Changes from 3 August 2009
DWP has agreed to implement a series of changes to Annual Leave Policy, Flexi-time Policy, Working Patterns Procedure and Work Breaks Procedure from 3 August 2009. This briefing outlines the changes which have been agreed with PCS.
Short notice annual leave introduced
Annual Leave Policy, Para 6, is amended to introduce, for all DWP staff, “the opportunity to take annual leave at short notice, subject to the needs of the business, up to a maximum of 3 days per quarter.”
Summer months annual leave - two consecutive weeks supported
Annual Leave Policy, Para 7, has been amended to include support having at least one spell of two weeks annual leave “which may be taken in the summer months between June and September.”
Religious observance priority
Annual Leave Policy, Para 16, introduces policy that “priority will be given where possible to leave request for religious festivals or spiritual observance days.” Employees are expected to make their manager aware of these as far in advance as possible.
Access to flexi-time improved
Flexible Working Hours Policy, Para 6. is amended to abolish the requirement to have been employed for 26 weeks before a request can be made for access to a flexi-time scheme. DWP has also agreed to “promote a positive approach to family friendly and flexible work policies.”
Flexi-credits for doctors/dentists time off improved
Flexible Working Hours Advice Q&A 7 is amended to support a flexi-credit being given on the basis that an employee” should try to make the appointment at the start or end of the working day, if however it has to be during working hours, a manager should give a credit.”
Flexible and sympathetic policy for working pattern changes
Working Hours and Working Patterns Procedure, Para 7.2, is amended to support a flexible and sympathetic approach with a responsibility introduced for local management to “consider options using local knowledge to assist finding any potential options.”
No barrier to training or development
Working Hours and Working Patterns Procedure, Para 8, is amended to affirm that, “Non standard working patterns should not be a barrier to any training or developmental opportunities.”
Rejection decisions must be issued in writing
Working Hours and Working Patterns Procedure, Para 9, is amended to affirm that when an application for a working pattern change is rejected a written decision “must be issued” and include one or more of the specific business grounds listed under Para 9.
Family friendly flexibility statement
DWP has agreed to introduce a Policy Statement in support of a positive approach to family friendly and flexible work policies in the Department. This statement is copied below:
“Family Friendly Flexibility Statement
We know that people who are in work have to balance their work commitments, with their home and family commitments. We know that if these commitments are not balanced then people’s wellbeing suffers. People who are fit and healthy tend both to enjoy and succeed in their work more than those who are not.
That is why the Department’s Executive Team are convinced of the need to promote a positive approach to family friendly and flexible work policies in the Department.
We want to support and encourage our staff in balancing their lives and to this end will ensure that our policies enable business need to be met and are as family friendly and flexible as practicable. We offer some specific benefits which will help people to balance their lives: generous annual leave, special leave and flexible working patterns.
The Department’s Executive Team are committed to doing everything it can to ensure that this is a family friendly and flexible Department in which to work.
To operate this effectively there is an expectation that managers and employees need to co-operate, the key attributes of the policies that underpin the commitment to flexibility are:
Annual leave – employees are encouraged to take their full annual leave allowance and to have at least one spell of two consecutive weeks in any twelve month period which may be taken in the summer months between June and September and will also be given the opportunity to take annual leave at short notice, as long as business needs allow.
Flexible working and working patterns – employees should have some flexibility in their working pattern and hours of work with agreement of their manager, as a component of good organisation, job design and management to support the wellbeing of staff and business objectives.”
Work Break Improvements introduced
Work Break Procedure amendments include:
- where employees want to take a lunch break outside of set time bands, this may be allowed, subject to business need, though not imposed ( Para 1.2)
- managers “will allow” additional scheduled paid breaks where agreed in line with business policy ( Para 3.1)
- reasonable ad hoc breaks are not simply at a manager’s discretion but “will be allowed for refreshments, medication and the toilet for example” (Para 3.2).
Special leave availability
DWP has reviewed the take up of special leave and believes that the current policy and procedures are meeting the individual needs of staff. DWP has statistics which record 66645 “instances of special leave between 1 April 2007 and 31 March 2008.” PCS believes that there is room for improvement and would welcome evidence from Branches to support our case for changes.
Basis for further improvements
The changes agreed with DWP in 2009 are a basis for further improvements for all members. PCS is entering into urgent discussions with CMEC. The support of PCS members for the achievement of policy objectives, collectively agreed in the 2007 ballot, has delivered significant changes in DWP:
- abolition of relative assessment;
- abolition of performance level distribution quotas; and
- abolition of the Attendance Management “must give a warning” policy.
There remains much more to do and together we will build on the changes achieved in 2009.
