Suffolk Constabulary Policies & Procedures

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Title: Special Constabulary

Index: Introduction Role and Purpose of the Special Constabulary Advertising and Recruitment Process Change of Employment/Voluntary Roles Induction Course Attestation Police Federation Fingerprints Uniform and Equipment Promotion Process Professional Development Reviews Postings and Moves Duty Sheet Working Time Regulations Employer Supported Scheme Subsistence whilst on Duty Travel Expenses Claiming loss of earnings for Court Attendance Leave of Absence Maternity/Paternity Leave Sickness Illness/Injury Sustained on Duty Leaving the Constabulary - Resignations and Transfers Reaching Retirement Age Long Service Awards Transferees (Into Constabulary) Unsatisfactory Performance and Attendance Restricted Duties Appendix A – Conflicting Occupations Appendix B – Possible Conflicting Occupations Appendix C – Notification of Pregnancy Form Appendix D – Unsatisfactory Attendance Letter 1 Template Appendix E – Unsatisfactory Attendance Letter 2 Template Appendix F – Unsatisfactory Attendance Letter 3 Template

1 Introduction

1.1 Special Constables are volunteers who dedicate some of their spare time towards helping to keep our communities safe places to live.

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1.2 Specials are valued members of the Constabulary who not only provide additional resources but also provide a vital link between the police and the community. They play an active role in the policing of Suffolk.

1.3 The Special Constabulary is led by the Special Chief Officer and Special Deputy Chief Officer and is made up of Special officers at Superintendent, Inspector, Sergeant and Constable levels. There is also a Specials and Volunteers Manager who manages the Specials and Volunteers team and who is responsible for the recruitment and HR requirements of all Special Constables.

2 Role and Purpose of the Special Constabulary

2.1 Specials provide support to regular officers, for which, they are a supplement to, and not a replacement for. They work alongside regular officers and have the same powers in law, including the power of arrest.

2.2 Specials get involved in all aspects of modern policing, including crime prevention, raids and warrants, special events, football matches, missing person enquiries, road traffic accidents, anti-social behaviour, burglaries, public order and criminal damage. Essentially, the same duties as those carried out by regular officers.

2.3 A Special Constable, at all ranks (including Student Specials and confirmed Specials) must carry out 16 hours operational duty per month. Also they must complete a minimum of two hours training/personal development, in addition to Personal Safety Training (PST) refresher training (including the job related fitness test). If they fail to meet this requirement without prior agreement by their supervisor they may be asked to leave the Special Constabulary. In any circumstances, if they do not attend 75% of training lectures and PST refreshers they will be unable to carry out any operational duties.

2.4 All Special Constables will conduct themselves both on duty and off duty, in compliance with Constabulary Code of Conduct and the Code of Ethics.

2.5 A Special Constable is bound by the Official Secrets Acts. It is an offence to disclose any official information without lawful authority. They will also be subject to similar restrictions on disclosures by the Data Protection Act, 1998. These statutory duties continue after service has ended. Breaches, will be taken seriously and could result in criminal proceedings. Information obtained by you in the role as a Special Constable must not be used or disclosed without consent unless for an authorised policing purpose.

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2.6 A Special Constable must not be involved in any conduct which brings the Constabulary into disrepute, by doing so their services may be dispensed with, in accordance with the Police Conduct Regulations 2012.

2.7 A Special Constable (at all ranks) will be required initially to be posted according to operational needs and personal circumstances at the discretion of the Special & Volunteers Manager. All postings will usually be within 25 miles of the individual’s home address, the Specials & Volunteers Manager reserves the right to move a Special Constable for operational reasons, giving 28 days notice.

3 Advertising and Recruitment Process

3.1 Recruitment drives for Special Constables will be the responsibility of the Specials & Volunteers Manager who will consider recruitment needs based upon both the number of leavers and accomplishing the Constabulary’s target number of Special officers.

3.2 The Specials and Volunteers department will send out Special Constabulary information packs to individuals who are interested in becoming a Special Constable. This information pack contains general information regarding the role of a Special Constable including details about information evenings that are held throughout the county.

3.3 The Information events give potential applicants an overview of the role of the Special Constabulary and a realistic level of awareness of the commitment that they would be expected to make. Information is supplied on the entry criteria, recruitment process, training and duties.

3.4 To be able to apply, applicants must be:

. A national of a country within the European Economic Area (EEA) or, if a national of a country outside the EEA, have the right to reside in this country without restrictions, . At least 18 years of age; . Able to commit to at least 16 hours operational service a month as well as the required training elements, as detailed in 2.3; . Must pass the fitness test facilitated by Constabulary Personal Safety Trainers and be able to meet the standard eye-sight regulations (Corrected distance visual acuity must be 6/12 in either eye, and 6/6 or better binocularly).

3.5 If applicants have employment/volunteering roles elsewhere, they must not be roles which could be considered as being possible conflicts of interest

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for themselves or others. Appendix A gives a list of occupations of which employees would be considered as ineligible candidates. Appendix B gives a list of occupations which employees of may need to be considered by Suffolk Constabulary and/or their employer before being accepted as eligible to become a Special Constable.

3.6 If, having been appointed, the officer changes occupation to one included in the above mentioned Appendix A the Specials & Volunteers Manager will be obliged to dispense with their services.

3.7 Applicants will follow the Specials National Recruitment Process, stages are as follows:

. Paper sift – competency based questionnaire (CBQ). . Specials recruit assessment process involves one written exercise, a situational judgement test and competency based structured interview, which is made up of four questions. . Fitness Test/Drug Screening/Uniform fitting. . Medical Check – completion of a medical declaration to be evaluated by the Occupational Health Unit (OHU), who will arrange, if necessary, a medical examination. . Security checks up to security clearance (SC). . Reference Requests.

3.8 Upon successful completion of all the above, candidates will be offered an appointment, which will be subject to a probationary period. Applicants will be required to sign a volunteer agreement, which confirms they are willing and able to complete at least the minimum 16 hours of operational duty each month as well as the required training elements.

3.9 The HR Recruitment department will be responsible for inviting the successful candidates to their pre-induction course and their induction weekends.

4 Change of Employment/Voluntary Roles

4.1 It is inevitable that some Special Constables will change their occupation during their time serving as a Special.

4.2 It is the responsibility of the Special Constable to keep the Constabulary up to date with their employment/volunteering roles outside of the Special Constabulary. Any change in employment/volunteering roles will need to be considered for conflicts of interest. (Appendix A and Appendix B should be referred to). Document OFFICIAL Classification: Page 4 of 32 Suffolk Constabulary Policies & Procedures

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4.3 If a change of employment/voluntary role is not disclosed to the Constabulary, and it is later discovered that the new employment/voluntary role could, or does, have implications on the officer’s position in the Special Constabulary a review will be undertaken by the organisation reflecting the conflict of interest and the non-disclosure.

5 Induction Course

5.1 Dates, timings and duration of induction training will be the responsibility of the Learning and Development department and current information will be made available on the Constabulary website.

5.2 The induction course covers all necessary training, including Personal Safety Training. The Personal Safety Training procedures should be referred to.

5.3 Arrangement of induction courses is the responsibility of the Learning and Development Department.

6 Attestation

6.1 As part of the induction course, new student officers will be attested – swearing the oath in front of a magistrate and obtaining the police powers.

6.2 The Learning and Development Department are responsible for arranging for attestations to take place.

6.3 Attestations should be arranged any time before the end of the ten week training course, ideally within the last two weeks of training.

6.4 On the final weekend of the induction course, a ‘passing out’ ceremony will take place where a Chief Officer will present certificates to the Special officers. The Special Constables’ families will be invited to attend the ceremony. Arranging the ceremony is the responsibility of the Learning and Development Department.

6.5 Once attested, student officers are able to start patrol duties. During the remainder of their probation period, this will always be with at least one other regular officer (not PCSO) or non-probationary Special Constable.

6.6 During their probation period, new officers will be expected to complete the required hours as detailed in 2.3. This will form part of the evidence to support that officers are suitable for independent patrol.

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7 Police Federation

7.1 The Police Federation is available to offer professional support to Special Constables in the same way as they do for regular officers.

7.2 All Special Constables will be contacted, upon completion of their training, and advised that their details will be forwarded to the Police Federation with an option to decline if they would prefer this not to be done.

7.3 Further advice can be sought from the Suffolk Police Federation intranet site.

8 Fingerprints

8.1 All Special Constables will be required to have their fingerprints taken on appointment, records of which will be held on the Suffolk Constabulary database.

8.2 When a Special Constable leaves the Constabulary, their fingerprints will be removed from the database system. This process will be completed by the fingerprint bureau upon confirmation of the officers last day of duty from the Specials and Volunteers Manager.

9 Uniform & Equipment

9.1 All Special Constables will be provided with the necessary uniform and equipment needed to fulfil the role. The Issue and Carriage of Personal Safety Equipment and Uniform, Behaviour and Standards procedures should be referred to.

10 Promotion Process

10.1 All Special Constables have the opportunity to progress through the ranks once their probation period has been successfully completed. There is no time limit on when an officer can apply for a higher-ranking role once they have completed their probation period.

10.2 A Special Constable may only apply for a role at the subsequent rank to their current rank, i.e. a Special Constable can only apply for Special Sergeant vacancies.

10.3 A Special Constable can apply by completing the relevant application form and going through the usual selection process.

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between stations or re-set. It is the responsibility of the Specials Superintendent and the Specials and Volunteers Manager to ensure compliance. 10.5 A Special Constable may temporarily cover the rank above, providing there is a substantive vacant post, for a maximum of 12 months. This must be authorised by the Special Superintendent It cannot be transferred between stations or re-set. It is the responsibility of the Specials Superintendent and Specials and Volunteers Manager to ensure compliance.

10.6 When substantive posts are made available they should be advertised via Constabulary Orders and Duty Sheet to every suitable officer with a 14 day turn around. A completed formal application pack should then be received by the Specials and Volunteers Department and then managed as per existing Constabulary policy for substantive posts.

11 Professional Development Reviews

11.1 All Special Constables of all ranks will be subject to an annual Professional Development Review (PDR) which will be carried out by their supervisor.

11.2 The Assistant Chief Constable will carry out the PDR of the Special Chief Officer and Special Deputy Chief Officer.

12 Postings and Moves

12.1 Applicants will be required to state their first, second and third choice of posting locations in their application form. This will then be used as a guideline for where new recruits will be posted upon successful completion of the recruitment process.

12.2 A Special Constable, who, for whatever reason, decides they would like to transfer locations within the county, may do so with the approval of both their existing supervisor and the supervisor in the chosen location.

12.3 Special Constables will not be allowed to transfer locations during their probationary period unless by authority of the Chief Officer or Deputy Chief Officer.

12.4 Following sucsessful completion of their probationary period, Special Constables can apply for specialiast roles that are advertised, following the above application process.

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13 Duty Sheet

13.1 Dutysheet.com is the approved Management System that allows officers to book on and off duties, claim expenses, communicate and record skills and training.

13.2 All Special Constables are responsible for keeping their personal records up to date and relevant.

13.3 Special Constables are responsible for registering and recording their duties on dutysheet.com. and are requested to record their advance duties with a minimum of two day’s notice.

13.4 Supervisors will be responsible for quarterly check of the system and informing, on a weekly basis, the relevant Police Sergeant or Inspector of how many Special officers are registered to turn up for duty in the following week/s and/or events.

13.5 Supervisors will also be responsible to ensure that Special Constables’ details are current and complete and that the minimum hours of duty have been performed. Referral to the ‘Unsatisfactory Performance and Attendance’ section of this procedure should be made when minimum duty has not been performed.

13.6 The Specials and Volunteer Manager and the dutysheet single point of contact (SPOC) will be responsible for setting up new recruits on dutysheet.com and maintaining accuracy regarding moves/postings/transfers and leavers.

13.7 Dutysheet.com training literature will be given to Special Constables as part of their ten-week training by the Learning and Development Department and supervisors will be responsible for any further training required individually.

13.8 The Resource Management Unit (RMU), Specials Supervisors and Specials and Volunteers Manager will be responsible for booking events and sending the invite to Special officers to register for such events.

14 Working Time Regulations

14.1 Special Constables are subject to Working time regulations (WTR) (1998) and Suffolk Constabularly has a duty of care towards all officers and are obliged to ensure that adequate rest periods are taken before and after performing Special Constable duties.

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14.2 Special Constables are required to agree to the attached WTR. The Special Constable has a right to opt out of this agreement but must sign to confirm their right to do so. Overview, WTR Agreement, WTR guidance.

15 Employer Supported Scheme

15.1 The Home Office have established an Employer Support Scheme national strategy as a volunteering initiative in order to support and promote the Special Constabulary.

15.2 Police Staff who are Special Constables are entitled to 12 days per annum (7.4 hours per day), pro rata for part time staff, paid leave to carry out Special Constabulary duties and training. These days are to be termed ‘Special Constable Days’.

15.3 Special Constable Days are to be used for Special Constabulary purposes only, and can consist of both operational and training duty purposes.

15.4 Entitlement to Special Constable Days will start to accumulate on the date of appointment as a Special Constable, and will be calculated on a pro rata basis, to run concurrently with the annual leave year of 1 April to 31 March.

15.5 With the exception of induction training, entitlement can only be claimed subject to completion of the minimum 16 hours per month over the previous three months prior to requesting a Special Constable Day. The 16 hours per month cannot be averaged out over consecutive months.

15.6 Entitlement can be used for induction training.

15.7 Any unused entitlement cannot be claimed as payment or carried over to the following year, or claimed as payment on resignation from the Special Constabulary or Police Staff role.

15.8 Full entitlement may be taken in one period, however, further entitlement will not be granted for the remainder of that year.

15.9 Requests for a Special Constable Day are to be submitted to the line manager via the Duty Management System (DMS) with at least one month’s notice.

15.10 Special Constable Days can only be taken with the agreement of the police staff role line manager after consideration of organisational and departmental requirements.

15.11 A line manager may cancel a Special Constable Day with no less than seven days notice, via email to the Resource Management Unit (RMU) and

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must also cancel this day on DMS with appropriate justification for cancellation.

15.12 Special officers are to record their duty hours on dutysheet.com to be authorised by their Special Supervisor and forward to the Specials and Volunteers Manager.

16 Subsistence whilst on Duty

16.1 Where a member of the Special Constabulary is required to remain on duty for a continuous period of over 4.5 hours or more (excluding travelling time) then they are entitled to claim Subsistence Allowance. Period of retention or engagement on duty

. Over 4.5 hours but not exceeding 8.5 (excluding travelling time): £7.23. . Over 8.5 hours but not exceeding 12.5 (excluding travelling time): £14.66. . Over 12.5 hours (excluding travelling time) = £24.15 only claimed when accompanied by a CAD Number as an operational need which required the Special Constable to remain on duty. To be authorised by the Specials and Volunteers Manager. Pre-planned or voluntary retention on duty will only be authorised for the over 8.5 hour rate. . Where Special Constables are required to attend an ‘induction course’ they are entitled to claim a flat rate of £4.50 per full day for the duration of the course. . If a meal is provided whilst on duty then no subsistence can be claimed.

17 Boot Allowance

17.1 Special Constables are entitled to a boot allowance, which is payable in arrears. This allowance will only be payable where the claimant has completed a minimum of 16 hours duty per month and endorsed by the Specials and Volunteers Manager. 17.2 An initial claim for Boot Allowance of up to £50 supported by a receipt for boots after the first 12 months of service following Attestation/passing out will be paid, then one claim per two years, up to £50, supported by a receipt. Subsequent claims for Boot Allowance can be made every two years thereafter, up to £50 supported by a receipt for boots.

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17.3 Non operational Special Constables can claim every three years up to £50 supported by a receipt for boots.

17.4 The allowance will be paid in arrears annually no later than 31st March which will be paid via the payroll system.

17.5 Special Constables should complete their claims on the appropriate form and submit to the Specials and Volunteers Manager, within one month of the expense being incurred. Any claims submitted without the necessary accompanying receipts/copies or not submitted on time will not be reimbursed.

18 Travel Expenses

18.1 Special Constables are entitled to claim for mileage incurred each time they report for duty or attend training, provided they have the appropriate endorsement on their motor insurance policy. An officer without the appropriate insurance cover cannot claim mileage.

18.2 Special Constables will need to complete their mileage claims on Dutysheet.com and have them authorised by the Specials and Volunteers Manager before submission to the Finance department within one month of the mileage being incurred. Any claims older than three months will not be paid.

18.3 A Special Constable who uses their own vehicle to get to their place of duty may be reimbursed for the cost of the mileage at 45p per mile, maximum 50 mile round trip, can only be claimed unless authorised by the Specials and Volunteers Manager.

19 Claiming loss of Earnings for Court Attendance

19.1 Special Constables are entitled to claim for any loss of earnings incurred from their private employment due to having to attend Court for police purposes.

19.2 The Special Constable must obtain a letter from their employer confirming the net loss incurred as a result of the absence from work. (The gross figure is not needed.)

19.3 If the Special Constable is self-employed then the supporting evidence should be obtained from their accountant who would normally be able to confirm the loss. (This amount will be gross, as tax is not deducted at source for those who are self-employed.)

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19.4 Form 247 should then be completed and must be authorised by an Inspector or above, confirming that the court attendance was required on that date.

19.5 Once authorised, the form and supporting letter must be forwarded to the Specials and Volunteers Manager for the payment to be made.

19.6 Special Constables must complete and submit their claims to the Specials and Volunteers department within one month of the loss of earnings being incurred. Any claims older than three months will not be paid.

20 Leave of Absence

20.1 All members of the Special Constabulary are eligible for leave of absence as long as the following criteria are met:

. Duration requested is between three and 12 months. After this time a review by their Supervisor and the Area Special Superintendent and Specials and Volunteers Manager will be required, and . The officer is not suspended from duty or the subject of an ongoing investigation by Professional Standards, and . Minimum duty has been performed by the officer, and . The officer has completed their probationary period, and . No other leave of absence has been taken within the last twelve months.

20.2 Officers who wish to take leave, but do not meet the above criteria, should approach their Supervisor with a view to a dispensation being made. However, these applications will only be considered under exceptional circumstances and will require approval from the Senior Officer and the Specials and Volunteers Manager.

20.3 Leave of absence will commence within 30 days of last duty.

20.4 Officers should complete the Leave of Absence Application Form and send it to their supervisor for consideration.

20.5 Once this has been authorised, copies of the application form should be sent to the relevant Area Special Superintendent and Specials and Volunteers team.

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20.6 All items of personal issue uniform and equipment, including warrant card, incapacitant spray, keys and SALTO card must be left with the officer’s supervisor at their base station for the duration of the leave of absence.

20.7 While the officer is on leave of absence, a Special Inspector will nominate a Special Constable to maintain regular contact on a monthly basis for the duration of the leave. A record of contact will be kept on the Leave of Absence Contact Record Sheet (included within the Application Form) and a copy sent to the Specials and Volunteers Department. Once the officer has returned the form it will be sent to the Specials and Volunteers Manager to enable the officer’s personnel file to be updated accordingly.

20.8 If a leave of absence exceeds twelve months, a Change of Circumstances Form will need to be completed. A decision on whether training is required or vetting checks are carried out will be made on a case-by-case basis, dependant on when the officer was last subject to vetting. The Vetting Department will send out the necessary vetting forms to officers who are required to do this. Only once a satisfactory vetting clearance has been confirmed to HR, will the officer and their supervisor be informed that duty can be resumed.

20.9 A return to work date will be agreed between the officer returning and their supervisor.

21 Maternity/Paternity Leave

21.1 Special Constables who are pregnant must complete the Maternity Risk Assessment document.

21.2 The Special Constables supervisor must complete a Risk Assessment with the Special Constable concerned. It is the responsibility of the officer’s supervisor to ensure that the Maternity Health and Safety process is followed.

21.3 It is the officer’s responsibility to keep their supervisor up to date with progress, e.g. when they will no longer be available for duty and if and when they will be returning to duty. The timeframes for when contact will be made should be set prior to the maternity leave commencing, e.g. monthly.

21.4 Special Constables who go on maternity leave, are expected to return to duty one year after the birth, unless alternative agreements have been made with their supervisor.

21.5 A Special Constable returning from maternity leave will be subject to the same re-check processes as an officer returning from a Leave of Absence. Document OFFICIAL Classification: Page 13 of 32 Suffolk Constabulary Policies & Procedures

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22 Sickness

22.1 If a Special Constable is unable to perform their duties due to sickness, they should inform their supervisor directly as soon as possible prior to their shift start time.

22.2 If a Special Constable is unable to attend their regular employment due to sickness they should not perform their Special Constabulary duties. A copy of a medical certificate should be sent to their supervisor where appropriate.

22.3 A Special Constable returning from long term sickness will be subject to the same re-check process as an officer returning from a Leave of Absence.

23 Illness/Injury sustained on Duty

23.1 Special Constables who are permanently incapacitated, as a result of duty, to the point that they are incapable of any kind of employment, or those who die on duty are provided for under the Special Constables (Injury Benefit) Regulations 1987.

23.2 Special Constables who are permanently incapacitated, as a result of duty, to the point that they are incapable of continuing in their ordinary employment are provided for under the Special Constables (Pensions) Regulations 1973.

23.3 Special Constables injured or who become ill as a result of duty, and, as a result, lose remuneration in their private employment, are entitled to an allowance by way of sick pay under the Special Constabulary Regulations 1965.

23.4 Where a Special Constable qualifies for the entitlement by way of sick pay as outlined in 23.3 above, they will be paid at the rate of actual loss of remuneration or the rate of a regular police Constable with ten years service (whichever is less) for a period of up to 28 weeks.

23.5 In the case of Special Constables who are self-employed (where their earnings can vary over time), it is recommended that an average income be calculated of the income the Special Constable has received over the previous 28-week period, prior to the injury/illness taking effect. Special Constables who fall into this category, may therefore be asked to provide the necessary information for this calculation to be made.

23.6 Where the necessary information is not available, incomplete or contentious, it may be appropriate for an ex-gratia payment to be made instead. Document OFFICIAL Classification: Page 14 of 32 Suffolk Constabulary Policies & Procedures

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23.7 After 28 weeks, if the Special Constable is still injured or ill as a result of their duty, they are entitled to a further 24 weeks pay at half the rate of pay of their regular employment (in the case of self-employed Special Constables, half the rate of their earnings as calculated in 23.5 above) or at half the rate of pay of a regular Constable with ten years service (whichever is less). Equating to a total period of sickness pay entitlement of one year.

23.8 In situations that fall outside of the above scenarios, e.g. unemployed Special Constables, an ex-gratia payment may be appropriate in the interests of fairness.

23.9 Any payment given under 23.8 will be determined on a case-by-case basis and should not exceed a period of 28 weeks at no more than the rate of pay of a regular Constable with ten years service. Any further payments should not exceed a period of 24 weeks at a rate of no more than half the rate of pay of a regular Constable with ten years service.

24 Leaving the Constabulary – Resignations and Transfers

24.1 A Special Constable who wishes to resign from the Special Constabulary voluntarily will need to complete Form 249 and pass to their supervisor who will then forward to the Specials and Volunteers Manager within seven days of receipt.

24.2 A Special Constable who has successfully been accepted to transfer to another Constabulary will also need to complete Form 249 and pass to their supervisor who will then forward to the Specials and Volunteers Manager within seven days.

24.3 Last day of service, for Special Constables who have not performed any duty within the last three months prior to leaving, will be recorded as the last day of the month they last performed duty with the Constabulary.

24.4 Special Constables who resign during a leave of absence, will not have the leave of absence recorded in their length of service and the last day of service will be recorded as the last day of duty.

24.5 On leaving the Constabulary, officers must ensure they return all their personal equipment and uniform. Their supervisor must ensure that the Equipment and Uniform Collection Record sheet is completed and returned to procurement.

24.6 The leaving officer should complete a National Exit Interview Questionnaire and if an exit interview is requested this must be conducted by the Specials and Volunteers Manager and the area Regular Special Constabulary SPOC. Document OFFICIAL Classification: Page 15 of 32 Suffolk Constabulary Policies & Procedures

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25 Reaching Retirement Age

25.1 There is no compulsory retirement age given for Special Constables however, officers must be in good health and able to satisfy the Constabulary’s fitness, medical and eye sight standards.

25.2 The Chief Constable may require a Special Constable to retire on such date as they may specify:

. On the grounds that they are disabled to perform the ordinary duties of a Special Constable and the disablement is likely to be permanent, or . As an alternative to dismissal, where they have been remiss or negligent in the discharge of their duty or otherwise unfit for the same.

25.3 Requiring a Special Constable to retire on account of age must meet the requirements as set out in section 13(2) of the Equality Act 2010.

26 Long Service Awards

26.1 The Chief Constable recommends members of the Special Constabulary who have served for nine years and who have given dedicated and loyal service, to the Home Secretary for the Award of the Special Constabulary Long Service Medal.

26.2 Bars to the Special Constabulary Medal are likewise awarded for each succeeding ten years of service i.e. 19 years, 29 years.

26.3 The Home Secretary approves the awards on behalf of Her Majesty the Queen.

26.4 Invitation to the Constabuarly Long Service Awards are arranged by HR Business Support and the Executive Services Department.

27 Transferees (Into Constabulary)

27.1 Transferees into the Constabulary will be considered on an individual basis and will be required to complete the relevant parts of the recruitment process.

27.2 Upon successful completion of the recruitment process, transferees may be required to attend the same induction training as a new recruit, subject to assessment by the Learning and Development department.

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28 Unsatisfactory Performance and Attendance

28.1 Special Constables are expected to perform a minimum of 16 hours of operational duty a month plus the required training elements detailed in 2.3. Supervisors are responsible for ensuring the officers they manage are performing this minimum.

28.2 When it is noted that an officer has not performed their minimum duty hours, their supervisor should make contact (via telephone or if unsuccessful in contacting the officer, a letter or email should be sent) to try to ascertain any possible reasons why the officer has not been able to perform their duties. An initial letter template is included at Appendix D.

28.3 If after three months, the officer has still not been performing their minimum duty hours, a follow up letter/email will be sent, a template for which is included at Appendix E.

28.4 If after another three months, the officer has continued to not perform their minimum duty hours, a third letter will be sent from the Specials and Volunteers Department, a template for which is included at Appendix F.

28.5 Exceptions may be made in certain circumstances where it is evident that an officer has legitimate reasons for not having completed their minimum duty hours. These situations will be considered on a case-by-case basis and an individual review schedule developed to allow the officer to, if necessary, gradually work back up to the minimum duty hours.

28.6 Cases of unsatisfactory performance should be referred to the Performance Improvement Unit (PIU) via the Specials and Volunteers Manager.

28.7 Cases of misconduct other than unsatisfactory attendance will be referred to the Professional Standards Department (PSD). The Specials Chief Officer, along with the Specials and Volunteers Manager, should be copied into this referral.

29 Restricted Duties

29.1 A Special Constable who is unable to perform their usual operational duties due to a restriction/disability should be referred to the Occupational Health Unit (OHU) for assessment.

29.2 Each case will be considered on it’s own individual circumstances. The principles of the ‘Restricted Duties’ and ‘Redeployment on Medical Grounds’ sections of the Sickness Management policy should be followed

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with an aim to try and return the Special Constable to full operational duties as soon as possible.

29.3 However, in circumstances where a return to full operational duties is unlikely, the Police Support Volunteer Scheme may be an alternative option and this should be discussed with the Special Constable concerned.

Department: Special Constabulary/HR See Also: Personal Safety Training – Special Constabulary Attendance Personal Safety Equipment - Issue & Carriage of, Dress Code - Uniformed Officers Sickness Procedure Unsatisfactory Performance and/or Attendance Procedure Redeployment of Officers on Restricted Duties Procedure

Authorised By: Assistant Chief Constable Author: Karen Harris – Specials and Volunteer Manager Next Review Date: December 2018 Date Reviewed: December 2016 Date Created: June 2011

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Appendix A – Conflicting Occupations

Persons in some occupations are ineligible, due to sector specific legislation or because employers have clearly stated that it would be inappropriate for their employees, to become special Constables.

Therefore, such persons are not eligible to be appointed as Special Constables. Examples of which are listed below:

The Armed Constabularys

The Ministry of Defence has confirmed that due to the following reasons, any serviceperson attempting to join the Special Constabulary would be in direct contravention of Queen's Regulations:

. Armed Constabularys personnel being held to be on a 24-hour-a-day basis, requiring them to be available for essential duties at short, or no notice,

. The undesirability of them entering into an agreement with the local police Constabulary if their availability cannot be guaranteed,

. Unease about the possibility of them being in confrontation with the public or, possibly, with their service colleagues; and

. Concern about the risk of injury to trained personnel.

Traffic Wardens, School Crossing Patrols and Parking Attendants

Section 95(6) of the Road Traffic Regulation Act 1984 provides that "a police authority shall not employ as a traffic warden any person who is a Constable". Constables are also excluded from work as school crossing patrols under the terms of this Act.

In addition, it is recognised that traffic wardens (and school crossing patrols) have been given specific duties by Parliament and that if attestation as Constables were allowed, their law enConstabularyment powers during their hours of duty in their paid work would thereby be greater than Parliament had intended.

Increasingly, some of the duties of traffic wardens are being performed by private contractors under local authority contracts. There is nothing in law to prevent traffic wardens, employed by private companies under contract to the local authority, being eligible to serve as Special officers. They do not have the same powers as police authority traffic wardens, being mainly concerned with reporting breaches of local byelaws. Document OFFICIAL Classification: Page 19 of 32 Suffolk Constabulary Policies & Procedures

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Neighbourhood and Street Wardens and other uniformed patrol wardens

Part of these roles is that of security, crime prevention and dealing with minor offences. A neighbourhood warden does not have Constabulary powers and being a Special Constable would give such a person more power than was intended for that role. Therefore, people in these roles are ineligible to be appointed as a Special Constable.

Highways Agency Traffic Officers

Highways Agency Traffic Officers wear uniform, use marked patrol cars and have powers relating to traffic management on motorways in England and Wales, as laid down in the Traffic Management Act 2004. They do not have Constabulary powers and if attestation as a Special Constable was allowed, their law enConstabularyment powers during hours of duty in their regular role would be greater than Parliament had intended.

However, a distinction can be made between Highways Agency Traffic Officers who work in an operational ‘on-road’ capacity (as described above) and those who work in office-based ‘off-road’ capacity. Those working in ‘on- road’ roles are ineligible to serve as Special Constables, while those in ‘off- road’ roles can be regarded as eligible, subject to careful scrutiny of their role and the powers it conveys prior to appointment.

Any ‘off-road’ Highways Agency Traffic Officer who changes roles to an ‘on- road’ position will be considered ineligible to serve as a Special Constable and must inform their Constabulary.

Police Community Support Officers (PCSOs)

PCSOs complement the work of police officers, including Special Constables. They focus on low-level crime, anti-social and nuisance behaviour, help ensure high levels of visible policing and strengthen links with the local community to increase public reassurance. However, they do not have full Constabulary powers, or the power of arrest. A PCSO, appointed as a Special Constable, would therefore have their employed function enhanced and gain an unfair business advantage over those who are not.

Employers' police Constabularys and private constabularies

Similar considerations to those for traffic wardens and parking attendants apply to members of what are referred to as non-Home Office constabularies or private police Constabularys (for instance, parks police, police Constabularys maintained by government departments, and other bodies with Constabulary powers not maintained under the Police Act 1996). The powers Document OFFICIAL Classification: Page 20 of 32 Suffolk Constabulary Policies & Procedures

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Document OFFICIAL Classification: of such individuals are prescribed by law and relate to the particular duties they are asked to perform on behalf of their employers. Special Constabulary status would enable them to go beyond the confines of existing legislation in respect of their normal employment; and there might be problems in ascertaining accountability if they were involved in a policing incident during their normal employment.

Certain roles concerned with the administration of the law

It is the strongly held view of the Ministry of Justice that, because of the potential for conflict of interest, magistrates, judges, clerks to justices, and clerks to courts should be ineligible for membership of the Special Constabulary.

Employees working within the Crown Prosecution Service (CPS) are also not permitted to become Special officers.

Other Ministry of Justice employees (including prison officers) are eligible to be appointed as Special Constables, subject to the approval of their employer and at the discretion of the Chief Officer of the Constabulary.

SOCA Staff designated with Immigration Officer or Revenue and Customs Officer Powers

Under Section 43 of the Serious and Organised Crime and Police Act 2005, the Director General of SOCA has the power to designate SOCA staff with immigration officer, revenue and customs officer and police officer powers.

Where a SOCA employee does not have Constable powers, but has either immigration officer and/or revenue and customs officer powers, they are ineligible to become a Special Constable as such a position would give them greater powers than Parliament (and the Director General) intended for that role.

Where a SOCA employee has been designated with the powers of a Constable (whether or not they also have the powers of immigration officer and/or revenue and customs officer), they are eligible to serve as a Special Constable.

Immigration Officers

The UK Borders Act 2007 grants officers powers to detain a person who may be liable to arrest by a Constable or who is subject to a warrant for arrest. The Immigration and Asylum Act 1999 grants immigration officers the power of arrest should a person be about to assault or have already assaulted an

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Document OFFICIAL Classification: immigration officer. Granting immigration officers Special Constabulary status would give them more powers than Parliament had intended for their role.

Office of the Police and Crime commissioner

It is the view of the Police & Crime Commissioner that there would be a conflict of interest if members of the Office of Police and Crime Commissioner served as a Special Constable in the Constabulary that they served.

Members of the Office of the Police and Crime Commission are eligible to serve as Special Constable within another Constabulary of which they are not a member of the Office of the Police and Crime Commissioner.

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Appendix B – Possible Conflicting Occupations

Occupations whose staffs are eligible to be appointed as special Constables will be subject to agreement from their employer and at the discretion of Suffolk Constabulary.

Persons in some occupations may potentially find themselves in a position, or be pressed, to abuse their powers and privileges as a Special Constable, either on or off duty. It is important to minimise the risk of this happening and Suffolk Constabulary will take this into account when assessing individual candidates. Persons in other occupations may be eligible to be appointed as Special Constables provided that their employers’ specific concerns/requirements are addressed/taken into consideration.

Accordingly, Suffolk Constabulary will consider carefully, on an individual basis, whether it would be appropriate to appoint a candidate as a Special Constable if it would potentially:

. Enhance their employed function by going beyond the bounds of their job description, or . Be beyond the restricted law enConstabularyment powers considered suitable by Parliament for their profession (e.g. PCSOs); or . Enable them to gain a business advantage over competitors by using Special Constabulary status; . Mean a significant chance that this would lead to conflicts of interest, for themselves or for others, between their obligations as a Constable and their effectiveness in their professional life or another volunteering role; . Conflict with employers’ specific concerns/requirements.

While some candidates will be in occupations where their employers do not have specific concerns/requirements, which need to be addressed/taken into consideration, some may be employed in occupations subject to other factors described above. Some types of occupations (and there may be others) that fall into this category are listed below this paragraph with explanations. In such cases, individual applications will need to be assessed at the discretion of the Chief Constable. Many other occupations will not pose such potential difficulties. The final decision on all applications to join the Special Constabulary rests with the Chief Constable.

Activity likely to interfere with the impartial discharge of duty

Special Constables should abstain from any activity which is likely to interfere with the impartial discharge of their duties, or which is likely to give rise to the impression amongst members of the public that it may so interfere. In Document OFFICIAL Classification: Page 23 of 32 Suffolk Constabulary Policies & Procedures

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Document OFFICIAL Classification: particular, Special Constables should not belong to any organisation whose constitution, aims, objectives or pronouncements are incompatible with the duty (imposed by section 71 of the Race Relations Act 1976) on certain persons in carrying out their functions in having due regard for the need to:

. Eliminate unlawful racial discrimination; and

. Promote equality of opportunity and good relations between persons of different racial groups.

Examples of such organisations/groups would be the BNP, National Front and Combat 18.

Occupations involving restrictions on driving hours

A person who is in an occupation where rules are enConstabularyd on driving hours, can be considered as an eligible candidate to become a Special Constables, but should not be expected to drive whilst on duty as a Special.

Seasonal or temporary work

At present, a Special Constable who is offered seasonal or temporary work in an occupation considered incompatible with police service has little option but to resign. The Special Constable concerned would have to formally resign and lose his or her Special Constabulary status, but would be confident that re- attestation without loss of seniority or status would be allowed if he or she returns within an agreed limited period.

Occupations where staff are eligible to be appointed as Special Constables subject to agreement of their employer and at the discretion of the Chief Constable

1. Armed Constabularys Reserves

Those whose reserve liability is derived from former service in the regular Constabularys are unlikely to be called out in peacetime. Members of the volunteer reserve Constabularys, namely the Royal Naval Reserve, the Royal Marines Reserve, the Territorial Army and the Royal Auxiliary Air Constabulary have a statutory obligation to train on a regular basis in peacetime as well as having call-out liabilities.

The Ministry of Defence has no objection to members of the reserves joining the Special Constabulary on the understanding that the Chief Constable is aware that reserve commitments take precedence.

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2. The Fire Service

Section 37 of the Fire and Rescue Services Act 2004 prohibits the employment of members of a police Constabulary by a fire and rescue authority for the purpose of discharging any of the authority’s functions under the Act. However, Special Constables are not members of a police Constabulary according to the Police Act 1996 which means that there is no statutory provision prohibiting whole or part-time fire-fighters from becoming Special Constables or vice versa.

The suitability of a whole time, part time or retained fire-fighter to become a Special Constable is a matter which should be agreed locally between the Chief Officer of the Constabulary and the Chief Fire Officer.

See also, the Department of Communities and Local Government guidance concerning the employment of police Constabularys by fire and rescue authorities: http://www.communities.gov.uk/publications/fire/fsc622009

3. Occupations with Client Privilege

There are professions whose practitioners have a code of ethics or an assumption of client privilege which might cause a conflict of interest to an individual as a Special Constable. Constabularys’ recruitment personnel should discuss and assess with individual applicants the risks of unacceptable conflicts of loyalty in these circumstances.

It is for Chief Officers to decide whether such a conflict is sufficient to exclude an applicant. If not, applicants should nevertheless be advised of any possible conflict of interest identified and, if considered necessary, they should be asked to provide evidence that their employers have no objection to their appointment as a Special Constable.

4. Members of the Medical and Health Professions

The relationship between patient and health practitioner could be inhibited by the practitioner holding the office of Constable in terms of information given or received within this relationship. This may be a particular concern in small community with little choice of medical services.

Not all members of these professions are in a position in which such conflicts of interest are likely to occur and the Department of Health has previously agreed that such persons may apply to join the Special Constabulary, providing their local NHS Trust or Health Authority confirm that there is no objection to their becoming a Special Constable.

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5. SOCA Staff, including staff designated with Constable powers

Under Section 43 of the Serious and Organised Crime and Police Act 2005, the Director General of SOCA has the power to designate SOCA staff with immigration officer, revenue and customs officer and police Constable powers. Where a SOCA employee does not have Constable powers, but has either immigration officer and/or revenue and customs officer powers, he or she is ineligible to become a Special Constable as such a position would give them greater powers than Parliament (and the Director General) had intended for that role.

However, where the member of staff has the power of Constable (irrespective of whether they have other powers) or no powers at all, they are eligible for appointment as a Special Constable.

Occupations where eligibility to be appointed as Special Constables should be carefully scrutinised by Suffolk Constabulary

General Considerations a) In the case of all other occupations, it is recommended that Chief Officers use their discretion to make decisions on an individual basis, having considered all relevant information that may reflect on the person’s ability to perform the role of Special Constable with impartiality, e.g. duties, background, age, experience, position in the community, etc. b) It is advisable that Chief Officers take into account concerns over certain specific occupations that are listed below. For each individual application, the Chief Officer should use all relevant information available to make their decision. c) Special Constables provide an invaluable contribution to policing. Not only in terms of providing their spare time unpaid to service the community, but also in terms of the diverse range of skills that they have to offer. It is therefore recommended that Constabularys consider targeted as well as general recruitment strategies. For example, Constabularys may wish to target specific service or industrial sectors where there may be skills particularly suited to roles. As part of this, Constabularys may wish to consider deploying Special Constables in a wider range of roles, e.g. fraud investigation, etc.

1. Holders (and their partners) of premises licences and designated premises supervisors, personal licences and licencees of betting/gaming premises

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A regular police officer is required by the Police Regulations 2003 to notify the Chief Officer of any business interest held by themselves or an immediate member of their family. This may relate to the sale of alcohol and other regulated activities, and betting or gaming establishments. It is then for the Chief Officer to decide whether that business interest is compatible with the officer remaining a member of a police Constabulary.

The same considerations should also apply in the case of Special Constables. For example, a Special Constable may be placed in a position where they will have some influence as to whether a license is granted. A Special Constable may also have responsibility for policing licensed premises in their area. This could present a conflict of interest if they have a competing business interest.

2. Probation Officers and youth and social workers involved in the administration of criminal law

The roles of probation officers, youth and social workers involved in the administration of criminal law may mean that their responsibilities within the Criminal Justice System would be likely to bring them into conflict with those of a Constable.

3. Baliffs, warrant officers, private detectives and inquiry agents

Holders of these occupations may encounter a potential conflict of interest. As police officer, they may also have access to information which could potentially advance their business interests over that of competitors.

4. Employees of security organizations and security personnel, guards and door supervisors

Under previous guidance anyone employed by a ‘private security organisation’ was ineligible to serve as a Special Constable. This has become an umbrella term which covers all members of private security organizations – whether directors, partners or employees – and includes employees of private contractors paid to undertake court services and prisoner escort duties.

Normally persons involved in the private security industry should not be eligible to become a Special Constable if their job involves the potential for them to use their position in the police for their own advantage or the advantage of their employer, e.g. such as the patrolling and guarding of buildings, the transit of cash or valuables, wearing uniforms, and contact with the public.

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5. Police staff employed by the Office of the Police and Crime Commisioner.

A number of Police staff employed by the Office of the Police and Crime Commisioner (OPCC) have roles which bring them into direct contact with the public and suspects, yet they do not have Constabulary powers.

In considering applications to become a Special Constable from this category of employee, the Chief Officer should consider each case on its merits. For example, where staff work under close supervision and there is a clear separation between their main occupation and their role as a Special Constable, then it should be up to the Chief Officer’s discretion. Such staff might include detention officers who work under the supervision of a custody officer always on police premises where it is clear that they can only use those powers available to them as detention officers. Front office staff would also fall into this category.

It is recommended that Chief Officers allow Special Constables, who resign for the purposes of taking up incompatible employment, to have a "return ticket" for a limited period. (Refer to Leave of Absence section)

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Appendix C – Notification of Pregnancy Form

Special Constabulary - Notification of Pregnancy

Name ______

Address______

______

______

Home Telephone Number ______

Mobile Number______

Home Email ______

Preferred point of contact Home Phone / Mobile / Email

Station ______

Epaulette Number ______

Line Manager ______

Line Manger contact details ______

Weeks Pregnant ______

Expected Date of confinement ______

Signed:

Dated:

Please forward a copy of this form to HR including a copy of your Risk Assessment

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Appendix D – Unsatisfactory Attendance Letter 1 Template

Name Your Ref: Address 1 Our Ref Address 2 Town Direct Dial: County Postcode Date

Dear Name

I am writing further to our telephone discussion regarding/as I have been unable to contact you by telephone to discuss the limited number of duty hours that you have been able to carry out as a Special Constable/Sergeant/Inspector.

I am concerned to note that during the last month you were only able to undertake XX hours of duty, although you will be aware that the Volunteers Agreement that you have signed states that you will perform a minimum of 8/16 hours duty per month.

I am always happy to discuss this with you, and would ask you to please keep in regular contact with me so that we can work together to ensure you meet these minimum requirements. I should point out that failure to do so, could ultimately lead to your services as a member of the Special Constabulary being dispensed with.

I look forward to seeing you performing duty soon.

Yours sincerely

CC. Specials and Volunteers Manager

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Appendix E – Unsatisfactory Attendance Letter 2 Template

Name Your Ref: Address 1 Our Ref: Address 2 Town Direct Dial: County Postcode Date

Dear Name

Further to my recent correspondence dated xx/xx/xxxx I have yet to hear from you to discuss your absence.

According to my records, the last time you performed training/duties as a Special Constable/Sergeant/Inspector; was over three months ago.

I have tried to contact you on a number of occasions, to check on your well- being and offer to discuss any issues with you, which may be preventing you from carrying out your duties.

Please could you get in touch within the next seven days; by either, phone, post or email to confirm your current status and intentions in terms of your Special post. I would remind you that failure to do so, could ultimately lead to your services as a member of the Special Constabulary being dispensed with.

If you have any concerns, or a change of circumstance is affecting you, or if you would prefer to talk to someone, in complete confidence, within Human Resources; please contact them on 01473 613720.

Yours sincerely

CC. Specials and Volunteers Manager

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Appendix F – Unsatisfactory Attendance Letter 3 Template

Name Your Ref: Address 1 Our Ref: Address 3 Town Direct Dial: County Postcode Date

Dear

According to our records, the last time you performed training/duties as a Special Constable/Sergeant/Inspector; was over six months ago.

We have been informed that your line manager has attempted to contact you on a number of occasions, and to date has received no response.

As we have not been notified of any pre-arranged periods of leave of absence by your direct line supervisor and you have not responded to any requests for contact, we can only conclude that you no longer wish to continue active duty for the Special Constabulary.

May we remind you of the Voluntary Agreement Form you signed on becoming a Special, agreeing to carry out your duties on a regular basis. [This sentence is to be removed for those who joined prior to Voluntary Agreement forms being introduced]

If we do not hear from you within the next 14 days, we will take this as confirmation of your decision to leave the Special Constabulary, ultimately leading to your termination of service. Further arrangements will be made for the collection of your warrant card and equipment.

If you have any queries or concerns you wish to discuss further, please do not hesitate to contact us on 01473 613720.

Yours sincerely

Specials and Volunteers Manager

CC. Special Superintendent

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