How to Create a Staffing Policy

Version 2 December 2008

Version 1 July 2007

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Contents
Part 1: How to Create a Staffing Policy............................................................................................3 Purpose .......................................................................................................................................3 References/Legislation that inform this policy...............................................................................3 Points to consider in developing a policy .....................................................................................3 Staff Recruitment .....................................................................................................................3 Person in Charge......................................................................................................................4 Staff Induction...........................................................................................................................4 Staff Supervision and Appraisals ..............................................................................................4 Staff Training.............................................................................................................................4 Policy Implementation...................................................................................................................5 Part 2: Staffing Policy Checklist.......................................................................................................6 Legislation that informs this policy ...............................................................................................6 Policy Implementation...................................................................................................................7

Document Properties Document Owner Organisation Title Version History December 2008 December 2008 Together for Children How to create a Staffing Policy

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Part 1: How to Create a Staffing Policy

This guidance is not a substitute for any local arrangements for staffing protocols already in place, most importantly HR requirements. All information will need to be checked for further updates to the references and legislation below. You will also need to make the following personal to your setting.

Purpose The intention of this framework is to be used as a guideline when writing or reviewing your staffing policy. It is important that whole staff teams are involved with the development of this policy, parents/carers are consulted and their views taken into consideration. All staff need to take ownership of the policy and procedures written around this framework and have a responsibility to ensure they are applied to practice. This framework has been written to support any practitioner supporting children and young people and families to help develop a staffing policy. This framework consists of prompts and questions to discuss with the whole staff team when developing your staffing policy.

References/Legislation that inform this policy The Childrens Act (1989) Race Relation Act (2000) The Disability Discrimination Act (1995) Sex Discrimination Act (1968) Data Protection Standard 1 and Standard 2, in the OFSTED National Standards Points to consider in developing a policy Staff Recruitment Who is involved in recruiting new staff? How and where do you advertise? How do you ensure equality when advertising for staff? What is your selection procedure? (Do you have written application forms, job descriptions and person specifications?) How do you ensure equality throughout the selection process? How do you ensure that the most suitable person is selected? How and when do you request evidence of appropriate qualifications and experience? How do you request references and do you have a process for following them up? What relevant checks take place before a member of staff is recruited Who is responsible for doing this? How do you monitor the demographic of the staff to ensure a true reflection of the local community?
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Person in Charge When recruiting a manager or person in charge how do you ensure that they are a suitable person? How do you ensure that they are suitably qualified? How do you ensure that they have appropriate experience, skills and ability? How do you ensure that the person in charge is supernumerary? Staff Induction What is the induction procedure? How are staff then made aware of their role and responsibilities? How and when are staff given their job description and contract? How often are contracts and job descriptions reviewed? How are staff and volunteers made aware of this policy and other relevant policies and procedures? Is there a probationary period for new staff? Staff Supervision and Appraisals How are new members of staff supervised? How long is the supervision period? How do you ensure that the new staff member is supervised at all times during this period? How do you monitor staff performance? How do you ensure that staff are given regular appraisals? How are these appraisals recorded? Staff Training How do you monitor all staffs training needs? How do you ensure that all staff can access training? How do you ensure that staff feedback training they have attended to up skill the staff team? How do you allocate time to feedback to staff team? Do you have regular staff meetings? How are these meetings recorded? Staff ratios and deployment How do you ensure that the correct staff child ratios are maintained at all time? How do you ensure that these ratios are maintained when staff are absent? Do you have a bank of workers or a stand by list, to cover staff absence or leave? How do you ensure that there is a minimum of two staff members on duty per room at all times? How do you make sure that a child is never left alone or unsupervised? How does this policy link to any other policies? e.g. Confidentiality, Equalities, Student & Volunteer, Safeguarding, Health and Safety

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Policy Implementation Who is the designated person responsible for the implementation, review and evaluation of this policy? Do they have the relevant training and qualifications? Are all new staff aware of who is the designated person? Is this policy part of all staff induction, training, reviews, supervision and communications from childrens centre management? How do you inform and involve parents about this policy? How do you inform and involve partner agencies about this policy? What other policies does this policy link to? How is this policy reflected as a linked policy within other relevant policies? How will this policy be strategically enforced and supported through any strategic themed groups including joint working groups across partner agencies?

What document change history is written into this policy document which includes: When this policy was adopted When this policy is due for review/has been reviewed When will the policy be evaluated? Is it clear what the status of this policy is, whether draft or final? Who was consulted is the writing of this policy:- staff, parents, other partner agencies Who has given authorisation, signed and dated the sign off of this policy

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Part 2: Staffing Policy Checklist

This checklist was written as a reflective tool for practitioners, to enable them to self evaluate their policy. All staff should take ownership of this process in order to develop their own awareness of the policy and related procedures enhancing their professional development and establishing their responsibility to ensure it is implemented effectively

Legislation that informs this policy Data Protection Freedom of Information DDA The Childrens Act Sex Discrimination Race Relation Does the policy state: 1. Details of who will be involved in the recruiting process 2. Equality when advertising for new staff 3. Equality throughout the selection process 4. A procedure for the selection of new staff 5. Evidence of criteria for appointing the suitable person 6. Evidence of qualifications being submitted 7. References are requested and a follow up process 8. A designated person for the above 9. A procedure for taking up relevant checks i.e. CRB 10. Evidence of an induction procedure 11. That the setting provides a staff hand book 12. That staff are provided with job descriptions and contracts 13. That contracts and job descriptions are reviewed 14. Staff are made aware of their roles and responsibilities YES/NO

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YES/NO 15. Evidence of a probation period 16. All staff are made aware of relevant policies and procedures 17. New staff are supervised and for what period of time 18. That staff have regular appraisals and that a procedure for recording these meetings is evident 19. Staffs training needs are monitored 20. All staff can access relevant training 21. The setting holds regular staff meetings and how are these recorded 22. That the correct staff child ratios are maintained at all times 23. When staff are absent due to sick or holidays how are ratios maintained 24. That the minimum two members of staff are on duty per room at all times 25. A procedure to ensure that a child is never left alone or Unsupervised How it links to the following policies 26. Safeguarding 27. Student & volunteers 28. Equalities 29. Confidentiality 30. Details of who was consulted in the writing of the policy 31. Staff involvement in the reviewing of the policy 32. Details of when the policy was adopted and when will it be reviewed 33. Details of when the policy was agreed and signed

YES/NO Policy Implementation 34. The designated person responsible for the implementation, review
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and evaluation of this policy is named throughout where relevant 35. They have the relevant training and qualifications 36. All new staff are aware who the designated person is 37. This policy is part of all staff induction, training, reviews, supervision and communications from childrens centre management 38. It is clear how parents will be informed about this policy 39. It is clear how partners will be informed about this policy 40. It is clear what other policies this policy links to 41. It is clear how this policy is reflected as a linked policy within other relevant policies 42. It is clear how this policy be strategically enforced and supported through any strategic themed groups including joint working groups across partner agencies Document change history is written into this policy document which includes:43. When this policy was adopted 44. When this policy is due for review/has been reviewed 45. When will the policy be evaluated 46. Is it clear what the status of this policy is, whether draft or final? 47. Is it clear who was consulted is the writing of this policy:- staff, parents, other partner agencies? 48. Is it clear who has given authorisation, signed and dated the sign off of this policy?

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