Employee Handbook

Hello,

We’re delighted to welcome you to our team and wish you every success in your role. Whether you’re joining us as a new employee or have been part of our journey for some time, we hope your experience at OaKley ASN will be fulfilling and rewarding.

This Employee Handbook is designed to introduce you to our organisation and serve as a valuable resource throughout your employment. It outlines our policies, procedures, employee benefits, and expectations.

Please take the time to read this handbook carefully. If you have any questions or require further clarification, your manager will gladly assist you.

At OaKley ASN, we are committed to fostering an inclusive and supportive environment. We provide equal opportunities and uphold equality in line with legislative requirements. Your support in maintaining these values is essential. Any form of unlawful discrimination, harassment, or victimisation will not be tolerated and may lead to disciplinary action.

Updates to this Employee Handbook will be provided as needed to ensure our policies remain current and effective.

Welcome to OaKley ASN – we’re excited to have you on board!

Our Mission, values and aims

Our Vision

At OaKley, we envision a future where every child and young person with Additional Support Needs (ASN) in Aberdeenshire flourishes in a nurturing and inclusive environment. Our commitment is to create a haven of support, learning, and joy, where families find solace and children discover their full potential. Through innovative programs, dedicated staff, and collaborative community engagement, we aspire to be a catalyst for positive transformation—breaking down barriers and fostering a society where each individual is valued, included, and empowered to lead a fulfilling life.

Our Mission

OaKley’s mission is to enhance the lives of children and young people with ASN in Aberdeenshire. Through the provision of a safe, welcoming, and nurturing environment, Oakley offers a variety of educational and recreational activities. The centre is dedicated to providing support, understanding, and knowledge to empower parents, siblings, and carers—ensuring informed choices about the lives, education, and care of young individuals with ASN.

Oakley is committed to bridging the gap in services, fostering social inclusion, and creating a sense of belonging and pride for every child and young person in its care.

Our Values

1. Inclusion & Belonging

We believe that every child, young person, and family should feel welcomed, valued, and supported. Our environment is designed to be fully inclusive, ensuring that all children—regardless of their abilities—can thrive.

2. Family-Centred Support

We recognise that supporting children with ASN means supporting their families and caregivers too. We work alongside parents, siblings, and carers to provide practical support, guidance, and a strong sense of community.

3. Empowerment & Independence

We focus on building confidence and life skills, empowering children and young people with ASN to reach their full potential. By offering opportunities for play, learning, and personal growth, we help them develop independence and self-esteem.

4. High-Quality, Tailored Services

We are dedicated to delivering the highest standard of care and support. Our programs are tailored to the individual needs of each child, ensuring meaningful engagement, learning, and development.

5. Collaboration & Community Engagement

We actively work in partnership with families, professionals, local authorities, and the wider community to create a stronger, more inclusive society. By working together, we can break down barriers and advocate for better opportunities for children and young people with ASN.

6. Innovation & Continuous Learning

We are committed to ongoing development and improvement. Through staff training, research, and listening to the needs of our families, we ensure that our services remain progressive, responsive, and impactful.

7. Wellbeing & Resilience

The wellbeing of our children, families, and staff is at the heart of everything we do. We foster emotional resilience, mental health support, and a positive environment where everyone can thrive.

Joining our organisation

A) Protection of Vulnerable Groups (PVG)

Your employment is conditional upon obtaining a satisfactory PVG Scheme Membership at the appropriate level for your role. OaKley ASN will cover the cost of your PVG check and any necessary updates. However, it is your responsibility to provide the required information promptly to ensure the check can be processed.

OaKley ASN will also manage PVG scheme updates and renewals as required. Failure to complete necessary checks when requested may result in suspension until clearance is received.

B) Suitability to work with children and vulnerable groups

Staff working with children and young people are required to confirm that they are not barred or disqualified from working with vulnerable individuals. Initial employment is conditional upon completing a Staff Suitability Declaration. Further checks will be conducted annually. If your circumstances change—such as a household member becoming disqualified—you must notify your manager immediately. If a positive declaration is made, your role may be reviewed, and we may need to inform the Scottish Social Services Council (SSSC) or the Care Inspectorate.

C) Convictions and offences

You must immediately report any criminal convictions, pending charges, or offences (including traffic offences, if relevant to your role) to management. Criminal records will be handled in line with Data Protection and PVG Scheme guidelines.

D) Job description and flexibility

Your job description may be adjusted to reflect OaKley’s evolving needs and your abilities. Staff must be willing to take on different duties within the organisation when required, ensuring the smooth operation of our services.

E) Mobility

Although you will usually be based at our centre near Stonehaven, you may be asked to work in alternative locations as necessary to meet the needs of the children, young people, and families we support.

F) Performance and review

Your work performance will be continuously monitored and reviewed, ensuring you receive the necessary support to develop your strengths and address any challenges.

G) Staff meetings, training and development

Regular staff meetings and training sessions are held to ensure best practices in supporting children and young people with ASN. Attendance is mandatory, and adequate notice will be given. Time off or additional pay for training outside working hours will be at the discretion of management.

H) Work permits and right to work in the UK

All employees must provide proof of their right to work in the UK before starting employment. We are legally required to comply with UK immigration laws, and failure to provide appropriate documentation will result in employment being delayed or terminated without notice. Employees are responsible for any costs related to their immigration applications.

Flexible Working Policy

Disciplinary Procedure

Anti-Bribery Policy

Bereavement Policy

Grievance Procedure

Whistle Blowing Policy

Employee resignation and termination policy

Equality, Diversity and Inclusion

Salaries and wages

A) Administration

Payment
a) For all staff, the pay month follows the calendar month. Salaries and wages are paid on the last working day of the month.
b) You will receive a payslip that outlines your total pay, deductions (such as Income Tax and National Insurance), and the reasons for each deduction.
c) If you have any pay queries, please raise them with a director.
Overpayments
If an overpayment occurs, the total amount will typically be deducted from your next payment.
Income Tax and National Insurance
At the end of each tax year, you will receive a P60 form that outlines your total pay and deductions for Income Tax and National Insurance. You may also receive a P11D form if applicable, showing non-salary benefits. Keep these documents safe as they may be needed for tax purposes.

B) Lateness/Absenteeism
Punctual attendance is expected, and you should comply with any time recording procedures.
Absences must be reported in accordance with the sickness reporting procedures outlined in the Employee Handbook.
Lateness or absence may result in disciplinary action and/or loss of appropriate payment.

C) Shortage of Work
In the event of a shortage of work or if the Company is unable to provide work, you agree that the Company may temporarily:

Place you on short-time working, where you will only be paid for the hours you actually work.
Lay you off work, where you will be paid in line with statutory guarantee pay provisions.
Designate you as a furloughed worker (or similar), in line with any Government furlough or similar schemes. During such times, you will be required to cease work for the Company, and your salary and benefits may be adjusted to ensure reimbursement under the scheme.

This section forms part of your contractual terms and conditions.

D) Pension Scheme
We operate a contributory pension scheme through NEST (National Employment Savings Trust), which is designed to help you save for retirement. You will be auto-enrolled into this scheme, subject to the scheme's conditions. Your contributions, along with tax relief and contributions from us, will be added to your pension savings.

Nest Pensions

Holiday entitlement

Entitlement
Your annual holiday entitlement is specified in your individual Contract of Employment.
Policy on Holidays
We encourage you to take all your holiday entitlement within the current holiday year. Holidays cannot be carried forward, and no payment will be made for untaken holidays, except upon termination of your employment.
Holiday Requests
Submit holiday requests through the online booking system and ensure you have approval from your manager before making any firm holiday arrangements.
Allocation
Holiday dates are typically allocated on a "first come, first served" basis, to ensure operational efficiency and appropriate staffing levels throughout the year.
Notice Period
Provide at least four weeks' notice for holidays of a week or more and one week's notice for single days.
Consecutive Holidays
Normally, you may not take more than two consecutive working weeks of holiday.
Holiday Pay
Your holiday pay will be at your normal basic pay unless otherwise specified in your Contract of Employment.
Christmas/New Year Shutdown
You are given time off for the Christmas and New Year period. There is no need to reserve holiday days for this time, and no deductions will be made from your holiday entitlement for this period.

Term Time Only Staff
If you are employed on a term-time only basis, you are required to take all your holidays during school holidays.

Public/Bank Holidays
Your entitlement to public and bank holidays is outlined in your individual Contract of Employment.

Sickness and Injury

Notification of Incapacity for Work

Reporting Procedure
Notify us by telephone on the first day of incapacity as early as possible. If you are on the early shift, contact us by 6:30 am; for later shifts, by 7:30 am. Notification should be made personally to your Manager or Deputy Manager.
Expected Return Date
Try to give an indication of your expected return date and notify us as soon as possible if this changes, preferably by 3:30 pm the previous day. Follow the notification procedures on each day of absence unless covered by a medical certificate.
Notification Methods
Text messages and emails are not acceptable methods of notification. Notification must be received by phone.
Continued Incapacity
If your incapacity extends beyond seven days, notify us of your continued incapacity once a week thereafter unless otherwise agreed.

Evidence of Incapacity

Short-term Incapacity
For short-term incapacity (up to and including seven calendar days), you must sign a self-certification absence form (SC2) upon your return to work. Obtain the form from your manager and return it once completed.
Long-term Incapacity
If your sickness exceeds seven days, you must see your doctor, obtain a medical certificate (Fit Note), and forward it to us without delay. Supply consecutive medical certificates to cover the entire period of your absence.
Temporary Self-Certification Extensions
In certain situations, temporary extensions of self-certification may be accepted in line with government guidance. You will be informed if these changes apply.

Payments

Statutory Sick Pay (SSP)
You are entitled to SSP if absent for four or more consecutive days due to sickness or injury, provided you meet the statutory qualifying conditions. SSP is treated like wages and subject to normal deductions.
Qualifying Days
Qualifying days are normally your working days unless otherwise notified. The first three qualifying days of absence are waiting days, for which SSP is not payable. If a second or subsequent period of incapacity occurs within 56 days of a previous period, waiting days are not served again.
Contractual Payments
Any contractual sickness/injury payments are specified in your individual Contract of Employment.
Offset Against SSP
Contractual sickness/injury payments qualifying for SSP will be offset against SSP on a day-to-day basis. Deductions will be made for any other state benefits received if excluded or transferred from SSP.
Compensation or Damages
If you receive compensation or damages for incapacity from a third party, you must repay any payments made to you by us (including SSP) up to the amount of the compensation or damages.

Return to Work

Notification
Notify your manager as soon as you know the day you will return to work if it differs from the previously notified date.
Clearance
If you have suffered from an infectious or contagious disease or illness (e.g., rubella or hepatitis), you must obtain clearance from your doctor before returning to work.
Self-certification
Complete a self-certification absence form (SC2) upon returning to work after any period of sickness/injury absence and submit it to your Manager.
Return to Work Interview
You may be required to attend a "return to work" interview to discuss your health and fitness for work. Information from this interview will be treated confidentially.

General

Justification
Submission of a medical certificate or self-certification absence form may not always justify your absence. Sickness is just one of many reasons for absence, and continual or repeated absence may not be acceptable.
Acceptability
In deciding whether your absence is acceptable, we will consider the reasons and extent of all your absences, including those due to sickness/injury. Excessive absence, for any reason, reduces our efficiency.
Genuine Sickness
Taking sickness/injury leave that is not genuine will result in disciplinary action.
Medical Examination
We may request your permission to contact your doctor and/or for you to undergo an independent medical examination if deemed necessary.

Security and Safety Procedures

Admittance
Strangers must not be admitted to the premises without identification and a valid reason. Visitors should be accompanied at all times while on site. Ensure the door is locked after being opened for entry or exit.
Visitor Log
All visitors must sign the visitor log upon arrival and departure.
Student Restriction
Students are not permitted to open the door to any person. If a student is aware someone needs to enter or exit, they should immediately inform a staff member.
Child Collection
Staff must ensure that no child is released to someone not known to them and not listed on the parent/guardian request form.
Separated Parents
Employees aware of parental separation must ensure the child leaves with the correct parent. Check with the Manager if unsure.
Security
Ensure the facility remains secure, with outside entry doors always closed and properly secured.

CCTV Policy
CCTV cameras are used on the premises for security purposes. We may use footage as evidence in any disciplinary matters and will process all personal data in compliance with the current Data Protection Act.

Late Collections
If a child is not collected as scheduled, remain with the child and inform the manager. You may need to stay with the child until collected by the parent/guardian or another staff member can take over care.

Confidentiality
Confidentiality is essential. All information gathered during your duties, including details about children, their families, and other staff, must be treated discreetly and kept confidential.

Security of Information
Ensure all documents containing confidential information are securely stored when not in use, and return them upon termination of your employment or upon request.
Disclosure
Do not disclose any confidential information regarding the facility or children to unauthorised persons, including over the phone.
Conversations
Avoid discussing confidential matters where others could overhear, such as in corridors or reception areas.
Disciplinary Action
Breaches of confidentiality may lead to disciplinary action, including gross misconduct.
Data Protection Compliance
Familiarise yourself with the organisation's data protection policies and ensure compliance at all times.
Non-Disclosure
You may not disclose confidential information during or after employment without prior written consent unless required by law.

Data Protection
In line with the General Data Protection Regulation (GDPR) and the Data Protection Act, we are committed to protecting personal data. Employees have rights regarding their data, and we process data in accordance with our privacy notices. Consent will be sought for processing certain types of personal data, and you can withdraw consent at any time.

Failure to comply with data protection policies may result in disciplinary action, including dismissal.

Property and Copyright
All materials created or acquired during employment are the property of Oakley ASN and, where applicable, subject to copyright. Upon termination of employment or upon request, you must return any such materials.

Statements to the Media
Any statements to media outlets, including newspapers, radio, or television, will only be made by the Directors or a designated spokesperson.

Virus Protection Procedures
To prevent virus contamination, do not use unauthorised software, including public domain software, USB drives, or internet downloads. All software must be virus-checked before use.

Use of Computer Equipment
To minimise the risk of virus contamination and unauthorised access:

New software must be authorised by the manager before use.
Only authorised staff should have access to the facility's computer equipment.
Only authorised software may be used for business purposes.
No software may be brought onto or taken from the premises without prior authorisation.
Unauthorised access to the computer system will lead to disciplinary action.

E-Mail and Internet Policy

Internet Usage
Staff are encouraged to use the internet for professional activities. Personal use should not occur during work hours. Accessing offensive or non-work-related material will lead to automatic disciplinary action.
E-mail and Online Correspondence
Use of e-mail for work-related communication is encouraged. Ensure e-mails are relevant to business activities, and always follow confidentiality procedures. Inappropriate use, including personal messages or illegal content, will result in disciplinary action.
Monitoring
The organisation reserves the right to monitor email and internet use to ensure compliance with policies. Data acquired through monitoring may be used in disciplinary proceedings.

Use of Social Networking Sites
Staff must not post work-related issues or material that could affect the reputation of Oakley ASN on social networking sites, whether during or outside work hours. Avoid posting any content related to children, parents, or colleagues that could harm their privacy or the organisation’s reputation.

Rules and Regulations
All staff must comply with Oakley ASN’s policies and procedures, ensuring adherence to applicable Scottish regulations. Failure to comply may lead to disciplinary proceedings, including dismissal.

Capability Procedures

A) Introduction
At Oakley ASN, we understand that your ability to perform your duties may be affected by various factors, including changes in your job role or health issues. Our aim is to support you through these challenges while maintaining a high standard of service for the children and families we support.

B) Job Changes/General Capability Issues
If there are changes to your job role or if concerns arise regarding your performance, we will ensure you clearly understand the expectations for your role and provide necessary training, guidance, and support. Initial concerns about your performance will be addressed informally, allowing you time to improve.

If, after this informal discussion, your performance remains unsatisfactory, you will receive a formal written warning. This will outline the need for improvement and inform you that failure to do so may lead to dismissal. In some cases, we may also consider transferring you to a more suitable role within Oakley ASN if possible.

If performance continues to fall below expectations, you will receive a final warning. If no improvement is made within a reasonable period, dismissal may occur, following the appropriate notice period.

C) Personal Circumstances/Health Issues
If personal circumstances or health-related issues are preventing you from performing your duties, we will work with you to understand the situation. If necessary, we may require medical reports to assist in making decisions about your ability to continue in your role.

If health or personal circumstances impact your attendance at work, we will need to know when your attendance is likely to return to an acceptable level. This may involve obtaining medical reports. Following consultation, we will make a decision regarding your future employment with Oakley ASN.

D) Short Service Staff
For staff with a shorter length of service, we may adjust the capability procedures accordingly. If you have a shorter tenure, you may not receive the same formal warning process before dismissal. We will always aim to be fair and reasonable, taking into account your length of service when making decisions.

Vehicle use

A) Driving Licence and Authority

Driving Licence:
You must hold a current and valid driving licence and have written authorisation from the Director to drive the Oakley ASN minibus.
Licence Scrutiny:
You must present your driving licence for scrutiny by a Director before driving the minibus.
Notification of Endorsement or Disqualification:
You must inform us immediately if your driving licence is endorsed or if you are disqualified from driving.
Authorised Drivers:
Only employees who have been authorised by the Director may drive the minibus.

B) Fixtures, Fittings, and Modifications

Modifications:
You must obtain written permission before attaching any fixtures, such as roof racks or additional equipment, to the minibus.
No mechanical or structural modifications may be made without prior approval.

C) Warranty

Warranty Work:
You are required to report any warranty work needed on the minibus before it is carried out.

D) Cleaning and Maintenance

Cleaning:
The minibus must be kept clean and tidy at all times.
Maintenance and Repairs:
Any maintenance, repairs, or replacement parts needed must be reported promptly.

E) Fuel and Maintenance

Fluid and Maintenance Checks:
Before and after use, ensure that oil, water, battery, brake fluid levels, and tyre pressures are checked and maintained.
Fuel and Oil Reimbursement:
Oakley ASN will reimburse fuel and oil expenses used for business purposes only.

F) Fines

Fines:
You are responsible for any fines incurred while driving the Oakley ASN minibus. If Oakley ASN pays the fine on your behalf, the cost will be deducted from any monies owed to you.

G) Damage or Injury

Accident Information:
If you are involved in an accident, you must provide all necessary details for insurance purposes.
Police Notification:
If required, report the accident to the police and ensure that the minibus's insurance certificate is with the vehicle at all times.

H) Loss

Theft:
If the minibus or any of its contents is stolen, report the theft to both the police and Oakley ASN immediately.
Only Oakley ASN property is insured by the organisation.

I) Accident Procedure

Accident Notification:
Notify Oakley ASN of any accidents as soon as possible and complete an accident report form within 24 hours.
Accident Details:
You must provide details of the accident, including information about the other driver, passengers, witnesses, and any police officers involved.

J) Road Tax Licence

Tax Renewal:
The road tax licence for the minibus will be renewed automatically by Oakley ASN.

K) Permitted Use

Business Purposes Only:
The minibus may only be used for authorised business purposes related to Oakley ASN activities, unless otherwise agreed.
The minibus is not to be used for carrying passengers for hire or for any motoring sports.

L) Personal Liability for Damage

Negligence or Carelessness:
If any damage is caused to the minibus due to negligence or lack of care, you may be required to cover the repair costs at your expense.
Repeated Instances:
Repeated instances of damage or neglect may lead to disciplinary action and the withdrawal of permission to use the minibus.