Our policies and guides
On this page you can see our employment related policies and help guides for staff. You can also find information about how to create a policy.
Templates for Trust policies are available, including advice for making one from the information governance team. Email the information governance team.
The Policies Officer can take colleagues through each step of the policies process.
Are you a staff member writing new guidelines? You can request an evidence search by emailing the Library Service.
There is a shared inbox for general enquiries.
Apprenticeships and Education policies
Additional support policy
For supporting apprentices who have a learning difficulty or disability.
There is guidance for reasonable adjustments. This means offers such as extra time in exams or one-to-one classroom support.
Additional Support Policy – ESNEFT Document library
Appeals procedure policy
Informing staff of the appeals process for apprenticeships. The policy ensures that every apprentice has a right to appeal an assessment outcome.
Appeals Procedure Policy – ESNEFT Document library
Apprenticeship levy transfer policy
Explains how we support other employers to take on new apprentices.
Apprenticeship Levy Transfer Policy – ESNEFT Document library
Break in learning and withdrawal policy
For those registered on internal apprenticeship programmes with the Trust. It is for students who are being withdrawn or are at risk of withdrawing from their programme.
Withdrawing will be a last resort after all other options have been unsuccessful. One intervention to be offered to the apprentice is a break in learning.
Break In Learning and Withdrawal Policy – ESNEFT Document library
Complaints policy and procedure
Advises staff of our learner complaints procedure for apprentices. It ensures that there is a process for an apprentice to make a complaint about their training.
It outlines the process following a complaint and by whom.
Complaints Procedure Policy – ESNEFT Document library
Conflict of interest policy
For all staff involved in the apprenticeship programmes. The policy is for declarations of conflicts of interest. It explains why this is important and the process.
Conflict of Interest Policy – ESNEFT Document library
Exams policy
For all learners required to complete functional skills qualifications. It ensures there is a suitable level of English and maths for everyday working.
The policy covers the planning and management of exams. It also sets out a fair and inclusive process.
Exams Policy – ESNEFT Document library
Information advice and guidance policy
The policy sets out how to provide high quality guidance to learners at all stages of their learning. It covers programmes by our internal teams or through an external provider.
Information Advice and Guidance Policy – ESNEFT Document library
Initial assessment policy
The process of how initial assessments of apprenticeships ensure that everyone has support. This includes identification of relevant prior learning and of any learning support needs.
Initial Assessment Policy – ESNEFT Document library
Learner recruitment policy
Covers the process to accept a member of staff onto an apprenticeship programme.
The policy does not have jurisdiction for general recruitment to the Trust.
Learner Recruitment Policy – ESNEFT Document library
Learner recruitment, registration and certification policy
Covers all activities carried out within the Trust by the Apprenticeships team.
Learner Recruitment, Registration and Certification Policy – ESNEFT Document library
Malpractice and maladministration policy
For our apprenticeship programmes, covering delivery standards for apprenticeship requirements. The policy makes staff aware of what is malpractice and maladministration.
It also provides steps when reporting suspected malpractice on apprenticeship programmes.
Malpractice and Maladministration Policy – ESNEFT Document library
Mandatory training policy
This policy is for assessing the needs of staff for their training. It supports us to meet relevant standards and current legislative requirements.
It is a rule that all staff members must follow this policy.
Mandatory Training Policy – ESNEFT Document library
Plagiarism policy
Outlines the approach of any suspected plagiarised work submitted on an apprenticeship programme.
Any apprentice with an external partner will fall under that organisation’s plagiarism policy.
Plagiarism Policy – ESNEFT Document library
Quality assurance policy
Explains how we provide teaching, learning and assessment of apprenticeships. It outlines how we meet standards of regulators for our teaching and training.
Quality Assurance Policy – ESNEFT Document library
Study leave policy
Makes sure all staff have equal access to appropriate training and development opportunities.
This policy applies to all permanent full time and part time staff. It aims to ensure a fair process for requesting, approving, and funding study leave.
Study Leave Policy – ESNEFT Document library
Employee Relations policies
Absence policy
Providing managers help to support staff to attend work and reduce absence.
This policy applies to all staff employed by the Trust.
Absence policy – ESNEFT Document library
Absence policy toolkit
A collection of documents and guides to support managers with the absence policy.
Absence policy Toolkit – ESNEFT Document library
Appeals policy
Giving staff the right to appeal against formal decisions taken against them. Staff can appeal if they believe a decision has not been made in a fair, reasonable, and consistent way.
An appeal is a request to review the decision, action, or procedure.
Bullying and harassment policy
We want to ensure a culture with an emphasis on civil and respectful behaviour. Along with accountability and learning. This policy explains how we respond to colleagues’ issues.
Bullying and Harassment Policy – ESNEFT Document library
Bullying and harassment policy toolkit
A collection of documents and guides to support managers with the bullying and harassment policy.
Bullying & Harassment Toolkit – ESNEFT Document library
Disciplinary policy
The policy offers a way in which matters are managed fairly throughout the organisation.
It also directs managers to resources that will enable them to manage issues.
Disciplinary Policy – ESNEFT Document library
Investigation toolkit
Guidance and resources for staff conducting investigations.
This Toolkit must be read with the Disciplinary Policy and Creating Terms of Reference Toolkit (for investigations relating to HR processes) and the Maintaining High Professional Standards (for staff) and, where appropriate, the Grievance and Collective Grievance policy.
Investigation Toolkit – ESNEFT Document library
Family leave policy
Explains different types of leave for staff including maternity and adoption.
Family Leave Policy – ESNEFT Document library
Family leave toolkit
Templates, charts and guidance to the family leave process.
To be read with the family leave policy.
Family Leave Toolkit – ESNEFT Document library
Grievance and collective grievance policy
This policy informs all staff of the grievance procedure.
Before using the policy, the member of staff is expected to try and informally resolve concerns.
Grievance and Collective Grievance Policy – ESNEFT Document library
Leave policy
The policy informs staff of the process for annual leave and special leave.
Leave Policy – ESNEFT Document library
Annual leave toolkit
Templates and guides relating to content in the leave policy.
To be read with the Leave policy.
Annual Leave Toolkit – ESNEFT Document library
Special leave toolkit
Guidance for different types of leave that staff can take.
Special Leave Toolkit – ESNEFT Document library
Performance improvement policy
This policy is designed to help staff achieve competency levels to maintain a high standard of performance in their work.
Performance Improvement Policy – ESNEFT Document library
Informal and formal performance improvement procedure toolkit
This procedure document is a step-by-step guide to supporting staff improve performance. Meeting template form included.
Must be read with the Performance Improvement Policy.
Informal and Formal performance Improvement Procedure toolkit – ESNEFT Document library
Professional registration policy
Guidance for staff in maintaining professional registrations.
Retirement policy
Informing staff of the retirement process.
Retirement Policy – ESNEFT Document library
Retirement toolkit
Guidance and templates to support staff starting the retirement process.
Please read with the retirement policy.
Retirement Toolkit – ESNEFT Document library
Substance misuse policy
We want to provide a safe and healthy environment for our employees and patients.
This policy is to make staff aware of their responsibilities. It also explains the support available in the event of any employee suffering a problem.
This policy is best read with the Substance Misuse Policy toolkit.
Substance Misuse Policy – ESNEFT Document library
Substance misuse policy toolkit
A collection of documents and guides to support managers with the Substance Misuse Policy.
Substance Misuse Toolkit – ESNEFT Document library
Workplace personal relationships policy
Helping leaders to manage situations where staff members have a close personal relationship.
Workplace Personal Relationships Policy – ESNEFT Document library
Equality, Diversity, and Inclusion policies
Domestic abuse (Employees) policy
Advises how our organisation recognises and manages domestic abuse.
It includes information to support employees who are victims of domestic abuse.
Domestic Abuse (Employees) Policy – ESNEFT Document library
Domestic abuse (Employees) toolkit
A guidance document to be read with the domestic abuse policy.
Domestic Abuse Toolkit – ESNEFT Document library
Equal opportunities and diversity policy
This policy aims for our workforce to be representative of all sections of our society.
It is part of our commitment to ensure that each employee feels treated with respect and dignity. It also sets out how they are supported in their efforts to reach their potential.
Equal Opportunities and Diversity Policy – ESNEFT Document library
Flexible working and retention policies
Employment break scheme policy
Providing options on career breaks and when staff need to take time off, such as for private study. There is no entitlement to a career break and each application review is on merit.
Employment Break Scheme – ESNEFT Document library
Pay progression policy
Informing all staff of the process of incremental pay progression. As part of the Agenda for Change Terms and Conditions of Service.
Medical Staffing policies
Acting down policy
The process of asking consultants and doctors to do duties usually performed by junior staff. This policy applies to consultants, associate specialist (AS) and specialty doctor (SD) medical staff.
Acting Down Policy – ESNEFT Document library
Maintaining high professional standards policy for Medical and Dental staff
Outlining the procedure for handling concerns about conduct and capability. It sets out extra rules and arrangements on professional conduct, disciplinary and capability issues.
This policy is an agreement between ESNEFT and the Local Negotiating Committee.
Medical appraisal and revalidation policy
Provides advice for our medical staff to manage their appraisal process.
The policy gives a framework to reflect on practice as individuals and within teams.
Medical Appraisal Revalidation Policy – ESNEFT Document library
Remediation for Doctors policy
Explains how to support an effective medical appraisal and revalidation system. As well as inform medical staff of the remediation process.
The policy covers all doctors employed by the Trust. Junior medical staff will follow the Deanery’s procedures.
Remediation for Doctors policy – ESNEFT Document library
Work schedule and exceptional reporting policy
For the safe working and training of doctors that is supportive to staff and patient care. Applying to doctors in training and holding employment contracts with the Trust.
Work Schedule and Exception Reporting Policy – ESNEFT Document library
Occupational therapy policies
Rapid access to Health and wellbeing support, treatment and rehabilitation services for NHS staff policy
This policy advises and informs all staff how to access health and wellbeing support, treatment and rehabilitation services. The services offered include counselling and, in some circumstances, Cognitive Behavioural Therapy (CBT) and clinical psychology.
Organisational change and staff management policies
Organisation change, consultation and protection of pay policy
This policy sets out a plan to support staff affected by organisational change.
This change can include reorganisation, relocation, merger, expansion or closure of a service. It can also include tendering or outsourcing, or a major change in working practice.
Organisational Change consultation and protection pay policy – ESNEFT Document library
Organisational change: consultation and redundancy toolkit
Guidance on the principles and process of consultation and redundancy for staff at the Trust.
This document must be read with the Organisation Change, Consultation and Protection of Pay Policy.
Organisational change Consultation and redundancy toolkit – ESNEFT Document library
Organisational change: pay protection toolkit
Guidance for staff on the rules relating to pay protection. It also includes templates for managers.
This document must be read with the Organisation Change, Consultation and Protection of Pay Policy.
Organisational change pay protection toolkit – ESNEFT Document library
Organisational change: Transfer of Undertakings (Protection of Employment) (TUPE) toolkit
TUPE guidance for staff either coming into the organisation or leaving to join another provider.
This document must be read with the Organisation Change, Consultation and Protection of Pay Policy.
Organisational change tupe toolkit – ESNEFT Document library
Workforce Planning policy
This policy helps us to review the current staffing position and ensure that we have the right number of staff with the right skills in the right place.
The policy applies to all our staff.
Workforce Planning Policy – ESNEFT Document library
Raising concerns policy
Freedom to Speak Up policy
The policy’s purpose ensures that staff can raise any matters of concerns that they may have with the Trust. It clarifies the rights that staff and others have when raising concerns, including national guidance on the process of speaking up.
The policy is for all of our workforce.
Freedom to Speak Up Policy – ESNEFT Document library
Recruitment policies and guides
Recruitment and Selection policy
The policy makes sure that all recruitment is fair. This includes NHS employment check standards and to ensure equal opportunities for all.
Please read with two guides below for managers and employment check standards.
Recruitment and Selection Policy – ESNEFT Document library
Managers guide to recruitment
This guide covers several stages to the recruitment and selection process.
A recruiting manager should follow this guide to ensure best practice.
Managers Guide to Recruitment Toolkit – ESNEFT Document library
NHS Employment checks standards guide
This is an outline of the pre-employment checks required by law. They’re a requirement for employees to access the NHS Care Record Service.
They apply to all applications for NHS positions and all staff in on-going NHS employment.
NHS Employment Check Standards Toolkit – ESNEFT Document library
Probation period policy
A framework for identifying any early difficulties for new staff. With support in settling into a new role, achieving objectives and being successful.
Probation period managers toolkit
A list of template letters available for managers connecting to the probation period policy.
Additional letter templates can be found in the How to Guide section of the staff intranet.
Probationary Period Managers Toolkit – ESNEFT Document library
Relocation and Associated expenses policy
Explains the situations under which removal expenses can be made. It gives details of the greatest payments which can be made.
There isn’t an automatic entitlement to any relocation expenses. Any reimbursements are at the sole discretion of the Trust.
Relocation and Associated Expenses Policy – ESNEFT Document library
Secondment policy
Gives advice on the procedures for internal and external secondments (and secondments to education).
Opportunities for secondments will be considered as to how they meet the needs of the organisation.
Wellbeing policies
Managing stress at work policy
The policy explains what we will do to prevent stress-related problems from occurring and what we will do if a member of staff experiences stress-related problems.
This policy covers all employees, bank registrants, and students on work placements.
Managing stress at work action plan
Resource for managers to have during meetings with employees.
To be used with the Managing Stress at Work Policy.
Managing Stress at Work Action Plan – ESNEFT Document library
Stress indication tool
Question form for managers to use during meetings with employees.
To be used with the Managing Stress at Work Policy.
Stress Indicator Tool – ESNEFT Document library
Menopause policy
Informing staff of support, resources, and management available. This policy provides managers with information on what the menopause is and symptoms.
The policy also suggests ways to support staff and to assist in management of symptoms.
Menopause Policy – ESNEFT Document library
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