentials for TLRs, but retaining TLRs, Safeguarding and 195wd/1265whr/PPA/ rarely cover, but with removal of admin tasks list

Southend Learning Network

HR Interactive List – positive feedback from users but do remember it’s interactive! You can print it off, but using on screen pulls up the relevant document

SLN team remind schools of Jane Theadom’s newsletter which also has good feedback

SLN team available to support and train –

Alison Gellett 215085

Adam Casey 212959

Lindsey Hamilton 212360

Dates for your diary

February 2014

HR Services for Schools

HR Briefings spring/summer 2014 HR Services Update

Wednesday 21st May, 1pm to 3.30pm, Tickfield, Darwin RoomTermly information session on HR, Payroll and Health and Safety developments - For all schools

Payroll and Maternity Workshop Wednesday 30th April, 1pm to 3.30pm, Tickfield, Johnson RoomWorkshop on Payroll processes, Maternity Leave and Maternity Pay - For all payroll customer schools

AND IF INTEREST FROM SCHOOLS - Pension Workshop

March, TickfieldWorkshop on changes to LGPS - For all schools