We recognise that our people are our greatest asset. We seeks to ensure that our people are motivated and highly skilled, and that our HR practices support the delivery of a progressive prison service. To this end, we continually review all of our HR Policies; aiming to ensure we have coherent and streamlined HR policies which support the delivery of our strategic priorities.

The policies published here are aligned to our Vision, Mission and Values, they have been reviewed in partnership with our Trades Union Partners, with consultation involving stakeholders from across the organisation, and benchmarking against external partners - as well as best practice from professional organisations such as the CIPD.

We respect and embrace diversity; all of our HR policies are subject to Equality and Human Rights Impact Assessments upon review. These consider the positive impacts we can seek to make through our HR policies in order to enhance equality of opportunity across the orgganisation.

Our Policies

Our HR policies are divided into policy families, to allow our employees to browse areas of interest. These policy families are:

  • We work to make sure that we have the right people in the right roles at the right time. Our Recruitment and Retention policies support us in doing this, and ensure that we uphold the principles of equal opportunities for all.

  • We seek to ensure that all of our employees enjoy a healthy work-life balance and have developed a suite of policies to promote flexible working and a positive, family-friendly workplace.

    Maternity & Parenting

    The SPS Maternity and Parenting Policy has been revised to reflect statutory changes including in relation to paternity leave and the provision of guidance relating to surrogacy.

    Changes as per Pay Outcome 2016 have been reflected in Version 2 of this policy. These will be effective from 1st January 2017.

    • Access the Maternity & Parenting policy version 1
    • Access the Maternity & Parenting policy version 2
    • Access the Maternity & Parenting policy Equality and Human Rights Impact Assessment (EHRIA)

    Occasional Homeworking

    This Policy sets out the Scottish Prison Service (SPS) policy on occasional homeworking and sets out the procedure that should be followed when employees wish to make an application for homeworking.

    This policy should be read as part of the organisation's overall Flexible Working practices.

    • Access the Occasional Homeworking policy
    • Access the Occasional Homeworking policy Equality and Human Rights Impact Assessment (EHRIA)

    Shared Parental Leave

    The Scottish Prison Service complies with the Shared Parental Leave Regulations 2014, which provides a statutory right for eligible employees to take Shared Parental Leave (SPL) in connection with the birth of a child due on or after 5th April 2015, or placement of an adopted child on or after 5th April 2015. This policy sets out the statutory rights and responsibilities of employees who wish to take statutory Shared Parental Leave (SPL) and statutory Shared Parental Pay (SHPP). This policy applies to all SPS employees.

    Shared Parental Leave enables parents to choose how to share the care of their child during the first year of birth or adoption. Its purpose is to give parents more flexibility in considering how to best care for, and bond with, their child.  

    Changes as per Pay Outcome 2016 have been reflected in Version 2 of this policy. These will be effective from 1st January 2017.

    This document forms part of the SPS suite of Family Friendly & Work Life Balance Policies.

    • Access the Shared Parental Leave policy version 1
    • Access the Shared Parental Leave policy version 2
    • Access the Shared Parental Leave policy Equality and Human Rights Impact Assessment (EHRIA)

  • The SPS is an equal pay and Living Wage employer, we also have a range of policies to support our employees when they incur expenses such as membership of professional bodies, travel and subsistence, house moves or extra travel for work.

    Professional Subscriptions

    SPS is committed to the continuous professional learning and development of our people, and to having skilled and professional people at the core of what we do. We recognise the many benefits of membership of professional bodies to individuals and to the SPS.

    This site contains the SPS Policy on the Reimbursement of Professional Subscription and Membership Fee.

    • Access the Professional Subscriptions policy

  • The SPS recognises that Performance Management is about maintaining high levels of performance, and mapping out development for our employees. To this end we have a number of policies to support our employees through their career journey with the SPS.

  • The SPS values the contributions and views of our employees, and in turn expects high levels of professionalism from them. We have a suite of employee relations policies to help maintain these levels; setting out our agreements with our recognised Trades Unions, detailing the standards we all must maintain, and how employees can take action if they have any concerns relating to their employment with the SPS.

    Whistleblowing

    SPS encourages all employees to raise any concerns that they may have about the conduct of others in the organisation.

    This policy sets out the way in which you may raise any concerns of wrongdoing that you may have.

    It aims to protect those who make a 'protected disclosure' either during or after their employment.  It enables you to take action in respect of any victimisation.  For a disclosure to be protected it must reasonably appear to you that it is in the ‘public interest’.

    This policy will:

    • Assist in the early detection of any inappropriate behaviour or practices;
    • Provide a clear procedure for employees and workers to report any wrongdoing at work which it is believed has occurred, or is likely to occur, and where appropriate, to receive feedback on any action taken.
    • Ensure that you feel confident and able to raise any reasonable concern about SPS business activities in the knowledge that it will be taken seriously, and that no action will be taken against you by either SPS or your colleagues.
    • Access the Whistleblowing policy

    Social Media

    While participation in online social media can be beneficial and enjoyable, if not used wisely it also presents a risk to employees' privacy, personal information and potentially their personal security, and that of their family.  In some circumstances it can also carry risks to colleagues, prisoners and to the SPS.

    This policy is to encourage and enable all SPS employees to use social and other digital media appropriately. It also makes clear our responsibilities to do so in accordance our Vision, Mission and Values.

    This policy covers the use of social media networks and digital activity in general both in and out of work.

    • Access the Social Media policy
    • Access the Social Media policy Equality and Human Rights Impact Assessment (EHRIA)

    Internet Acceptable Usage

    The Scottish Prison Service (SPS) acknowledges that information technology is an essential part of SPS' business, therefore it is important that all employees understand their responsibilities in relation to the acceptable use of our systems and services.

    • Access the Internet Acceptable Usage policy
    • Access the Internet Acceptable Usage policy Equality and Human Rights Impact Assessment (EHRIA)

    Mediation

    Mediation is an option which you may choose to explore if you are involved in a workplace conflict or are confronted by a situation or behaviours which you find unacceptable and wish to attempt to resolve without formal action. It is open to all employees.

    Mediation provides a structured, informal way of resolving complaints, grievances and disputes and can help to rebuild relationships and restore broken communication and trust.

    • Access the Mediation policy
    • Access the Mediation policy Equality and Human Rights Impact Assessment (EHRIA)

  • The SPS is committed to fostering a positive working environment that proactively promotes and protects the physical and mental wellbeing of its employees through appropriate wellbeing activities and resources.

    SPS works with the Scottish Centre for Healthy Working Lives Award (HWLA) who run a series of award programmes, Gold, Silver and Bronze; a commendation for Mental Health can also be achieved by establishments who have attained the Gold Award.

    The SPS has an overall Wellbeing policy, developed to support our employees to live healthy lives. Employees are encouraged to take personal responsibility for their own health, safety and wellbeing, whilst also ensuring that the safety of their colleagues and others in the workplace is safeguarded.

    Major Disruption to Travel

    The SPS recognises the requirement to continue services during adverse weather conditions, or other exceptional circumstances causing disruption to travel, whilst not requiring staff to place themselves at undue risk in attending work.

    The attached documentation provides some guidance on how situations involving major disruption to travel should be handled.

    • Access the Major Disruption to Travel policy

    Secondary Employment

    Secondary Employment Policy sets out the SPS rules around working for SPS and another employer at the same time.

    • Access the Secondary Employment to Travel policy
    • Access the Secondary Employment to Travel policy Equality and Human Rights Impact Assessment (EHRIA)

  • The SPS is committed to investing in the on-going development and professionalisation of our service, this includes internal and external training and development, funding for academic qualifications and development opportunities / secondments within the SPS and our partner organisations across the Justice and Government communities.