Terms and Conditions Implementation

1. Terms and Conditions Implementation . Level 1 Managers Briefing – 28 February 2011

2. Level 1 briefing - Agenda • Timeline of implementation • Process • Your responsibilities • Employee responsibilities • Data corrections and confirmation • Pre-planning and business continuity • Change freeze • Support and enquiries • Your questions

3. T&C implementation - timeline

4. Your responsibilities - overview • Support your staff • Cascade and distribute information and letters • Ensure data is correct • Plan for and maintain business continuity

5. Invitation letter - process and responsibilities • Week commencing 7 March cost centre managers will receive a list with the names of all cost centre employees. This document will assist with distribution planning and be used to record employee signatures when letters are distributed. • By 14 March cost centre managers will receive invitation letters for all staff in their cost centre. These letters must be distributed to all employees. Letters will contain: • Outline of new terms and conditions • Current and new salary information • Return pre paid envelope • Acceptance form to be completed and returned to HR/Payroll

6. Invitation letter - process and responsibilities • For all known planned leave (maternity, long term sickness) HR will send the letters direct to employees’ current home address • In the event of unplanned leave or for part-time staff the manager must decided whether to a) forward the letter to employees’ home address or b) to hold. This should be dependent on whether employees expected return date is within 1-2 days • Employees will be expected to complete and return acceptance forms to HR/Payroll in envelope provided

7. Data corrections and confirmation • Employees must report any incorrect details in their letter to cost centre manager by 18 March (after 18 March, incorrect details may still be logged, however they may not be reflected on the new contracts) • Cost centre managers will be responsible for alerting HR/Payroll to any changes to employee data through the online amendment form (link will be provided) • For changes to name and addresses, employees must also submit a letter or complete a change of name/address form (available on the intranet) • By 18 March cost centre managers must complete a confirmation form stating they have issued all letters and submitted relevant changes (link will be provided by email)

8. Invitation letter pre-planning • Before 14 March Level 1 Managers must have: • Briefed all cost centre managers in your directorate and cascade responsibilities • Planned with your cost centre managers how you will cascade employee letters on 14 March (or within 1-2 days) • Confirmed that you have access to the online confirmation and amendment forms (links will be provided)

9. New contracts and acceptance • 7 April - all employees will be issued new contracts direct to home address • By 30 June all employees must have accepted, signed and returned new contracts otherwise they will be removed from the payroll • If they do not formally accept the new terms and conditions their last working day for the council will be 30 June

10. Business continuity • 7 April - Level 1 managers will receive a report indicating numbers of employees who have accepted so far • Weekly reports will then be issued with up to date acceptance numbers • From 7 April Level 1 managers will be required to start business continuity planning for employees who do not accept changes • A further briefing is being planned for June. This will include support for managers on dealing with non-acceptance employees who attempt to return to work, business continuity and dealing with potential industrial action.

11. Payroll change freeze • A payroll change freeze is now in place – this does exclude starters leavers and known restructures • This will be in place until August payroll

12. Support and enquiries • We understand that this may be a difficult time, but we ask that you support and encourage employees through the process • We anticipate that there will be many questions. Throughout the process communications channels will publicise ways to access information for employees. Updated FAQs will appear on the website. • From 14 March an extra option will be added to the HR/Payroll phone number (x7770 Option 6: Changes to terms and conditions queries) • A new email address will be available for enquiries terms.conditions@southampton.gov.uk

13. Support packs • Cost centre managers will receive email support packs following this meeting. These will contain: • Copy of this presentation • Check list for actions • Links to HR/Payroll online forms

14. Your questions • Any questions?