DOOTSONS LLP OFFICE MANUAL 19-03-15 22-09-15

ANNEX D

DOOTSONS LLP

INTERVIEW ASSESSMENT FORM

NAME
VACANCY
OFFICE
DATE OF INTERVIEW
VENUE
INTERVIEWER(S)

The interview will consist of the following:
1. A short description of the firm of Dootsons LLP
2. Some Questions
3. Questions from the Interviewee
4. A test or further questions as appropriate
Note: “Technical” questions which are those appertaining to the vacancy are to be
agreed before the first interview. The questions put to the candidates are to be
consistent throughout the interviews.

This form is to be retained for a minimum of one year from
the date of the interview and may be destroyed on or after:

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1. A brief outline of the firm of Dootsons LLP – think this needs tidying up as
too many gaps

2 GENERAL QUESTIONS
2.1 WHAT do you know about Dootsons?

2.2 WHY are you leaving your present job?

2.3 Do your present employers know you have
applied for another post?

2.4 WHAT opportunities were open to you in
your present/last job?

2.5 WHY do you want to join Dootsons?

ATTITUDES
2.9 WHO did/do you report to?

2.10 HOW did you get on with him/her?

2.11 WHAT opinion do you think he/she had of
you?

2.12 HOW did you get on with your colleagues?

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ACHIEVEMENTS & FAILURES
2.16 WHAT did you enjoy most about your job?

2.17 WHAT did you dislike most about your job?

2.18 WHAT are you most proud of achieving in
the job?

2.22 DO you have any part time job(s)
/venture(s) and if not are you planning any
in the next couple of years ?

2.23 WHAT are your future ambitions?

2.24 WHERE do you see yourself in 3 years?

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3 PERSONAL
3.1 WHAT do you do in your spare time?

3.2 WHERE do you live?

3.3 HOW would you get to work?

3.4 Do you have any dependants? i.e. children
or ageing parents?

3.5 If so HOW would this affect your availability
for work?

3.6 HOW many days have you been away from
work through sickness over the last year?

3.7 Do you have any medical condition of which
we should be aware?

3.11 WHAT is your current salary?

3.12 WHAT other perks where there if any?

3.13 HOW long is your notice period?

3.14 Do you have any holiday commitments?

3.18 WHAT is your attitude to our hours of work
and the fact that sometimes it may be
necessary to work on to finish an important
job?

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3.19 Do you smoke?

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4 TECHNICAL QUESTIONS APPLICABLE TO VACANCY

4.1 WHICH areas of law have you worked on as

a legal secretary?

4.2 At WHICH firms did you do this work?

4.3 WHICH word processing packages do you
have knowledge of, and WHICH is the main
one that you can use?

4.4 Are you practised in audio typing?

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4 TECHNICAL QUESTIONS CONTINUED

5 FINAL QUESTION (WHERE
APPROPRIATE)

5.1 If offered a position, would you accept it?

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Appendix 3J – Request for Reference letter

Request for References Letter

Dear Sir/Madam

Re: Reference Request for [Name]

The above named person has applied for the position of [specify] within our [specify department
etc] and has confirmed you as one of his/her referees.
I would be grateful if you could give me your views on the applicant’s suitability and confirm the
details of his/her employment with you. Please also let me have your views on the applicants’
honesty, integrity, punctuality and sickness record.

Please reply by e-mail if possible or by letter, marked private and confidential, to the address
below.

I would appreciate a reply as soon as you are able and may I take this opportunity to thank you for
your time and for assisting us with this request.

Yours faithfully,

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Appendix 3K – Request for Professional Regulator

Request for Professional Regulator

e.g. SRA / ILEX / Legal Cashier (sr spoke to JH and there is no professional
boy/organisation)

Dear Sirs,
Re: Mrs/Mr ?????????? – Roll No ?????????
We have recently offered employment to the above named as a ????????? Solicitor.
We would be grateful if you would kindly confirm as soon as possible that there is no reason why
we should not employ the above named as a solicitor and please confirm that he/she has a clean
practising certificate (i.e. without any conditions).
We await hearing from you as soon as possible and would ask if you could respond by email. If this
is not possible please mark your response ‘private and confidential’

Yours sincerely,

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ANNEX E

THIS IS EXISTING FORM AND DON’T BELIEVE WE USE OR ACTION WHAT IS
CONTAINED IN THIS FORM

DOOTSONS LLP
NEW STAFF MEMBER

INDUCTION FORM

Name_______________________________
Arrival Date_____________________

Induction to be completed by
_________________________

(Maximum 15 Working days from arrival)

(V2)

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SUBJECT Induction to be Signature and date on
1. RECEPTION carried out by: completion of action

New employee received by
_________________

Personnel employment history
card completed.

PAYE slip taken

National Insurance Number
recorded.

Introduction to Partner/fee
earner, senior secretary and
shadow.

(“Shadow” is person nominated to answer new
employee’s day to day queries and usually a close
working colleague, normally for support staff only)

2. LOCAL OFFICE LAYOUT
Tour of office
Cloakroom and toilet facilities
Photocopiers/Printers
Entrances and exits to be used
Refreshment facilities
Telephone facilities

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3. CONTRACT OF EMPLOYMENT
EXPLAINED

Contract of employment, hours of work

including overtime, lunch break, periods of notice,

written statement of terms.

Wages/ salary calculation
method, and time of payment.
Pay statement explained.

Income tax, national insurance
and other deductions.

Holidays.

Sickness leave, medical
statements and rules e.g.
absence reporting
arrangements.

Sick pay.

4. STAFF APPRAISAL SCHEME

5. SAFETY AND FIRST AID 61 of 221
Safety hazards – general;
Particular to type of work.
Safety Rules

Housekeeping, tidiness, clear
gangway.

Behaviour – horseplay, jokes
Fire – causes, prevention.
Location of fire-fighting
equipment.
Fire Drill & Alarm.
Location of exits.
Use of extinguishers.
Fire Regulation memo.

DOOTSONS LLP OFFICE MANUAL 19-03-15

Health risks – dangerous
substances, processes.
First Aid/First aid box
Accident reporting.

6. PRACTICE RULES AND
PROCEDURES

Practice rules including
confidentiality.

Misconduct – examples and the
firm’s response.
Disciplinary procedures.
Involvement of employee
representatives.
Grievance procedures
Appeals

7. EMPLOYEE
INVOLVEMENT AND
COMMUNICATION

Trade Union recognition.

Consultative arrangements
Communications and briefing
arrangements.

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8. THE PRACTICE
Services and markets.

Practice structure – branches
and Departments.
Future Developments.
Brief History.

9. ACCOUNTING Cashiers
PROCEDURES

Practice accounting procedures.

Billing procedures.

10. COMPUTER SYSTEMS/IT Steve Rayson
Available systems.

Security and availability.

Client and matter information on
the system.

Data Protection.

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11. PRACTICE
DEVELOPMENT

Business development and
Cross selling of firms’
services

12. OFFICE MANUAL
Procedures

MONEY LAUNDERING
Procedures
Compulsory training

RISK MANAGEMENT
Procedures (including
Supervisor File Reviews)

Compulsory training
15. INSURANCE MEDIATION

16. FINANCIAL SERVICES

17. DEPARTMENT INDUCTION
Department function and how
This relates to the rest of the
Firm
New employee’s own job
Colleagues
Standard of work expected

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Appendix 3L – Induction Checklist
Induction Checklist

Username:

PRIOR TO START DATE Yes / No N/A

Send out Evolution Staff details form to new starter for them to complete
Request Bank details – NI Number etc from new starter
Set up System user account
Set up Outlook Mailbox / Signature etc
Set up Mail groups (Office, Department, etc)
Set up Evolution account – Solicitor Level, Charge rate
Set up Default printer
Set up Dictation / transcription
Set up Fax- email
Set up Practical Law
Set up Lexis Nexis
Set up Land Registry
Set up Stamp Duty online
Set up Copiers for scanning
Set up Business card
Set-Up & Test PC workstation and all applications using ‘user’ account
credentials
Notify Department of new starter and start date
Notify All Staff of new starter and start date
Inform cashiers of new employee details – Name – Address – Salary –
Holidays – NI Number – P45 – Bank Account details

DAY ONE – START

Welcome to the Practice and Introduction to lawyers and staff at each office
Training on IT systems – Passwords, Logging on, various applications
Briefing on Personnel Policies – leave, auth abs, sickness, travel / expenses
claims

DAY EIGHT – or second week

Accounts training with Cashiers

MONTH ONE

Meet with HOD / Partner
Discuss Personal Goals & Department objectives
Review Job Description
Agree Training & Development Plan to meet department/firm objectives

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Appendix 3M – Pre-Appraisal Questionnaire

Pre- Appraisal Questionnaire

Pre-Appraisal Questionnaire

Appraisal of : Appraisal By :

Job Title: Date:

Department:

In order to prepare for your appraisal meeting, please spend a little time considering the issues
raised in this form. You should note your comments so that you will be able to discuss the
issues raised. This form will not be taken in by the person conducting your interview and does
not form part of the formal record of the interview.

The appraisal meeting is your opportunity to:

 discuss your work and how it fits in with the work of the team that you belong to and
the Practice;

 agree on possible improvements to your role and the means by which
improvements will be achieved;

 decide what training might be appropriate during the year ahead.

At your appraisal meeting a report form will be filled in. You will see this report and you
should sign it only if you agree with the comments contained in it.

Job Description
You will find attached to this form a copy of your current job description. Is this a fair and correct
description of your role or does it need amendment? If so, how?

Your Work
What do you like best about your job?

And what do you like least about your job?

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(Fee-earners and Managers only) Financial Targets
Review the attached reports on time recording, billings and fees collected budgets vs
actual performance, and consider the factors which enabled you to meet or not meet
each of these targets.

Your Team
How could your job be reorganised to make it more satisfying for you and/or more effective for the
Practice?

Would you benefit from changed supervisory arrangements? If so, what changes would you
suggest?

Your Goals / Personal Development
Are there any personal goals that you would like to set for yourself over the next year?
If so, what are they?

In which areas would you welcome training, if any?

Your Appraisal Interview is scheduled to take place on ___________________

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.

Appendix 3N – Personnel Appraisal Report
Dootsons

Personnel Appraisal Report

Personnel Appraisal Report

This form will form the basis of discussion between yourself and the Appraiser. It will then
be a formal record of the appraisal interview. Appraisers should not record comments unless
they have been discussed and, preferably, a greed. If agreement is not possible please set
out the different views held.

Appraisees are asked to sign the form at the end. This Report, once completed, will be
kept strictly confidential between the management and yourself.

Appraisal of: Appraisal by:

Job Title: Date of Appraisal:

Department:

Job description

Do you consider that the current job description is in need of amendment? If so, please
note the required changes here.

Competence and Expertise
Knowledge of the Practice and compliance with Policies & Procedures

Volume and Organisation of Work / Ability to meet Deadlines / Reliability

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(Fee Earners Only) Problem Solving and Decision Making Abilities

(Fee Earners Only) Ability to meet financial targets

Relationship with Colleagues / Teamwork

Communication

Please comment on communication, both written and verbal, w ith colleagues, clients and
others

Personal Goals
In the light of the above, please try to agree on a number of performance objectives. Please be as
specific as possible and put a time limit on each.

1.
2.
3.

Training
What training might assist in achieving the objectives set out above?

1.
2.
3.

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General Comments by Appraiser Date

Signed by Appraiser
General Comments by Appraisee

Signed by Appraiser Date

Future action (if any)
1.
2.
3.
4.

Comments from Management & Overall Report

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Appendix 3O – Staff Training Request Form
Dootsons

Staff Training Request Form
Name of Proposed Course

Subject Matter:
Course Provider:
Venue:
Date & Duration:
What will you learn from this course?

How will the Practice benefit from this course?

Signed by Applicant: 71 of 221
Name of Applicant :
Date of Request :
:

DOOTSONS LLP OFFICE MANUAL 19-03-15

Appendix 3P – Course Evaluation Form
Dootsons

Course Evaluation Form

Name of Course: Department:
Name:
Date of Course:

I did not attend this course because:

I attended the course and attach my evaluation below:

1. Relevance to my work: Comments:

1 2 3 45

Not Very
Relevant Relevant

2. Quality of Course Content: Comments:

1234 5

Poor Excellent

3. Quality of Course Presentation: Comments:

1234 5

Poor Excellent

4. Quality of Course Administration: Comments:

12345

Poor Excellent

5. Meeting my Learning Objectives: Comments:

12345

Not met Well met

6. Overall Comments / Recommendations:

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Appendix 3Q – Staff Survey Form

Dootsons
Staff Survey Form

Staff Survey Form

We would like to know how you feel about working for the Practice, and how we can improve the
way we operate to benefit both staff and clients. We would be grateful if you could help us by
completing this survey form and submitting it to the Office Manager in the enclosed envelope. Your
comments on the Form will be kept confidential.

Q1 Are there any improvements to the way in which you work that would make you more
efficient?

Q2 Do you possess skills, knowledge or experience which are not optimally used in
the Firm?

Q3 Does your job description properly describe your duties and responsibilities?

Q4 Do you feel out of depth or that you need more supervision or guidance?

Q5 Do you feel ready to take on other responsibilities? State them here -

Q6 Do you feel that the Firm adequately communicates information to all staff?

Signature: Date:
Name of Staff:
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DOOTSONS LLP OFFICE MANUAL 19-03-15

Appendix 3R – Flexible Working Policy and Application Form

DOOTSONS RILIANCE recommend – 3rd party sourced

Procedure for Making a Flexible Working Request

Principles
1. Under provisions set out in the Employment Rights Act and regulations made under it, all
employees (with at least 26 weeks service) have a statutory right to request that their
employer considers a change to their contractual terms and conditions of employment to
allow them to work flexibly.

2. In order to maintain the continuity of its business and the wellbeing of its staff, Dootsons will
consider all requests for flexible working on their individual merits and assess them based
on the needs of both the business and the employee. However employees should note that
granting a flexible working request is neither an automatic nor statutory right.

3. The Firm will not discriminate in any way when deciding whether to grant a request for
flexible working and no one will be treated less favourably because of any of the following
characteristics: age, disability, gender reassignment, race, religion or belief, sex, sexual
orientation, marriage and civil partnership or pregnancy and maternity.

4. If the Firm approves the employee’s application, then they do not have a statutory right to
request another variation in their contractual terms for a period of 12 months. For this
reason any requests from the employee for short-term variations to working arrangements
should be made informally to their manager and not through this process.

5. To ensure fairness, requests will be considered in the order in which they are received.

6. The granting of a request to work flexibly does not set a precedent or create a right for
another employee to be granted the same or a similar change to their working pattern. For
example the granting of the first request may mean that it would not be practical to grant
similar requests from the same team or department.

7. The manager and the employee will review any flexible working arrangements (at least
annually) to ensure that they continue to be effective in meeting the needs of both the
company and the employee.

How to Apply
Any member of staff with at least 26 weeks employment with the company, and who has not made
a flexible working request within the last 12 months can apply to work flexibly for any reason.
All requests must be made in writing setting out:

1. The date of the application, the change to working conditions they are seeking and when
they would like the change to come into effect.

2. What effect they think the requested change would have on the company and how, in their
opinion, any such effect might be dealt with.

3. That this is a statutory request and whether they have made a previous application for
flexible working (including the date of that application).

4. Whether this is a request in relation to the Equality Act 2010, for example, as a reasonable
adjustment for a disability.

To ensure all the information is complete, an employee making an application should complete the
attached ‘Request to Work Flexibly’ Application Form and submit this to their manager.

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The company will ensure that the request has been fully considered (including any appeal) and a
response given to the employee within three months of the date of submission.

The Procedure

On receipt of the request form, the employee’s manager will arrange to meet with them to discuss
the application. The employee may be accompanied at this meeting by a work colleague if they so
wish.
Following the meeting, the manager will write to the employee outlining their decision. This will
involve one of the following options:

1. accept the request, confirm the start date and include a variation to the employee’s contract
of employment confirming the new arrangements

2. confirm any compromise agreed at the meeting, such as a temporary change or trial period
and include a temporary variation to the employee’s contract of employment with clear
timescales

3. reject the request setting out the clear business reasons and how these apply to the
application; details of the appeal process will also be included

If the application is rejected it will be related to at least one of the following business reasons (as
set out in the legislation):

 the burden of additional costs
 an inability to reorganise work amongst existing staff
 an inability to recruit additional staff
 a detrimental impact on quality
 a detrimental impact on performance
 detrimental effect on ability to meet customer demand
 insufficient work for the periods the employee proposes to work
 a planned structural change to the business

The Appeal Process

If the request for flexible working is rejected, then the employee can appeal against the decision of
their manager if:

 there is new information that was not available to the manager at the time they made their
original decision or

 the employee thinks the application was not handled reasonably in line with the company
procedure or the legislation

Where possible the appeal will be heard by a different manager who will arrange to meet with the
employee to hear their case. The employee may also elect to be accompanied by a work colleague
at this meeting.

The appeal manager will also consider the reasons given as to why the initial request was rejected
by the first manager.

The appeal manager will write to the employee with their decision which will be either:

1. Uphold the appeal and authorise the request
2. Allow a temporary arrangement or trial period
3. Agree with the original decision and reject the appeal (there is no further right of appeal)

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Request to Work Flexibly
Application Form

Name of employee
Job title
Date of application

I would like to request flexible working arrangements and confirm that: Yes / No
I have 26 weeks continuous service with the company Yes / No
I have not made a request for flexible working in the past 12 months.

- If you have made a request within 12 months please give details:

Please consider my statutory request for flexible working as detailed below:

Outline the flexible working changes you would like the firm to consider and describe the reasons for
making this request.

N.B. If the request is in relation to the Equality Act 2010 e.g. as a reasonable adjustment for a disability
then please state this.

I think the requested changes would have the following effect on the company and I
believe it could this be dealt with as I have described:

Describe any effects your request would have on the business, your work colleagues, team or
department. Consider also any likely consequences such as additional costs, impact on quality or
customer service etc.

Also describe how you think the issues could be addressed to minimise any potential disruption or
negative effect on the business.

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I would like this working arrangement to commence on:
Date State the date on which you would like the new arrangements to start

I confirm I am aware that if this flexible working request is agreed that my terms and conditions
will be altered to reflect the change and that these arrangements will form a permanent change
to my contract of employment.
Signature
Date

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Appendix 3S – Data Record Storage Retention and Destruction

Statutory Retention Periods Page 1

Record Statutory retention period Statutory authority

Accident books, accident 3 years after the date of the last entry The Reporting of Injuries, Diseases
records/reports and Dangerous Occurrences
Regulations 1995 (RIDDOR) (SI
1995/3163) as amended

Accounting records 3 years for private companies, 6 years Section 221 of the Communications
for public limited companies Act 1985 as modified by the
Companies Acts 1989 and 2006

Income Tax and NI returns, Income Not less than 3 years after the end of The Income Tax(Employments)
Tax records and correspondence with the financial year to which they relate Regulations 1993 (SI 1993/744) as
the Inland Revenue amended

Statutory Maternity Pay records, 3 years after the end of the tax year in The Statutory Maternity Pay (General)
calculations, certificates (Mat B1s) or which the maternity period ends Regulations 1986 (SI 1986/1960) as
other medical evidence amended

Statutory Sick Pay records, 3 years after the end of the tax year to The Statutory Sick Pay (General)
calculations, certificates, self- which they relate Regulations 1982 (SI 1982/894) as
certificates amended

Wages / salary records (also 6 years Taxes Management Act 1970
overtime, bonuses, expenses)

National minimum wage records 3 years after the end of the pay
reference period following the one that National Minimum Wage Act 1970
the records cover

Records relating to working time 2 years from the date on which they The Working Time Regulations 1998
were made (SI 1998/1833)

Eligibility to work 2 years after the worker’s employment Eligibility to Work – Immigrations

ends Asylum and Nationality Act 2006

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Appendix 3S – Data Record Storage Retention and Destruction

Recommended ( Non-Statutory Retention Periods ) Page 2

Record Recommended retention period Note

Application forms and interview notes 6 months to a year. Because of the time limits in the
(for unsuccessful candidates) various discrimination Acts, for
example the Disability Discrimination
Act 1995, minimum retention periods
for records relating to advertising of
vacancies and job applications shold
be at least 6 months. A year may be
more advisable as the time limits for
bringing claims can be extended.
Successful job applicants documents
will be transferred to the personnel file
in any event.

Assessments under health and Safety Permanently
Regulations and records of
consultations with safety
representatives and committees

Inland Revenue Approvals Permanently

Parental leave 5 years from the birth/adoption of the
child or 18 years if the child receives
disability allowance

Pension scheme investment policies 12 years from the ending of any
benefit payable under the policy

Pensioner’s records 12 years after benefit ceases

Personnel files and training records 6 years after employment ceases
(including disciplinary records and
working time records)

Redundancy details, calculations of 6 years from the date of redundancy
payments, refunds, notification to the
Secretary of State

Senior executives’ records ( that is, Permanently for historical purposes
those on a senior management team
or their equivalents)

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Updated version of previous Office Manual
Section: 4 – OFFICE ADMINISTRATION
Version: 1
Date: 23/12/14

4 OFFICE ADMINISTRATION

This section sets out the policies and procedures relating to the general office administration, in
particular –

a. The role and responsibility of the Office Manager
b. Office Premises & Security
c. Stationery & Office Equipment
d. Mail, Facsimile & Courier
e. Telephone Directory
f. Application for Leave
g. Additional Hours / Overtime Pay
h. Travel Expenses & Other Claims

4.1 THE OFFICE MANAGER

The Office Manager is responsible for all administrative and operational tasks related to the
running of the Firm.

4.2 OFFICE PREMISES

The Firm operates out of premises at:
 Leigh – 61/63 Church Street, Leigh, WN7 1AY. The premises is owned by Andrew
Stockton & Ian Howells. Maintenance and repairs are the responsibility of the Firm.

 Culcheth – 23/25 Jackson Avenue, Culcheth, WA3 4EJ – the office is rented from the
Nelson Family Trusts. Internal maintenance and repairs is the responsibility of the Firm.
A calculation to external repairs / car parking is made by way of a service charge.

 Newton – 141 High Street, Newton-Le-Willows, WA12 9SQ – the building is rented from
David Lord. The Firm is responsible for all maintenance and repairs.

 Atherton – 6 Eckersley Precinct, Alma Street, Atherton, M46 0DR – office located in Hayes
Accountants. One room is rented for the purpose of meeting clients. There is no IT facility
available at this location.

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4.2.1 Security of Office Premises

The Leigh & Culcheth offices are protected, and maintained, by SWIFT security access and burglar
alarm system.
Access to the office is through your Security Access FOB (for Leigh) or key (for Culcheth) issued to
specific members of staff. The security FOB is issued to you personally and you are strictly
prohibited from sharing your FOB or permit any third party to use the FOB.

You are responsible for keeping your Security FOB safe at all times. Lost FOBs must be reported
to the ITSA Manager immediately and a penalty for the cost of replacement of the FOB may be
imposed on you.

Both Leigh & Culcheth alarm systems are linked to a monitoring station, which, in the event of an
alarm activation, when the offices are vacant and armed, will contact the responsible key holders,
Andrew Stockton or Ian Howells.

Newton office is also protected by an alarm system which is maintained by NOVA Alarms, Tel.
0161 702 8643. Access to the office is via a keypad entry panel.

Atherton office security is the responsibility of Hayes Accountants.

You must ensure that all windows and doors, in any of the offices, are securely closed before
leaving the premises.

Office keys are allocated to specified members of staff and must be signed for when issued and
returned.

 Any loss of keys must be reported immediately to Steve Rayson or one of the Partners in
his absence.

 The firm’s office keys must NOT be loaned, or given to another member of staff, out without
permission of Steve Rayson or a Partner.

 The firm’s office Keys must NOT be copied without written permission of Steve Rayson or a
Partner.

 The firm’s office keys must be handed in by a leaving staff member to Steve Rayson.

See Appendix 4A Office Key / FOB Allocation Form

4.2.2 Power Off

You are responsible for ensuring that your workstation, lights, desk fans/heaters and other
equipment in your section are turned off at the end of every work day. Desk fans and heaters left
on overnight or at weekend are potential fire risks.

4.2.3 Health & Safety at Work

The Firm has a general policy to ensure, as far as we are able, that you have a safe and
comfortable environment in which to work. The Firm is not aware of any unusual hazards to your
health and safety and provided that reasonable care and common sense is used in handling the
office equipment, there is nothing more dangerous encountered here than you would encounter in
your own home.

4.2.4 Fire Safety

The Leigh, Culcheth and Newton offices are protected by a Fire Alarm system.
As part of the system, fire detectors located within the office premises will detect a fire and activate
the fire alarm sounders automatically. Periodic checks are carried out at each office to ensure the
break glass detectors are functioning and activate the sounders.

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There is also an annual maintenance check performed at the Leigh & Newton offices.

Routine fire drills are conducted by the ITSA Manager. You are requested to participate in the fire
drills and to familiarise yourself with the fire safety and evacuation procedures issued by ITSA
Manager.

In the event of a fire, raise the alarm immediately and do not attempt to put the fire out in disregard
for your own personal safety. You are required to comply with the Fire Safety and Evacuation
procedures as issued.

Once again, you are reminded to ensure all electrical items and in particular desk fans and heaters
are switched off before you leave the premises.

4.2.5 Security of Personal Belongings

You are responsible for the security of your own personal belongings which you bring into the
Office Premises. The Firm maintains an insurance cover primarily for the property of the Firm and
will not necessarily cover your personal belongings.

4.2.6 No Smoking Policy

The Firm operates a strict “no smoking” policy throughout the Office Premises and car parking
areas

This policy applies to Clients as well as employees, and should be requested politely to refrain
from smoking if they attempt to do so.

4.3 STATIONERY

General office supplies are via Stationery Options Ltd – David Johnson.

Copy paper / Will covers / Pink card / office furniture / office stamps

A stationery request form (MS Excel) is available to all office receptionists and it is their
responsibility to place orders and ensure each office has sufficient supplies.

Office furniture, pink card, Will covers, office stamps are ordered by Steve Rayson

Pre-printed stationery is supplied by Easiprint Services Ltd

Letterhead / Business Cards / Compliments Slips / Attendance Pads / Corners / Pre-paid
envelopes / Office posters / Commercial document covers (comb binding) / presentation folders

These are ordered by Steve Rayson

4.4 OFFICE EQUIPMENT

The Firm has made and continues to make a substantial investment in a wide range of office
technology and hardware to facilitate your work and to make working life easier for you.
The policies and procedures relating to the maintenance and handling of office equipment is found
in Section 5 on “Technology Systems & Use”

All faults on office hardware and equipment must be reported to the IT Manager at once.
Refer to Section 7 (on Outsourced Services) on the procedure for reporting faults and requesting
services from Outsourced Service Providers.

DOOTSONS LLP OFFICE MANUAL 19-03-15 82 of 221

4.5 BOOKING OF OFFICE MEETING ROOMS

Meeting rooms are booked in advance, using the meeting room diaries in Microsoft Outlook. If your
meeting is later cancelled or postponed, please update the relevant diary with the cancellation or
change.

The format of the appointment entry should be as

[STAFF INITIALS who is seeing the client] CLIENT NAME [STAFF INITIALS of person who made
the diary entry]

e.g. [ADS] Mrs Smith [SB]

It is also advisable to enter some contact information such as a telephone number or Matter
reference if already a client. This makes it easier to contact the client in the event we have to
cancel or re-arrange the appointment

4.6 POST, RECORDED DELIVERY, DX, FAX & COURIER

4.6.1 Incoming Mail, Incoming E-mail & Fax

4.6.1.1 Incoming Mail (Post)

All incoming post is opened by each office Receptionist and the following procedure applied

All post must be opened as follows:

1 two members of staff must be present when DX or Royal Mail is opened

2 preferably a partner or senior member of staff at each office must be present as one of
those two

3 The following are designated senior members of staff – Janet Calvert, Sarah Williams,
Steve Rayson; Patricia Boardman; Ainsley Pritchard, Sheila Smith.

4 All post – whether Royal Mail, DX or hand delivered is to be date-stamped with the date
of opening / receipt in the office.

5 Any post marked Private & Confidential to be opened by partners only – date stamp the
envelope please

6 DO NOT date stamp original documents - date stamp a post-it note and stick it to the
document

Any item of post indicating an issue on a file, whether service or costs issues, must be scanned in
and forwarded to Andrew Stockton and Ian Howells as soon as possible.

4.6.1.2 Incoming E-mail

All incoming e-mails relating to a client matter must be printed and filed in the client matter folder.
An electronic copy of the received client e-mail must also be saved to the Evolution matter or
Matters area – see section 4.6.2.2 for instructions / procedure

DOOTSONS LLP OFFICE MANUAL 19-03-15 83 of 221

4.6.1.3 Incoming Fax

The Firm does not use conventional fax machines but has an electronic method using a fax to e-

mail system via Microsoft Outlook in conjunction with an outsourced provider called Easylink
services. The Easylink system has allocated a specific telephone number for each department’s

main e-mail address.

e.g 0207 067 9528 is associated with [email protected]

All incoming faxes are delivered to department specific fax numbers, see below, via Microsoft
Outlook and department mailboxes so all members of that department/team receive the fax into
their Outlook Inbox. This provides for better handling of faxes than traditional methods.

The faxes will show as being sent by [email protected] but the actual attachment ( in PDF
format ) will be from the original sender of the fax.

The fax is then saved in the client / matter folder in Evolution.

Accounts 0207 067 8909
Civil / Litigation 0207 067 8913
Commercial 0207 067 9522
Conveyancing 0207 067 9528
Family 0207 067 8910
Probate 0207 067 8911
Reception 0207 067 8912
IT 0207 067 9311

4.6.2 Outgoing Mail, Outgoing E-mail, Recorded Delivery, DX & Fax

4.6.2.1 Outgoing Mail (Post) to Reception

All letters issued by the Firm must be on the Firm’s letterhead and signed off by the solicitor in
charge of the matter.

 All outgoing mail, folded and placed in envelopes, must be in reception by 4pm. It is the
responsibility of the secretary to ensure all post is signed by the Fee Earner by 3:30pm.

 All post will automatically be processed as 2nd class unless otherwise indicated by placing a
1 in the top right hand corner of the envelope.

4.6.2.2 Outgoing E-mail Post

 All outgoing e-mail post must be approved by the Fee Earner / Head of Department prior to
sending. Prior to sending the e-mail you must ensure that you activate the delivery receipt
and read receipt options within MS Outlook. These receipt options can be activated as
follows:

a) Create a new e-mail
b) Enter the text / contents of the e-mail
c) Click on View (from the toolbar)
d) Click on Options and then
e) Tick the boxes for Request a Read & Delivery Receipt
f) Click Close
g) The e-mail can now be sent
h) A copy of the sent e-mail, together with any attachments, delivery and

read receipts must be printed and filed
i) An electronic copy of the sent e-mail, delivery and read receipts must be

saved to the Evolution matter or Matters area

DOOTSONS LLP OFFICE MANUAL 19-03-15 84 of 221

4.6.2.3 Recorded Delivery

 Recorded delivery items must be in reception by 3:30pm

 Each reception maintains a record of Recorded Delivery post. To ensure that we have
adequate proof of posting and delivery the item of post to be sent ‘Recorded Delivery’ must
be sent to reception with a completed Recorded Delivery form and reception must sign off
the form following posting and a hard copy of the Post Office receipt and return to it to the
Department for filing / follow up.
See Appendix 4B Recorded Delivery Form

4.6.2.4 DX

 The Firm is a member of the DX. Please use the DX system for sending mail to other
parties who are also members of DX as this is quicker than normal mail

 Our own DX numbers for each office are:

Leigh office DX:22507 Leigh (Newton office uses the Leigh DX number)
Culcheth office DX:13837 Culcheth
Newton office DX:22507 Leigh

4.6.2.5 Outgoing Fax

The Firm does not use conventional fax machines but has an electronic method using a fax to e-
mail system via Microsoft Outlook in conjunction with Easylink services. The Easylink system
automatically attaches a departmental cover page to each fax sent.

To send a Fax you enter the destination fax number, but drop the leading zero in the To: field in
Outlook, just as you would enter a recipients e-mail address.

Supposing the destination fax number is something like this 0161 123 4567, then you would enter
this as

[email protected]

It is advisable to remove/delete your usual Outlook signature, which appears on your outgoing e-
mails.

The ipmsg.com at the end relates to the Easylink fax – e-mail service and this must always be
used. Once the fax(e-mail) has been sent you will then get 3 e-mails from Easylink,

Acknowledgment, Accepted and Delivery – The delivery receipt e-mail is confirmation that the fax
has been delivered to the recipients fax machine and it is recommended that this delivery
message/receipt is saved on the client matter file.

4.6.2.6 Courier Services

The Firm uses PDQ ( 01925 817876 ) for courier services to local addresses around the North
West. Mainly used to deliver documents to courts.

If a parcel is required to be delivered outside the North West area then it is recommended to use

the Parcel Force (Royal Mail) website click here as this can be used on an ad-hoc basis

and does not require an account set-up however, it will require a credit card payment

as it’s an online booking service.

DOOTSONS LLP OFFICE MANUAL 19-03-15 85 of 221

There is also an option on the ParcelForce website to pay via our Franking Machines click here
for instructions.

4.7 TELEPHONE SYSTEM AND DIRECTORY

For procedures and guidelines for using the Firm’s (CISCO Call Manager System) telephone
system to pick up / redirect calls / set voicemail messages please refer to the appropriate user
guide list below.

See Appendix 4C Cisco 7912 User Phone Guide
See Appendix 4D Cisco 7960 User Phone Guide
See Appendix 4E Cisco Voicemail

The Firm’s internal telephone directory is available via each users Outlook (Located in the Public
Folder section of Outlook and called Internal Telephone Directory) or the user’s phone.

4.7.1 Extension Mobility

Extension Mobility allows the user, albeit on a temporary basis, to log in, on another phone at
another office with his/her username and thus transfer the individuals device profile to the new
phone, such as voicemail, speed dials etc.

This feature must be used by staff travelling to and working at another office as it makes it easier
for reception staff and clients to be able to contact that member of staff on their own extension
regardless of the office location. See Appendix 4F Extension Mobility

4.8 APPLICATION FOR LEAVE

This section explains the Firm’s policies and procedures relating to holidays, sickness or other
occasion resulting in an employee being absent from the office.

4.8.1 Annual Leave / Holidays

The number of days of holidays you are entitled to is governed by your contract of employment.
The holiday year runs from 1st May to 30th April. The total maximum achievable holiday allowance
for any employee is 25 days and one day of your annual holiday entitlement is to be reserved/used
for the Firm’s Christmas closure.

Subject to prior agreement by your Head of Department / Member, there is generally no restriction
on when the holidays may be taken or the number of days leave taken at one time as long as there
is sufficient cover in your department (to be determined at the discretion of the Firm / Members).
However, only in exceptional circumstances may more than 10 working days holiday be taken at
one time. A Holiday Request Form must be completed and approved / signed off and showing in
the Outlook public folder – Holidays, prior to booking a holiday with any travel company.

See Appendix 4G Holiday Application Form

See Appendix 4L Annual Leave Policy Statement

4.8.2 Compassionate Leave on Special Grounds (Bereavement)

Paid Leave which is not part of your Annual Leave entitlement in your Employment Contract may
be given at the discretion of the Partners in certain circumstances, such as bereavement or
emergencies. Paid Leave is normally only granted for close family members, which will be given
from the date of bereavement to the day of the funeral ( which will usually take place within 7 days)

DOOTSONS LLP OFFICE MANUAL 19-03-15 86 of 221

Close family members usually means: Spouse, Partner or Civil Partner, Parent, Step-parent, Child
or Sibling

ACAS guide recommends defining the number of days allowed for easier management but accepts
that each case is different – how many days do we allow – JUST TO CONFIRM, IS IT 7
WORKING DAYS?

Unpaid compassionate leave may be agreed by the Members depending on circumstances and
cover.

4.8.3 Leave of Absence for Official Reasons

If you are required to be absent from the Office for business or official reasons such as training,
legal conferences, jury service or onsite client visits, you should notify your Head of Department /
Member as soon as the dates and the period of absence is confirmed.

4.8.4 Leave of Absence for Medical Reasons (Authorised Absence)

Authorised Absence is allowed for periods of usually no more than one hour and is intended for
dental or medical appointments which should, whenever possible, be made outside of working
hours. If an appointment outside normal working hours is not possible employees should book
appointments at the beginning or end of a working day.

The Authorised Absence form in the Library must be signed by the Head of department.
Appointment cards/letters should be attached to the form. If preferred, you may blank out the
reason for the attendance. Details of how the time will be made up should be noted on the form.

If more than 6 Authorised Absences have been allowed, then the Head of Department will use
his/her discretion as to whether or not, and in what manner, a further absence will be authorised.

Any member of staff with a medical condition which requires them to attend hospital or GP clinics
for regular appointments (eg. anti-coagulant clinics or prolonged courses of necessary dental
treatment) will be allowed additional authorised absences in those circumstances. This only
relates to medical conditions or courses of treatment notified to the Members in advance and
approved by the Members

See Appendix 4H Sick / Authorised Absence Form

4.8.5 Sick Leave

You are required to report all periods of sick leave to the Accounts Department, see procedure
below, on the first day you become unfit for work. You must also give an indication of the period of
time you expect to be absent from the office as this will assist in assessing the current workload
within the department.

4.8.5.1 Sick Leave Notification Procedure

A telephone call should be made direct to either Janine Harrison or Sue Baines on their direct dial
numbers 01942 263681 or 01942 263680. Wherever possible the call should be made personally
before 09:30am and if either Janine or Sue are not available to take a call then leave a voicemail
message giving an indication of how long you anticipate being absent from the office.
Janine or Sue will then notify the relevant Head of Department of the staff absence.
It is not acceptable to contact or text other members of staff on their own mobile numbers

On returning to work, the firm’s Sickness Form must be completed to cover absence up to and
including 5 working days. A Doctors Medical Certificate must be obtained from the eighth

DOOTSONS LLP OFFICE MANUAL 19-03-15 87 of 221

continuous day of sickness (inclusive of weekends). The forms should be forwarded to the
Accounts Department as soon as possible.

See Appendix 4H Sick / Authorised Absence Form

4.8.5.2 Attendance Bonus

A bonus of £300 will be paid in June salaries for full attendance if no time has been taken off for
sickness during the financial year. This will be reduced by £100 for each day of sickness absence.
Please note that the reason for sickness is not in question – this is merely to reflect cover
requirements to minimise the potential effects on client service.

I’ve never really agreed with the above as I think the annual pay review and individual bonuses
should be based on an employees attendance / sick record and time keeping – as it states in the
contract of employment – we just don’t apply it. E.G. If the annual pay review is say 2% for
everyone then for those individuals who have a poor attendance/ time keeping this could be
reduced to 1.5%. A similar process could also be used for individual bonuses. It’s probably too late
to remove the £300 bonus scheme but surely we could apply the latter in certain circumstances
Maybe there should be some other clarification in this manual / section which refers to the clause
in the contract of employment

4.8.5.3 Minimum Attendance Standards

The circumstances of an employee’s absence due to sickness will be taken into consideration in
determining how that absence is dealt with.

After absence, through sickness, an informal “return to work” interview may be conducted.

If an employee’s general attendance is regarded as unacceptable by the Members, then the
disciplinary procedure will be invoked.

The above is an extract from the old manual and not really sure it’s saying a lot

4.8.6 Parental Leave

The right to parental leave is a statutory right, introduced by the Employment Relations Act 1999
and the Maternity and Parental Leave Regulations 1999. The right is to 18 weeks unpaid leave for
the purpose of caring for a child.

In addition to these rights, new regulations on sharing of maternity / adoption leave and pay
between parents is applicable from 1st December 2014. The options to use these new Shared
Parental Leave rights will apply to parents who meet the eligibility criteria, where they have a child
born or placed for adoption with them on or after 5 April 2015. Further details can be found in the
Shared Parental Leave policy.

The new Shared Parental Leave arrangements are in addition to the Parental Leave rights outlined
in this policy. See Appendix 4

4.8.7 Shared Parental Leave

Shared Parental Leave (SPL) is a statutory right available to employees who have a new baby or a
newly adopted child on or after 5th April 2015. It gives them the option of sharing up to 50 weeks of
leave and 39 weeks of pay if they meet the necessary eligibility criteria. The parents can decide to
be off work at the same time and/or take it in turns to have periods of leave to look after the child.

See Appendix 4

DOOTSONS LLP OFFICE MANUAL 19-03-15 88 of 221

4.9 ADDITIONAL HOURS / OVERTIME PAY (support staff/clerks only)

When any support staff or clerk is required by a Member, Head of Department or Manager to work
additional hours during their normal working week, he or she is entitled to overtime pay at their
normal hourly rate as stated in the Employment Contract or, alternatively, time off in lieu may be
taken by arrangement with the authorising Member. However, all overtime must be authorised by a
Member and approved by the Head of Department in the form given in Appendix 4I.

Any additional hours worked on a Saturday or Sunday will be at time and half the hourly rate

Based on our chat re: CB wanting TOIL and ADS preferred not allow TOIL – should we remove the
above highlighted text

Once the additional hours have been approved it is the responsibility of the individual to complete
their own Additional Hours Claim form, indicating the day and additional hours worked, which must
be signed off by a Member or Head of Department.
The completed form must be submitted to the Accounts dept by the 1st of the month or the first
Monday in the month.

See Appendix 4I Additional Hours Claim Form

4.10 TRAVEL & OTHER EXPENSE CLAIMS

Travel expenses are payable when

 travelling between offices for the firm’s business
 travelling expenses incurred when on business related to the practice i.e. courses

Inter office mileage claims are fixed so there is no requirement to record the actual mileage but you
must complete a Petty Cash Voucher with the date, office visited, and reason for visit. Submit the
Petty Cash Voucher each month to the Accounts Department.

All claims for travelling to and from course and other expenses must accompanied by the receipt
and approved by your Head Of Department / Member.

Travelling expense from home to any office which is not your regular / daily place of work are not
paid.

4.11 JURY SERVICE

If an employee is called up for Jury Service, you must notify your Head Of Department / Partner /
Office Manager as soon as the court dates and duration are known.

See Appendix 4J Jury Service Policy Statement

DOOTSONS LLP OFFICE MANUAL 19-03-15 89 of 221

Appendix 4A - Office Keys /Alarm FOB allocation
Office Keys / Alarm FOB Allocation

Office keys / FOB allocation form
Keys allocated to
FOB allocated to

Office

Staff Name

Staff Signature

Keys Issued

Date of Keys Issue

Date of Keys Return

DOOTSONS LLP OFFICE MANUAL 19-03-15 90 of 221

Appendix 4B– Recorded Delivery Form
DOOTSONS LLP

RECORDED/SPECIAL DELIVERY FORM
(this form must be completed and stapled to the envelope containing the letter to be sent by
recorded/special delivery – please ensure ‘FIRST CLASS RECORDED DELIVERY’ or ‘SPECIAL

DELIVERY’ typed above address on letter. Please then take down to reception and notify
receptionist)

CLIENT NAME:

CLIENT REFERENCE:

DATE:

FEE EARNER:

DETAILS/NOTES:

LETTER TO BE SENT (please tick):

FIRST CLASS RECORDED DELIVERY

SPECIAL DELIVERY* (if Special Delivery, please indicate whether you would like it
guaranteed to be delivered before 1pm the next day:

PARTNER

(*NB If item to be delivered is of value please insert value here £_________ and speak to
reception before sending as value has to be stated on the form)
(*NB SPECIAL DELIVERY must be authorised by a Partner and minimum value £500.
Cost is at least £16 per letter)

FOR RECEPTION:

Please ensure that the client reference is noted on the receipt and then attach a copy of the receipt
to this form and return the form and copy receipt to the fee earner named above for placing on the
file. The original receipt is to be retained in reception as usual.

Dootsons 09.04.14

DOOTSONS LLP OFFICE MANUAL 19-03-15 91 of 221

Appendix 4J Parental Leave Policy

Dootsons

PARENTAL LEAVE POLICY

1. STATEMENT OF INTENT

1.1 The right to parental leave is a statutory right, introduced by the
Employment Relations Act 1999 and the Maternity and Parental Leave
Regulations 1999. The right is to 18 weeks unpaid leave for the
purpose of caring for a child.

2. DEFINITIONS

2.1 An employee is entitled to up to 18 weeks' unpaid parental leave per
child if he/she meets one of the following conditions:

 He/she is the parent of a child who is under five years of age.

 He/she has adopted a child under the age of 18 (the right to parental
leave lasts for a period of five years from the date of adoption or until
the child's 18th birthday, whichever is the sooner).

 He/she has acquired formal parental responsibility for a child who is
under five years of age.

2.2 An employee who is the parent or adoptive parent of a child who has
been awarded Disability Living Allowance is entitled to up to 18 weeks'
unpaid parental leave, which can be taken up to the child's 18th
birthday.

2.3 To qualify for parental leave, employees must have completed at least
one year's continuous service with the Firm.

3 RIGHTS DURING PARENTAL LEAVE

3.1 Qualifying employees will be entitled to a maximum of 18 weeks'
unpaid parental leave to be taken up until the child's fifth birthday
(unless the child is adopted or disabled). During parental leave the
employee will remain employed although pay will be suspended.

3.2 The right to accrue holiday entitlement will remain in place. Other terms
and conditions relating to notice periods, redundancy and disciplinary
and grievance procedures will also be protected.

3.3 Employees may not take more than four weeks' unpaid leave in
respect of any individual child in any year. For these purposes a year is
the period of 12 months beginning when the employee first becomes
entitled to parental leave in respect of the child in question, and each
successive period of 12 months beginning on the anniversary of that
date.

DOOTSONS LLP OFFICE MANUAL 19-03-15 92 of 221

4. CONDITIONS OF LEAVE

4.1 Where the employee is the father of the child in respect of whom the
leave is to be taken and he requests parental leave to begin when his
child is born, his notice must specify the expected week of childbirth
and the duration of the period of leave. The employee must give this
notice at least 21 calendar days before the expected week of childbirth.

4.2 Where the parental leave is in respect of an adopted child and is to
begin on the date of the placement, the employee's notice must be
given to the Firm at least 21 calendar days before the beginning of the
week in which the child is to be placed for adoption, or as soon as is
reasonably practicable thereafter. It must specify the week in which the
placement is expected to occur and the duration of the period of
parental leave requested.

5 EVIDENCE

5.1 On applying for parental leave, the member of staff must produce a
copy of the child’s birth certificate or where the employee is exercising
a right in relation to a disabled child, details of the child’s entitlement to
Disability Living Allowance. If this does not show proof of parental
responsibility the member of staff may also be required to produce
further evidence, for example, adoption papers.

6. NOTICE PERIOD

6.1 A member of staff is required to give their Head of Department at least
21 days notice, in writing, of taking parental leave. This notification
must include the dates when the leave is to begin and end. If a
member of staff wishes to take leave immediately after the birth of a
child/placement of an adopted child he or she should give 21 days
notice before the expected week of childbirth/placement.

6.2 The employee must give proper notice of the period of leave that
he/she proposes to take. This notice must be given to the firm at least
21 days before the date on which leave is to start and must specify the
dates on which the period of leave is to begin and end.

7. TAKING PARENTAL LEAVE

7.1 Parental leave must be taken in blocks of at least one week (except in
relation to a child who is disabled). A week is a member of staff’s
normal working week. Therefore, even if, for example, a member of
staff’s working week is 5 days, one day taken as parental leave will
count as a week of their entitlement. Where a member of staff is
normally required under their Contract of Employment to work at
varying times in a week or a longer period or to work in some weeks
and not others, a week is the total of those periods in a year divided by
52.

7.2 A maximum of 4 weeks parental leave may be taken in one year

DOOTSONS LLP OFFICE MANUAL 19-03-15 93 of 221

7.3 Parents of disabled children can take their leave in blocks and
multiples of one day rather than one week.

8 POSTPONEMENT OF PARENTAL LEAVE

8.1 Parental leave can be postponed in consultation with the employees
line manager in the following circumstances:

o Where more time is needed to make arrangements for covering
the member of staff’s work.

o Where there is a peak in the relevant Departmental/Firms

workload.
o Where the particular member of staff’s skills are needed at a

particular time and the work cannot easily be covered.

8.2 Leave should be postponed for no longer than necessary and in any
event no more than 6 months after the commencement of the period
originally requested. Notice of postponement will be given to the
employee in writing giving the reason for the postponement and the
suggested dates for taking the leave.

8.3 Leave cannot be postponed if the leave is to be taken upon the birth of
a child or upon the placement of a child for adoption.

9 RETURN TO WORK

9.1 On return to work the member of staff who has taken less than 4
consecutive weeks parental leave (and did not follow on immediately
from a period of additional maternity or adoption leave) will be
guaranteed return to the same post. If the parental leave was more
than 4 weeks every effort will be made for the member of staff to return
to the same post. If not, the post offered will be similar to the one
which the member of staff held before the start of the leave.

10 RECORD KEEPING

10.1 The firm will keep a record on a member of staff’s personal file of any
parental leave which has been taken. Staff will be asked to declare
how much (if any) parental leave they have already taken with previous
employers.

11 MISUSE OF THE PARENTAL LEAVE SCHEME

11.1 Any misuse of the scheme will be dealt with under the Disciplinary
Policy & Procedure.

12 RIGHTS OF STAFF

12.1 Staff will have the right to address any complaints in respect of the
Parental Leave Policy via the firm’s Grievance Policy.

DOOTSONS LLP OFFICE MANUAL 19-03-15 94 of 221

Appendix 4K Jury Service Policy and Authorisation

Jury Service Policy Statement and Authorisation

It is the Firm's policy to grant employees who are required to attend jury service time off work for
so long as they are required by the relevant court. No employee will be penalised or subjected to
any detriment for asking for, or taking, time off work to attend jury service.

The Firm will pay an employee his or her basic rate of pay for 10 days of absence for jury service.
If, however, the employee is required to be absent for a longer period, pay will be stopped. The
employee will, however, be able to claim loss of earnings from the court up to defined limits.

Where the employee is being paid, he or she must nevertheless make a claim to the court for loss
of earnings and notify the employer of all sums received from the court, producing the relevant
documentation. Such sums will then be offset against the employee’s pay.

All other terms of the employee’s contract will continue as normal during periods of absence for
jury service.

Procedure

1. Any employee who is called up for jury service must immediately notify his or her Head of
Department / Partner of the summons in order to request time off work. The employee will
be required to produce the court summons for inspection by the manager, who will also
keep a copy of the document.

2. The Head of Department / Partner, in turn, must consult the Office Manager about the
employee’s need for time off work and any arrangements for cover that may be required.

3. In the event that the employee’s absence at the time in question would be likely to cause
the Firm serious disruption or difficulties, the employee will be asked to submit a request to
the court to be excused from jury duty.

4. Otherwise, the employee will be granted the necessary amount of time off work to attend
for jury service.

5. If, on any particular day that the employee is attending the court, he or she is not required
at court or is required for only part of the day, the employee must return to work for the
remainder of that day.

6. Any abuse of the right to time off for jury service will be regarded as serious misconduct
leading potentially to disciplinary action against the employee.

Signed: ________________________________

Date: ________________________________

Policy review date: ________________________________

DOOTSONS LLP OFFICE MANUAL 19-03-15 95 of 221

Appendix 4L Annual Leave Policy Statement

ANNUAL LEAVE POLICY

Employees of the Firm whether part-time or full-time are entitled to a minimum 5.6 weeks' paid
annual leave. A week's leave allows you to be away from work for a week – that is the same
amount of time as your working week. If you do a five-day week, you are entitled to 28 days leave
per year, if you do a four-day week the entitlement is 22.4 days leave etc. The accounts
department will let you know your annual leave entitlement for the current leave year.

Holidays must be agreed with your Head of Department as early as possible. The Firm will where
possible try to accommodate individual preferences for holiday dates but the needs of the business
have to take precedence, particularly where short or inadequate notice is given.

 The holiday year runs from 1st May to 30th April.
 Leave for employees joining after the start of the leave year accrues at the rate of one

twelfth of the annual entitlement for each complete calendar month of service.
 One day of your annual leave entitlement is reserved for the Firm’s office closure over the

Christmas period.
 Unused holiday entitlement for that year may not, save in exceptional circumstances which

must be approved by the Members, be carried forward to the next year.
 Leave for employees who terminate their employment during the leave year is calculated

on the same basis. If, however, the annual leave entitlement has been exceeded, a
deduction calculated on the same basis will be deducted from the final salary payment.
 Holiday pay in lieu of accrued leave will be paid only on termination of employment and will
normally be subject to a maximum of 10 working days.

The Firm also recognises the 8 statutory Bank Holidays in addition to basic annual leave
entitlement.

Ordinarily we wouldn’t expect a fee earner and his/her sec to be off at the same time, unless there
is acceptable cover within the practice.

Please wait until the holiday appears in the holiday diary (MS Outlook) before assuming that it has
been approved and making your holiday arrangements.

Please give reasonable notice prior to commencement of your holiday ie

1 week or more holiday - at least 3 weeks notice
Shorter holiday periods - at least 1 weeks notice

Leave should not be taken in April with the exception of short leave, subject to the above policy.

For all requests to take Annual Leave, you are required to submit a Holiday Request Form, See
Appendix 4G Annual Leave Application Form, which must be approved and signed by your
Head of Department and then submitted to Cashiers / Office Manager who are responsible for
recording the details in the Personnel database.

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Appendix 4M Parental Leave Policy

PARENTAL LEAVE POLICY

An employee is entitled to up to 18 weeks' unpaid parental leave per child if he/she meets one of
the following conditions:

 He/she is the parent of a child who is under five years of age.

 He/she has adopted a child under the age of 18 (the right to parental leave lasts for a
period of five years from the date of adoption or until the child's 18th birthday, whichever is
the sooner).

 He/she has acquired formal parental responsibility for a child who is under five years of
age.

1 An employee who is the parent or adoptive parent of a child who has been awarded
Disability Living Allowance is entitled to up to 18 weeks' unpaid parental leave, which can
be taken up to the child's 18th birthday.

1.1 To qualify for parental leave, employees must have completed at least one year's
continuous service with the Firm.

2. RIGHTS DURING PARENTAL LEAVE

2.1 Qualifying employees will be entitled to a maximum of 18 weeks unpaid parental leave to
be taken up until the child's fifth birthday (unless the child is adopted or disabled). During
parental leave the employee will remain employed although pay will be suspended.

2.2 The right to accrue holiday entitlement will remain in place. Other terms and conditions
relating to notice periods, redundancy and disciplinary and grievance procedures will also
be protected.

2.3 Employees may not take more than four weeks' unpaid leave in respect of any individual
child in any year. For these purposes a year is the period of 12 months beginning when the
employee first becomes entitled to parental leave in respect of the child in question, and
each successive period of 12 months beginning on the anniversary of that date.

3. CONDITIONS OF LEAVE

3.1 Where the employee is the father of the child in respect of whom the leave is to be taken
and he requests parental leave to begin when his child is born, his notice must specify the
expected week of childbirth and the duration of the period of leave. The employee must
give this notice at least 21 calendar days before the expected week of childbirth.

3.2 Where the parental leave is in respect of an adopted child and is to begin on the date of the
placement, the employee's notice must be given to the company at least 21 calendar days
before the beginning of the week in which the child is to be placed for adoption, or as soon
as is reasonably practicable thereafter. It must specify the week in which the placement is
expected to occur and the duration of the period of parental leave requested.

4. EVIDENCE
4.1 On applying for parental leave, the member of staff must produce a copy of the child’s birth

certificate or where the employee is exercising a right in relation to a disabled child, details
of the child’s entitlement to Disability Living Allowance or Personal Independence Payment.
If this does not show proof of parental responsibility the member of staff may also be
required to produce further evidence, for example, adoption papers.

5. NOTICE PERIOD

5.1 A member of staff is required to give their Head of Department/Partner at least 21 days
notice, in writing, of taking parental leave. This notification must include the dates when the
leave is to begin and end. If a member of staff wishes to take leave immediately after the

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birth of a child/placement of an adopted child he or she should give 21 days notice before
the expected week of childbirth/placement.

5.2 The employee must give proper notice of the period of leave that he/she proposes to take.
This notice must be given to the company at least 21 days before the date on which leave
is to start and must specify the dates on which the period of leave is to begin and end.

6. TAKING PARENTAL LEAVE

6.1 Parental leave must be taken in blocks of at least one week (except in relation to a child
who is disabled). A week is a member of staff’s normal working week. Therefore, even if,
for example, a member of staff’s working week is 5 days, one day taken as parental leave
will count as a week of their entitlement. Where a member of staff is normally required
under their Contract of Employment to work at varying times in a week or a longer period or
to work in some weeks and not others, a week is the total of those periods in a year divided
by 52.

6.2 A maximum of 4 weeks parental leave may be taken in one year.

6.3 Parents of disabled children can take their leave in blocks and multiples of one day rather
than one week.

7. POSTPONEMENT OF PARENTAL LEAVE

7.1 Parental leave can be postponed in consultation with the employees Head of Department
/Partner in the following circumstances:

 Where more time is needed to make arrangements for covering the member of
staff’s work.

 Where there is a peak in the relevant Departmental/Firm’s workload.

 Where the particular member of staff’s skills are needed at a particular time and
the work cannot easily be covered.

7.2 Leave should be postponed for no longer than necessary and in any event no more than 6
months after the commencement of the period originally requested. Notice of postponement
will be given to the employee in writing giving the reason for the postponement and the
suggested dates for taking the leave.

7.3 Leave cannot be postponed if the leave is to be taken upon the birth of a child or upon the
placement of a child for adoption.

8. RETURN TO WORK

8.1 On return to work the member of staff who has taken less than 4 consecutive weeks
parental leave (and did not follow on immediately from a period of additional maternity or
adoption leave) will be guaranteed return to the same post. If the parental leave was more
than 4 weeks every effort will be made for the member of staff to return to the same post. If
not, the post offered will be similar to the one which the member of staff held before the
start of the leave.

9. RECORD KEEPING

9.1 The firm will keep a record on a member of staff’s personal file of any parental leave which
has been taken. Staff will be asked to declare how much (if any) parental leave they have
already taken with previous employers.

10. MISUSE OF THE PARENTAL LEAVE SCHEME
10.1
11. Any misuse of the scheme will be dealt with under the Disciplinary Policy & Procedure.
11.1
RIGHTS OF STAFF

Staff will have the right to address any complaints in respect of the Parental Leave Policy
via the Firm’s Grievance Policy.

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REQUEST FOR PARENTAL LEAVE FORM

Name

Staff/payroll number

Department

Job title
Please complete parts A or B, and part C below

A. I wish to take parental leave for a period of (specify duration)

commencing on (give date)

in respect of my child (give name)

I confirm that I am the child’s natural/adoptive* parent/I confirm that I have parental responsibility for
this child under the Children Act 1989 or Children (Scotland) Act 1995*.

Child’s date of birth

Child’s date of placement in the case of adoption (where applicable)

Please confirm whether this child has been awarded disability living allowance Yes No

B. I wish to take parental leave following the birth/adoption* of my child for a
period of (specify duration)
Leave will commence on*

(a) the scheduled date of placement for adoption (please specify if known)

or
(b) the date of the birth of the baby/my partner’s expected week of childbirth

C. Signature

Date
You may be asked to provide a child’s birth certificate, evidence of adoption, parental responsibility,
partner’s EWC or child’s entitlement to disability living allowance where applicable.
* delete as appropriate

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