Alcohol & Drugs
Service users can expect that staff in ELCAP are not under the influence of alcohol or drugs and do not take alcohol or drugs while they are working. They can expect that staff do not come to work smelling of alcohol. They can expect that staff do not behave, either at work or when not at work, in ways that would call into question their suitability to work in social services.
Attendance Policy
In order to deliver the best quality service to the people we support ELCAP will only recruit people who can provide a regular and effective service. All staff have a personal responsibility to ensure that they are clear about ELCAP's expectations of attendance at work. Staff should ensure they make every effort to maintain their fitness and availability for work. We will support staff but, if a member of staff is still not able to provide a regular and effective service a possible outcome is to end his or her contract.
Bullying & Harassment Policy
ELCAP will maintain a non-discriminatory working environment, which is free of harassment and bullying.
Allegations of harassment will be formally investigated in all cases.
Harassment on the grounds of sex, sexual orientation, race, religion, age, gender re-assignment, marriage/civil partnership, pregnancy and disability is unlawful and allegations which are upheld will be treated as gross misconduct.
Compliments, Suggestions and Complaints Policy
Compliments, Suggestions and Complaints Policy
We want to be able to tell people what people think about ELCAP and we want to be able to share information about what we do well, what we could do better and about what we have done that people don't like. We have a legal obligation to complete an annual record of complaints received. We intend to use compliments, suggestions and complaints to learn and to improve our service for the person we support. The Board will review this information regularly.
Confidentiality Policy
ELCAP expects all staff to respect the service user’s right to confidentiality. Service
users will tell ELCAP what information can be given and the people the information can be given to. ELCAP
will take action against staff who share information against the wishes of the service user unless someone
is in danger or the law tells us that someone else should be given information. ELCAP staff will tell service
users if information about them is to be shared.
ELCAP will ensure all personal information about staff and service users
is kept secure and confidential.
Discipline Policy
ELCAP follow the ACAS Codes of Practice under the statutory Dismissal and Disciplinary Procedures to ensure that staff have good standards of performance and behaviour. Staff should be fully aware of the standards of performance, action and behaviour expected to carry out their jobs as stated in ELCAP contracts, ELCAP competencies and the codes of practice relevant to the member of staff’s job.
Document and Retention (Not Service User Records)Policy
Document and Retention
(Not Service User Records)Policy
ELCAP must ensure that company records are kept securely as required by law and best practice.
Company records which are no longer required will be disposed of in a secure way and on a regular basis.
Dress Code Policy
Service users can expect staff to dress in a manner that promotes the service user’s inclusion in their community. Staff will dress in a manner appropriate for supporting the service user effectively and to enable the service user’s positive contact with others. Staff will dress in a way that respects the service user’s culture when providing support.
Driving Policy
ELCAP has a responsibility to ensure that staff and service users are kept safe whilst travelling by car. Vehicle maintenance legislation requires ELCAP and staff to ensure the roadworthiness and safe operation of vehicles. Not all posts require staff to use their car for work purposes. Some service users have their own vehicles and it is part of a support workers job description to drive the service user's vehicle. Where a service user has no vehicle, support workers should assist the service user to use public transport to increase the person's skills and independence. Where support workers use their own car to transport service users, support workers must ensure their car is safe, insured and the use of the car is consistent with the support plan for the service user. ELCAP operate a system whereby if staff are required to use their own car for work purposes, then they will be reimbursed an allowance for mileage and wear and tear costs. As a vehicle user, staff have a responsibility not only for their own safety but also for the safety of others that may be affected by their actions whilst driving in the course of their duties. ELCAP expect staff to uphold the highest standards of driving and safety when using their car for work purposes.
Environmental Impact Policy
(Not Service User Records)
ELCAP is committed to limiting the effects of climate change. As such staff should make every effort to reduce any negative impact on the environment they may make as a result of ELCAP activities. Staff should also encourage the People We Support, Stake Holders and Suppliers to consider the environment in their work, activities and choices. All effort should be made whenever possible to recycle, re-use, switch off and limit our driving during ELCAP business in-line with this policy and other procedures.
Equal Opportunities Policy
ELCAP is committed to being an equal opportunities organisation. All employees, service users and stakeholders are entitled to be treated with respect and dignity.
ELCAP will not tolerate the victimisation, bullying or harassment of employees, service users and stakeholders on any grounds. [See Bullying & Harassment Policy] All employees have a personal responsibility for the implementation of this Policy.
Our Equal Opportunities Policy applies to all areas within the organisation: employment and volunteering practices; training and development; service delivery and governance. Organisations that we work in partnership with are also expected to abide by this Policy.
Ethical Procurement Policy
ELCAP will ensure good environmental and labour standards in the contracts we agree and how we operate them.
ELCAP will ensure employees conduct procurement on behalf of ELCAP in a fair and transparent manner.
Exit Interview Policy
All members of staff leaving ELCAP's employment (except those who are dismissed) will be offered an exit interview by their immediate line manager.
ELCAP use exit interviews as a tool to gaining constructive feedback from ex-employees. This feedback is discussed with a member of the senior management team and action is taken to improve staff retention and staff management.
Flexible Working Policy
ELCAP supports flexible working. Under the Employment Act 2002 parents of children aged under sixteen or parents of disabled children aged under 18 have the right to apply to work flexibly. This right has been extended to the carers of adults and carers have the right to request flexible working.
Food & Nutrition Policy
When staff in ELCAP support people as part of a registered care service (Housing Support/Care at Home), we will ensure that our practice and our record keeping is consistent with the National Care Standards, Care at Home, Eating Well, Standard 6.
We will make information available about food and nutrition and health for staff and service users. We will provide information which lets people know about the risks of being underweight, the risks of being overweight and the benefits of following dietary advice. We will help each person to understand their risks and we will help each person to understand their choices about managing their diet.
Fraud Policy
ELCAP will not tolerate any form of fraud or corruption. ELCAP will investigate any allegations of fraud or corruption and will involve the police and lawyers if necessary. Any proven instances of fraud or corruption will be recorded in the Fraud Register and brought to the attention of the Board.
Gifts & Hospitality Policy
It is important that all staff recognise the distinction between being friendly in their approach to the people they support and being their 'friend'. The staff role is not one of being a friend. For this reason the giving and receiving of gifts is an area where clarity and special care is needed to protect the interests of both service users (from exploitation) and staff (from allegations of abuse).
Staff should not accept gifts from service users, or from the service user's family or friends, either for themselves, or on behalf of members of their own family. Gifts of cash should never be accepted. Where a service user, or their family or friends, insist on making a gift, this should be notified to the line manager. Where the gift has a value of more than £20 it should be recorded in the hospitality register.
The exception to these rules would be where the member of staff and the service user are related.
Grievance Policy
ELCAP will support employees to raise any grievance that they have in relation to their employment with ELCAP.
In the first instance, employees are encouraged to discuss a concern about their employment informally with their line manager.
If a grievance cannot be settled informally, the employee should raise this formally through ELCAP’s line management or with the HR Manager.
ELCAP will take any grievances raised seriously and deal with them fairly, consistently and speedily.
Health & Safety Policy
ELCAP has a duty under the Health and Safety at Work Act 1974 (and other relevant associated Legislation) to provide a safe and healthy working environment for all staff (includes casual, relief and agency staff) and service users.
ELCAP is also responsible for protecting, where reasonably practicable, contractors, visitors, volunteers etc from harm arising from the work carried out by the organisation.
All incidents, accidents and risk assessments will be reviewed by managers to ensure that risks to people at work are minimized. The Board will review this information regularly.
IT Policy
ELCAP wishes to ensure that its Information Systems are used responsibly and safely by all users. ELCAP must ensure that all data relating to individuals is kept confidential and secure. ELCAP therefore requires all users to use information systems including the internet, intranet and e-mail in a way that is legal, secure and confidential. All resources, including hardware, software and data remain the property of ELCAP and may not be changed without permission and must be returned when no longer required.
Implementation of the Mental Health [care and treatment] Act 2003 Policy
Policy on the Implementation of the Mental Health [care and treatment] Act 2003
ELCAP will comply with the requirements of the Mental Health (Care Treatment) (Scotland) Act 2003, and as amended from time to time, as well as any other relevant legislation relating to the rights of people with Mental Health Disorder and/or Mental Health Problems.
ELCAP will ensure that all employees and other people involved in delivering services comply and are properly trained, managed and supervised to ensure that they comply at all times with the legislation and/or guidelines relevant to people with mental health problems. ELCAP will do this by following professionals' treatment plans and complying with the underlying principles of the National Care Standards.
Involvement Policy
When supporting people ELCAP will only work to help people have individual lifestyles.
We will help the people we work for to develop their individual support and consult with groups of service users about how ELCAP works.
We will support people to meet their assessed needs, in the way that they want taking into account the guidance from the professionals who have assessed their needs.
Keeping People Safe; Policy for Incidents Accident and Risk Assesments
Keeping People Safe; Policy for Incidents Accident and Risk Assesments
ELCAP is committed to supporting people to have as full and as real a life as possible and recognises that this may involve ELCAP enabling a degree of risk-taking.
ELCAP will plan with each person how they want to live their lives, identify the risk this might entail, help the person to understand these risks and work out with the person how best to manage these risks. With the knowledge and consent of the person ELCAP will work with others involved in their life to engage them in this process of risk assessment and risk enablement. Where health or other professionals have identified specific risks, those will have high priority in the planning of risk management. All identified risks and the strategies for managing these will be recorded in the person's support plan.
As part of the process of managing risks, all incidents and accidents will be recorded reported and reviewed, and the support plan updated as necessary.
Keeping People Safe; Policy & Procedure for Incidents Accident and Risk Assesments 
Non Smoking Policy
ELCAP aims, as an employer and as a service provider, to provide a safe and healthy environment for staff and the individuals who receive our service. It is an offence to smoke in non smoking premises or to knowingly permit smoking in non smoking premises. ELCAP will support staff who wish to stop smoking.
Pension Policy
ELCAP believes that it is important that staff plan for their retirement. ELCAP operates a defined contribution scheme with Standard Life where ELCAP matches the staff contribution up to 6% of salary each month. Staff can choose to pay more than 6% of salary into their pension if wished.
Employees will be eligible to join the pension scheme after 3 months of working with ELCAP. On joining the pension scheme, an employee will automatically be covered for Death in Service cover of 2 times salary. If however, the employee does not opt to join the pension scheme immediately on becoming eligible to join (after 3 months service) then the employee will need to complete a declaration of health. Any pre-existing health conditions will have to be disclosed in the health declaration and may not be covered by the Death in Service scheme.
ELCAP also operates closed pension schemes with the Lothian Pension Fund (LPF), Scottish Public Pensions Agency (SPPA) and some private pension providers. These schemes are all now closed to new members.
Please contact the HR manager for more information about joining the ELCAP pension scheme with Standard Life or with any queries about pensions.
Protection of Vulnerable People Policy
Protection of Vulnerable People Policy
ELCAP recognises the need to ensure that people with a record of abusing others do not have opportunities to work with vulnerable people and thus put them at risk of harm.
ELCAP will therefore comply fully and consistently with the requirements of the Adult Support and Protection Act and the Protecting of Vulnerable Groups Act and will work within any guidelines resulting from that legislation.
ELCAP will require an enhanced police disclosure for all new staff and will require this to be repeated every 3 years, or earlier if there is a good reason, in order to keep service users safe. All staff must complete a new enhanced disclosure, when requested, as part of their continuing employment with ELCAP.
Recruitment & Selection Policy
Recruitment & Selection
ELCAP's approach to recruitment and selection is to appoint the person who is most suited to the job and, in the case of support workers, the right match to the individual requiring a service. ELCAP complies with employment legislation and is committed to equality, diversity and fairness in recruiting staff.
Recruitment of Ex-Offenders Policy
Recruitment of Ex-Offenders Policy
ELCAP complies fully with the Code of Practice, issued by Scottish Ministers, in connection with the use of information provided to registered persons and other recipients of information by Disclosure Scotland under Part V of the Police Act 1997, for the purposes of assessing applicants' suitability for positions of trust. We undertake to treat all applicants for positions fairly and not to discriminate unfairly against the subject of a Disclosure on the basis of conviction or other information revealed.
Redundancy Policy
ELCAP will seek to avoid redundancy and to improve the security of employment of employees. When there is no reasonable alternative to redundancy, the procedure followed will be fair, transparent and allow the staff affected to suggest alternatives to redundancy and to appeal against decisions which affect their post.
Restraint Policy
ELCAP staff will not use restraint on a service user except in very specific circumstances.
Restraint can only be used if:
1. A Clinician has stated restraint is necessary or a court order provides authority for this; or
2. There is a clear and direct danger to the service user or others.
Secure Handling, Use, Storage and Retention of Disclosure Information Policy
Secure Handling, Use, Storage and Retention of Disclosure Information Policy
ELCAP complies fully with the code of Practice, issued by Scottish Ministers, regarding the correct handling, holding and destroying Disclosure information provided by Disclosure Scotland under Part V of the Police Act 1997, for the purposes of assessing applicants’ suitability for positions of trust. It also complies fully with the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information.
Secure Handling, Use, Storage and Retention of Disclosure Information Procedures
Service Users’ Records - Record Keeping Policy
Service Users’ Records - Record Keeping Policy
We will agree with service users and their representatives what information is retained about them and how and for how long we will keep information. We will record this agreement.
All documents retained by Elcap should be kept in a secure location and clearly marked in a prescribed order.
Special Leave Policy
ELCAP recognises that there may be occasions in the life of a member of staff when regular leave arrangements are inadequate.
As a good employer, ELCAP will have a flexible approach to help staff balance their work commitments and personal life. The Special Leave procedure sets out conditions under which a member of staff may be eligible for leave arrangements other than those contained in the staff member's Terms & Conditions of Service.
Training & Development Policy
ELCAP is committed to developing high quality, effective training and development activities for all staff. We recognise that learning must be integrated with the work we all do within the organisation. We will do this by supporting all staff through a planned induction and probationary period when they first take up their post. We will ensure that continued training meets the expectations of service users, regulators and funders and that staff who wish to develop their careers can be supported in ELCAP to gain the experience and qualifications that they need.
Development needs will be identified through our existing systems, for example, work practice review and SPADE and from external sources, for example, SSSC and commissioners of services.
The evaluation of the effectiveness of training will inform each year’s business planning cycle.
Whistleblowing Policy
ELCAP requires staff to disclose information (to "whistle-blow") where they suspect malpractice within the organisation, or elsewhere that breaches legislation or puts people at risk. ELCAP will protect staff from being penalised for disclosing such information in line with the requirements of the Public Disclosure Act 1998.
Work Practice Policy
ELCAP sees the review of work practice (supervision) as being an essential part of the delivery of quality services and staff development. All staff is entitled to and is expected to participate in supervision and development sessions. These sessions take different forms from one to one meeting, work practice observations and group meetings including meetings with input from service users and their representatives.
We will continue to develop systems to support staffs which promote direct feedback and the involvement of service users and their families and representatives.
| ELCAP is a company limited by guarantee registered in Scotland |