HR Handbook

HR Handbook - for all schools and academies

We have written an HR Handbook specifically for schools and academies because of the specific regulation around the way staff are employed in schools.

The full handbook is included as part of our Complete HR Service. It is updated in line with employment and case law and national terms and conditions for teachers and support staff. We notify you by email when changes are made and send you the latest updates.

Academies and Schools do not always have access to experienced HR managers, this one stop shop will provide HR resources which enable the appointed manager to work with confidence and give them the peace of mind that they are always working with the most up to date documents and they will be able to concentrate on managing staff in line with guidance and procedures that reflect current good practice. The HR Helpline is also included in the Complete HR Service.

The user's guide in the handbook explains the legal employment framework for your school or academy and the statutory requirements versus discretions that you have – and where statutory guidance from the DfE applies, the handbook tells you this too!

You can also see what changes are on the horizon by checking the news page where we will give a brief outline of planned employment law changes going through the parliamentary process.

Please be sure that you select the correct version of the user guide and employment contracts for your school.

ModulePagesPublished Date


1.1 - Recruitment and Selection65September 2018

1.1.1 Appointment Policy and Procedure

1.1.2 Recruitment and Selection guidance;

i Roles within the Recruitment Process.

ii Job Description template.

iii Person Specification.

iv Local Information Factsheet for School Posts.

v Letter to Applicants and Information for Applicants.

vi Recruitment Privacy Statement.

vii Letter to Applicants Inviting Them to Interview.

viii Equal Opportunities Monitoring Form.

ix Sample Selection Grid - Caretaker/Custodian.

x Reference Request Letter and Form

xi Appointment Pack Feedback Sheet

xii Family Relationships

1.1.3 Application Form for Employment (Teaching)

1.1.4 Application Form for Employment (Support staff)

1.2 - Pre-Employment Checks - DBS and Medical Fitness55September 2018

1.2.1 Pre-employment checking procedure

1.2.2 DBS policy and checking procedure

1.2.3 Applicants Guide to the DBS Checks and Childcare Disqualification

1.2.4 Disclosure and Barring Service Referral Process

1.2.5 Pre-Employment Medical Screening

1.2.6 Occupational Health Job Evaluation Form

1.2.7 Pre-Employment Health Questionnaire

1.2.8 Pre-Employment Declaration

1.3 - Hours of Work and Working Time9April 2018

1.3.1 Hours of Work - Guidance

1.3.2 Working time directive and time off for rest

1.4 - Contracts of Employment77September 2018

1.4.1 Employment contracts - A Managers Guide

1.4.2 Self-employed or employed?

1.4.3 Teachers Contract

1.4.4 Headteachers Contract Template

1.4.5 Support Staff Contract - 52 weeks

1.4.6 Support Staff Contract - TTO

1.4.7 Casual Worker Statement

1.4.8 New Employee Details

1.4.9 Apprentice Contract - TTO

1.4.10 Apprentice Contract - 52 weeks

1.5 - Induction and Probation Periods25April 2018

1.5.1 Staff Induction Guidance

i Induction Checklist

1.5.2 Probationary Period for All Staff

i Probationary Period Review Form

ii. Sample Letter Invite to Hearing to End Probationary Period

ii Timescale

iv. Probationary flowchart

1.5.3 Probationary Period for Support Staff

i Probationary Period Review Form.

ii. Sample Letter Invite to Hearing to End Probationary Period

ii Timescale

iv. Probationary flowchart

1.6 - Data Protection25July 2018

1.6.1 Personnel Records Policy and Data Protection

i. Data Protection Principles
ii. Employee’s Statement of Consent and Rights of Access Form
iii. Format for the Organisation of Personnel Files
iv. Dealing with a Subject Access Request (SAR)
v. Employee Subject Access Request From
vi. Dealing with a suspected breach of Data Protection Regulations

1.6.2 Privacy Notice School Staff

1.6.3 Privacy Notice for Applicants- school posts

People Management

2.1 - Pay and Grading32April 2018

2.1 User Guide to the Pay Policy

2.1.1 Pay Policy 2017 Traditional Approach

i. Appeals Process

ii. Your School Structure

iii. Appropriate Pay Tables

2.1.2 Safeguarding of Pay Policy

2.1.3 Job Evaluation - Policy and Procedure for Evaluation and Appeals

i. Notification of Appeal Against Job Evaluation Form

2.2 - Performance Management and Appraisal45April 2018

2.2.1 Management Guidance on Appraisal Process

i. Performance Management - Optional Self Appraisal Form

2.2.2 Performance Management Policy - Teaching Staff

i. Teacher Performance Review Statement Form

ii. Teacher Performance Review - Statement of Objectives

iii Consideration for Progression to the Upper Pay Spine Form

2.2.3 Performance Management - Support Staff

i Support Staff Performance Review Statement Form

ii Support Staff Performance Review - Statement of Objectives

iii. Recommendation for Progression up the Pay Spine

2.2.4 Threshold Assessment - Overview and Further Information

2.2.5 Professional Development Agreement

2.3 - Capability and Performance34April 2018

2.3.1 Lack of Capability Policy and Procedure

i Capability flowchart

ii Model Capability Improvement Plan

iii. Procedure for the Capability Hearing - Summary

iv. Detailed Notes for Guidance for Principal/Panel Hearing a Capability Case

iv Procedure for Hearing Appeals by the Governing Body

2.3.2 Capability Sample Letters.

2.3.3 Guide to Staff Facing the Capability Procedure

2.4 - Grievance13April 2018

2.4.1 Grievance Policy and Procedure.

i Notification of Grievance Form

ii Grievance Record Form

iii Grievance Hearing and Appeals Procedure

2.5 - Managing Absence48April 2018

2.5.1 Sickness Management Policy

i Sickness Reporting Procedure Guide to Staff

ii The Informal Return to Work Discussion, Five Point Plan

iii Record of Absence Form

iv The Formal Return to Work Discussion

v Guidance on the Conduct of Home Visits

vi Template Referral Letter to Occupational Health Advisor and Sample Letter

2.5.2 Sick Pay Scheme.

2.5.3 Sickness Notification, Self Certification Form and Return to Work Record.

2.6 - Miscellaneous in service policies and procedures6April 2018

2.6.1 Long Service Awards Policy

i Tax Implication on Long Service Awards.

2.6.2 Provision of references - Managers Guide

2.7 - Managing Stress23April 2018

2.7.1 Stress Management Guidance

2.7.2 Stress Management Policy and Procedure

2.7.3 Stress Management Self help guide

2.7.4 Stress Management Resources Document

2.7.5 HSE Stress Indicator Tool


3.1 - Code of Conduct8April 2018

3.1.1 Code of Conduct Including Dress Code

3.2 - Substance Misuse4April 2018

3.2.1 Alcohol and Other Substance Misuse Policy

3.3 - Discipline52April 2018

3.3.1 Disciplinary Procedure

i Examples of misconduct

ii. Process for the Disciplinary Hearing

iii. Making the Decision

iv. Disciplinary Flowchart

3.3.2 Guidance for the Investigator

i Letter to Notify of Investigatory Interview

3.3.3 Guidance for Employees Facing the Disciplinary Procedure

3.3.4 Appeals Policy and Procedure

i. Process of an Appeal Hearing

3.3.5 Disciplinary Sample Letters

3.3.6 Investigation Report Template

3.3.7 Disciplinary Checklist for Investigating Officer

3.4 - Allegations against staff12April 2018

3.4.1 Staff Facing Allegations of Abuse Policy

i Staff conduct rules associated with pupil contact.

Work Life Balance - family friendly policies

4.1 - Maternity23April 2018

4.1.1 Maternity Policy and Procedure

4.1.2 Maternity Pack for Employees

4.1.3 Pregnancy risk assessment template

4.2 - Adoption11April 2018

4.2.1 Adoption Policy and Procedure

4.2.2 Adoption Pack for Employees

4.3 - Paternity5April 2018

4.3.1 Paternity Leave Policy

4.4 - Time off Work and Flexible Working47April 2018

4.4.1 The Right to Ask and the Duty to Consider Flexible Working

4.4.2 Parental Leave Policy and Procedures

4.4.3 Time Off for Dependants Policy

4.4.4 Leave Arrangements

4.4.5 Managers Guide to Leave Arrangements

4.4.6 Other Time off Work Arrangements

i Request for Absence Form

4.4.7 Summary of Time Off Work Entitlements

4.4.8 Time to Train

i Request for Time to Train Form

4.4.9 Shared Parental Leave Policy

4.4.10 Career Break Policy

Fairness at work

5.1 - Communication and Consultation6April 2018

5.1.1 Information and Consultation Arrangements

5.1.2 Management Guidance to Working with Trade Unions and the Duty to Inform and Consult Employees

5.2 - Equal Opportunities9September 2018

5.2.1 Equality and Diversity Policy and Discrimination at Work

5.2.2 Equality Impact Assessments

i Equality Impact Assessment Form

5.3 - Whistle Blowing4April 2018

5.3.1 Whistle Blowing Policy and Procedure

5.4 - Harassment5April 2018

5.4.1 Harassment Policy and Procedures

The end of employment

6.1 - Guide to Termination of Employment11April 2018

6.1.1 Guide to the Termination of Employment for Various Reasons

i. Sample dismissal letters

6.2 - Exit Interviews11April 2018

6.2.1 Guide to Conducting Exit Interviews

i Manager's Exit Checklist

ii Exit Interview Questions

iii Exit Questionnaire

6.3 - Retirement7April 2018

6.3.1 Guidance on Retirement and Pensions

i Local Government Pensions Scheme - DfE briefing note

ii Retirement Standard Letters

6.4 - Redundancy39September 2018

6.4.1 Redundancy Policy and Procedure

i. Compulsory Redundancy Stage - Redundancy Selection Criteria

ii. Staff Skills Audit Form

ii Redundancy Selection Matrix - Skills Audit Form

iii Redundancy Selection Matrix, Specific Teaching Skills. Example

iv Redundancy Selection Matrix - Summary Score Sheet

6.4.2 Redundancy Payment Scheme

i Statutory Redundancy Pay Table

6.4.3 Guidance to Staff Facing Redundancy

6.4.4 Redundancy Sample Letters

6.4.5 Re-organisation of staff Policy and Procedure

i. Phases in a restructure

6.4.6 Redundancy timeline template

  • Kelvin Hall

  • Pield Heath

  • St Marys School

  • St Johns School

  • Norton College

  • Radius Special Education

  • St Josephs

Contact Us

HC Associates Limited
26a New Walk
East Riding of Yorkshire
HU17 7DJ

Tel: 01482 866534

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