Annual Leave/Resourcing Guidelines

Dear Colleagues,

As with previous years, an updated set of National joint guidelines has been agreed in order to assist representatives when discussing and concluding 2019-20 annual leave arrangements with local managers, which should be concluded in line with the way forward agreement by 31st October 2018.

Whilst the attached guidelines mainly reflect previous year’s arrangements, particular attention is drawn to Branches regarding the following:

The “Annual Leave Calenderisation Work Aide” was updated last year and the information / guide tab will assist managers and reps in undertaking the correct process to establish leave demand and populate the work aide accordingly. Whilst stressing the point that the Work Aid is a guide and should therefore be used as such.

The focus is on concluding a robust and reliable Annual Leave Plan / Agreement that includes all individuals’ legally contractual leave entitlements as its primary driver, whilst also identifying extra leave slots in low traffic periods over and above those agreed to facilitate the taking of additional leave and therefore maximising choice of

leave slots for individuals.

The existing national agreements, guidelines, agreed tools, procedures and processes in place to support resourcing on an ongoing basis are not affected by these annual leave/resourcing guidelines. They remain firmly in place and will in fact be used to support the process and assist in providing a balanced approach to year round leave allocation and resourcing.

Managers and reps will also need to establish the total number of owed weeks above the leave year’s contractual entitlement which need to be documented in your agreements and arrangements agreed locally put in place to deal with it.

Additionally, set out below is guidance that has previously been communicated to representatives but is worth repeating especially for representatives entering into leave agreements for the first time:

It is essential when entering discussions that CWU representatives establish and allocate the unit’s contractual entitlement first which will in turn identify the number of leave reserves required to enable reliable resourcing.

“Vacancies and leave reserve vacancies should remain under constant review to ensure adequate resource is available to meet customer and operational requirements”.

When establishing leave demand include all staff contractual leave, Bank Holiday credits for annual leave that coincides with Bank Holidays and rest days that fall on a Bank Holiday, purchased leave, and any leave days carried over from the previous year. Your DOM should have this information in their Manpower Plan that you need to check to ensure all contractual and carried over leave has been captured.

The number of weeks can be checked through this calculation below and should be cross referenced with the number of leave weeks in PSP that are in the Annual Leave Calenderisation aide and the relevant adjustments made.

For example:

If the above added up to 600 weeks to be allocated and covered and 2 weeks were closed for Christmas Pressure the number of leave reserves to cover AWD would be 12, (600 / 50) = 12. Add to this the leave reserves leave 12 @ 5 weeks = 60 weeks would mean another leave reserve (60 / 50) = 1.2.

In this example that would mean that a minimum of 13 leave slots a week for 50 weeks should be available. If you then agree to open up another 3 slots due to agreed absorption through the summer weeks then in the period June to August the number of open slots available should be 16.

This is just one flat line example. Units may decide not to employ against all 13 reserves and convert some to S/A, or overtime. This is subject to local discussion and agreement.

As a consequence of providing additional leave slots in the summer period there

maybe leave gaps in the ‘winter’ period, notwithstanding other absence, which you may need to discuss and agree a plan to deal with. There could be more people available in the unit, bearing in mind traffic/workload traditionally increases during this period. This should be dealt with via weekly resourcing meetings and subject to agreement.

Branches should progress any disagreements in regards to managers refusing to fully engage and adhere to these guidelines in establishing annual leave plans / agreements through the IR framework as appropriate.

Finally, the CWU presentation which was produced last year by the Outdoor Department to assist reps in undertaking leave agreements remains available to Branches and ADRs upon request.

Any queries to the content of the above, please contact the Outdoor Department, reference: 445.

Email address: outdoorsecretary@cwu.org.

Mark Baulch

Assistant Secretary Outdoor

LTB 471.18-Annual Leave

Annual Resourcing JS for 2019

Lone Worker Safety, Security and Wellbeing Conference & Exhibition – Central London, Tuesday 2 October 2018 – Sponsored by the British Safety Council, HSE & BSIA:

To: All Branches

Dear Colleagues,

The British Safety Council has informed CWU/HQ that the Lone Worker Safety Expo and Conference will take place in London on 2 October 2018, 9am – 5pm, at The King’s Fund – 11-13 Cavendish Square, Marylebone, London W1G 0AN (just behind John Lewis on Oxford Street). The King’s Fund is an independent charity that works to improve health and care in England. The event will focus solely on the security, safety and wellbeing risks of lone working.

With speakers from the Health and Safety Executive, the British Safety Council, the BSIA, Law firm Pinsent Masons Solicitors, IOSH and other well-respected organisations, the event will offer a good opportunity to gain further information and guidance.

The organisers say that for those responsible for lone workers and vulnerable workers and those that need to understand their legal obligations, or want practical advice on how to minimise risks associated with lone working, then it is worth attending the event.

There’s practical advice on how to minimise risks using training and technology.

The aim of the event is to ensure that the day helps increase delegates’ knowledge and awareness of the health, safety, personal safety and wellbeing risks to lone and vulnerable workers in a variety of sectors.

The event offers the opportunity to gain direct access to experts, experienced professionals and trusted exhibitors. The morning will consist of a keynote conference sharing best practice and expert knowledge. In the afternoon, there is an opportunity to get involved with various practical workshops.

Subjects covered will be:-

• Legal responsibilities and the implications of not addressing these.

• The increase in Violence and Aggression towards lone workers and practical tools to reduce and manage the risk.

• Latest thinking on the use of technology and training solutions.

• The challenges of managing lone working in the community and in high pressure situations.

• Ways to address mental health and wellbeing concerns for lone workers.

• Questions to ask when procuring a lone worker system and the impact of BS8484.

• Identifying and implementing effective control measures for the Health and Safety risks to lone workers

• Contingency planning and practical advice for major incidents and terrorist attacks when travelling in the UK and abroad.

The Event Main Sponsors and Supporters are the British Safety Council, the Health and Safety Executive and the British Security Industry Association.

Programme:

08.45 – Registration opens

09.00 – ‘Ask the Expert’ session

10.00 – Welcome – Nicole Vazquez and Worthwhile Training

10.15 – Opening Address – Louise Ward, Policy & Standards Director, British Safety Council

10.30 – Lone Working – organisations’ legal responsibilities Sean Elson Pinsent Masons LLP

11.00 – Lone Workers, health, safety and wellbeing concerns Barbara Hockey HSE

11.30 – Managing Lone Working – Chris Shaw NHS Head of Health and Safety

12.00 – Panel Discussion on technology and training – Q&A Session

12.30 – Lunch and networking

13.30 – Workshop Streams:-

• Working Alone: Health And Safety Risks, The Controls And Getting The Balance Right.

• Managing the Mental Health and Wellbeing of Lone Workers.

• Procuring a Lone Worker Solution: Asking the right questions and understanding the importance of BS8484.

• Designing and Delivering the ‘Right’ Training for Lone Workers.

• Managing Violence and Aggression within the Workplace.

• Planning And Practical Advice For Major Incidents And Terrorist Attacks When Travelling In The UK And Abroad.

16.00 – ‘Ask the Expert’ session

Close

Contact details
Tel: 01926 315511

Email: info@loneworkersafetyexpo.com

Website: http://www.loneworkersafetyexpo.com

Registration is now open
Numbers will be limited in 2018, so those wishing to attend should complete the registration form at http://www.loneworkersafetyexpo.com  to reserve a place. A full delegate registration form will then be sent via email with payment details and joining instructions.

Delegate fees for 2018
Standard Fee – £205.00

For members of IOSH, IIRSM, BSC – £175.00
Use Discount Code HSE1820 to gain a 20% discount – £140

The organisers hope that the day offers great value for those interested in the health, safety, personal safety, security and wellbeing of lone and vulnerable workers.

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

18LTB469 Lone Worker Safety, Security and Wellbeing Conference & Exhibition

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BRIEFINGS – CWU REDESIGN

Arrangements have been made to hold a series of Briefings in advance of the Special Conference – CWU Redesign – 3rd / 4th November 2018. These are detailed below:-

North East Region, Scotland, Northern Ireland, North West Region

13th September 2018

2 p.m. – 4 p.m.

Midlands Hotel

16 Peter Street

Manchester

M60 2DS

Midland Region, Eastern Region, South West Region, Wales and the Marches

17th September 2018

2 p.m. – 4 p.m.

CWU Offices

46-48 Summer Lane

Birmingham

B19 3TH

London Region, South East Region

19th September 2018

2 p.m. – 4 p.m.

Trades Union Congress

Great Russell Street

London

WC1B 3LS

Entitlement to attend the Briefing is on the basis of two representatives per Branch, Senior Field Officials, National Team members, NEC and Industrial Executive members.

The above briefings are being held to provide Branches with additional information prior to the Special Redesign Conference.

If your Branch is unable to attend at your allocated meeting, please inform the General Secretary’s office (jdunn@cwu.org) of the location and briefing you will be attending.

Yours sincerely

Dave Ward

General Secretary

18LTB466 – Redesign Briefings

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Colleagues,

Please find below an article and video from DGSP Terry Pullinger on culture in Royal Mail. This is a big issue for our members. Please can you insure both the article and video are shared as widely as possible in every office. We would encourage you playing the videos at WTL / CWU meetings.

https://www.cwu.org/news/royal-mail-managers-need-to-change/

https://www.facebook.com/ThecommunicationsUnion/videos/2064032823641593/

Collegues,

The CWU has worked with Momentum on this video on public ownership. Please share the following links on Facebook / Twitter #TheCWU

CWU/RM -National Terms of Reference – Uniform Trial Footwear Magnum Bandera Active Trainers & Panther Taormina Shoe (Non Safety).

Dear Colleagues,

Letter to Branches 271, dated the 9th of April 2018, provided an update on the trials of the Panther Easyflex and Magnum Bandera Waterproof Trainers and confirmed that the Easyflex trainer had been added to the official uniform footwear range following a successful trial, but that the Magnum Bandera trainer had not due to ongoing manufacturing difficulties during the trial.

The Outdoor Department has now been in discussion with Royal Mail for two further trials of footwear which are detailed in the attached Terms of Reference. The trials are for the Magnum Bandera Active Trainer and the Panther Taormina Shoe.

The Magnum Bandera Active Trainer is based on a unisex sizing with the Panther Taormina Shoe being based on a ‘female fit’ sizes 2 – 7 and ‘unisex fit’ sizes 8 plus. Also attached to this LTB is a photo of both the Magnum Bandera Active Trainer and the Panther Taormina Shoe.

The Magnum Bandera Active Trainer is based on the former ‘Magnum Bandera Trainer’ but has undergone a number of improvements since the last trial in relation to sizing and durability.

The Panther Taormina Shoe is based on the same sole as the Panther Easyflex Trainer with a full leather upper rather than a material upper.

The trial will be for 5,000 pairs of the Magnum Bandera Active Trainer and a 1,000 pairs of the Panther Taormina Shoe, and for the purpose of the trial these will be made available on request in line with the normal uniform ordering arrangements in respect to footwear and will be available for walking delivery / delivery drivers. If the trial for either or both footwear range proves successful then they will be made available to all employees who are entitled to non-safety footwear.

The trial will take place from August 2018 for the Panther Taormina and November 2018 for the Magnum Bandera Active and will run for a period of 12 weeks, with a joint National review in November and February respectively on progress and developments.

The trial of the new trainer and shoe should be welcomed by Branches as it seeks to further improve footwear provisions and options for members and should also be welcomed as the Panther Taormina Shoe is based on a ‘female fit’ sizes 2 – 7, which reflects longstanding Conference policy in these two areas regarding footwear.

Any queries to the content of the above, please contact the Outdoor Department, reference: 500 email address: outdoorsecretary@cwu.org.

Yours sincerely,

 

Mark Baulch

CWU Assistant Secretary

LTB 459.18 -National Terms of Reference Uniform Trial Footwear Magnum Bandera Active Trainers & Panther Taormina Shoe (Non Safety).

Magnum Bandera Active Trainer and Panther Taormina Shoe Photos

National Terms of Reference – Uniform Trial Footwear Magnum Bandera Active Trainers Panther Taormina Shoe

JOINT STATEMENT BETWEEN ROYAL MAIL LOGISTICS AND THE CWU ON THE DEPLOYMENT OF THE 1ST HOUR SWW, EQUIVALENT BENEFIT FOR NATIONAL LOGISTICS PROFESSIONAL LGV DRIVERS

Dear Colleagues

Branches and representatives will be aware that Paragraph 16.3.3 of the Guiding Principles agreement established that the enabler for the deployment of the 1st Hour SWW or equivalent benefit for Network Professional LGV Drivers was the deployment of the National Network Review.

The review was successfully deployed on the 18th June 2018 and the department has been in discussions on a Joint Statement on the manner in which the SWW benefit would be delivered for LGV Drivers.

Colleagues will be aware that the department has long considered the fact that our Network Driver members are on a Net week with unpaid meal reliefs and work non-standard duty patterns, presented complexities in removing the time. It was for exactly that reason that we effectively “cashed up” the previous time reduction as part of the BT 2010 agreement.

As we previously made clear, when constructing our negotiating strategy during the Four Pillars talks and again when out on the Unit Representatives briefings, the department’s ambition was to use the SWW flight path to restore payment to unpaid meal reliefs on a phased basis.

This policy has now been achieved and attached for your information is the Joint Statement that has been concluded and endorsed by the Postal Executive, which confirms that as a first phase, from the 1st October 2018 our Network Professional LGV Drivers will receive additional payment at the appropriate standard hourly rate in relation to the first hour of Meal Relief each week.

In addition the Joint Statement also confirms that this will continue in relation to the 2nd Hour in 2019 and that the enabler for the 2nd Hour Benefit, in line with paragraph 19.2 of the Guiding Principles will be a review of variable non driving time.

The review will take place without any predetermined outcomes and any agreed changes will be factored into the 2019 Network Review which will then trigger the restoration of pay to the 2nd hour of Meal Relief per week.

Any enquiries in relation to this LTB should be addressed to: Davie Robertson, Assistant Secretary, email: dwyatt@cwu.org or shayman@cwu.org quoting reference 202.22

Yours sincerely

 

Davie Robertson

Assistant Secretary

LTB 458- 18 -Deployment of the 1st Hour SWW for LGV Drivers – 10 .08.18

JS On the Deployment Of The 1st Hour – SWW for LGV Drivers – 10.08.18

JOINT STATEMENT BETWEEN ROYAL MAIL LOGISTICS AND THE CWU ON THE DEPLOYMENT OF THE 1ST HOUR REDUCTION IN WORKING TIME FOR REGIONAL LOGISTICS (AREA DISTRIBUTION) PROFESSIONAL MGV DRIVERS

Dear Colleagues

Branches and representatives will be aware that Paragraphs 16.3.5 & 13.5.6 of the Guiding Principles agreement confirmed that the enabler for the 1st Hour Reduction or Equivalent Benefit for Area Distribution MGV Professional Drivers is the deployment of a PAD Revision at each site from October 2018.

In addition to the SWW the revision activity should enable the introduction of the new LAT Product and deliver the Distribution changes outlined in Paragraph 15.2.

The department’s policy with regard to the SWW in relation to the Guiding Principles Agreement for MGV Drivers was to deploy the time reduction, rather than a cash alternative as was previously achieved at the time of the Business Transformation 2010 agreement.

Discussions have therefore taken place with the business in relation to phased working time reductions for the MGV Grade in line with the National agreement, although for absolute clarity the start point is 40 rather than 39 hours.

These discussions have now culminated in the attached Joint Statement being concluded and endorsed by the Postal Executive, which details the element of change that should be included in the PAD revisions and ensures that the reduction in working time will be delivered.

In summary the PAD revisions will include the following changes as contained within the National Agreement:

i) Wave 2 Despatches may be retimed to accommodate new LAT traffic to maximise the number of LA products connecting with core.

ii) The deployment of required Wave 3 services to service the new LAT product.

iii) The deployment of new Network services (7.5t/3.5t) to accelerate the new LAT product to core delivery from NWDC, YDC and NDC where required.

iv) Review of service numbers and capacity based on utilisation data.

v) The reduction in core duty time from 40 to 39 hours per week. The manner in which the SWW is deployed will be a matter for local discussions and agreement as part of the PAD revision.

The department’s view was that it was essential to establish the scope of the activity as the Guiding Principles reaffirmed the concept of a single annual PAD Revision incorporating all the scheduled change for that year.

Given the complexity in landing numerous PAD revisions on or around the same date, the department has been in discussions with the business on establishing a detailed, step by step revision process, mirroring the tried and tested process we have used in the Network Reviews.

This process sets a target date of the 1st October 2018 for deployment of the revisions and progress towards that at each site will be monitored with any necessary assistance provided by the Joint Area Distribution Working Group.

In addition the Joint Statement also addresses the 2nd Hour reduction in 2019 and that the enabler for the 2nd Hour Benefit, in line with paragraph 19.2 of the Guiding Principles will be a review of variable non driving time.

The review will take place without any predetermined outcomes and any agreed changes will be factored into the 2019 PAD Revisions which will then trigger the 2nd Hour reduction from 39 to 38 Hours.

Any enquiries in relation to this LTB should be addressed to: Davie Robertson, Assistant Secretary, email: dwyatt@cwu.org or shayman@cwu.org quoting reference 502.04.

Yours sincerely

 

Davie Robertson

Assistant Secretary

LTB 457-18 – Deployment of the 1st Hour Reduction in Working Time – SWW – MGV Drivers – 10.08.18

JS on the Deployment of the 1st Hour Reduction in Working Time – MGV Drivers – 10.08.18

The Health and Safety (Amendment) (EU Exit) Regulations 2018:

Dear Colleagues,

Further to LTBs 475/16 and 151/18, the Government has laid before the Houses of Parliament a statutory instrument to amend regulations in relation to health and safety legislation under the Withdrawal Act following Brexit.

These regulations ensure that EU-derived health and safety legislation and protections will continue to be available in domestic law after the UK has left the EU.

It does not seem to have any deregulatory measures, but if any Rep has any concerns over any aspect, please let me know.

A copy of the Bill is attached.

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

18LTB462 The Health and Safety (Amendment) (EU Exit) Regulations 2018

Statutory Instrument – Exiting the EU Health Safety and Environmental Protection

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Royal Mail Group – Night Workers Health Assessment

Dear Colleagues,

As part of employers’ legal requirements under the UK Working Time Regulations 1998 (as amended in 2003, 2007 and 2009), every adult worker assigned to night shift work must be afforded the opportunity to have a free health assessment. Royal Mail Group complies with this by ensuring that all employees, who work for at least three hours between the hours of 23:00 and 06:00, are offered the health assessment on an annual basis. This is done through a screening questionnaire that has been compiled with guidance from Royal Mail’s occupational health provider (OH Assist).

The assessments are to support night workers’ health and wellbeing. Some health conditions which might need to be taken into consideration when doing night work include:

• Diabetes

• Epilepsy

• Heart disease

• Intestinal problems

• Kidney disease

• Thyroid or glandular disease

• Mental health

• Chronic sleep problems

• Back, joint and neck problems

• Asthma and pulmonary disorders

A night worker health assessment will identify any risk factors associated with the condition(s) and allows advice to be obtained on how to manage them effectively. It does not necessarily mean anyone with these conditions is unsuitable for night work.

The Royal Mail health and wellbeing team are this month (August 2018) writing to all night workers about the offer of a free health assessment, enclosed with the letter will be a health questionnaire and a postage paid return envelope. Each completed questionnaire will be reviewed by Royal Mail’s occupational health providers (OH Assist). Depending on the information individual night workers provide, it may be necessary for a health assessment to be arranged with a professional occupational health advisor. An assessment could be face to face or over the telephone. Individuals will be advised if further action is required.

Should an assessment not be necessary, there will be no further action taken and those individuals will not receive any further correspondence until the next annual night worker health assessment is due, unless a personal requirement is identified sooner.

Note: This is a ‘voluntary assessment’ and workers are not obliged to complete it. All returns will be treated in the ‘strictest confidence’ and with the individual’s consent, information may be shared with Royal Mail, which could result in the worker’s line manager being informed about certain aspects i.e., if reasonable workplace adjustments are required to accommodate a health condition or disability. Employers must make reasonable adjustments to make sure workers with disabilities, or physical or mental health conditions, aren’t substantially disadvantaged when doing their jobs. This applies to all workers, including trainees, apprentices, contract workers and business partners.

The benefit of the night workers health assessment is that it helps identify risk factors associated with health and medical conditions which may require treatment or need advice on how to manage them effectively and where issues are identified, Royal Mail Group can take some proactive action to support the individual workers in order that they can continue to undertake their work effectively and efficiently without added difficulties and stress. Additionally the assessments data helps Royal Mail understand any emerging health trends amongst our workforce.

The CWU Health, Safety & Environment Department has been fully involved in the planning and organisation of this year’s night worker assessment programme and the Union fully supports the exercise and wishes to encourage all CWU Night Workers to participate and take part.

Would all CWU Health and Safety Reps remind Night Worker Members about the Health assessment and encourage them to participate and complete the questionnaires as it’s in their best health and wellbeing interests.

If CWU Night Worker members have any questions or concerns about completing the health questionnaire then they should speak to their Workplace or Area Health and Safety Representative for clarification and reassurance.

Attachments:

• All Night Shift Workers will receive a copy of the attached letter and attached questionnaire, sent to their home address.

• All Managers will have received the attached WTLL to deliver to Night Shift Staff.

• See attached copy of the Managers WTLL Brief.

• See attached copy of the Royal Mail – Feeling First Class – Health Advice For Shift Workers.

The deadline for returning completed questionnaires has been extended from 20th August to the 31st August 2018. Every CWU Member Night Shift Worker is encouraged to complete the questionnaire and return it to OH Assist using the SAE return envelope provided.

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

18LTB461 Royal Mail Group – Night Workers Health Assessment

July WTLL Template (Night Workers Assessment) 2018 Final

Letter template NWA 2018 (Final)

Night Worker Health Questionnaire July 2018 (Final)

Royal Mail Feeling First Class Health Advice For Shift Workers_

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