Prison Service Order
ORDER
NUMBER8625
/
Date of Update: 30/09/04
Date of Initial Issue
25/01/2001PSI Amendments should be read before and in conjunction with PSO
Date of Further Amendments / Amendments can be tracked in the Numerical Index.
INTRODUCTION FROM THE DIRECTOR OF PERSONNEL
1.This Prison Service Order (PSO) announces the introduction of a Job-related minimum fitness assessment for all Prison Officer recruits, Control & Restraint Advanced trained staff and staff applying to specialise as PE Officers or Patrol Dog Handlers.
In addition it announces the introduction of a Health Promotion service targeted at existing unified grades.
Performance Standards
2.This PSO is not part of the Performance Standards Programme
Output
3.This PSO explains how fitness assessments will be co-ordinated and carried out in establishments and Job Assessment Simulation Centres (JSACS).
An amendment to PSO 8100 ‘Recruitment’ (chapter seven, schedule C, summary of the principal terms and conditions of appointment) will be made. The paragraph to be included into schedule C is at annex A, ELO’s should make a temporary amendment until the revised schedule is received.
Implementation
4.This PSO comes into effect on 2 April 2001
Impact and Resource Assessment
5.Fitness assessments will be carried out by the Health & Safety Policy Group (HASPG). Assessments will be an annual requirement for recruits, C&R Advanced staff and new specialists, HASPG will arrange with establishments convenient visiting dates to carry out assessments.
Costs to establishments will be restricted to opportunity costs represented by the time taken by their staff involved in the annual assessment, trial testing has shown that seven Officers can be tested per hour. There may be a small cost in the future for providing an Occupational Health assessment to support any staff having difficulty maintaining the required level of fitness.
There will be an effect to the establishment PE programme due to fitness assessments being conducted in the gymnasium. With advanced planning between the Head of PE and HASPG this can be kept to a minimum.
The opportunity for savings to the Prison Service in the long term is substantial. Research from North America, the Scottish Prison Service and Metropolitan police, indicates that minimum fitness levels can be a major contributor to raising health standards and lowering sick absence.
It has been agreed with the Occupational Health Medical Advisers to the Prison Service that those staff who have passed an annual Job-related fitness assessment (subject to adequate lung function test carried out by HASPG) will not be required to undertake the Short Duration Breathing Apparatus medical examination.
Mandatory Action
6.Governing governors, directors and controllers of contracted-out prisons (for C&R Advanced staff only) and the head of recruitment JSAC must ensure they have a nominated contact point for HASPG to arrange assessment procedures.
Audit and Monitoring
7.The implementation and compliance with the mandatory elements of this PSO will be monitored by the Health & Safety Policy Group.
Contact
8.Further information is available on the following numbers:
Health & Safety Policy Group
Vince Walker020 7217 6402
07889 775 221
pager 01893 274 233
Annex B lists the team of HASPG assessors and the establishments they will cover.
Gareth Hadley
Director of Personnel
CONTENTS
1.INTRODUCTION
1.1Background
1.2Objectives
1.3Integration with other Occupational Health initiatives
1.4Equal Opportunities
2.JOB-RELATED FITNESS ASSESSMENT
2.1Overview
2.2Test battery
3.PROCESS
3.1Recruits
3.2Control & Restraint Advanced trained staff
3.3Specialists: PE Officers, Patrol Dog Handlers
4.LINE RESPONSIBILITY
4.1Assessment arrangements
4.2Location of assessments
4.3Nominal role
4.4Fit for assessment
4.5Medical conditions
4.6Support process - recruits
4.7Support process - specialists
4.8Support process - C&R Advanced staff
5.THE HEALTH & SAFETY POLICY GROUP ASSESSORS
5.1Assessment teams
ANNEX AParagraph for PSO 8100 ‘Recruitment’ (summary of the principle terms and conditions of appointment)
ANNEX BHASPG assessors and establishment allocation
CHAPTER 1 - INTRODUCTION
Background
1.1Following publication in 1999 of the National Audit Office Report on Managing Sick Absence in the Prison Service, a commitment was given to the Public Accounts Committee to introduce fitness testing for prison officers.
The Woolf Report recommendation (No. 156) stated that the Prison Service should establish a minimum level of fitness for unified staff.
There is a statutory duty under the Management of Health & Safety at Work Regulations for employers to carry out risk assessments. Staff may be put at risk if required to undertake work which requires certain physical standards.
There is concern over the health and fitness of staff. The lifestyle screening programme in 1994 showed that over 50% of staff who took part were overweight and did not exercise enough.
The National Audit Office Report identified concerns over the high sick absence and medical retirements of staff.
There is now substantial evidence that regular physical activity is beneficial to many aspects of health.
Other organisations such as the Scottish Prison Service, Police and Fire Service have introduced minimum fitness standards and annual testing as part of the Conditions of Service for staff.
The Prison Service, as a caring employer, has a responsibility to address these concerns and at the same time obtain best value from the resources available.
Objectives
1.2To meet our statutory duty under the Management of Health & Safety at Work Regulations 1992 and to demonstrate the Service is a caring employer by ensuring we are not asking people to carry out duties which may damage their health or put the safety of colleagues, the public or prisoners at risk.
To assist managers to ensure Prison Officers are fit and healthy.
To assist managers to achieve the KPI on staff sick absence in line with Cabinet Office targets across the Civil Service.
To achieve best value from resources by helping to reduce sick absence in the Prison Service.
Integration with other Occupational Health initiatives
1.3The fitness strategy will form one part of a larger Health Promotion drive for Prison Staff. When visiting establishments to carry out fitness assessments, the team of assessors will be able to offer computer-based health assessments and advice on Health & Wellness programmes, this service will be available to all establishment staff. It will be for each establishment to co-ordinate this ‘voluntary’ element of the fitness strategy around the mandatory element of fitness testing during the HASPG visit.
Equal Opportunities
1.4The fitness standards and assessments are based on the requirements of the job which in theory and in practice female and male Officers are required to carry out in the same way. By basing the fitness standards and tests on the requirements of the job, we are ensuring that the deciding factors are job-related and not related to gender or age. Thus, the fitness strategy is age and gender neutral.
CHAPTER 2 - JOB-RELATED FITNESS ASSESSMENT
Overview
2.1Advice from Human Performance and Exercise Physiology experts is that to improve and maintain fitness and health levels, an annual assessment is required. A longer gap between assessments results in fluctuating fitness levels and increases the risk of musculoskeletal injuries.
The Prison Service assessment procedures have been constructed with assistance from The Lilleshall Sports Injury and Human Performance Centre and The School of Sport, Exercise & Leisure University of Surrey. The assessment procedures are currently used by the Metropolitan Police and a number of other Police Forces.
The fitness assessment consists of a series of functional and physiological tests which replicate the physical demands placed on staff. The common demands identified are C&R Basic training and application, answering alarm bells, SDBA training and application and C&R Advanced training and application.
Test Battery
2.2The fitness assessment consists of five main elements:
Grip test
The multi-stage fitness test (bleep test)
Dynamic upper body strength test
Speed agility (running and changing direction)
Shield test (holding a shield in a functional position)
Staff must reach the required standard on each element in order to pass the assessment.
Body-weight and height will be recorded in order to determine Body Mass Index. A lung function test will also be conducted in order to determine suitability for SDBA training and exemption from the SDBA medical.
The pass standard will be graded; lowest for non-specialist grades, progressively higher for C&R Advanced staff and Specialist grades.
Details of the test battery, procedures and pass standards will be sent to all establishments as soon as publication has been completed. All potential recruits will be sent relevant information, including training schedules, with the information pack on the Prison Service.
CHAPTER 3 - PROCESS
Recruits
3.1From 2 April 2001 all recruits will be fitness assessed at the Job Simulation Assessment Centre (JSAC) and will not be accepted into the Prison Service unless they successfully reach the required standard. Any failures at this stage (subject to passing the remainder of the JSAC process) will be advised on how to improve their area of weakness and allowed to return for a fitness re-assessment after several weeks. Thereafter, post 2 April 2001 staff will be required to pass an annual fitness assessment conducted in their establishment by HASPG staff. A paragraph will be included into their ‘summary of the principle terms and conditions of appointment’ letter explaining the fitness requirement which they will be required to sign up to (annex A).
Control & Restraint Advanced trained staff
3.2From 2 April 2001 all Control & Restraint Advanced trained staff (including Managers) will be required to participate in, and pass, an annual fitness assessment conducted in their establishment by HASPG staff. Convenient visiting dates to carry out the assessments will be arranged with establishments by HASPG. Whilst the fitness assessment for C&R Advanced staff is mandatory, during the first year of operation, the results will be advisory only. The purpose is to allow any staff below the required fitness standard an opportunity to improve before their next assessment. Subsequent assessments will be on a pass/fail basis. This process has been agreed with National Operations Unit and C&R National Training.
Specialists: PE Officers, Patrol Dog Handlers
3.3From 2 April 2001 all staff applying for Specialist training as Physical Education Officers or Patrol Dog Handlers will be required to pass a fitness assessment before being accepted onto the training course, and annually thereafter. Assessments will be conducted by HASPG staff in the Officer’s home establishment. In the case of an Officer requiring to attend Specialist training at short notice, HASPG will advise on a suitable location for the fitness assessment.
CHAPTER 4 - LINE RESPONSIBILITY
Assessment arrangements
4.1Arrangements will be made with establishments by HASPG to organise convenient assessment dates. During the first round of annual assessments in establishments the majority of staff for assessment will be C&R Advanced staff. As the programme moves forward annually, other staff (post 2 April 2001 recruits and specialists) will be included. HASPG will advise on the time-scale required to complete the assessment programme although much will depend on the availability of staff during the day. Establishments will be required to arrange for all staff due testing to be notified and made available at some time during the visit by HASPG. It is anticipated at least seven candidates can be tested per hour. The HASPG team will operate as flexibly as possible during their visit to minimise any effect on the smooth running of the establishment.
Location of assessments
4.2Fitness assessments in establishments will need to take place in the gymnasium (minimum 17m x 10m). In order to minimise any disruption to the PE programme the HASPG team will communicate closely with the Head of PE.
Nominal Role
4.3Establishments will be required to produce an up-to-date list of all their staff requiring a fitness assessment, this will include; post 2 April 2001 recruits and specialists and C&R Advanced staff. Results will be recorded by the HASPG team and supplied to each establishment for filing.
Fit for assessment
4.4All staff due a fitness assessment will be required to complete a pre-exercise questionnaire which will be issued by the HASPG team prior to commencement of assessment. Any member of staff with a medical condition which they feel precludes them from completing their annual fitness assessment must have a letter from their GP confirming the condition and that the fitness assessment would be contraindicated. An alternative assessment date will be arranged by the HASPG team.
Medical conditions
4.5Staff who are due their fitness assessment and have just returned from sick absence (phased return) or in the case of other medical conditions such as ante/post natal, will be given an alternative testing date by the HASPG team.
Support process - recruits
4.6In the event of any member of staff failing their annual assessment a support system will commence. Advice and guidance on training programmes in order to reach the required level will be issued on a personal basis by the HASPG team. A re-assessment will be arranged with the establishment and the individual at a date commensurate with the preparation required. Referral to the Medical Advisers to the Prison Service for an assessment by an Occupational Health Adviser, or if necessary, a Physician will be arranged by the establishment for staff failing their first re-assessment or refusing on medical grounds to take an assessment. Depending on the outcome of the medical report, a second and final re-assessment will be arranged. Failure of the second re-assessment or an adverse medical report will require a decision on that individuals future which may mean dismissal on capability grounds, or re-grading. This process has Legal Advisers and Personnel Management Group (Attendance Policy Unit) agreement and is set out in the paragraph to be inserted into the summary of the principle terms and conditions of appointment for all new staff joining the Prison Service post implementation (annex A). The Heads of the Fitness Strategy and Attendance Policy Unit will offer advice to establishments as appropriate.
Support process - specialists
4.7In the event of a specialist failing their assessment the same procedures will apply as in 4.6 above until failure of the second re-assessment or adverse medical report. At this stage the specialist will be reverted back to a Discipline grade (non-specialist). If they have joined the Service post implementation of the fitness strategy, they will be required to pass the annual assessment for non-specialist staff and the procedures detailed in 4.6 will apply.
Support process - C&R Advanced staff
4.8In the event of any C&R Advanced staff failing their assessment (other than in the first year of testing detailed in 3.2 above) the HASPG team will liase with the establishment to determine if a re-assessment is applicable (the establishment may have an excess of C&R Advanced trained staff). If a re-assessment is not appropriate or the Officer is unable to pass a re-assessment, they will be removed from the establishment’s C&R Advanced list. If they have joined the Service post implementation of the fitness strategy, they will be required to pass the annual assessment for non-specialist staff and the procedures detailed in 4.6 above will apply.
CHAPTER 5 - THE HEALTH & SAFETY POLICY GROUP ASSESSORS
Assessment teams
5.1The Fitness Strategy Assessor teams will be formed by six PE Senior Officers employed by HASPG, having received external training and validation in fitness testing and assessments. Operating in teams of two, they will carry out all assessments at JSAC sites and establishments. An important element of their work will be to advise and support any staff who might be finding it difficult to maintain the required fitness level, close communication with in-house PE staff and C&R co-ordinators will be essential.
ANNEX A
Paragraph for PSO 8100 ‘Recruitment’ (chapter seven, schedule C, summary of the principle terms and conditions of appointment).
Fitness Standard: It is a condition of employment that you satisfy the fitness criteria set down by HM Prison Service and that you pass an annual fitness test. It is your responsibility to maintain the required fitness standard during your period of employment. If the annual test is failed, a re-test will be required. If the re-test is failed, training and support will be provided for a final test. Failure to pass the final test will result in either re-grading or dismissal on capability grounds. A claim of inability to take the tests for medical reasons will be referred to the Prison Service Medical Adviser; if a chronic condition is identified, medical retirement may follow. Refusal to take the tests other than on medical grounds may result in disciplinary action being taken.
ANNEX B
HASPG assessors and establishment allocation
PESO P FenlonOffice: P/Fax 01924 383990 M: 077477 65159
PESO C BawdenOffice: P/Fax 01302 854225 M: 077477 65161
North East
Yorkshire and Humberside
East Midlands (North)
Lancashire and Cumbria (North West)
Manchester, Mersey and Cheshire (North West)
To include any High Security and Women’s Prisons & YOIs geographically located in the above Areas.
PESO S TurnerOffice: P/Fax 01902 678736 M: 077477 65157
PESO S WilliamsOffice: P/Fax 01933 624540 M: 077477 65152
East Midlands (South)
Eastern
West Midlands
Wales
South West (Gloucester only)
Thames Valley, Hants and IOW (Aylesbury, Bullingdon, Grendon/Spring Hill only)
To include any High Security and Women’s Prisons & YOIs geographically located in the above Areas.
PESO R LawlessOffice: P/Fax 01932 248674 M: 077477 65160
PESO G DaviesOffice: P/Fax 01795 475421 M: 077477 65155
South West
Thames Valley, Hants and IOW
Kent, Surrey and Sussex (South East)
London
To include any High Security and Women’s Prisons & YOIs geographically located in the latter two Areas.