2.1
General
principles
Representatives whose paid leave of absence for industrial
relations purposes has been authorised should be paid the basic pay and
allowances that they would have received had they been at work. In the case of short duration release,
pay and allowances should simply continue as if the employee were at work.
The business agrees to full time release for two executive council
members and for seven Regional Counters Representatives. Standing order committee members shall
receive up to 10 days paid leave annually for committee work. Additionally, a representative will be
elected to represent employees of Post Office Counters Ltd in Northern Ireland and this person will be afforded
recognition and comparable status, with facility time negotiated with the
Head of Human Resources, Scotland and Northern Ireland.
The following principles and considerations also apply to the
organisation and approval of paid leave.
The amount of regular release time will depend upon the role of the
representative, the location, membership and the geographical spread of the
business unit. The broad principle
and pattern of facility time for Section Secretaries should be negotiated
at regional level by the Head of Human Resources and the Regional Counters
Representative. In the event of
agreement not being reached, the issue will be referred to the headquarters
of the Communication Workers Union and the Regional General Manager. Facilities time currently agreed should
be maintained until negotiations have been completed.
There will be occasions where additional release is required to
deal with emergencies. This will not
be unreasonably withheld but must be approved by the appropriate manager.
Where no regular release has been agreed and facilities time is
ad-hoc, as far as possible leave should be planned in advance. The request should specify the release
time required and the reasons for requiring it which must be robust.
All ad-hoc release time granted will be notified to the personnel
section on a weekly basis using the form at annex A.
2.2
Purposes for which paid release may be taken
2.2.1 Appearance
on behalf of constituents
Paid leave
should be given to union representatives who appear on behalf of
constituents before a court or tribunal which is dealing with an industrial
relations matter concerning the Post Office.
2.2.2 Joint
management meetings
Paid release
should be granted for joint meetings with management which should include
any time needed to travel to and from the meeting.
2.2.3
Pre-meetings
To assist the
efficient functioning of industrial relations arrangements, it may be
necessary for a representative co-ordinating meeting to be held immediately
prior to a joint meeting. Paid time off
may be given for this purpose. The
circumstances which warrant such time off are a matter for agreement
between the appropriate local manager and the union representative
concerned.
2.2.4 Union
conferences
Paid leave shall
be given to executive council members and regional Counters
representatives, including the Northern Ireland representative to attend union
conferences. Other conference
delegates/trainee delegates will be afforded special leave II
In recognition
of the special circumstances in Chesterfield and London business units, Section Secretaries will
be afforded fully paid leave to attend union conferences.
2.2.5 Industrial
Action
Management and
unions have a responsibility to use agreed procedures to resolve problems
constructively and to avoid industrial action. Paid release from normal duty should be
allowed for this purpose.
Unpaid release
will be afforded to enable representatives to meet legal requirements in
respect of workplace ballots and to enable them to provide information as
required by the Trade union Reform and Employment rights Act 1993.
Release will not
be allowed to union representatives for the purpose of encouraging
industrial action.
2.3
Overtime
Should Regional
Counters Representatives work more than their standard hours and this is by
management request, overtime will be payable. Section Secretaries will be paid overtime
for any work done in excess of standard hours where this has been planned and
agreed with the appropriate manager.
2.4
Unpaid leave
In
addition to the union’s involvement in the representation process, Post
office Counters Ltd recognises the need of the union to ensure the active
participation of its membership so that it can act in a fully representational
manner. The business recognises that
branch officials as well as accredited representatives will have an
important role to play in union organisation and the conduct of union
business. This will include the
issuing of credentials to union representatives, arranging for membership
participation in the affairs of the union (e.g. via ballots, elections,
general union management, policy making).
The business will assist the union in these tasks through the
provision of reasonable levels of unpaid release for representatives.
Unpaid leave
counts towards annual leave entitlements and annual pay increments. For operational convenience,
representatives should aggregate unpaid leave required into daily or
half-daily blocks which will be taken by arrangement with the local
manager.
The business
will continue to pay the appropriate employer’s superannuation contribution
provided the union continues to pay the employee’s contribution.
2.5
Sick pay conditions for paid and unpaid leave
Union representatives
should notify their line manager if they are taken ill while on paid or
unpaid leave. On receipt of such
notification, the outstanding period of leave should be cancelled, the
representative being regarded as having been due to resume duty on the day
the incapacity was notified. The
representative is then eligible to receive sick pay, on or from that day,
in accordance with the normal sick absence rules. The normal rules for reporting sick
absence will apply. On notification
of fitness to resume duty, the representative must submit a fresh
application for leave if it is wished to resume interrupted union
activities.
2.6
Authority for paid/unpaid release
Normally,
release will be afforded only to those representatives and official
substitutes whose credentials are held by their respective line managers,
regional personnel units and personnel units in Chesterfield and London
The form of
authority is at annex B
2.7
Central Billing Arrangements
As from 1 January
1997 it has been
agreed that special pay arrangements will be introduced for conference
delegates and accredited union representatives whilst on special leave II
and III. The arrangements whereby
the business reclaims the cost of providing special leave are described in
annex C.
2.8
Training
Both parties are
committed to effective and professional training of union representatives
and managers at all levels in the conduct of industrial relations, and to
the development of agreed national guidelines for the organisation of
industrial relations, training and workshops, some of which may be run on a
joint basis. In all cases, Post
Office Counters Ltd will assess the relevance and value for the business by
an examination of the syllabus and by discussion with the union.
The business
will support such approved training to relevant union representatives as
assists in discharging their responsibilities with paid time off. Relevant national training will also be
supported (to include induction schools, labour law and equal opportunities
courses). This is subject to review
on a regular basis with the union.
Local union
training courses, sponsored by the Trades Union Congress.
Courses provided
by the union or Trades Union Congress which are concerned with union
policy, political aspects or general education not related to Post Office
counters Ltd do not qualify for paid release but appropriate delegates may
be granted special leave III to attend.
Release will be
subject to the operational requirements but leave will not be unreasonably
refused, particularly to accredited representatives, where they have a
demonstrable need for the proposed training.
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