Nagle Centre Staff Handbook by Nagle Centre

Staff Handbook

STAFF HANDBOOK CHAPTER 1 - GENERAL OVERVIEW ................................................ 5 INTRODUCTION ............................................................................ 5 POLICIES AND PROCEDURES ...................................................... 5 COMMITMENT TO TEAMWORK .................................................... 5 CHAPTER 2 – CONTRACT AND TERMS OF EMPLOYMENT ............. 6 CONTRACT OF EMPLOYMENT ..................................................... 6 PROBATION ................................................................................... 6 HOURS OF WORK .......................................................................... 6 TIMEKEEPING ............................................................................... 7 JOB DESCRIPTIONS ..................................................................... 7 PAY AND DEDUCTIONS FROM SALARY ....................................... 7 DEDUCTIONS ................................................................................ 7 SICK PAY ....................................................................................... 8 TERMINATION OF EMPLOYMENT AND NOTICE PERIODS .......... 8 RETIREMENT................................................................................. 8 LAY-OFF/ SHORT-TIME ................................................................. 8 PRSA SCHEME .............................................................................. 8 CHAPTER 3 - EMPLOYMENT PROCEDURES ................................... 9 GRIEVANCE PROCEDURE ............................................................. 9 DISCIPLINARY PROCEDURE ...................................................... 10 CHAPTER 4 - EMPLOYMENT POLICY ............................................ 12 EQUAL OPPORTUNITY POLICY .................................................. 12 DIGNITY AND RESPECT POLICY ................................................ 12 BULLYING ................................................................................... 12 UNDERTAKING BY THE EMPLOYER .......................................... 14 RESPONSIBILITIES ..................................................................... 14 COMPLAINTS PROCEDURE ........................................................ 15 POLICY REVIEW .......................................................................... 16 PERSONAL INFORMATION ......................................................... 16 TELEPHONE CALLS AND PERSONAL E-MAILS .......................... 16 INTERNET AND EMAIL USAGE POLICY ..................................... 17 DRESS CODE ............................................................................... 18 CONFIDENTIALITY CLAUSE ....................................................... 18

CHAPTER 5 - LEAVE ENTITLEMENTS ........................................... 19 PUBLIC LEAVE ENTITLEMENTS ................................................. 19 BENEFIT LEVEL .......................................................................... 19 QUALIFICATION CRITERIA ......................................................... 20 FITNESS TO RETURN TO WORK CERTIFICATE ......................... 21 COMPASSIONATE LEAVE ........................................................... 22 FORCE MAJEURE LEAVE ............................................................ 22 MATERNITY LEAVE .................................................................... 23 PROCESS FOR LEAVE: ................................................................ 24 SOCIAL WELFARE: ...................................................................... 24

ADOPTIVE LEAVE …………………………………………….24 ADDITIONAL ADOPTIVE LEAVE ................................................. 25 RIGHTS DURING LEAVE ............................................................. 25 NOTIFICATION REQUIREMENTS ................................................ 25 PATERNITY LEAVE ..................................................................... 25 PARENTAL LEAVE ...................................................................... 25 PURPOSE ..................................................................................... 25 ELIGIBILITY ................................................................................ 26 POLICY ........................................................................................ 26 PAYMENT & BENEFITS............................................................... 27 JURY DUTY ................................................................................. 28 APPLICATION FOR AND NOTIFICATION OF LEAVE .................. 28 CHAPTER 6 – HEALTH AND SAFETY IN THE WORKPLACE ......... 29 GENERAL ..................................................................................... 29 ACCIDENTS, INCIDENTS AND NEAR MISSES ............................ 29 FIRE PREVENTION ...................................................................... 29 MANUAL HANDLING ................................................................... 30 FOOD HYGIENE ........................................................................... 31 PERSONAL SAFETY & PROPERTY ............................................. 31 EYE TESTING .............................................................................. 31 NO SMOKING POLICY ................................................................. 32 CONSUMPTION OF ALCOHOL/DRUGS ....................................... 32 CHAPTER 7 – GENERAL CONDITIONS .......................................... 33 TRAINING AND DEVELOPMENT ................................................. 33 PROMOTION ................................................................................ 33 3

TRAVEL AND SUBSISTENCE ...................................................... 33 NAGLE CENTRE PROPERTY ....................................................... 33 CHAPTER 8 – APPENDICES ........................................................... 34 LIST OF CONTACT PERSONNEL ................................................ 34 LIST OF RELEVANT EMPLOYMENT LEGISLATION .................... 35 LIST OF USEFUL ADDRESSES AND CONTACT NUMBERS ........ 35 STAFF HANDBOOK AGREEMENT PAGE ..................................... 36 AMENDMENTS NOTIFICATION ................................................... 37 EMPLOYEE PERSONAL INFORMATION FORM ........................... 38 MEDICAL: .................................................................................... 39 NOTIFICATIONS REQUIRED BY EMPLOYEE IN RESPECT OF MATERNITY / ADOPTIVE LEAVE ................................................ 40 NOTICE TO EMPLOYER OF FORCE MAJEURE LEAVE ............... 41 NAGLE CENTRE - PRSA WITHDRAWAL FORM ........................... 45 ACCIDENT REPORT FORM………………………………………………...45

CHAPTER 1 - GENERAL OVERVIEW

INTRODUCTION This handbook has been put together for the purpose of providing employees with general information relating to their employment. It should be kept safely as a reference document. From time to time, it may be revised to reflect any changes in legislation, policy etc. If the employee is unsure about any information in this booklet, please feel free to ask Centre Coordinator. This handbook is for the specific use of staff of the Nagle Centre and is to be read in conjunction with the contracts and terms and conditions of employment of each member of staff. All staff members must sign and date the agreement page attached to the back of the Staff Handbook and return it to the Centre Coordinator for inclusion on his / her individual staff files. All effort has been made to ensure the accuracy regarding references to legislation, however, where updates are in place these take precedence. Reference to the original documentation should be sought in the event of any queries.

POLICIES AND PROCEDURES Our policy on employee management is to maintain an open and communicative style. The Nagle Centre’s aim is to provide leadership, good conditions and a safe, healthy work environment to help employees attain job satisfaction. The employer’s management style is based on our beliefs about people – that they are honest and trustworthy and should be treated with respect.

COMMITMENT TO TEAMWORK In today’s rapidly changing world, teamwork is vital to the Centre while acknowledging the importance of each individual’s contribution. The employer believes that by working as a team we can best use our combined gifts in the service of others and the overall performance of the Centre.

CHAPTER 2 – CONTRACT AND TERMS OF EMPLOYMENT

CONTRACT OF EMPLOYMENT All employees are issued with conditions of employment at the commencement of academic year having satisfied themselves as to the conditions, they are required to sign a contract. This Staff Information Handbook forms part of the contract documentation.

PROBATION Each new employee appointed by the Centre will be subject to a probationary period of six months. A system of regular assessment will operate during the probationary period, including discussions between the employee and the Centre Coordinator who, reports in relation to the employee’s work performance, conduct, health / sick leave record, punctuality, etc. The employee’s progress and performance is within his / her control and, by responding positively to feedback and achieving the expected standards, they will be offered a temporary part time position. The probationary period may be extended to include periods of absence at the discretion of the co-ordinator, but will not exceed 12 months. During this time, either party in accordance with the provisions of the Minimum Notice and Terms of Employment Act, 1973-2001, may terminate the contract.

HOURS OF WORK Hours of work will vary depending on the number of participants and classes. As stated in contract the number of participants and classes determines the normal working week, which is decided at the beginning of each academic year. Number of hours per week may change depending on demand or otherwise. The Nagle Centre will use appropriate means to record attendance and attach great importance to this. Where an employee is habitually late or taking frequent days off the Centre Coordinator may request a meeting to discuss same. Disciplinary procedures will be followed where there is no valid reason and unpunctuality / poor attendance continues.

TIMEKEEPING For all employees associated with the Nagle Centre, punctuality is a key job requirement. Tutors should be at their place of work, working on the hour i.e. at the normal start and finishing time. Tardiness will not be tolerated. Where an employee has been identified as having a problem with adhering to acceptable levels of timekeeping, the following procedures will be followed:The employee will be interviewed and unless an acceptable explanation can be supplied then that person shall be advised that his/her levels of timekeeping are unacceptable and causing concern. This will be formally recorded on the employee’s file. Where the employee’s timekeeping continues to be a matter for concern, the employee will be interviewed again and given a written warning for future attendance. Where sufficient improvement is not made, the matter will be referred to the Management Committee for the appropriate action.

JOB DESCRIPTIONS These shall be provided at the beginning of each academic year for discussion between the prospective employee and the employer. They shall give an outline of the tasks to be carried out when Contracts are given / renewed Job descriptions may be reviewed at the employee’s annual review, and these shall be agreed with the Co-ordinator.

PAY AND DEDUCTIONS FROM SALARY Rates of pay are as agreed in Contract between the individual and the Coordinator. Method of Payment - Unless otherwise agreed, payment will be made weekly in arrears. Details of gross pay, deductions, etc will be itemised on the pay slip. It is up to each employee to check his / her salary statement immediately on receipt. All salary queries should be directed to the Co-ordinator.

DEDUCTIONS Income Tax – All employers are obliged to deduct Income Tax from salaries, wages and allowances paid to employees. All employees who have been in previous employment should have obtained a P45 from his/her previous employer, which they should present to the Co-ordinator on commencing employment. If employees did not receive a P45 they should notify the Co-ordinator immediately in order that they may be issued with the appropriate tax forms. Until such time as a Tax Credit Certificate is issued by the Revenue Commissioners, tax must be deducted at emergency rates.

Social Welfare – Pay Related Social Insurance is deducted from all employees’ salaries, wages and allowances. Pension – All employees are issued with the relevant information relating to Pension Schemes and are encouraged to join a pension scheme Other Deductions from pay – By arrangement with staff other deductions may be made from pay. Such deductions must be authorised in writing from the employee.

SICK PAY Under Irish Law an employer is not obliged to pay an employee for sick leave. When on certified sick leave the employee must claim sick leave benefit granted by the Social Welfare. See Chapter 5 on Leave Entitlements for further details.

TERMINATION OF EMPLOYMENT AND NOTICE PERIODS All employees are required to give a minimum of one month’s notice in writing to the employer, unless other terms are agreed as part of your contract letter of appointment. Should the employer wish to terminate an individuals’ employment, the terms of the Minimum Notice and Terms of Employment Act, 1991 - 2001 will apply. The employer reserves the rights to pay the appropriate payment in lieu of notice and may require the employee not to work the notice period. In the case of gross misconduct no notice will be given.

RETIREMENT The normal retirement age is 65 years.

LAY-OFF/ SHORT-TIME While it is the employer’s intention to provide continuity of employment, both parties recognise that there may be circumstances outside the Centre’s control which necessitate short-time working or lay-off. Should the need arise to put staff on short-time or to lay them off, the Nagle Centre will give as much notice as is reasonable in the circumstances. Employees will be paid only for actual hours worked during such periods.

PRSA SCHEME The Nagle Centre offers the facility for employees to avail of a PRSA. Information can be sought from the Co-ordinator. All PRSA forms can be found in the Appendix.

CHAPTER 3 - EMPLOYMENT PROCEDURES

GRIEVANCE PROCEDURE Employees are an important resource of the Nagle Centre. Accordingly, the employer is committed to the evolution of a communications policy that is open, honest and timely. There are times when an employee may want to seek redress for work-related grievances. The employer encourages free communication between all staff and management and the open airing of such problems can often help resolve them quickly and satisfactorily. Where possible, informal processes should be used. However, if informal processes do not resolve the issue(s) or if the person feels that the issue has not been resolved, the formal grievance procedure will then be followed. ď&#x201A;ˇ ď&#x201A;ˇ

The employee should raise the matter with the Co-ordinator in writing of the substance of the issue. The Co-ordinator will record the grievance, give it consideration and provide a decision. There is a right of appeal to the Co-ordinator if dissatisfied with the decision.

It may be necessary to hold meetings at some stage in this procedure to explore fully the grievance. All employees will be expected to continue to work as normal while the grievance is being investigated. All matters will be dealt with confidentially. Should the matter remain unresolved, the complaint should be put in writing to Chairperson of the Board. This person should attempt to resolve it within 15 working days. Should the matter remain unresolved, it will be referred to the Labour Relations commission for conciliation or for a hearing by a Rights Commissioner. If still unresolved, it will be referred to the Labour Court for formal investigation, or, in the case of a dismissal, to the Employment Appeals Tribunal. During the period in which the procedure is being followed no strike, lock-out, walkout, sit-in, go-slow, or any other form of industrial action designed to bring pressure to bear on either party will take place, until all avenues as prescribed have been followed by other parties and at least 14 days have elapsed following the issuance of a Labour Court Recommendation or a determination of the Employment Appeals Tribunal. In the event of any issues arising which cannot immediately be disposed of and which are being processed in accordance with the above disputes procedure, normal working - under protest if necessary - will continue, pending a settlement.

Staff handbook â&#x20AC;&#x201C; Nagle Centre

DISCIPLINARY PROCEDURE The employer expects good standards of conduct and work performance from you. You should have a fair opportunity to remedy problems of conduct or performance. To this end, should you fail to meet the employer’s required standards, the following procedure is outlined and is in accordance with the Labour Relations Commission Advisory Code on discipline. Informal discipline is used to deal initially with minor problems of conduct. This process is carried out informally and discreetly. Formal discipline need only apply to more serious problems of conduct or when minor problems become habitual. Where the employer intends to hold a disciplinary meeting the employee will be advised in advance, of the purpose of the meeting and that they are entitled to have a work colleague attend with them. Where the employee’s conduct is such as to warrant disciplinary action, except in cases warranting summary dismissal, the following procedure will apply. 

Informal discussion: In the event of a possible breach of agreement or the employer deeming disciplinary procedures to be necessary, a full discussion shall take place between the Co-ordinator and the employee.

 Verbal warning: In the event of the problem persisting, the employee shall be given a formal verbal warning, to be confirmed in writing. The employee will be made aware of the problem, the nature of the warning and the corrective action required. The employee may be accompanied during the disciplinary meeting by a third party if he/she so chooses. 

Written Warning: A written warning will be issued to the employee concerned in the event of the required improvement not taking place. Again, the employee shall be made aware of the next disciplinary stage if the improvement is not forthcoming.

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Suspension / Final Written Warning: This will again detail the problem together with the corrective action required, and state clearly that the consequences of not resolving the problem will be dismissal.

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Dismissal: Failure to rectify the behaviour, which warranted the above warnings, will result in dismissal.

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Summary, Suspension or Dismissal: In cases of more serious misconduct, an employee may be summarily suspended without pay and issued with a final written warning without recourse to stages a, b, c, or d.

Staff handbook – Nagle Centre

Examples of serious misconduct for which an employee may be summarily dismissed include the following:       

Professional Misconduct Violent Behaviour Theft from or damage to Property Reporting to Work under the Influence of Alcohol or Drugs Falsifying Records Gross Insubordination Indecent Conduct, or any Conduct that brings the employer into Disrepute

There may be situations where the five procedural stages outlined may be shortened or varied. For example, in the case of gross misconduct a final written warning and instant dismissal may be implemented rather than a verbal or first written warning. In all of the stages above, employees have the right to representation. The employer may terminate your employment without prior notice if you commit any act or default amounting in our opinion to serious misconduct, incompetence, dishonesty, material breach of your duties under this agreement or generally if, as an employee, you engage in conduct which may bring the employer into disrepute. In the event of such a termination occurring, you may be dismissed without notice or pay in lieu of notice.

Staff handbook – Nagle Centre

CHAPTER 4 - EMPLOYMENT POLICY

EQUAL OPPORTUNITY POLICY It is the employer’s intention that all staff and potential staff have equality of opportunity regardless of gender, marital status, family status, sexual orientation, religion, age, disability, race or membership of the traveller community, subject to the provisions of the Employment Equality Act, 1998. The objectives of the policy are as follows: 

To ensure that all applicants for employment are treated fairly on the basis of his/her merits, abilities, qualifications and suitability for appointment and that appointment procedures do not discriminate on the basis of criteria that cannot be justified by the demands of the post

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To ensure that all employees of the Nagle Centre are trained, appraised, given access to relevant work experience, promoted and otherwise treated on the basis of his / her relevant merits, qualifications, abilities and experiences.

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To promote a harmonious working environment for employees based on mutual respect within which they are encouraged to develop his / her full potential in the interests of the individual and the employer.

Discrimination of any person is prohibited. Discrimination is defined as “treating a person less favourably than another is, has been or would be treated”. Discrimination can arise when a job applicant, and or employee, is put in a situation solely because of one or more of the above factors.

DIGNITY AND RESPECT POLICY The Nagle Centre is committed to the promotion of an environment for work, which upholds the dignity and respect of the individual and supports every individual’s right to work in an environment that is free of any form of harassment, intimidation or bullying.

BULLYING Examples of bullying behaviour include:      

Open aggression, threats, shouting abuse or the use of obscenities; Constant humiliation, sneering or ridicule; Unreasonable scrutiny or unreasonable demands; Taking credit for another person’s work; Undermining a person’s authority, and Spreading malicious rumours. Staff handbook – Nagle Centre

Harassment is any act or conduct which could be regarded as offensive, humiliating or intimidating. Examples of harassment include: 

Treating people less favourably or subjecting them to ridicule on any discrimination grounds;

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Demeaning and derogatory remarks, name calling

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Isolation, non co-operation or exclusion within the workplace;

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Unwelcome comments on appearances;

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Unwarranted criticism of work performance;

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Undermining the authority of a colleague in the workplace, and

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Production, display or circulation of offensive material.

Sexual Harassment is any behaviour that could be regarded as sexual or otherwise and could be offensive, humiliating or intimidating. Examples of Sexual Harassment include: 

Sexually suggestive jokes or comments;

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Innuendo or jokes about a person’s sexual orientation;

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Unwelcome questions or insults about ones’ private life;

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Unwelcome sexual attention;

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Display of offensive material;

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Leering, offensive gestures or whistling;

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Threats of, or actual, physical assault;

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Groping, patting or unnecessary touching, and

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Suggestions that sexual favours may further someone’s career, or that refusal may damage it.

Racial Harassment is unwelcome conduct based on a person’s race which is offensive to the recipient and that creates a stressful, hostile work environment.

Staff handbook – Nagle Centre

Examples of Racial Harassment include: 

Verbal harassment – jokes or remarks about a person’s ethnic origin or assumptions based on racial stereotypes;

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Visual harassment - by production or circulation of materials offensive to particular racial or ethnic groups such as cartoons or racial propaganda, and

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Physical harassment - by means of threats or physical assault.

Location Harassment can take place: 

In the workplace;

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At functions such as Christmas parties or functions taking place under the aegis of the Nagle Centre

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Any other place where employees are present.

Harassment by Outsiders Harassment of personnel by persons not employed by the employer is unacceptable and should be promptly reported to one of the contact people listed at the end of this section. Although the employer has no power to discipline those responsible in such cases, upon receipt of a complaint and after investigation, it will take action in the effort to prevent the recurrence of such conduct. Undertaking by the Employer Any complaint involving harassment will be immediately, seriously and sympathetically investigated. It is recognised that harassment is very difficult for all concerned to deal with. Where a complaint has been substantiated, the victim will be protected and will not be required to move unless they wish to do so. Victims shall be protected from intimidation, victimisation, or discrimination for filing a complaint under this policy. Employees assisting in an investigation will also be protected. Responsibilities Employees: In addition to ensuring his/her own behaviour does not cause problems, all employees have an important role in creating an environment where harassment or bullying is unacceptable. They should make clear to others they find such behaviour unacceptable and support colleagues suffering such treatment. Co-ordinator: In addition to ensuring his/her own behaviour does not cause problems, Co-ordinators are responsible for preventing incidents of harassment or bullying and must ensure that all staff members adhere to Policy of the Nagle Centre. Staff handbook – Nagle Centre

Employees who become aware of incidents of harassment are required to immediately advise the Centre Co-ordinator. Centre Co-ordinator, in addition to ensuring his/her own behaviour does not cause problems, should:    

Know the employers policy; Communicate the policy as necessary; Endeavour to maintain a harassment-free work environment; and Immediately inform the Management if a complaint is received.

COMPLAINTS PROCEDURE Informal Procedures If an employee believes they are being harassed or bullied, they should consider carefully if that is the case. If so, the individual should raise the problem with the alleged perpetrator, point out that his/her behaviour is unacceptable and ask that it stop. If the harassment/bullying does not cease or if the employee finds it difficult or embarrassing to confront the alleged perpetrator, they may seek advice from the Centre Co-ordinator. It would be useful to keep a record of incidents, dates and witnesses, if any. If the individual proceeds with the complaint, they may approach the Centre Coordinator for assistance who, depending on the nature of the complaint, will try to find a solution acceptable to both parties. Complaints will be handled speedily and in a confidential manner. They will be treated seriously and sympathetically. It is a requirement that all individuals involved maintain confidentiality on the subject. All concerned are guaranteed a fair and impartial hearing. If a problem is not resolved under the above Complaints Procedure, the Formal Procedure outlined below will apply. Formal Procedures For serious complaints, individual preference or where the problem is not resolved under the procedures outlined above, the following Formal Procedure will apply: The person making the complaint will be required to put the complaint in writing.

Staff handbook – Nagle Centre

The alleged harasser will be given a copy of the written complaint and given three days to respond in writing. A formal investigation will be carried out by the two independent objective investigators, not including the person who was trying to resolve the problem informally. In view of the complex and sensitive nature of cases, the investigators may also enlist the assistance of outside experts in the field concerned. For investigations of cases alleging sexual harassment, we will ensure at least one of the investigators is of the same gender as the complainant. It is a requirement that all parties involved maintain confidentiality. Both the complainant and the person complained against may have representation at the hearings if they wish so. The investigation will be carried out speedily, within a four-week period if circumstances allow. The outcome will be advised to both parties. If it is intended to take disciplinary action the procedures will be as outlined in the Disciplinary Procedures section. No one who has been involved will be hearing an appeal.

POLICY REVIEW Our policy above in relation to complaints will be reviewed from time to time. The Nagle Centre is committed to these policies; therefore, any employee who acts in breach of them will be liable to face disciplinary action which, if serious, could lead up to dismissal. Contact Person ď&#x201A;ˇ

Nagle Centre Co-ordinator

PERSONAL INFORMATION All staff members should notify the Nagle Centre Co-ordinator promptly of any changes in address, telephone number or educational qualifications in order that his / her staff file may be kept up-to-date.

TELEPHONE CALLS AND PERSONAL E-MAILS The telephone is primarily for the Nagle Centre use and as such the number and duration of personal telephone calls should be kept to an absolute minimum. Staff handbook â&#x20AC;&#x201C; Nagle Centre

The over use of personal mobile phones (call and text) is to be avoided during working times. Where applicable, the use of email and the Internet is provided for Nagle Centre purposes and the number and duration of email and Internet usage should be kept to an absolute minimum. Anyone who is abusing these services will be subject to disciplinary procedures.

INTERNET AND EMAIL USAGE POLICY In certain employment the Internet is provided as a business tool for supporting an employee’s work, or for training, educational or research purposes associated with the employer. Use for personal reasons should be kept to an absolute minimum. All incoming mail containing Word/ Excel/ Powerpoint or other attachment files should be scanned immediately for Viruses prior to opening the file. Similarly any disk that is brought into the Nagle Centre, whether by an employee, participant or remitted by an individual must be scanned before being used to ensure that no viruses are brought into the place of employment. It is possible for third parties to read emails during transit to their destinations. It is therefore undesirable to send email containing information of a confidential nature relating to the Nagle Centre. Comments or idle chitchat about colleagues, or any other persons should not be made in emails. There have been several test cases in the courts where internal emails have been used in evidence in libel cases and the Nagle Centre would not want to be put in such a position. The internet facility may not be used: 

To retrieve, create, host or transmit offensive or obscene material that would cause offence to others on the grounds of race, creed or sex, or that would bring the Nagle Centre into disrepute;

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To retrieve, create, host or transmit material which is designed to cause annoyance, inconvenience or needless anxiety to others;

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To retrieve, create, host or transmit material that is defamatory;

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For any activity that would infringe intellectual property rights, e.g. software piracy;

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For any activity that would compromise the privacy of others;

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For any activity that would waste the Nagle Centre’s resources, e.g. staff time and IT equipment and networks; Staff handbook – Nagle Centre

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For any activity that would compromise the security of the Nagle Centre’s IT facilities, including confidentiality and integrity of the Nagle Centre’s information and availability of IT services, e.g. by carelessly causing computer virus infection; and

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For any activity that is illegal.

Action on non-compliance: Abuse of email and / or Internet facilities by a member of staff may lead to loss of these facilities and disciplinary action. For example, accessing web sites inappropriate due to its content and / or the burden they place on the Nagle Centre’s resources are forbidden. The employer reserves the right to take such action as it deems appropriate against staff who knowingly violate the conditions of this policy. Such violations will be regarded as a disciplinary matter and could result in the dismissal of an employee. The employer reserves the right to access all PCs.

DRESS CODE All staff is expected to maintain acceptable standards of neat and appropriate dress and footwear at all times, relevant to their employment area. Please see the section on Hygiene for further information on dress code.

CONFIDENTIALITY CLAUSE During the course of an individual’s employment with the Nagle Centre they will have access to confidential information relating to our business and to the individuals within the Centre. It is a permanent condition of service that no such information relating to the Nagle Centre, its business, employees or operation, is disclosed to any third party whilst in our employment or at any time thereafter.

Staff handbook – Nagle Centre

CHAPTER 5 - LEAVE ENTITLEMENTS PUBLIC LEAVE ENTITLEMENTS There are currently nine Public Holidays, 

1st January – New Year’s Day (or the Monday immediately following where the 1st occurs on a Saturday or Sunday).

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17th March – St Patrick’s Day (or the Monday immediately following where the 17th occurs on a Saturday or Sunday).

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Easter Monday

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The First Monday in May – May Bank Holiday Weekend.

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The First Monday in June – June Bank Holiday Weekend.

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The First Monday in August – August Bank Holiday Weekend.

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The Last Monday in October – October Bank Holiday Weekend.

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25th December - Christmas Day.

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26th December – St Stephen’s Day.

SICK LEAVE AND ABSENTEEISM The employer is concerned for the health and well being of its entire staff, particularly during times of illness. The employer has developed a Sick Pay Policy for the benefit of its employees. Employees are entitled to avail of this scheme following the satisfactory completion of the probationary period (i.e the qualifying period).

BENEFIT LEVEL The Nagle Centre will pay your basic salary less social welfare sickness benefit entitlement during any unavoidable absence from work due to sickness or accident, for up to a total of 2 of the employee’s working weeks during any period of twelve consecutive months after the qualifying period. During the qualifying period, if you are absent as a result of illness, you will receive basic pay less social welfare payments on the basis of one day for each complete month of employment. The arrangement is based on a rolling twelve-month period i.e. employees who have used up their sick pay entitlements do not re-qualify for payment under the scheme until 12 months has elapsed since their first initial payment. Any variation from this will be at the discretion of management. Staff handbook – Nagle Centre

Where the illness is in excess of three days, a social welfare disability claim form (available from employees GP) should be completed, signed by the employee‘s GP and then forwarded by the employee to the Department of Social and Family Affairs. Social welfare cheques, once received by employees, should then be forwarded to payroll. Failure by an employee, who is claiming social welfare and receiving sick pay from the Nagle Centre, to submit the social welfare cheque to the Centre will be deemed a fundamental breach of trust. This may disqualify the employee from the sick pay scheme and bring about possible disciplinary action. The benefit level is calculated on the basis of an average working week.

QUALIFICATION CRITERIA In order to qualify for payment under this scheme, an employee must meet the following conditions:  

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The employee must contact the Centre Co-ordinator directly, no later than 90 minutes after their normal start time on the first day of their illness. Any employee who is absent for more than two days must submit a doctor’s medical certificate to Centre Co-ordinator directly on or before the third day of absence. There will not be any benefit paid for absence prior to the submission of a certificate. To be accepted and to qualify for benefit under the sick pay scheme, the medical certificate must contain the following information: 1. The name and address of the doctor 2. The name and address of the patient 3. Statement that the patient is or was under the doctor’s care 4. The reason for the absence or the nature of the illness 5. The expected duration of the incapacity and an expected date of return to work 6. Date of examination 7. The doctor’s signature

This information will be treated confidentially. Failure to comply with these conditions may mean that an employee cannot receive the benefit under the scheme and in some cases may lead to disciplinary action. A prolonged absence may require a further document certifying that the employee is fit to return to work. No payment will be made for the first three days of sickness beyond two occasions in any sick leave year with the exception of absences arising from an industrial accident or incident, provided the accident is correctly reported, documented and the documentation is completed within the required timeframe. If these requirements are fulfilled, the Nagle Centre may consider payment from the first day of absence.

Staff handbook – Nagle Centre

FITNESS TO RETURN TO WORK CERTIFICATE In certain circumstances where an employee has been certified unfit for work for a period of absence or after a prolonged absence, they will have to provide a medical certificate confirming their fitness to return to work. This certificate should be submitted to Centre Co-ordinator directly in advance of returning to work. Failure to provide this certificate may delay a return to work and disrupt payment of the benefit. Exclusions from the Scheme This scheme is designed to assist employees who are unable to work due to illness. There are, however, some circumstances that may disqualify an employee from receiving benefit from this scheme. These include: 

A situation where the illnesses or injury originates from another paid employment;

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Where the reporting requirements are not met; and

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Where pre-existing conditions are not disclosed at the time of pre-employment medical

Light Duties When absence occurs the Nagle Centre may require the employee to be reviewed by the Nagle Centre doctor, whose decision will be final in respect of qualification for sick pay benefit. Following this review, it may be the doctor’s opinion that, while the individual is unable to return to their normal duties for a period, they may be fit to return to work on lighter duties for a time or on reduced hours. This will allow time for employees to convalesce and gradually return to full fitness. In these circumstances, the Nagle Centre will require the employee to return to work for light duties and cease payments through the sick pay scheme. This will be done in consultation with the Co-ordinator and in the case where there are light duties available. Medical Treatment Where an employee is undergoing medical treatment for a condition that could affect his / her Health & Safety at work, they must inform the Nagle Centre of this treatment especially where it may require the use of prescription medication. Appointments Dentist - there is a maximum entitlement of two hours to attend the dentist. The Coordinator must be informed in advance of the dental appointment and a dental certificate Staff handbook – Nagle Centre

must be given to him/her directly after the appointment. The employee must sign out when attending the dentist. Hospital/Consultant visits etc - the employee must notify the relevant person in advance of the appointment and a medical certificate confirming the appointment must be submitted to Centre Co-ordinator directly. REVIEW In operating the scheme, the Nagle Centre hopes to balance its commitment to support employees who are absent and unable to work and at the same time encourage regular attendance. To do this, the Centre intends to review its sick pay scheme regularly and reserves the right to change the terms and conditions of this scheme at any time. Any changes will be communicated to employees. The Nagle Centre reserves the right to debar any employee from payment under the scheme where they are seen not to have met their obligations in respect of the scheme. This will also apply to employees who develop an unacceptable or unreasonable pattern of absences.

COMPASSIONATE LEAVE The Nagle Centre’s general guidelines for compassionate leave are as follows: 

Three days paid special leave in the case of spouse or a child Two days paid special leave in the case of a parent, brother or sister, grandparent, mother or father-in-law

FORCE MAJEURE LEAVE The Parental Leave (Amendment) Act 2006 also makes provision for force majeure leave. Force majeure leave occurs where, owing to an injury to or illness of a family member, the immediate presence of the employee is indispensable at the place where the family member is. This leave is granted with full pay. This leave is granted only in the most compelling and unforeseen of circumstances as, ultimately, it is the unforeseen and sudden nature of the illness or condition which will dictate the right to take force majeure leave. Illnesses of children, other immediate family members, partners and childminders inevitably happen from time to time and are not covered by force majeure leave. Time for such incidents must be taken as unpaid leave. There is no minimum service requirement for entitlement to force majeure leave. It may be granted in respect of the following persons:  A person of whom the employee is the parent or adoptive parent;  The spouse of the employee or a person with whom the employee is living as husband and wife or co-habitating partner; 22 Staff handbook – Nagle Centre

  

A person to whom the employee is in loco parentis; and / or A brother or sister of the employee; A parent or grandparent of the employee.

The maximum force majeure leave that may be availed of is three days in 12 consecutive months or five days in 36 consecutive months. A Force Majeure Leave Form must be completed in respect of the force majeure leave outlining the facts that entitle the employee to avail of this leave. The Co-ordinator must approve this leave.

MATERNITY LEAVE As per The Maternity Protection (Amendment) Act, 2004 all employees covered by the Act are entitled to a minimum period of 26 weeks maternity leave subject to certain conditions. The leave period may be taken at the time the employee selects, provided that the leave commences at least two weeks before the end of the (medically certified) expected week of confinement. The employee may return to work at a time that she selects, provided that it is not any earlier than four weeks after the end of the expected week of confinement. The following policy outlines the purpose and rights under the legislation as well as the process for leave that must be undertaken should an employee wish to avail of Maternity Leave. PURPOSE: The purpose of this piece of legislation is to confer certain legal rights upon female employees such as:   

A right to time-off without pay for maternity leave and additional maternity leave A right to time-off, without loss of pay, for ante & post-natal care and a right to return to work following leave A right, in the case of fathers to a certain balance of the maternity leave or additional maternity leave due to a deceased mother

RIGHTS: During such protective leave the employee continues to retain all her rights except remuneration as if she was still present whether these rights are statutory, contractual or otherwise. However, where the employee takes additional maternity leave which is currently 16 weeks on top of the statutory 26 weeks the employee does not retain such statutory rights as indicated above. There is a general entitlement for the employee upon their return to revert to the same position under the same contract of employment. Where it is impracticable to do so Staff handbook – Nagle Centre

suitable alternative work will be offered under a new contract of employment on a basis of employment that is not substantially less favourable than enjoyed heretofore.

PROCESS FOR LEAVE: The employee must furnish the employer with at least four weeks notice of her intention to take maternity leave whilst also producing a medical (or similar) certificate, confirming the pregnancy and specifying the expected week of confinement. The Maternity Leave form must be filled out and given to the Centre Co-ordinator. For an employee to avail of the 16 weeks additional maternity leave the employer must receive such notification not later than four weeks before the end of the maternity leave period. Finally, an employee’s right to return to work is conditional upon their compliance re notification. Therefore, a written notification to return to work must be given at least four weeks before the due date of return. SOCIAL WELFARE: The Social Welfare Acts provide the payment of a maternity allowance for employees taking statutory maternity leave. Social Welfare (SW) is currently calculated at 80% of an employee’s reckonable earnings although this may be subject to change and as such it remains the employee’s responsibility to be aware of any such changes. If the employee wishes to take the unpaid additional leave, then the employer must be informed as required, however, no payments will be made by the employer in this instance. For further information on this benefit please refer to the Government website: http://www.welfare.ie/publications/sw11.html

ADOPTIVE LEAVE The following categories of employees are covered under the Adoptive Leave Act 1995 (Extension of Periods of Leave) Order 2004:   

All adopting mothers under a contract of employment; All sole male adopters, under a contract of employment; All adopting fathers, under a contract of employment, where the adopting mother has died before or during the period for adoptive leave or additional adoptive leave.

All employees covered by the Adoptive Leave Act are entitled to a minimum period of 24 weeks unpaid adoptive leave, subject to certain notification requirements from their employer. 24 Staff handbook – Nagle Centre

The Social Welfare Acts provide the payment of an adoptive allowance for employees taking Statutory Adoptive Leave.

ADDITIONAL ADOPTIVE LEAVE In addition to the minimum period of adoptive leave, an employee may elect to take up to 16 weeks additional adoptive leave. In the case of a foreign adoption, some or all of the 12 weeks additional adoptive leave may be taken immediately before the date of placement. During this period, there is no entitlement to Social Welfare adoptive benefit. RIGHTS DURING LEAVE Absence from work on adoptive leave is both continuous and reckonable. However additional leave, although continuous is non reckonable, e.g. similar to additional maternity leave. Absence from work on adoptive or additional adoptive leave may not be treated as part of sick leave, annual leave or any other leave that the employee may be entitled to. NOTIFICATION REQUIREMENTS An employee must give adequate notice, in writing to the employer of this intention to take adoptive leave. The minimum advance notice of such intention is four weeks before the expected placement of the child. The expected day of placement may be given later where this is not possible. However written notification must be given not later than the proposed date of commencement of the leave. An employee must inform their employer, in writing, at least four weeks before the commencement of additional adoptive leave of intention to take this leave. An employee must inform the employer, in writing, at least four weeks before the date in which he/she is to return to work after adoptive leave or additional leave.

PATERNITY LEAVE Fathers may be granted three days special leave with pay in respect of each child. This leave is to be taken at the time of birth or up to 4 weeks afterwards.

PARENTAL LEAVE PURPOSE This policy covers all employees provided that they meet the conditions outlined below. The Parental Leave (Amendment) Act 2006 enables men and women to avail of a statutory entitlement to take the 14 weeks parental leave in separate blocks of a minimum of 6 continuous weeks, or more favourable terms with the agreement of the employer; thereby providing parents with a temporary break from work to take care of 25 Staff handbook â&#x20AC;&#x201C; Nagle Centre

young children. A person acting in loco parentis with respect to an eligible child is also eligible. It also provides for limited paid leave to enable employees to deal with family emergencies, resulting from the injury or illness of a family member (force majeure leave).

ELIGIBILITY An employee must have 1 year’s continuous service before s/he is entitled to take parental leave. However, if an employee has more than 3 months service, and where the child is approaching the age threshold, s/he will be entitled to 1 week’s parental leave for every month of continuous employment completed. POLICY 

Leave can be taken in respect of children up to 8 years of age. The upper age limit can be extended in circumstances where an adopted child is involved. In the case of a child with a disability leave may be taken up to 16 years of age. In addition an extension may also be allowed where illness or other incapacity prevented the employee taking the leave within the normal period.



Parental leave is available for each child and amounts to 14 weeks per child. Leave is limited to 14 weeks per 12-month period where an individual has more than one child but can be longer if the employer agrees. The 14 weeks per child may be taken in one continuous period or in separate blocks of a minimum of six weeks. If the employer agrees employees can separate your leave into periods of days or even hours.



If the parent becomes ill while on parental leave and is unable to care for the child the leave can be suspended for the duration of the illness.



Both parents have an equal separate entitlement to parental leave. Unless an employee and his / her partner work for the same employer, an employee can only claim his / her own parental leave entitlement (14 weeks per child). If both work for the same employer and the employer agrees the employees may transfer their parental leave entitlement to each other.



Employees are not entitled to pay from the employer while on parental leave nor are they entitled to any social welfare payment equivalent to Maternity Benefit or Adoptive Benefit.



Taking parental leave does not affect other employment rights you have. Apart from the loss of wages, an employee’s position remains as if no parental leave had been taken. This means, for example, which time spent on parental leave can be used to accumulate an employee’s annual leave entitlement. If an employee’s annual holidays fall due during parental leave, they may be taken at a later time. A public holiday that falls during parental leave and on a day when an employee would normally be working is added to the period of leave. Staff handbook – Nagle Centre

PAYMENT & BENEFITS 

An employee who is absent on parental leave will be treated as if s/he had not been absent, retaining all employment rights, except the right to remuneration and superannuation benefits.



An employee retains an entitlement to public holidays, which fall during a period of parental leave. These will be added on to the end of the period of leave.



Annual leave continues to be accrued during an absence on parental leave.



An employee is entitled to be reinstated in the same job, or an equivalent job, on their return, in so far as is reasonably practicable under terms and conditions no less favourable than those of the employees’ present contract of employment are.

Parental leave is granted solely for the purpose of taking care of the child concerned. This leave may be terminated if it’s not used for this purpose, and an employee may be subject to serious disciplinary action, up to and including dismissal. The employee must contact the Centre co-ordinator no later than two weeks before their proposed return. Such a return must be confirmed in writing and on their first day back from parental leave to confirm the end of the leave. Part A: Applying for Leave Employees must fill out the requisite notification forms not later than 6 weeks before the commencement of the leave, and submit it along with a copy of the birth certificate or adoption order to their Supervisor. This form must be completed in full. An employee who wishes to revoke his/her notice of intention to take parental leave, must do so in writing to the employer, at least 4 weeks before the leave is due to commence. Part B: Confirmation to Employee You will be issued with a confirmation document, not later than 4 weeks before the commencement of the parental leave if confirmation of such leave has been agreed to. Part C: Postponement by the Employer The employer may postpone the parental leave if management are satisfied that the leave would have a substantial adverse effect on the operation of the business, by reason of seasonal variations, if there are difficulties finding a replacement, or due to the number of employees taking parental leave. After consultation with an employee, the company will confirm such a decision in writing, not later than 4 weeks before the date on which the leave was due to commence. The postponement may be for a period not exceeding 6 months, to a date agreed on by the employer and the employee. Staff handbook – Nagle Centre

Parental Leave forms can be found in the Appendices.

JURY DUTY Employers’ and employees’ entitlements and obligations regarding jury service are covered by the Juries Act 1976. The Act provides that when an employee is called for jury service, his or her employer must continue to pay them for the duration of the absence. With very few exceptions, Jury Service is obligatory for every citizen between 18 and 70 years of age who is entered on the Register of Electors. There are a limited number of reasons why an employee might be exempt from serving on a Jury. These include pressure of work, sickness or absence from the country. An employee should give a copy of the summons to the Manager / Supervisor in order to be granted leave of absence, and it is accepted that should the employer require the employee to attend work during the period of Jury Service the employee agrees that the employer may request the employee to be released. If the individual is not called to sit as part of a jury on the first or any subsequent day of his / her period of Jury Service, he / she will be required to return to work for the remainder of that day and any day on which their services are not required.

APPLICATION FOR AND NOTIFICATION OF LEAVE Application for all leave must be made in writing to the Manager / Supervisor on the appropriate forms and in accordance with the notification time frames as relevant. In addition, all approved leave application forms must be given to the person designated with responsibility for this task by the Manager / Supervisor as proprietor of all staff leave records. Emails to the Manager / Supervisor requesting leave must be followed up with the appropriate form prior to taking leave. In addition, employees should advise other work colleagues as a matter of courtesy. Please see the Appendices for all Applications forms.

Staff handbook – Nagle Centre

CHAPTER 6 – HEALTH AND SAFETY IN THE WORKPLACE GENERAL This section is to be read in conjunction with the Health & Safety Statement of the ERIHC. Particular attention should be paid to all Safety Procedures and the Risk Assessment that has been carried out for the area in which you (the employee) work. The employer is committed to providing as far as is reasonably practicable a healthy and safe environment for all its employees, residents and visitors to our premises. Everything possible will be done to ensure that the workplace is free from risk. To safeguard employees and clients and minimise the risk of accidents, any possible hazard should be reported to the Manager / Supervisor. Safety procedures must be strictly observed. Every accident – no matter how trivial – must be reported to the Manager / Supervisor, and formally recorded in the accident report book. The Accident and Near Miss form is located in the Appendix of this document. Breach of safety rules will result in disciplinary action, including dismissal.

ACCIDENTS, INCIDENTS AND NEAR MISSES The following are some simple steps, which should be followed to ensure each individual’s safety and that of his / her colleagues: 

    

It is imperative that details of all accidents, incidents and near misses are reported, investigated and recorded as soon as possible after the event. This ensures that preventative measures can be put in place so as to avoid any recurrences. If treatment is required, ensure that this is sought immediately and make sure to know where to get FIRST AID attention; Follow safety procedures when lifting, pushing or moving any heavy weights; If an employee is concerned about the work order of any equipment, please report this concern to Nagle Centre co-ordinator Ensure proper use of all equipment and do not touch electrical appliances with damp hands; Ensure that all electrical equipment is switched off and unplugged after use. Do not overload sockets by using adaptors; All cabling that has to cross open areas of the floor must be encased in floor ducting.

FIRE PREVENTION All members of staff have a responsibility for the prevention and prompt extinction of fires. Each employee must acquaint himself / herself with details of the location of fire exits, fire appliances, extinguishers, and means of raising alarms, evacuation procedures and assembly. Do not tamper with fire fighting equipment. Anyone caught doing so will be subject to disciplinary procedures. Each employee must attend fire lectures and / or drill as required by the employer. Staff handbook – Nagle Centre

In the event of fire:    

Raise the alarm – get help; Stay calm – walk out of the building; Report to the meeting point; Never go back until the “all clear” is given.

MANUAL HANDLING The Nagle Centre policy on manual handling is that of successful lifting, putting down, pushing, pulling, carrying or moving objects which involve a risk of injury. It is important to protect employees, residents and visitors from injury. When lifting please ensure the following:   

The way the work shall be carried out The individual’s capability The working environment and how it might affect the task

Reduce the risk as far as is reasonably practical      

Break the load down into parts, where possible If there is mechanical assistance, please use same Utilise proper lifting techniques Use handles or other aids to get a firm hold Always bend knees when lifting by using leg muscles, not your back Keep the load close to the body

Don’t try to lift, move or carry anything so heavy that it is likely to cause injury – GET HELP. HYGIENE Employees are responsible for keeping their work areas clean and tidy at all times. Disposable gloves must be worn for certain work practices as instructed by the Manager / Supervisor. Hands must be washed after using toilets, after handling refuse and touching raw food. If an employee is suffering from an illness likely to be transmitted through food, for example, a stomach upset, it should be reported to his / her Manager or Supervisor. All wound, sores, cuts, grazes, boils, infections, running ears or noses should be reported immediately. Coughing and sneezing over employees and food must be avoided.

Staff handbook – Nagle Centre

The bathrooms must be kept clean and tidy with appropriate disposal of waste. Any blockages or leaks must be reported directly to the appropriate person e.g. Cleaner / Manager / Supervisor.

FOOD HYGIENE In addition to the above hygiene requirements, all staff is expected to observe the following:       

Ensure cuts and sores are covered with water proof dressings; Keep themselves clean and wear clean clothes; Do not smoke in a food room. It is illegal and dangerous; Never cough or sneeze over food; Prepare raw and cooked food in separate areas. Keep food covered and either refrigerated or piping hot; Keep hands off food as far as possible; and Ensure waste food is disposed of properly. Keep the lid on the dustbin and wash hands after putting waste in it.

Tell the Nagle Centre Co-ordinator if unable to follow the rules. Do not break the law.

PERSONAL SAFETY & PROPERTY Each member of staff is responsible for his / her own personal safety and belongings. The Nagle Centre will not be responsible for loss or damage to employee’s property, including motor vehicles, bags etc on employer premises. Employees should report all property, lost or found, to the Centre Manager

EYE TESTING All staff who are regular and significant users of Visual Display Units (VDUs), i.e. they use a VDU for one continuous hour or more as part of an everyday work routine, are entitled to be considered for an eye and eyesight test under the Safety, Health and Welfare at Work (General Applications) Regulations, 1993. Repeat tests are allowed at three year intervals. The Nagle Centre will contribute towards the cost of an eyesight test. An employee wishing to avail of this facility must apply through the Co-ordinator in writing for authorisation to attend an examination. The receipt must be submitted to the Nagle Centre Co-ordinator for consideration of a refund.

Staff handbook – Nagle Centre

NO SMOKING POLICY Under the Public Health Tobacco Acts 2002 and 2004 (Section 47) smoking in enclosed workplaces are prohibited. The Nagle Centre operates a strict no smoking policy within the building at all times, including the bathrooms. All staff has an obligation to adhere to, and facilitate this policy. No employee should be expected to work in a polluted environment. Unless an area is clearly identified as a smoking area, it will be regarded as a non- smoking area. Infringements by staff will be dealt with under disciplinary procedures.

CONSUMPTION OF ALCOHOL/DRUGS The consumption of alcoholic beverages on Nagle Centre premises is not permitted. Individual possession and / or consumption on the premises, of a controlled drug (i.e. an unlawful drug) or a drug which requires a prescription and which has not been prescribed to the employee, is also not permitted. In addition, employees are not permitted to be on premises or in the work environment if they are under the influence of alcoholic beverages or such drugs as already described herein. Such action may be deemed as gross misconduct and could lead to disciplinary action up to and including dismissal.

Staff handbook â&#x20AC;&#x201C; Nagle Centre

CHAPTER 7 – GENERAL CONDITIONS

TRAINING AND DEVELOPMENT Training and development is an employer’s responsibility and is an ongoing process aimed at fulfilling organisational needs and individual growth. The Nagle Centre intends to ensure that all employees appointed to a job are correctly selected, inducted and trained. It is intended to identify needs arising through performance, appraisal, and changes in needs, flexibility requirements and succession. Employees are obliged to cooperate fully with the Nagle Centre’s training programmes.

PROMOTION The Nagle Centre policy endeavours to provide career opportunities for employees whenever possible to encourage employees who wish to progress.

TRAVEL AND SUBSISTENCE The following policy is applicable to all staff who incurs expenses whilst carrying out duties on behalf of the Nagle Centre. Employees will be paid travel and subsistence allowances only with the approval of the Co-ordinator when required to work away from the agreed place of work or home. All expenses will normally be paid in arrears subject to the completion and submission of a Travel and Subsistence sheet signed off by the Nagle Centre Co-ordinator. To complete this form correctly, you must ensure that you put the date the expenses were incurred, your name, and department, a description of the cost incurred, and sign it. All items must be categorized under the relevant expense type and have receipts attached. This must be submitted within 30 days of being incurred. Mileage rates may be claimed in line with the Department of Education rates. Subsistence rates must be confirmed with the co-ordinator prior to the date(s) on which the subsistence covers. Any form that is completed incorrectly will be returned to you for proper completion. This may result in a delay in reimbursement.

NAGLE CENTRE PROPERTY Each member of staff is expected to do his / her best to prevent the waste or improper use of the Nagle Centre Supplies or other property. Any abuse of this kind should be reported to a Co-ordinator. No goods, other than personal property, may be removed from the premises without authorisation. The employer reserves the right at all times to search any employee or employee’s bag, parcel or vehicle when entering, whilst on or leaving the premises. 33 Staff handbook – Nagle Centre

CHAPTER 8 – APPENDICES

LIST OF CONTACT PERSONNEL CEO

__________________________________________

Director

__________________________________________

Employee Managers: __________________________________________ Employee Supervisors:

____________________________________

Local Garda Stn

__________________________________________

Local Doctor

__________________________________________

Local Fire Stn

__________________________________________

Health & Safety Officer:

____________________________________

Safety Representative:

____________________________________

First Aider:

__________________________________________

HSA Local Office:

__________________________________________

Staff handbook – Nagle Centre

LIST OF RELEVANT EMPLOYMENT LEGISLATION                       

Terms of Employment (Information) Acts, 1994-2001 Payment of Wages Act 1991 National Minimum Wage Act, 2000 Unfair Dismissals Acts, 1977-2001 Protection of Employees (Fixed-Term Work) Act, 2003 The Protection of Employees (Part-time Work) Act, 2001 Minimum Notice & Terms of Employment Acts, 1973-2001 Protection of Employees (Young Persons) Act, 1996 Employment Equality Acts, 1998-2007 Protection of Employment Act, 1977 Redundancy Payments Acts, 1967-2003 Organisation of Working Time Act, 1997 The Organisation of Working Time (Records Prescribed Form & Exemption) Regulations, 2001 Maternity Protection Acts, 1994-2004 Adoptive Leave Act, 1995 Parental Leave (Amendment) Act 2006 Carer’s Leave Act, 2001 Juries Act, 1976 Industrial Relations Acts 1969-1990 The Employment Permits Act 2003 Data Protection Acts 1988-2003 Protection of Employees on Transfer of Undertakings Regulations 2003 Health, Safety & Welfare at Work Act 2005

LIST OF USEFUL ADDRESSES AND CONTACT NUMBERS Maternity Benefit Section, Social Welfare Services Office, Government Buildings, Ballinalee Road, Longford, Co. Longford. Ph: (01) 7043475 / (043) 40000. Department of Enterprise, Trade & Employment:- Ph: (01) 6312121; LoCall 1890 220 222. Department of Social, and Family Affairs:- email: info@welfare.ie / www.welfare.ie. The Labour Relations Commission, Tom Johnson House, Haddington Road, Dublin 4. Ph: 6136700. All government addresses and contact numbers are listed in the front section of the phone directory.

Staff handbook – Nagle Centre

STAFF HANDBOOK AGREEMENT PAGE The Staff Handbook forms part of each employee’s Contract of Employment. This is the employee’s copy. Please keep this document at near to hand for reference purposes and insert any updates which may be issued from time to time. I confirm that I have read and understood the contents of the Staff Handbook provided to me and that I agree to abide by the terms, conditions, policies and regulations contained herein.

______________________________ NAME

______________________________ DATE

______________________________ EMPLOYER

______________________________ DATE

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AMENDMENTS NOTIFICATION Date of

Details of Amendment

Pages replaced Initialled

Amendment

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EMPLOYEE PERSONAL INFORMATION FORM Employee Name: Employee Address:

Date of Birth:

PPS No.:

Phone No. (Home) Mobile Number: Next of Kin: Name: Address:

Tel (Emergency Contact): Doctor:

____________________

Contact No.: ________________

Date of Commencement of Employment: _______________________________ Job Title: Brief Description: __________________________________________________________________ __________________________________________________________________ Bank Account Details: (only for new employees) Bank Name: Bank Address: Bank Acc. Name: Bank Sort Code: Bank Acc. No.:

Staff handbook â&#x20AC;&#x201C; Nagle Centre

Medical: Do you have any condition either current or past that we need to be made aware of which may inhibit you from performing particular forms of work or tasks now or at some time in the future? Yes No If yes, please give details (e.g back / spinal problems or injury, epilepsy etcâ&#x20AC;Ś)

I confirm that the above information is correct to the best of my knowledge: I understand that any omissions or misrepresentation of information on this application form may in the event of my obtaining employment result in disciplinary action up to and including dismissal. Should you be successful, there is a six month probationary period, extendable to twelve months. Employee: __________________________

Signature: __________________________ Dated:_____________________ *All data will be treated confidentially.

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NOTIFICATIONS REQUIRED BY EMPLOYEE IN RESPECT OF MATERNITY / ADOPTIVE LEAVE * All notification of intention to take Maternity leave must be given at least four weeks before the commencement of such leave. Name of Employee: ____________________________ A) Notification of Intention to take Maternity Leave I hereby notify my employer of my intention to take Maternity Leave. My Maternity leave will commence on:

_________________________________ (Day/Month/Year)

My Maternity Leave will finish on:

__________________________________ (Day/Month/Year)

B) Other Notification Requirements Additional Maternity Leave If I intend to take additional maternity leave I understand that I must notify my employer in writing at least four weeks before the end of my Maternity Leave i.e. no later than: ____________________________________ (Day/Month/Year) C) Intention to Return to Work If I intend to return to work I understand that I must notify my employer in writing at least four weeks before the end of my leave i.e. no later than: ____________________________________ (Day/Month/Year) I understand all of the above points and my obligation under the Maternity Protection of Employees Act, 1994 â&#x20AC;&#x201C; 2001 and the Amendment Act 2004. Signed: __________________________ (Employee)

Signed: ____________________________ (on behalf of Employer)

Date: ________________________________

(Day/Month/Year)

Maternity Leave From 1st March 2007 statutory leave is 26 weeks From 1st March 2007 additional unpaid maternity leave is 16 weeks Adoptive Leave From 1st March 2007, statutory leave is 24 weeks. From 1st March 2007 additional unpaid leave is 16 weeks Staff handbook â&#x20AC;&#x201C; Nagle Centre

Notice to Employer of Force Majeure Leave This form must be completed by an employee who takes force majeure leave as soon as reasonably practicable after the leave is taken. An employee is entitled to force majeure leave where for urgent family reasons, owing to an injury to or the illness of a person referred to in section 13(2) of the Act, the employee's immediate presence is indispensable at the place where the person is. The persons referred to in section 13(2) of the Act are: child, adopted child or a person in relation to whom the employee is in loco parentis; spouse or person with whom the employee is living as husband or wife; brother or sister; parent or grandparent. It applies to all employees but only when an unforeseen event occurs and the immediate presence of the employee is indispensable, at the place where the ill/injured person is located. Consecutive may qualify for the leave, but the qualifications of “urgent”, “immediate” and “indispensable” must apply on each individual day. This leave specifically precludes bereavements. Each day of Force Majeure will be considered separately and the above conditions should be present in each case. Force majeure leave must not exceed 3 working days in any period of 12 consecutive months or 5 working days in any period of 36 consecutive months. Name of employee: Department: PPS Number: Name and address of employer: Name and address of injured*/ill*person:

______ ______ ______ ______

Relationship to employee: Nature of injury*/illness*: Date(s) of force majeure leave: Describe the reason why the leave was taken:

____________ ___________________________________________________________ Declaration: I confirm that I have taken force majeure leave on the above-mentioned dates due to unforeseen events and for urgent family reasons, (owing to the injury to*/illness of* the person specified above), my immediate presence at that person's address was indispensable. The Manager / Supervisor must give approval. Signature of employee:

Date:

Staff handbook – Nagle Centre

Nagle Centre - Parental Leave Form Part A: Notice to Employer of Intention to take Parental Leave The employee concerned must complete this form not later than 6 weeks before the commencement of the leave, under Section 8(1) of the Act. The employer may request evidence in relation to the date of birth of the child, parentage or an adoption order, under Section 8(6)(a)(b). Name of Employee:

_____________________________________

Address of Employee:

_____________________________________ _____________________________________ _____________________________________ _____________________________________

Commencement Date of Employment: _________________________________ Department:

_____________________________________

PPS (RSI) Number:

_____________________________________ (Figures) (Letters)

Proposed Date of Commencement of Parental Leave: ____________________ Proposed Duration of Parental Leave: ____________________________weeks Manner in which to be taken:

_____________________________________ _____________________________________ (Please provide a brief description)

Proposed Date of return to work: _____________________________________ Name of Child:

_____________________________________

Date of Birth of Child: (Day/Month/Year)

_____________________________________

Please attach with this form a copy of the Birth Certificate/ Adoption Order. An employee is entitled to a maximum of 14 weeks unpaid parental leave in any one year, unless otherwise agreed with the employer. Parental leave is granted solely for the purpose of taking care of the above named child. This leave may be terminated if it is not used for this purpose. Any employee abusing this leave may be subject to serious disciplinary action up to and including dismissal. I declare that the information given above is accurate and complete. Signature of Employee: ________________________

Date:

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Nagle Centre - Parental Leave Form Part C: Postponement To be completed by the Employer, pursuant to Section 9(1) of the Act, not later than 4 weeks before the commencement of the parental leave concerned. The postponement may be for a period not exceeding 6 months, to a date agreed on by the company and the employee.

Name of Employee:

_____________________________________

Address of Employee:

_____________________________________ _____________________________________ _____________________________________ _____________________________________

PPS (RSI) Number:

_____________________________________ (Figures) (Letters)

Grounds for Postponement ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ____________________________________________________________ Signature of Employer: ________________________

Date: ________________

Reviewed Date of Commencement of Parental Leave: _____________________ (Day/Month/Year) Duration of Parental Leave:

Manner in which to be taken:

________________weeks

_____________________________________ _____________________________________ _____________________________________

Signature of Employer: ________________________

Date: _________________

Staff handbook â&#x20AC;&#x201C; Nagle Centre

Nagle Centre - PRSA ACCEPTANCE / DECLINATION FORM Having been offered participation in the PRSA by ERIHC, I choose the following: (please complete appropriate section) ACCEPTANCE: I, __________________________________ choose to participate in the PRSA Scheme offered by the ERIHC. Signature of Employee: __________________________________ Address of Employee:__________________________________ __________________________________ __________________________________ Signature of Employer:__________________________________

Date:

__________________________________

DECLINATION: I, __________________________________ choose not to participate in the PRSA Scheme offered by the ERIHC. Signature of Employee: __________________________________

Address of Employee: __________________________________ __________________________________ __________________________________ Signature of Employer:__________________________________

Date:

__________________________________

Staff handbook â&#x20AC;&#x201C; Nagle Centre

Nagle Centre - PRSA WITHDRAWAL FORM

Name:

__________________________________

Address:

__________________________________ __________________________________ __________________________________

Date of Withdrawal:

__________________________________

Additional Voluntary Contribution Paid since 1st January:

__________________________________

Signature of Employee:

__________________________________

Signature of Manager / Supervisor: __________________________________

Date:

______________________________________

Staff handbook â&#x20AC;&#x201C; Nagle Centre

Nagle Centre

Expenses Sheet Name: _________________________________ Date: ______________________ Date

Description

Total

Miles

Travel / Hotels Meals / Subs

SIGNATURE: _________________________________

Date: ______________________

APPROVED BY: ______________________________

Date: ______________________

Staff handbook â&#x20AC;&#x201C; Nagle Centre

Nagle Centre - ACCIDENT REPORT FORM This report must be completed by the person with responsibility for Health & Safety. Should this person be the injured party, this must be an appropriate person such as Supervisor or Manager.

Date: ______________ Time:________________ Time of Accident: Full Name, Address and Occupation of the Injured Person: ____________________________________________________________________ ____________________________________________________________________ Was it an: a) Accident? B) Incident? Or C) Near Miss? Exact location: ____________________________________________________________ Person(s)involved:_______________________________________________________ Witness(es): ____________________________________________________________________ ____________________________________________________________________ NB A WITNESSES ACCOUNT MUST BE SAUGHT AS SOON AS REASONABLY POSSIBLE AFTER THE ACCIDENT OCCURS What happened? (be specific) ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ What caused it to happen? ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

Staff handbook â&#x20AC;&#x201C; Nagle Centre

Describe the injury and circle the location of this injury or injuries.

…………………………………………………………………….. …………………………………………………………………….. …………………………………………………………………….. …………………………………………………………………….. ……………………………………………………………………..

Extent of Damage: ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

Corrective Action Already Taken: ___________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ Further Corrective Action Recommended: ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ Was first aid administered on the spot?

Yes



If yes, who administered the first aid and what treatment was given? ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ Was a doctor called?

Yes



Staff handbook – Nagle Centre

If yes, please give the name and address of the Doctor and the action taken by the Doctor? ____________________________________________________________________ ____________________________________________________________________

Was an ambulance sent for?

Yes



If yes, please give the name and address of the hospital the person was sent to and the name (if any) of the person from the Community who attended with the injured party? ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ NB. PLEASE ENSURE WHERE POSSIBLE THAT PHOTOGRAPHS ARE TAKEN OF THE AREA WHERE THE INCIDENT TOOK PLACE IMMEDIATELY AFTER THE ACCIDENT Follow Up Notes: ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

Signed: ____________________________ Date __________________________

For the Employer only Accident reportable:

Yes

Date accident report received: …………………….

Accident investigated:

Yes

Date of risk assessment received: …………………..

Photographs taken:

Yes

Date of return to work: ……………………………

Were written witness statements taken: Yes

Date reported to H.S.A: …………………………………………………………………….

Staff handbook – Nagle Centre

Staff handbook â&#x20AC;&#x201C; Nagle Centre