CareerBreakPolicy

Authorship: / CSU Transition HR PolicyLeadadaptedforlocal use by NorthYorkshire and HumberCSU onbehalf
on NorthLincolnshire CCG.
Committee Approved: / JTUPF & NLCCGGoverning Body
Approved date: / 22 January2014 (JTUPF)
12 December2013(CCGGoverning Body)
ReviewDate: / 3 years
EqualityImpactAssessment / Completed-
SustainabilityImpactAssessment: / Completed
TargetAudience: / AllCCGStaff
PolicyReference No: / HR05
Version Number: / 1

The on-lineversionistheonly versionthat is maintained. Any printedcopies should,therefore,be viewedas ‘uncontrolled’andas suchmay not necessarilycontainthelatest updates andamendments.

POLICYAMENDMENTS

AmendmentstothePolicy will be issuedfromtime totime.A newamendmenthistorywillbe issued with eachchange.

New
Version Number / Issued by / NatureofAmendment / Approved by
Date / Dateon
Intranet
1 / NL CCG / NewpolicyforCCG / JTUPF 22.1.14
NL CCGGoverning Body12.12.13 / 31.3.14

Contents

1.0 / POLICY STATEMENT / 4
2.0 / SCOPE / 4
3.0 / PRINCIPLES / 4 - 6
4.0 / EQUALITY / 6
5.0 / SUSTAINABILITY / 6
6.0
7.0 / BRIBERY
MONITORINGAND REVIEW / 6
6
Part2
1.0 / Procedure / 7
Appendix 1 / Career BreakScheme- Application Form / 9
Appendix 2 / Career BreakFinancialAgreement / 10
Appendix 3 / Workforce Procedure forRecording andMonitoring Career Break Applications / 11
Appendix 4 / EqualityImpactAssessment / 13- 19
Appendix 5 / SustainabilityImpactAssessment / 19

1.POLICY STATEMENT

1.1TheCCGrecognisesthatduringanemployee’sworkinglifetherewillbetimeswhen personalcommitmentstake priority overwork.TheCareerBreakPolicy hasbeendesigned toallowemployeestheopportunity to take anunpaidbreakfromtheiremployment,ofup to 5 years.

2.SCOPE

Thispolicyapplies toall staffdirectlyemployed bythe CCG.

3.PRINCIPLES

3.1Forstatutorypurposes,suchascalculationsforrelevantstatutoryentitlements,theperiod ofthebreakwillcounttowardscontinuousemployment,howeverallcontractualtermsand conditionsofemploymentwiththeCCGwillbesuspended.Theperiodofthecareerbreak willthereforenotcountasservicewhencalculatingcontractualentitlementtobenefitssuch asannualleave,sickpay,contractualredundancypaymentsandanyotherbenefits dependentuponlengthofservice.Therewillbenoentitlementtobenefits,suchassick pay,duringtheperiodofthebreak.PleaserefertotheAgendaForChangeHandbookfor furtherinformation.

3.2Toqualifyfor a CareerBreak,employeesmust:

have been employed bythe CCG,continuouslyforaperiod oftwelve months ormore; have demonstrateda commitmentto continuing theircareerwith the CCG;

have the approvalofanappropriateauthorisingmanager.

3.3Subjecttobusinessneeds, applicationswill normally be approvedforthepurpose of: caringforasickordependentrelative;

caringforchildren;

extended periodsoftravel,orvoluntaryservices; personalreasonse.g.followingill health; undertaking furthereducation.

Anyotherreason will be considered on itsmerit.

3.4Thelengthofthecareerbreakwillnormallybeforaminimumof3monthsuptoa maximumof5years.More thanonecareerbreakmaybegrantedinthecourseof employmentprovidedthatthecombinedlengthofthebreaksdoesnotexceedthe maximumof5years.

3.5Managers,whereappropriate,shouldmakeeveryopportunitytomaintaincontactwith thosestafftakingcareerbreaks.Theamountandlevelofcontactwillvarydependingon the lengthofthecareerbreakandthe individualcircumstancesrelating to the break.

3.6Employeeswillbeexpectedtomaintaincontactwiththeirmanager,andshouldinformthe CCGofanychangestopersonalcircumstances,i.e.changeofhome address.

3.7Employeeson a careerbreakwill notnormallybe allowed to undertake:

anyotherpaidemploymentwithanotheremployerduringthecareerbreakexcept where,forexample,workoverseasorcharitableworkcouldbroadenexperience.In suchcircumstanceswrittenapprovalshouldbesoughtpriortothestartofthecareer break.

3.8Employeesconsideringa careerbreakshould beawareofthefollowing:

3.8.1AnnualLeave–allaccruedannualleavemustbetakenbeforecommencementofthe careerbreak.Nopaymentinlieuofoutstandingleavewillbemade,neitherwillany“carry over”ofleavebeallowed.Thereisnoentitlementtoannualleaveduringthecareerbreak. Onreturntowork,entitlementtoannualleavewouldbethesameaswhenthebreak started,andtheperiodofthecareerbreakwillnotcountasreckonableserviceforleave purposes.

3.8.2TradeUnionMembership–shouldanindividualwishtocontinuetheirtradeunion membershipduringthebreak,theymustmaketheirownarrangements forsubscriptionsto be paid.

3.8.3Pay – onreturnto work, employeeswould resume,forpaypurposes,atthe samepaypoint whichhadbeenreachedatthetimethecareerbreakbegan,subjecttorestructuringor substantialorganisationalchange.Ifapplicable,incrementaldateswillbedeferred accordingly,to ensurethatthe employee’stermsremain unchanged.

3.8.4OccupationalMaternityPay–employeescommencingacareerbreakimmediately followingaperiodofmaternityleavewillbeliabletorepayanyOccupationalMaternityPay received should theyfailtoreturnto workfora period of3monthsafterthebreak.

3.8.5Pensions–anemployeemaychoosetocontinuemakingcontributionstotheNHS Pension Scheme duringa careerbreak.TheformatAppendix2mustbe completed priorto thebreaktodeterminetheemployee’soptioninrespectoftheirpension.Arrangements for continuing paymentsmustbemadepriorto commencementofthebreak.

Iftheemployeechoosestoclassuptothefirst2yearsofthecareerbreakaspensionable servicethenforthefirst6monthsofthecareerbreak,contributionsarepayable,byboth the employee and employer,as ifthe employee was at work.

An individual,who has paid contributionsregularlyduringthefirst6monthsofa break,may continue to contribute tothe Schemeforafurtherperiod ofup to 18 months(maximumof2 yearsintotal).Duringtheextendedperiod,theemployeewillberesponsibleforpaying boththeirown andthe employer’s contributions.

Contributionswillbebasedontheemployee’snormalpensionablepay.Theymust continue tobe paidmonthly,bystandingorderorDirectDebit;arrearswillnotbe allowed to accumulate.

Furtheradvice is availablefromthe NHS PensionsAgency.

3.8.6LongServiceAward–thetermofthecareerbreakwillnotcounttowardsqualifying servicefortheLongService Award.

3.8.7CompanyProperty–priortoanemployeecommencingacareerbreak,whereapplicable, managersmust ensurethatappropriate arrangementshavebeenmadeinrespectof companyproperty,i.e.

Return(orotherwise)ofa lease car;

Return ofOrganisation property,suchasmobile telephones,laptops,keys,etc.

3.8.8ApplyingforotherPositions–whenonacareerbreak,anemployeeisfreetoapplyfor otherpositionswithintheCCG.However,employeesshouldnotethat,shouldtheybe successful,continuationofthecareerbreakcannotbeguaranteedasitwilldependupon thebusinessneedsandexigenciesoftheserviceintheareainwhichthenewpostsits.It isadvisedthatadiscussionisheldwiththerecruitingmanagerpriorto an applicationbeing submitted.

3.9Allrecordsofapplicationsanddecisionswillbekeptonanemployee’sfile,andheld centrallybytheWorkforceTeam.

3.10OrganisationalChange-shouldorganisationalchange,suchasasignificantrestructure, occurwhilstanemployeeisonacareerbreakthenattemptstocontactthemwillbemade usingthecontactdetailsprovidedtotheCCGsothatcommunicationaboutthechangeis receivedbythem.Consultationrelatingtoproposedchangesaffectingtheiremployment will take placeasappropriateandasreasonablypossible.

4.EQUALITY

Inapplyingthispolicy,theOrganisationwillhavedueregardfortheneedtoeliminate unlawfuldiscrimination,promoteequalityofopportunity,andprovideforgoodrelations betweenpeopleofdiversegroups,inparticularonthegroundsofthefollowing characteristicsprotectedbytheEqualityAct(2010);age,disability,gender,gender reassignment,marriageandcivilpartnership,pregnancyandmaternity,race,religionor belief,andsexualorientation,inadditiontooffendingbackground,trade union membership,oranyotherpersonalcharacteristic.AnEqualityImpactAssessmenthas been undertaken(Appendix4.)

5.SUSTAINABILITY

5.1ThepolicyhasbeenassessedagainsttheCCG’sSustainabilitythemes.Pleasesee appendix5.

6.BRIBERY

6.1DueconsiderationhasbeengiventotheBriberyAct2010.Effectivemonitoringandreview ofapplicationsmadeunderthispolicyshouldsufficientlymanagetheriskofbriberyin respectofCareerBreaks.

7.MONITORINGREVIEW

7.1Thispolicyand procedure will be reviewed periodicallybyWorkforce in conjunction with the ExecutiveTeamandTradeUnionrepresentatives.Wherereviewisnecessarydueto legislative change,thiswill happen immediately.

7.2ApplicationsmadeinlinewiththispolicywillbemonitoredbytheCSUWorkforceTeam.

Applications and outcomes will be recorded centrallyandwill be reportedon.These reports willconsiderdiversitydataandwhereitisidentifiedthattheapplicationofthepolicyisnot consistentforall,appropriateaction will be taken.

Part2

1.PROCEDURE REQUESTS

1.1Employeeswishingtoapplyforacareerbreakshouldcompletetheapplicationformat Appendix1,andsubmitittotheirmanager.Boththeproposedcommencementdateand returnto workdate should be included.A copymustbesenttothe CSUWorkforceTeam.

1.2Applicationsmustbesubmittedtotheauthorisingmanager,atleast3monthspriorto commencementoftheintendedbreak.Requestsmadelessthan3monthsbefore,willbe consideredonlyinexceptionalcircumstances.Indecidingwhethertosupportanapplicant, theauthorisingmanagershouldsatisfythemselvesthattheindividualhasaclear commitmenttocontinuingacareerwiththeCCG,andthatthereasonsforrequestingthe breakarevalid.Theymustalsoensurethatapprovingtherequestwillnotcausedetriment totheCCGandthereforeitislikelytheywillneedtodiscusswithseniorleadersinthe CCG.

1.3Applicantswillbenotifiedinwritingofthedecisionwithin21daysofthedateofsubmission oftheirapplication.Acopymustbe senttothe CSUWorkforceTeam.

1.4TheindividualmustalsocompletetheformatAppendix2toconfirmtheiroptioninrespect oftheirpensionmembership during the break(see 2.8.5 above).

1.5Employeesmayresorttothegrievance procedureifarequestforabreakisrefused.

CONFIRMINGARETURNAFTERACAREER BREAK

1.6Employeeswillberequiredtogivewrittennotificationoftheirreturntowork.Wherethe careerbreakisforlessthanayear,2months’noticeofreturnisrequired.Forbreaksof longerthana year,6months’ noticeofreturn is required.

CHANGES TOLENGTHOFCAREER BREAK

1.7Employeeswishingto returnearlierthan originallyanticipated mustgive 2months’notice in writing.Employeeswishingtoextend thelengthoftheircareerbreakmustapply inwriting, atleast2months’before theagreedend,sothatappropriateconsiderationcanbegivento an extension.

1.8Whereanemployeereturnstoworkwithinayear,theywillreturntothesamepostthey heldwhenthecareerbreakstarted,asfarasisreasonablypracticable.Ifthisisnot possible,duetorestructuringetc.,orifthebreakhasbeenforlongerthanayear,then everyeffortwillbemadeto findtheemployeeapostwithsimilardutiesandresponsibilities tothoseofthepreviouspostheld.Shoulditnotbepossibletofindasuitablesimilar position thenredundancymaybe considered.

1.9Employeesmayberequiredtoundertakeaperiodoftrainingontheirreturntowork.The contentanddurationwilldependonthelengthofthebreak,thepost,andanychangesin working practices,legislation orpolicy.

FAILURETORETURN

1.10Ifthe employee failsto return to the CCGfollowingthe careerbreakitshall bedeemed that theyhave nowresigned.

FULLNAME / CCGSERVICEAREA
PERSONALNUMBER / STARTDATEWITHTHECCG

THIS FORM SHOULD BE SUBMITTED TO THE LINE MANAGER WITH A COPY TO THE CSUWORKFORCETEAMATLEAST3MONTHSBEFORETHECAREERBREAKISTOSTART

Iwouldlikemycareerbreaktostarton
Iwouldliketoreturntowork on
Reasonforcareerbreak
Mycontactdetails(includingphonenumber)duringthebreakwillbe

IwishtoapplyforanextendedperiodofunpaidleaveundertheCareerBreakScheme.Iconfirmthat:

IhavereadandfullyunderstoodtheconditionsdetailedwithintheCareerBreakPolicy;IwillcompleteandsubmitaCareerBreakFinancialAgreementpriortomybreak.

SIGNATUREOF EMPLOYEEDATE

To be completed bytheAuthorisingManager

Isupport/donotsupportthisapplicationforacareerbreakfromtheCCG. Ihaveattachedawrittenstatementoutliningthereasonswhythisapplicationhasbeenaccepted/rejected(deleteasapplicable).

SIGNATUREOFMANAGER / DATE
MANAGER’SNAME(Blockletters)

CAREER BREAK FINANCIALAGREEMENT

Appendix2

FULLNAME / CCGSERVICEAREA
PERSONALNUMBER / STARTDATEWITHTHECCG
STARTDATEOFCAREERBREAK / DATEOFRETURNTOWORK

Iconfirmthat:

IunderstandthatIhavetheoptiontodecidewhethermycareerbreakshouldbepensionableforaperiodofuptotwoyears;

Iunderstandthat,shouldIdecidethatIwouldlikemycareerbreaktobepensionable,Iremainliableformonthlypensioncontributionsfortheperiodandthat,forthefirstsixmonthsofthecareerbreak, IwillpaymyowncontributionsandthattheCCGwillcontinuetopayemployer’scontributions;

Iunderstandthat,ifIpaymycontributionscontinuouslyforthefirstsixmonthsofthecareerbreak,Imaycontinuetopensionthebreakforafurtherperiodofupto18months. Duringthisadditionalperiod,Iwillbeliabletopaybothmyown,andtheCCG’scontributions;

Iunderstandthatcontributionswillbebasedonmynormalearnings;

IagreetomakemonthlypaymentstoCCGviastandingorder/DirectDebit.

Iunderstandthat,ifIfailtomakemycontributionsasagreed,mypensionrecordwillbecloseddownatthedateofthelastcontributionmade.

PleaseselectONEofthefollowingfouroptions

Option1 / Idonotwishmycareerbreaktobetreatedaspensionableserviceand
understandthatmypensionrecordwillbecloseddownatthestartofmybreakwithnocontributionspayableOR
Option2 / Iwishtotreatuptotheinitialsixmonthsofmycareerbreakaspensionableandundertaketopaymonthlyemployeecontributions viastandingorder/DirectDebitOR
Option3 / Iwishtotreatmycareer break aspensionableforaperiod ofmonths.I
undertaketopaymonthlyemployeecontributionsforthefirstsixmonthsandbothemployee’sandemployer’scontributionsfortheremainderoftheperiod.Allcontributionswillbemadeviastandingorder/DirectDebit OR
Option4 / Iwishtotreatmycareerbreakaspensionableforthemaximumperiodoftwo
years.Iundertaketopaymonthlyemployeecontributionsforthefirstsixmonthsandbothemployee’sandemployer’scontributionsfortheremaining18monthsoftheperiod.Allcontributionswillbemadeviastandingorder/DirectDebit.

SIGNATUREOF EMPLOYEEDATE

1A copyofthe Career Break SchemeApplication Form (Appendix1)issentbythe individualto the CSUWorkforceTeam.

2A copyoftheresponse lettershould be provided bythe managertothe CSUWorkforce Team.

3A CSUWorkforce administratorwill recordtherequestandoutcome.Equalityand Diversitymonitoring information will also be obtainedfrom ESR and heldon thisrecord.

4The CSUWorkforceTeamwill contactmanagersto obtain detailsoftheresponse ifthisis notprovided in a timelymanner.

5Reportswill be producedeverysixmonths bythe CSUWorkforceTeamand provided to the CCG/CSUmanagementteam.

Appendix4

EqualityAnalysisInitialAssessment

1.EqualityImpact Analysis: LocalProfile Data
LocalProfile/DemographyoftheGroupsaffected(population figures)
Thisisan employmentpolicyandthereforeworkforcedataismorerelevant tothisImpactAssessment
General / Totalnumberofemployees in the NorthLincs CCG 28
Age / Nostaffemployed are under 30
14% ofstaffareover55
86% ofstaffareaged 30-55
Race / 86% ofstaff employedin the CCG are White
7%of staff are Non-white
7%staff havenotstated ordefined theirethnicity
Sex / 50%staffemployed are female
50%staffemployed aremale
Genderreassignment / Noinformation at this stage
Disability / 7%of staff employed declared themselvesas havingno disability
Nostaffdeclared a disability 93%didnot declare/undefined
SexualOrientation / All staff are recorded asdidnotwish torespond/undefined
Religion,faithand
belief / All staff are recordedas didnotwish torespond/undefined
Marriageandcivil
partnership / 86% ofemployeesaremarried. Noemployeesare ina civil
partnership

Pregnancyand maternity

Noinformationyetas theCCG has not been established longenough tobuildmeaningful data

2.EqualityImpact Analysis:Equality Data Available
IsanyEqualityDataavailable relatingtotheuse or implementation ofthis policy,project orfunction? EqualitydataisinternalorexternalinformationthatmayindicatehowtheactivitybeinganalysedcanaffectdifferentgroupsofpeoplewhosharethenineProtectedCharacteristics–referredtohereafteras‘EqualityGroups’.
ExamplesofEqualityDatainclude:(thislistisnotdefinitive)
1.ApplicationsuccessratesEqualityGroups
2.ComplaintsbyEqualityGroups
3.Serviceusageandwithdrawalofservicesby
EqualityGroups
4.GrievancesordecisionsupheldanddismissedbyEqualityGroups
5.PreviousEIAs / Yes-employment profile dataonly –not implementationandreviewdata
No
Whereyouhaveansweredyes,pleaseincorporatethisdatawhenperformingtheEqualityImpactAssessmentTest(thenextsectionofthisdocument).
ListanyConsultatione.g. withemployees,service users,Unionsormembers of thepublicthathastaken
placeinthe developmentor implementationofthis
policy, projectorfunction / Consultationhastakenplaceboth locallyandnationally
with Trade Unionsandstaff
PromotingInclusivity Howdoestheproject,
service orfunction contributetowardsouraims ofeliminatingdiscrimination andpromotingequalityand diversitywithinour organisation / This Policy doesnot directly promoteinclusivity, howeverit
is availabletoall staff toaccess andmonitoringitsusewill be important
3.EqualityImpact Analysis:AssessmentTest
Whatimpactwilltheimplementationofthispolicy,projectorfunctionhaveonemployees,serviceusersorotherpeoplewhosharecharacteristicsprotectedbyTheEqualityAct2010?
ProtectedCharacteristic: / NoImpact: / PositiveImpact: / NegativeImpact: / Evidenceofimpactandifapplicable,justificationwhereaGenuineDeterminingReasonexists
Gender
(MenandWomen) /  / Whilst there isno localevidenceyet,itis generallythe case thatwomen
aremore likelytoaccess thechildcarebreak.This isa positive impact, howeverinachangingsociety – moremenmight be likelytotake thisup as it isopentoall. 50%ofthe staff employed inthe CCG arefemale
Race
(AllRacialGroups) / 
Disability
(MentalandPhysical) /  / A careerbreakmay beoffered tosupportan employee sufferinga long
termhealthconditionclassed as a disabilityorwith adjustingtoa new disability.
ReligionorBelief /  / A careerbreak couldbe used to facilitate anemployee undergoinga
religious riteof passage ortakingan extended faith related journey.
SexualOrientation(Heterosexual,
HomosexualandBisexual) / 
EqualityImpactAnalysis:AssessmentTest(continued)
Whatimpactwilltheimplementationofthispolicy,projectorfunctionhaveonemployees,serviceusersorotherpeoplewhosharecharacteristicsprotectedbyTheEqualityAct2010?
ProtectedCharacteristic: / NoImpact: / PositiveImpact: / NegativeImpact: / Evidenceofimpactandifapplicable,justificationwhereaGenuineDeterminingReasonexists
PregnancyandMaternity /  / Employeeswhowish toextendtheir leave beyondmaternityleave,can use
this policy
Transgender /  / A careerbreakmay support anemployee undergoinggender reassignment
MaritalStatus / 
Age / 
4.ActionPlanning
Asaresultofperformingthisanalysis,whatactionsareproposedtoremoveorreduceanyrisksofadverseoutcomesidentifiedonemployees,serviceusersorotherpeoplewhosharecharacteristicsprotectedbyTheEqualityAct2010?
IdentifiedRisk: / RecommendedActions: / ResponsibleLead: / CompletionDate: / ReviewDate:
5.EqualityImpact Analysis Findings
AnalysisRating: / Red / Red/Amber / Amber / Green

SUSTAINABILITYIMPACTASSESSMENT

Appendix 5

StaffpreparingaPolicy/BoardReport/CommitteeReport/ServicePlan/ProjectarerequiredtocompleteaSustainabilityImpactAssessment.Sustainabilityis oneoftheTrust’skeyStrategiesandtheTrusthasmadeacorporatecommitmenttoaddresstheenvironmentaleffectsofactivitiesacrossTrustservices.The purposeof thisSustainabilityImpactAssessmentistorecordanypositive ornegativeimpactsthatthisactivityislikelytohaveoneachoftheTrust’sSustainability Themes. For assistancewithcompletingthe SustainabilityImpact Assessment, pleaserefertothe instructions below.

Policy/Report/ServicePlan/ProjectTitle:
Theme(Potentialimpactsoftheactivity) / Positive
Impact / Negative
Impact / Nospecific
impact / Whatwilltheimpactbe?Iftheimpactisnegative,howcanitbe
mitigated?(action)
ReduceCarbonEmissionfrombuildingsby12.5%by
2010-11then30%by2020 / x
Newbuildsandrefurbishmentsover£2million(capital
costs)complywithBREEAMHealthcarerequirements. / x
Reducetheriskofpollutionandavoidanybreachesinlegislation. / x
Goodsandservicesareprocuredmoresustainability. / x
Reducecarbonemissionsfromroadvehicles. / x
Reducewaterconsumptionby25%by2020. / x
Ensurelegalcompliancewithwastelegislation. / x
Reducetheamountofwasteproducedby5%by2010
andby25%by2020 / x
Increasetheamountofwastebeingrecycledto40%. / x
Sustainabilitytrainingandcommunicationsfor
employees. / x
Partnershipworkingwithlocalgroupsand
organisationstosupportsustainabledevelopment. / x
Financialaspectsofsustainabledevelopmentare
consideredinlinewithpolicyrequirementsandcommitments. / x