Postal Branches with RMSS MembersRegional OrganisersRMSS Representatives

General Secretary:  Billy Hayes (www.billyhayes.co.uk)

Letter to Branches

 

 

 

 

No: 127/15

Ref: 218.09

Date: 27th February 2015  

 

 

To All 

 

Postal Branches with RMSS Members

Regional Organisers

RMSS Representatives 

 

 

 

 

Dear Colleague

 

Royal Mail Specialist Services (RMSS) – Joint Statement and Code Of Practice for Personal Security Checks

 

Branches and representatives are informed that the department has been involved in discussions with the business in respect of a Group wide review of security agreements to ensure that they remain fit for purpose.  

 

During those discussions it was recognised that no specific Security Checks Code of Practice existed for RMSS and therefore discussions took place to rectify this situation and have culminated in the attached Joint Statement and Security Checks Code of Practice being agreed, which are in line with the procedures used in other parts of the business.

 

Branches and representatives are requested to ensure that our members are made aware of the contents of this LTB.

 

Any enquiries in relation to this LTB should be addressed to Terry Pullinger, Assistant Secretary, e-mail: dwyatt@cwu.orgquoting reference number: 218.09

 

Yours sincerely

 

 

 

 

Terry Pullinger

Assistant Secretary

 

 

JOINT STATEMENT

 

Royal Mail Specialist Services (RMSS) Code Of Practice For Security Checks

 

During the Business Transformation Agreement 2010 (BT2010) discussions it was decided that Royal Mail Specialist Services (RMSS) would become a separate business unit under the umbrella of Royal Mail Group. 

 

Since that time and in line with the commitments contained both in the BT2010 and the Agenda for Growth Stability and Long Term Success Agreements, work has continued between RMSS and the CWU to forge positive and constructive working relationships going forward and discussions have continued in regard to a progressive agenda. 

 

Part of this activity has entailed RMSS and the CWU working together to strengthen our security approaches.  Recently some work has been undertaken by Royal Mail and the CWU in respect of a Group wide review of security agreements to ensure that they remain fit for purpose.  During this process it was recognised that no specific Security Checks Code of Practice existed for RMSS.  Discussions therefore took place between RMSS and the CWU to rectify this situation and the attached agreement has been agreed.  

 

The agreement is in line with that used within other business units and its purpose is to create a secure culture in RMSS, one in which everyone understands and takes responsibility for security.  We need to do this to protect our employees and our customer’s property and the business from crime.  In turn, this will enable RMSS to grow particularly within the high value secure market.  If we don’t do this we will lose the opportunities that the secure market presents. 

 

We hold the honesty and integrity of our employees and members in the highest esteem and the wording and commitments in these procedures reflect that fact and ensure that there are not unnecessary levels of security or stress as a result of their application. 

 

Against that backdrop we are confident therefore that these agreed procedures are designed to allay all apprehension surrounding security checks and procedures, to eradicate opportunities for abuse, increase awareness and define the roles and responsibilities of all involved.

 

A copy of the attached Codes of Practice will be available in every unit so if you have any questions regarding these please speak to your Unit Manager or CWU Representative.

 

 

 

Alex WarnerTerry Pullinger

Managing DirectorAssistant Secretary

RMSSCWU

 

Date: 27th February 2015

     

 

AGREEMENT BETWEEN ROYAL MAIL ROYAL MAIL SPECIALIST SERVICES (RMSS) AND THE CWU REGARDING A CODE OF PRACTICE FOR PERSONAL SECURITY CHECKS 

Introduction

 

The purpose for this Code of Practice is to draw to everybody’s attention to the agreed laid down procedures for personal security checks within Royal Mail Specialist Services (RMSS).  The CWU have made their position clear in that they neither condone nor defend dishonesty.  However, it is necessary to be aware of their concerns regarding such procedures and both Royal Mail Specialist Services (RMSS) and the CWU agree that this Code of Practice is designed to ensure there are not unnecessary levels of security and to avoid stress on individuals as a result of its application.

 

The following Code of Practice is therefore designed to allay all apprehension surrounding personal security checks and procedures to eradicate opportunities for abuse, increase awareness and define the roles and responsibilities of all involved.  

 

CODE OF PRACTICE

 

RMSS and the CWU recognise the necessity to maintain high security within the operation in order to protect the property of customers and employees, raise customer confidence and enhance financial prosperity and ultimately protect job security of employees. 

 

This code of practice is designed to deter and detect such occurrences where employees have access to items/property belonging to RMSS, the customer or other employees and remove these without the correct authority or permission of the owner.  

 

RMSS and the CWU both recognise the need for a level of random ‘Personal Security Checks’ to be conducted to protect: 

 

➢ the integrity of employees
➢ the integrity of RMSS; 
➢ the personal property of our people
➢ our customer’s property; and RMSS business assets.  

 

When doing so it is agreed that the principles and procedures set out in this ‘Code of Practice’ will maintain the dignity and respect of those subject to a random ‘Personal Security Check’.

 

CIRCUMSTANCES FOR SECURITY CHECKS

 

It is impossible to define precisely every circumstance that would warrant security check activity but the following examples bullet pointed below, would act as a guide as to what would be acceptable circumstances.  

➢ Where there is a known specific Security problem either to RMSS or the customer, (i.e. Terrorist threat).
➢ Where an employee has reported the loss, on company premises of a personal item.
➢ Where there is evidence of RMSS or customer property missing and possibly has or is being removed from company premises.  
➢ Where a known security problem warrants a random security check for deterrent purposes, (i.e. where criminal intelligence received indicates it would be prudent to do so).

 

 

SECURITY PRINCIPLES AND PROCEDURES

 

It is accepted that there is a mutual obligation of confidence and trust applied to every contract of employment and that all parties should act in a way so as not to destroy that relationship.  

 

It is agreed that no employee should be subject to humiliating or degrading treatment in connection with security procedures. If any such incident is reported, these will be investigated thoroughly and where applicable the Conduct Code will be instigated. Depending on the severity of the incident this could ultimately result in dismissal. RMSS recognises the need to maintain the dignity of all employees within this procedure and will not detain or search any individual against their will.  All of the above will be covered during the appropriate training course, which all checking managers must attend and be deemed competent, before they can take part in any personal security checks.  

 

RMSS agree to obtain the consent of an employee before beginning any personal security check relating to them.  Equally, RMSS accepts that they may not forcibly detain an employee on suspicion in order to question or search them.

 

It is agreed that personal security check procedures will involve the need for a consent form, which must be signed by an employee before a check commences.  This form will also contain a section to be completed by the person conducting the personal security check, giving the reasons for the check, the result of the check and their signature.  All forms should be kept confidentially by the employer as a record of the event.

 

A manager will undertake the personal security check ensuring there is a witness available which where practicable would be another manager or another person e.g.   a member of Security, a CWU representative or a colleague. Employees will have the right to be accompanied by a CWU representative or a friend who must be an RMG employee from within the Depot/Hub.  Unreasonable delays to the availability of a CWU representative will not stop the personal security check taking place. 

 

It is agreed that all personal security checks will only be carried out by properly trained managers and at all times working to the agreed guidelines detailed in this Code of Practice.

 

Whilst the procedure for carrying out personal security checks is detailed in Annex A to this Code of Practice it is appreciated that the check may involve opening bags, emptying pockets, opening car boots, glove compartments, lockers and desks.  It is agreed that there will be no need to examine private papers or open small purses and wallets. There will be no physical contact, frisking or body searches as part of these agreed procedures.  In all situations of checks detailed above it is agreed that the employee must be present before the check is commenced.  Due to the personal nature of items which may be contained in such places as private bags etc. an employee may express a wish for the search to be carried out by someone of the same sex and wherever possible this request will be met. However unreasonable delays to the availability of a same sex manager will not stop the personal security check taking place. Accepting that an individual has the right to decline a search in these circumstances. 

 

Any check will normally be carried out in the RMSS work area and out of view of other members of staff.  Equally, all searches should ensure minimal delay to employees leaving work and be sympathetic to individual’s travel arrangements.

 

RMSS appreciate that employees may not like to be asked to participate in a personal security check even though they may understand why it occasionally is necessary.  It is therefore essential that all employees who are asked to agree to a security check are told either immediately, prior to or at the time of the check, why the check is being made, what the check entails and their rights and safeguards as detailed in this Code of Practice.

 

Personal Security Checks can only be conducted with the consent of the person concerned.  Any employee has the right to refuse a check and in such circumstances the matter shall be dealt with via the line manager obtaining an explanation from the individual.  If there is particular reason to suspect dishonesty the matter should be dealt with in line with existing procedures.

 

It is agreed that these procedures should not be used to victimise or discriminate against an employee and that the right to check should not be exercised against particular employees only.  All RMSS employees including Managers, agency staff, casuals, visitors and third parties on RMSS sites will be liable to be checked when a personal security check is deemed necessary.   Equally, management must monitor and ensure that the same individuals are not being selected a disproportionate number of times in the course of RMSS applying random or standard security checks.  This process will be agreed locally between the CWU and RMSS Management.

 

During all personal security checks confidential material, Legal privilege, confidential personal information, spiritual counselling, confidential journalistic material and communications between a Member of Parliament and another person on constituency matters private papers and personal items will not be examined.

 

Both RMSS and CWU believe it is essential that all employees are fully aware of the procedures detailed in this Code of Practice.  To achieve this it is agreed that this Code of Practice Agreement will be placed on local notice boards and posted onto the RMSS intranet site.  New staff will be informed of the policy during their induction to RMSS.

 

All employees will have access to the grievance procedure if they believe they have been treated unfairly or unreasonably.  

 

PRACTICAL ARRANGEMENTS

 

To minimise the opportunity of people being in unauthorised possession of either personal or official property, RMSS intends wherever possible to operate a ‘sterile working area’ with all bags, holdalls and coats etc, having to be secured in personal lockers or areas provided before a member of staff enters the operational work area. 

 

It is recognised that ‘sterile working areas’ will not be possible in all operational locations but RMSS will focus resources in high risk areas. 

 

Any questions of interpretation, implementation or application of this agreement shall be referred to the national signatories of this agreement as a matter of urgency and will be dealt with inside the provisions of the appropriate industrial relations agreement.

 

 

Alex Warner Terry Pullinger

Managing DirectorAssistant Secretary

Royal Mail Specialist ServicesCWU

                                                

Date: 27th February 2015

Annex A

Conducting a Personal Security Check

 

In some cases it may be appropriate to check all staff, in others it may be necessary to check only a random sample of staff or all staff from a particular work area.  The need to carry out a personal security check does not imply any suspicion on any employee.  

 

Arrangements for the check must be conducted in line with the full terms of the agreed Code of Practice.  

 

After being selected for a personal security check and before the check is conducted, the employee will be reminded of their rights to have a representative or friend present if they so wish.  

 

The employee will be asked if they consent to the check taking place, if they do not then reference should be made to the terms detailed in the Code of Practice.  If they accept then the consent form must be completed.

 

Before being checked the employee will be asked if they are in possession of any items for which they do not have authority or is not rightfully theirs.

 

Employees will then be invited to show they are not in possession of any suspicious items in their outer wear, bags, lockers or vehicle, depending on what is appropriate.  

 

The person carrying out the check may then ask to check pockets and bags.  In respect of pockets this is restricted to outer garments which must be removed for the checker to inspect the pockets.  In respect of trouser and shirt pockets the person being checked will be asked to turn their pockets inside out.  The checking manager will not touch the person being checked as part of this or any other part of the check.

 

There will be no physical contact, frisking or body searches as part of this procedure.

 

Should the electronic metal detector (WAND) be used and indicates an employee/visitor/manager/agency or casual worker has a metal object on their person that cannot be seen they will be asked to demonstrate or prove that object is not RMSS or customer property.

 

Private vehicles could be subject to random searches should there be specific grounds to do so. The driver will be asked to open the glove compartment, boot, bonnet, any other storage areas and to move rugs/ mats etc, before being asked to step back to allow a check of the property visible in these areas.

 

When the checker is satisfied that the check is completed and has proven negative they should record the fact on the consent form and provide a copy of the form to the employee.  The employee should then be allowed to leave and thanked for their co- operation.


 

Where it is identified that an employee is in unauthorised possession of company, customer or another employee’s property then the appropriate action should be taken in accordance with the Conduct Code.




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Royal Mail Logistics – Joint Statement and Revised Security Code Of Practice For Personal Security Checks

General Secretary:  Billy Hayes (www.billyhayes.co.uk)

Letter to Branches

 

 

 

 

No: 126/15

Ref: 209.01

Date: 27th February 2015 

 

To All:

 

Postal Branches 

Divisional Representatives

Area Distribution Representatives

LGV Representatives

RDC Representatives

 

 

 

 

Dear Colleague

 

Royal Mail Logistics – Joint Statement and Revised Security Code Of Practice For Personal Security Checks

 

Branches and representatives are advised that discussions have been taking place in regard to a review of the existing Logistics Security Code of Practice to ensure that it remains fit for purpose.  

 

Discussions have resulted in a Joint Statement and slightly revised Security Code Of Practice being agreed, which are in line with the procedures used in other parts of the business and these are attached for your information.

 

Branches and representatives are requested to ensure that our members are made aware of the contents of this LTB.

 

Any enquiries in relation to this LTB should be addressed to Terry Pullinger, Assistant Secretary, e-mail: dwyatt@cwu.org quoting reference number: 209.01

 

Yours sincerely

 

 

 

 

Terry Pullinger

Assistant Secretary

 

JOINT STATEMENT

 

Agreement Between Royal Mail Logistics And The CWU Regarding A Code Of Practice For Personal Security Checks

 

Royal Mail and the Communication Workers Union are working together in developing key business policies, mutual interest solutions and a new culture, which is at the core of all the commitments contained in the BT2010 Agreement and the Agenda for Growth, Stability and Long Term Success Agreement.

 

Both parties recognise that creating the right IR and collaborative working environment is key to the general success of the Logistics Function/Operation and are committed to achieving the above by resolving all local issues and concerns across the wider operation, without recourse to disagreement wherever possible.  

 

Part of this activity has entailed Royal Mail and the CWU working together to strengthen our security approaches.  Recently some work has been undertaken by Royal Mail and the CWU in respect of a Group wide review of security agreements to ensure that they remain fit for purpose.  During this process it was recognised that a Logistics Security Checks Code of Practice had been in existence since 2003 and discussions therefore took place between Royal Mail and the CWU in regard to a review of the current agreement.  

 

The attached slightly revised agreement has now been agreed and is in line with that used within other business units. Its purpose is to create a secure culture within Logistics, one in which everyone understands and takes responsibility for security.  We need to do this to protect our employees and our customer’s property and the business from crime.  If we don’t do this we will lose the opportunities that the secure market presents. 

 

We hold the honesty and integrity of our employees and members in the highest esteem and the wording and commitments in this procedure reflect that fact and ensure that there are not unnecessary levels of security or stress as a result of their application. 

 

Against that backdrop we are confident therefore that this agreed revised procedure is designed to allay all apprehension surrounding security checks and procedures, to eradicate opportunities for abuse, increase awareness and define the roles and responsibilities of all involved.

 

A copy of the attached Code of Practice will be available in every unit so if you have any questions regarding these please speak to your Unit Manager or CWU Representative.

 

 

 

Euan McMurdoTerry Pullinger

Director Royal Mail LogisticsAssistant Secretary

CWU

Date: 25th February 2015

     

 

AGREEMENT BETWEEN ROYAL MAIL LOGISTICS AND THE CWU REGARDING A CODE OF PRACTICE FOR PERSONAL SECURITY CHECKS 

Introduction

 

The purpose for this Code of Practice is to draw to everybody’s attention to the agreed laid down procedures for personal security checks within Royal Mail Logistics (RM Logistics).  The CWU have made their position clear in that they neither condone nor defend dishonesty.  However, it is necessary to be aware of their concerns regarding such procedures and both RM Logistics and the CWU agree that this Code of Practice is designed to ensure there are not unnecessary levels of security and to avoid stress on individuals as a result of its application.

 

The following Code of Practice is therefore designed to allay all apprehension surrounding personal security checks and procedures to eradicate opportunities for abuse, increase awareness and define the roles and responsibilities of all involved.  

 

CODE OF PRACTICE

 

RM Logistics and the CWU recognise the necessity to maintain high security within the operation in order to protect the property of customers and employees, raise customer confidence and enhance financial prosperity and ultimately protect job security of employees. 

 

This code of practice is designed to deter and detect such occurrences where employees have access to items/property belonging to RM Logistics, the customer or other employees and remove these without the correct authority or permission of the owner.  

 

RM Logistics and the CWU both recognise the need for a level of random ‘Personal Security Checks’ to be conducted to protect: 

 

➢ the integrity of employees
➢ the integrity of Royal Mail Group; Our Air Regulated Cargo status at International Sites
➢ the personal property of our people
➢ our customer’s property; and RM Logistics business assets.  

 

When doing so it is agreed that the principles and procedures set out in this ‘Code of Practice’ will maintain the dignity and respect of those subject to a random ‘Personal Security Check’.

 

CIRCUMSTANCES FOR SECURITY CHECKS

 

It is impossible to define precisely every circumstance that would warrant security check activity but the following examples bullet pointed below, would act as a guide as to what would be acceptable circumstances.  

 

➢ Where there is a known specific Security problem either to Royal Mail Group or the customer, (i.e. Terrorist threat).
➢ Where an employee has reported the loss, on company premises of a personal item.
➢ Where there is evidence of RM Logistics or customer property missing and possibly has or is being removed from company premises.  
➢ Where a known security problem warrants a random security check for deterrent purposes, (i.e. where criminal intelligence received indicates it would be prudent to do so).

 

SECURITY PRINCIPLES AND PROCEDURES

 

It is accepted that there is a mutual obligation of confidence and trust applied to every contract of employment and that all parties should act in a way so as not to destroy that relationship.  

 

It is agreed that no employee should be subject to humiliating or degrading treatment in connection with security procedures. If any such incident is reported, these will be investigated thoroughly and where applicable the Conduct Code will be instigated. Depending on the severity of the incident this could ultimately result in dismissal. RM Logistics recognises the need to maintain the dignity of all employees within this procedure and will not detain or search any individual against their will.  All of the above will be covered during the appropriate training course, which all checking managers must attend and be deemed competent, before they can take part in any personal security checks.  

 

RM Logistics agree to obtain the consent of an employee before beginning any personal security check relating to them.  Equally, RM Logistics accepts that they may not forcibly detain an employee on suspicion in order to question or search them.

 

It is agreed that personal security check procedures will involve the need for a consent form, which must be signed by an employee before a check commences.  This form will also contain a section to be completed by the person conducting the personal security check, giving the reasons for the check, the result of the check and their signature.  All forms should be kept confidentially by the employer as a record of the event.

 

A manager will undertake the personal security check ensuring there is a witness available which where practicable would be another manager or another person e.g.   a member of Security, a CWU representative or a colleague. Employees will have the right to be accompanied by a CWU representative or a friend who must be a RMG employee.  Unreasonable delays to the availability of a CWU representative will not stop the personal security check taking place. 

 

It is agreed that all personal security checks will only be carried out by properly trained managers and at all times working to the agreed guidelines detailed in this Code of Practice.

 

Whilst the procedure for carrying out personal security checks is detailed in Annex A to this Code of Practice it is appreciated that the check may involve opening bags, emptying pockets, opening car boots, glove compartments, lockers and desks.  It is agreed that there will be no need to examine private papers or open small purses and wallets. .  There will be no physical contact, frisking or body searches as part of these agreed procedures.  In all situations of checks detailed above it is agreed that the employee must be present before the check is commenced.  Due to the personal nature of items which may be contained in such places as private bags etc. an employee may express a wish for the search to be carried out by someone of the same sex and wherever possible this request will be met. However unreasonable delays to the availability of a same sex manager will not stop the personal security check taking place. Accepting that an individual has the right to decline a search in these circumstances. 

 

Any check will normally be carried out in the work area and out of view of other members of staff.  Equally, all searches should ensure minimal delay to employees leaving work and be sympathetic to individual’s travel arrangements.

 

RM Logistics appreciate that employees may not like to be asked to participate in a personal security check even though they may understand why it occasionally is necessary.  It is therefore essential that all employees who are asked to agree to a security check are told either immediately, prior to or at the time of the check, why the check is being made, what the check entails and their rights and safeguards as detailed in this Code of Practice.

Personal Security Checks can only be conducted with the consent of the person concerned.  Any employee has the right to refuse a check and in such circumstances the matter shall be dealt with via the line manager obtaining an explanation from the individual.  If there is particular reason to suspect dishonesty the matter should be dealt with in line with existing procedures.

 

It is agreed that these procedures should not be used to victimise or discriminate against an employee and that the right to check should not be exercised against particular employees only.  All RM Logistics employees including Managers, agency staff, casuals, visitors and third parties on RMG sites will be liable to be checked when a personal security check is deemed necessary.   Equally, management must monitor and ensure that the same individuals are not being selected a disproportionate number of times in the course of applying random or standard security checks.  This process will be agreed locally between the CWU and RM Logistics Management.

 

During all personal security checks confidential material, legal privilege, confidential personal information, spiritual counselling, confidential journalistic material and communications between a Member of Parliament and another person on constituency matters, private papers and personal items will not be examined.

 

Both RM Logistics and CWU believe it is essential that all employees are fully aware of the procedures detailed in this Code of Practice.  To achieve this it is agreed that this Code of Practice Agreement will be placed on local notice boards.  New staff will be informed of the policy during their induction to RM Logistics.

 

All employees will have access to the grievance procedure if they believe they have been treated unfairly or unreasonably.  

 

PRACTICAL ARRANGEMENTS

 

To minimise the opportunity of people being in unauthorised possession of either personal or official property, RM Logistics intends wherever possible to operate a ‘sterile working area’ with all bags, holdalls and coats etc, having to be secured in personal lockers or areas provided before a member of staff enters the operational work area. 

 

It is recognised that ‘sterile working areas’ will not be possible in all operational locations but RM Logistics will focus resources in high risk areas.. 

 

Any questions of interpretation, implementation or application of this agreement shall be referred to the national signatories of this agreement as a matter of urgency and will be dealt with inside the provisions of the appropriate industrial relations agreement.

 

Euan McMurdoTerry Pullinger

Director LogisticsAssistant Secretary

Royal MailCWU

 

Date: 25th February 2015                                                

Annex A

Conducting a Personal Security Check

 

In some cases it may be appropriate to check all staff, in others it may be necessary to check only a random sample of staff or all staff from a particular work area.  The need to carry out a personal security check does not imply any suspicion on any employee.  

 

Arrangements for the check must be conducted in line with the full terms of the agreed Code of Practice.  

 

After being selected for a personal security check and before the check is conducted, the employee will be reminded of their rights to have a representative or friend present if they so wish.  

 

The employee will be asked if they consent to the check taking place, if they do not then reference should be made to the terms detailed in the Code of Practice.  If they accept then the consent form must be completed.

 

Before being checked the employee will be asked if they are in possession of any items for which they do not have authority or is not rightfully theirs.

 

Employees will then be invited to show they are not in possession of any suspicious items in their outer wear, bags, lockers or vehicle, depending on what is appropriate.  

 

The person carrying out the check may then ask to check pockets and bags.  In respect of pockets this is restricted to outer garments which must be removed for the checker to inspect the pockets.  In respect of trouser and shirt pockets the person being checked will be asked to turn their pockets inside out.  The checking manager will not touch the person being checked as part of this or any other part of the check.

 

There will be no physical contact, frisking or body searches as part of this procedure.

 

Should the electronic metal detector (WAND) be used and indicates an employee/visitor/manager/agency or casual worker has a metal object on their person that cannot be seen they will be asked to demonstrate or prove that object is not RM Logistics or customer property.

 

Private vehicles could be subject to random searches should there be specific grounds to do so. The driver will be asked to open the glove compartment, boot, bonnet, any other storage areas and to move rugs/ mats etc, before being asked to step back to allow a check of the property visible in these areas.

 

 

When the checker is satisfied that the check is completed and has proven negative they should record the fact on the consent form and provide a copy of the form to the employee.  The employee should then be allowed to leave and thanked for their co-operation.


 

Where it is identified that an employee is in unauthorised possession of company, customer or another employee’s property then the appropriate action should be taken in accordance with the Conduct Code.



Flexibility in Delivery Offices – Clarification 

Letter to Branches

 

Dear Colleague,

 

Flexibility in Delivery Offices – Clarification

 

It has become apparent having attended the Unit Reps Briefings and membership meetings recently that Royal Mail managers are not following national agreements and guidelines etc when it comes to flexibility in Delivery Offices. For ease of reference the words contained in the Integrated Delivery Programme of the Agenda for Growth states the following.

 

Point of Clarification on 30 mins Flexibility

 

Both parties re-affirm their commitment to the 30 minute flexibility arrangements within the Pay and Modernisation agreement.  The following provides clarification of the agreed approach.

 

Where necessary, for example when traffic volumes are unexpectedly high or resourcing issues arise, individuals may be asked and may themselves request to vary their duty times by up to 30 minutes on a swings and roundabouts basis. Individual circumstances will be taken into account and total weekly contractual hours will not change. This means that individuals may flex their duty times by up to 30 minutes on any given day and this will be balanced either way over the next 5 working days. However this period can be extended by local agreement. A local record will be kept.  Any requirement to change times of attendance or flex will take into account individual’s personal obligations and responsibilities.

 

There is no other agreement in place between Royal Mail and the CWU that overrides or supersedes this statement. To be absolutely clear any hours worked before or after official duty times should attract the appropriate overtime payment, unless there is an arrangement agreed in line with the above.

 

Where managers continue to insist that working beyond duty time is part of some imaginary flexibility agreement then a disagreement should be put in place to resolve the matter using the IR Framework.

 

Any enquiries to Bob Gibson’s Office, quoting reference 230.03

Email address: hnutley@cwu.org

 

Yours sincerely

 

Bob Gibson

CWU Assistant Secretary

 

COMMUNICATION WORKERS UNION 

URGENT INFORMATION FOR MEMBERS

9


CWU Complaints Procedure: Training and Support

To All Branches

 

Dear Colleagues,

 

CWU Complaints Procedure: Training and Support

 

Further to LTB 066/15 a video has now been produced by the Communications Department to assist representatives in implementing the Complaints Procedure.  The video can only be viewed at the following URL:  http://youtu.be/YJPdYt57zP4

 

It should be noted that this video is aimed specifically at representatives rather than members.

 

Additionally, a Left Click training course on the procedure is expected to be available by Summer 2015.

 

As ever, if colleagues have any queries or comments relating to the Complaints Procedure they are welcome to email my office directly.

 

Yours sincerely,

 

Simon Sapper

Assistant Secretary

 

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Competitive rates are also available on Motor, Travel and Pet Insurance.

*87% of new customers who purchased between 01/01/14 and 30/09/14 received a 40% discount. The discount applies if you have been claim free for 5 years or more. Other discounts are available and depend on your circumstances. Minimum premiums apply. Offer only available to new customers. To be eligible for this offer quotes must be requested before 28.04.15.

CWU is an Introducer Appointed Representative of UIA (Insurance) Ltd and UIA (Insurance Services) Ltd. UIA Travel, Pet and Motor insurance are provided by third parties, see http://www.uia.co.uk/terms–conditions for details. UIA (Insurance) Ltd is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and prudential Regulation Authority. UIA (Insurance Services) Ltd is authorised and regulated by the Financial Conduct Authority. CWU Insurance is a trading name of UIA (Insurance) Ltd.

Offer available until 28th April 2015.

Optimised Mail Preparation (OMP) and Walsall Merging Trial

No. 114/15
Ref: 535 211.10 435
Date: 20th February 2015

To: Branches with POSTAL Members

Dear Colleague,

Optimised Mail Preparation (OMP) and Walsall Merging Trial

Branches and Representatives will be aware of discussions with Royal Mail that have been ongoing for some months now on the proposed Optimised Mail Preparation (OMP) initiative. In broad terms Royal Mail’s original proposal was based around a change to the indoor preparation method in delivery, which they believe could significantly reduce the time required for indoor workload. To enable this change would require an alteration to the way in which mail is currently presented to Delivery Offices which would involve each office receiving all sequenced mail in a single wave.

The business proposed to commence a trial of the new indoor merging process at Walsall DO, as the office already receives all sequenced mail in a single wave, with an expansion to other offices in the NWMMC (Wolverhampton MC) catchment area on a phased basis. In addition during the course of the discussions the business also introduced a further proposal to include a form of outdoor merging into the trial activity.

The consequence of this change has a potential impact across the entire pipeline and as such it was imperative that the proposals were dealt with in the round. Equally it has been crucial to ensure that any trial activity is carried out on the basis of a genuine proof of concept rather than Royal Mail’s preference for a pilot as a precursor to automatic national roll out.

The Joint Statement on Growth, Efficiency and Incentives, contained the following words:

As part of this the Optimised Mail Preparation project will now be fully integrated into the wider pipeline/work plan review. Royal Mail confirms this particular project is only at the concept stage and CWU will be fully involved in its development, commencing with detailed modelling of the concept in selected units to help understand the potential impact on the entire mails pipeline/workplan. A Terms of Reference to trial this will be agreed separately and any output from the trial will be considered in conjunction with the output of the ongoing wider review. This will include consideration of whether such initiatives can support the overall strategy for growth.
As a result the Postal Executive agreed that the respective postal departments affected would nominate PEC members to undertake the work via the OMP National Working Group which was subsequently established.

The Postal Executive has been updated on the background and developments throughout the discussions to finalise an agreed TOR, both verbally and through PE Doc 220/14. Following a further series of meetings, discussions concluded on Wednesday 11th February where a Negotiators’ agreement on a Terms of Reference covering all aspects of the project was reached and subsequently placed before the Postal Executive for endorsement.

The Terms of Reference defines three key strands of activity designed to ensure that all aspects of the trial are progressed with equal status and that any future deliberations or decisions covering the potential impacts of the trial are arrived at from the most informed position. The three key strands of activity will run in parallel with each other.

Pipeline Modelling

The CWU negotiators have continually made the point to Royal Mail that the initial impact modelling based on Wolverhampton Mail Centre could not be accepted as indicative of the impact across the entire Mail Centre Network. Clearly our view has been that moving to a single processing wave in Mail Centres could produce varying impacts depending on issues such as geography, position in the mails pipeline, catchment area and environment, and as a consequence the Union has insisted that there could not be any agreement to change processing arrangements, even on a trial basis until such time as we fully understood the potential impact of the proposed change across the entire pipeline. It has therefore been agreed that 8 Mail Centres will be modelled to enable this understanding to be achieved. The sites were nominated by the CWU and were selected to ensure that all potential areas of concerns are fully addressed. The sites will be modelled in priority order in line with the defined list of outputs and measures listed in Annex A, covering the potential impact in Processing, Engineering, Distribution and Delivery operations. The aspiration is to complete the work by the end of April 2015 with an interim report being produced at the end of March 2015.

The CWU will be fully involved in the modelling exercise and details of this are being finalised.

Indoor Merging

In relation to the Indoor Merging process, initially ten delivery rounds will trial the process, from w/c 2nd March. Industrial Engineers will measure current performance to ascertain the base data against which the Indoor Merging process can be measured both in terms of the trial objectives and the elements contained within Annex B.

Regular periodic reviews will be put in place so that an informed decision can be made on whether the trial can be extended to more delivery rounds within Walsall DO on a phased basis with the aim of ultimately including the whole Office, so that a full analysis of the Indoor Merging can be undertaken. This will however be subject to agreement by the National Parties.

Trial activity will be monitored by a local Joint Working Group including local and Area CWU Representatives, with additional support on Health and Safety and Industrial Engineers. The group will provide weekly reports to the national JWG and activity will be overseen by the Delivery Director and a Divisional Representative.

Outdoor Merging

The concept of Outdoor Merging did not form part of the original proposal and was introduced late into the discussions. Royal Mail claims that Outdoor Merging is utilised in various forms across many Postal operators and have indicated that they are keen to assess any potential benefits against the current preparation method and the indoor merging option. The Union has raised serious concerns over both the rationale and the proposed methodology. As such both parties have accepted that we are not in a position to progress outdoor merging at present and have agreed to undertake further work which will be incorporated into a Delivery Design document that will detail the use of new equipment, the impact on all existing delivery methods, all safety standards, safe systems of work and standard operating procedures.

Once this has been produced the findings will be reported back to the respective National Parties by the end of April 2015 at which time discussions with take place regarding next steps.

As part of the overall review of the trial and in particular the three key strands of work it has been made clear that there will be regular reports back to the respective National parties and also the Parallel Ops Executive. Any decision to incorporate an Outdoor Merging Process into the trial or extending to further Delivery Offices will be subject to further national discussions and subsequent agreement by the Postal Executive.

Following the Postal Executive’s endorsement of the TOR, the processes contained within the document are being communicated directly to the Local JWG and the relevant Representatives who will be assisting with the parallel activity ensuring that we have full control and that the TOR have been fully understood.

Branches and Representative need to be fully aware of the fact that even though we have concluded talks on the TOR there is still a huge amount of work to be undertaken and in reality this is only the beginning of the process.

The discussions have been extremely difficult however the Terms of Reference provide all the necessary safeguards to ensure that this initiative is progressed in an informed, measured and controlled manner. It should be noted that the Union has successfully pulled the business back from a position where they were gearing up for national deployment to a limited controlled trial, which will give us the ability to fully assess the proposals, prove or disprove the concept and ensure that any future decisions relating to the initiative are subject to full national discussion and agreement.

Any enquiries should be directed to the relevant National Officer’s Department,
Quoting reference 535 for Bob Gibson’s Office, Email address: hnutley@cwu.org
Quoting reference 211.10 for Terry Pullinger’s Office, Email address dwyatt@cwu.org
Quoting reference 435 for Ray Ellis’s Office, Email address djeffery@cwu.org

Yours sincerely

Bob Gibson Terry Pullinger Ray Ellis
CWU Assistant Secretary CWU Assistant Secretary CWU Assistant Secretary

Voluntary Redundancy Offers in Royal Mail

No. 113/2015
Ref: PTC/RE/dj/020
Date: 19 February 2015

TO ALL BRANCHES WITH POSTAL MEMBERS

Dear Colleague

RE: Voluntary Redundancy Offers in Royal Mail

Branches will be aware that Royal Mail has carried out a scoping exercise and in association with this managers have told employees that VR terms, enhanced by pay in lieu of notice, will be available for people who accept redundancy in this financial year.

It is our view that in some locations this has led to a breach of the agreed MTSF processes, which require the business to notify the union if it believes a surplus exists, requires agreement as to the size of surplus, the redeployment unit and the measures to be used to resolve any surplus. In this case, in a drive to reduce headcount before the end of the financial year the business has “put the cart before the horse” by initially suggesting that voluntary redundancy is available before any discussion with CWU.

The union has made it clear that it regards this as a serious breach of the spirit of the Agenda for Growth agreement which is damaging to the efforts both parties have made to improve industrial relations since Agenda for Growth was agreed. As a result urgent discussions have taken place to seek to ensure that there is proper discussion and agreement at the right level before any redundancy exercise and the attached statement has been agreed.

It is clear that in some offices the reduction in workload may mean that a potential surplus exists – particularly in areas impacted by Whistl and Amazon Direct Delivery, or where it is some years since a revision has taken place. However any gap in workload will need to be identified and agreed between Management and the CWU. In these circumstances, there may be some scope for voluntary redundancies, where agreed, in advance of any formal revision activity.

The statement clarifies the process which must now be followed:

• In line with the national Joint Statement on growth, efficiency and incentives, before voluntary redundancy can be approved both parties must agree that the removal of a role(s) can be dealt with in terms of workload. This requires the parties to have reached agreement on how workload will be managed going forward.

• An offer of voluntary redundancy will only be made after agreement has been reached with the appropriate CWU representative and signed off at area level as to how the work will be dealt with.

• The process will be jointly overseen at Divisional level.

• If this process has been completed Royal Mail has advised CWU that it is prepared to exceptionally offer pay in lieu of notice for those employees in CWU represented grades to accept voluntary redundancy before 27 March 2015 and whose last day of service is before the end of April 2015.

Any reduction in hours agreed as part of this process will count towards the unit’s subsequent revision, agreed as part of the categorisation process and revision programme determined in line with the national joint statement CWU/Royal Mail approach to delivery revision 2015/16. This does not apply to any outstanding BT 2010 Delivery Methods Revisions.

To summarise, whilst the Union recognises that some Surpluses will be inevitable, particularly as a result of loss of work to direct delivery competition, we need to be clear in all cases that this can only be by agreement and our primary objective must be to ensure, in line with National Agreements, that remaining employees have a fair and manageable workload.

Any enquiries on VR/MTSF processes should be addressed to Ray Ellis’s department,
enquiries specific to ongoing revision activity to the relevant National Officers.

Yours sincerely

Ray Ellis ​Dave Ward
Assistant Secretary​Deputy General Secretary (Postal)

Bob Gibson ​Terry Pullinger
Assistant Secretary​Assistant Secretary

Voluntary Redundancies/Pay In Lieu Of Notice

The business has stated that it is in their best interest to offer VR in this financial year where it is possible and practical to do so. It is therefore the intention of the company to exceptionally offer pay in lieu of notice for those employees in CWU represented grades.

It is recognised that in some circumstances an individual’s last day of service may be after 27th March 2015.Where this is the case and providing the number of VR’s have been agreed by this date, with the employee accepting to leave before the end of April 2015 , pay in lieu of notice will be offered.

Discussions will take place to identify any workload gap and potential for VRs in advance of formal revision or unit led activity. In line with the national joint statement a balanced approach to growth, efficiency and incentives, in order for VR to be approved both parties need to be satisfied that the removal of the role can be dealt with in terms of the workload. Royal Mail’s process is to make an offer of VR after agreement has been reached with the appropriate CWU representative and signed off at area level as to how the work will be dealt with after the individual has left. The process will be jointly overseen at Divisional / Regional level to ensure completion on a fair and timely basis. Both parties accept that this may not be the final number for a unit but a manageable number at this point in time.

Any reduction in hours agreed as part of this process will count towards the unit’s subsequent revision, agreed as part of the categorisation process and revision programme determined in line with the national joint statement CWU/Royal Mail approach to delivery revision 2015/16. This final section does not apply to any outstanding BT 2010 Delivery Methods Revisions.

Mike Newby​Ray Ellis
ER/IR Director​​Assistant Secretary

18 February 2015

COMMUNICATION WORKERS UNION
URGENT INFORMATION FOR l MEMBERS

Election of: National Representative Positions – Vacant Positions (2015)

Dear Colleague

Election of: National Representative Positions – Vacant Positions (2015)

Further to LTB 069/15 dated 3rd February 2015, at the close of nominations for the below listed Conferences the following had been received:

1.​CWU Equal Opportunities Advisory Committees

• CWU Race Advisory Committee
• CWU Lesbian and Gay Bisexual and Transgender Advisory Committee
• CWU Disability Advisory Committee

2.​CWU Delegates to TUC Equality Conference (s) – 2015

• TUC Women’s Conference
• TUC Disabled Workers Conference
• TUC Lesbian, Gay, Bisexual and Transgender Workers Conference

RACE ADVISORY COMMITTEE

Postal Constituency (1 Lay Member) – BALLOT REQUIRED

Candidates

Adam Alarakhia – Leicestershire
Nominated by Leicestershire​

Mark Bastiani – London South West Postal
Nominated by London South West Postal

Jaykumar Bhundia – South West Middlesex Amal
Nominated by South West Middlesex Amal

Asghar Khan – Leeds No 1 Amal
Nominated by Leeds No 1 Amal

Dennis Smith – Eastern No 5
Nominated by Eastern No 5

Ian Taylor – Greater Manchester
Nominated by Greater Manchester

T&FS Constituency (1 Lay Member) – BALLOT REQUIRED

Candidates

Sonia Campbell – Birmingham Black Country & Worcester​
Nominated by Birmingham Black Country & Worcester

Peter Pascall – Mersey Branch
Nominated by Mersey Branch, Lincolnshire & South Yorks, North East, Somerset Devon & Cornwall

LGBT ADVISORY COMMITTEE

POSTAL CONSTITUENCY (2 LAY MEMBERS) – BALLOT REQUIRED

Candidates

Jaykumar Bhundia – South West Middlesex Amal
Nominated by South West Middlesex Amal

Theresa Clark – Doncaster & District Amal​
Nominated by Doncaster & District Amal

Merlin Reader – Mount Pleasant​International​
Nominated by Mount Pleasant International

Wojciech Trafidlo – South East Wales Amal
Nominated by South East Wales Amal

T&FS Constituency (2 Lay Members)

NO NOMINATIONS RECEIVED

DISABILITY ADVISORY COMMITTEE

Postal Constituency (1 Lay Member) – BALLOT REQUIRED

Candidates

Mark Bastiani – London South West Postal
Nominated by London South West Postal

Anthony Cartwright – Kingston Area
Nominated by Kingston Area

Amanda Dewdney – Plymouth & East Cornwall
Nominated by Plymouth & East Cornwall

Leif Findlay – Highland Amal
Nominated by Highland Amal

Des Gibbons – Nottingham & District Amal
Nominated by Nottingham District Amal

Annemarie McCall – North Lancs & Cumbria
Nominated by North Lancs & Cumbria

Tony Pedel – York & District Amal
Nominated by York & District Amal

Lee Starr-Elliott – Bristol & District Amal
Nominated by Bristol & District Amal

TUC WOMEN’S CONFERENCE

Postal Constituency

NEC Member (1 Member)

NO NOMINATIONS RECEIVED

Lay Members (2 Members)

Clare Drummond – Greater Manchester​* ELECTED
Nominated by Greater Manchester

Vicki Turner – Leeds No 1 Amal​* ELECTED
Nominated by Leeds No 1 Amal​

T&FS Constituency (1 Lay Member) – BALLOT REQUIRED

Vicki Cornelius – Birmingham Black Country & Worcester
Nominated by Birmingham Black Country & Worcester

Maureen Kane – Scotland No 1
Nominated by Scotland No 1

Jean Sharrocks – North East
Nominated by North East

TUC DISABLED WORKERS CONFERENCE

Postal Constituency

Lay Member (1 Woman)

NO NOMINATIONS RECEIVED

Telecom & Financial Services Constituency

NEC Member (1 Member)

Nick Darbyshire – Capital​*ELECTED
Nominated by Capital

Lay Member (1 Woman)​

Natalie Fleming – Northern Ireland Telecom​*ELECTED
Nominated by Northern Ireland Telecom, Lincolnshire & South Yorks, Mersey Branch, North East, Somerset Devon & Cornwall

TUC LESBIAN GAY BISEXUAL & TRANSGENDER WORKERS CONFERENCE

Postal Constituency

NEC Member (1 Member)

NO NOMINATIONS RECEIVED

Lay Members (2 Members – Minimum 1 Woman)

Jaykumar Bhandia – South West Middlesex Amal ​* ELECTED
Nominated by South West Middlesex Amal

Suzanne Dorritt – Newcastle Amal​* ELECTED
Nominated by Newcastle Amal

Telecom & Financial Services Constituency

Lay Member (1 Woman)

Jean Sharrocks – North East ​* ELECTED
Nominated by North East

Please note that the timetable for the ballots is as follows:-

Ballot Papers Despatched​​20th February 2015
Ballot Closes​ ​​6th March 2015 (14:00)​

Biographical details for candidates will be sent to Branches with the relevant ballot papers.

Any enquiries regarding this LTB should be addressed to the Senior Deputy General Secretary’s Department on telephone number 0208 971 7237 or email address sdgs@cwu.org.

Yours sincerely

Tony Kearns
Senior Deputy General Secretary