APPOINTMENT LETTER FOR OPERATIONAL SUPPORT GRADE (OSG) APPOINTED

UNDER NEW DEAL PROGRAMME

I am writing to offer you a fixed term appointment as an operational support grade on the New Deal programme in the
Prison Service. You will be working in [ LOCATION ]

Your appointment will run for one year in the first instance commencing on [ ] and ending on [ ].
The Prison Service, may at its absolute discretion extend the appointment for a further two periods of 12 months,
up to a maximum three years. The appointment will automatically be terminated at the end of the three year
period.

The attached schedule gives a summary of your main conditions of service as they apply at present. The summary,
together with this letter of appointment, is issued in accordance with the requirements of sections 1-7 of the Employment
Rights Act 1996. Any significant changes will be notified by means of Notices to Staff and Prison Service Instructions.

There is no possibility of substantive promotion during the period of the contract.

The Prison Service has a declared policy of promoting and sustaining racial equality and harmony, both between staff
and in regard to relationships with prisoners. On application you will have confirmed that you do not belong to any group
or organisation promoting racist principles, aims, principles or policies. If you are found to have been untruthful in this
regard you will be subject to procedures under Conduct and Discipline in the Prison Service which may lead to dismissal.
This prohibition applies to all existing Prison Service staff who are also subject to disciplinary procedures and possible
dismissal if found to be a member. Furthermore, racist behaviour by staff on or off duty, particularly involvement in
activities of a prohibited organisation, may also lead to disciplinary procedures being initiated.

You may be aware that it is the Government's policy to require all new appointees to certain posts in the criminal justice
system to declare whether or not they are Freemasons. This policy applies to all Prison Service posts. This offer of
appointment is therefore conditional upon you completing the attached declaration about whether or not you are a
Freemason. It is not intended at present that the information collected will be made public. It will be used for statistical
purposes only. If, in the future, it is to be made available publicly, the informed consent of each individual affected will be
sought.

If you are willing to accept employment on the basis of the terms contained or referred to in this letter and schedule,
please sign one copy of this letter and return it to me as quickly as possible, and in any case within two weeks.

I understand it is convenient for you to take up duties on [ ] Accordingly you should report to [ ] at [ ] on this date.

For pay purposes, it would be helpful if you would complete and return to me the enclosed bank details form, and let me
have your Inland Revenue Form P45 as soon as it is available.

Please do not hesitate to contact me if there is anything further you wish to know.

Yours sincerely

ACCEPTANCE
I accept employment on the basis of the terms contained or referred to in this letter.

I acknowledge that if my appointment is not renewed at the end of the term agreed, no redundancy payment will be made
to me. This declaration is made pursuant to s197(3) of the Employment Rights Act 1996.

Signature

Date
SCHEDULE TO BE SENT WITH OSG APPOINTMENT LETTER

SUMMARY OF THE PRINCIPAL TERMS AND

CONDITIONS OF APPOINTMENT

The following paragraphs summarise or refer to your main terms and conditions of service as they apply at present. This
summary and appointment letter are issued in accordance with the requirements of sections 1-7 of the Employment
Rights Act 1996. Details of your conditions of service are given in the Prison Service Staff Handbook, the Civil Service
Pay and Conditions of Service Code, the Civil Service Management Code and Notices to Staff, Prison Service
Instructions and Orders, E Mail messages etc. which also notify you of any changes. You should understand, however,
that because of the constitutional position of the Crown its employees hold their appointments at the pleasure of the
Crown.

1. CONTINUITY OF EMPLOYMENT

No employment with a previous employer will count with this new employment as a continuous period of employment for
the purpose of the employment rights legislation.

2. PROBATION

You will be on probation for a period of [ ] months. Your appointment will be confirmed if you demonstrate that you have
the ability to meet in full the normal requirement of the [grade or post] to which you have been appointed. Your
attendance (including sick absence record) and conduct must also have been satisfactory.

During probation your performance, conduct and attendance will be assessed by your line manager and your [Governor
or Head of Group/Unit]. On arrival you will be given an induction programme and you will shortly discuss a performance
plan. Your line manager will arrange to discuss your progress regularly throughout the period of probation. If at any time
you are unsure what is required of you in the post to which you are assigned, you should talk to your line manager.

A Staff Care and Welfare Officer will be available to assist you if you have a problem which you wish to discuss in
confidence. You may also wish to seek help from your Trade Union.

If you complete your period of probation successfully, you will receive a letter confirming your appointment from your
[Governor or Head of Group/Unit]. If your performance, attendance or conduct are not satisfactory, your appointment may
be terminated at any time during the probation period, but you will be given every reasonable opportunity and assistance
to prove yourself. An extension of probation will only be granted in exceptional circumstances.

3. PAY

You will be paid monthly in arrears by credit transfer direct into your bank account. The salary range for this post is [ ]
to [ ] per annum. Your starting salary will be [ ]. [in addition you will receive [ ] local pay allowance. Making a total
pensionable pay of [ ] per annum.]

Progression within the salary range will be on an annual basis.

4. HOURS

The weekly hours are an average 39 hours over the shift cycle, net of meal breaks. Meal breaks are unpaid. The working
week is the period of seven days beginning at midnight on Saturday. Additional hours worked can be recompensed by
time of in lieu (TOIL) or payment at a flat rate of time and a fifth.
Rest days

Each week at least two days shall be free of duty. Wherever possible, and consistent with the efficient deployment
of staff, the work profile will be met by shift systems which schedule alternate weekends free of duty. This does not
preclude, in particular circumstances where the work profile requires, the routine working of more, fewer or no
weekends.

Overtime workinq

The pay of OSGs assumes a commitment to shift, night, weekend and public and privilege holiday working without
further premium payment. Every effort will be made to avoid excess hours working, beyond the average 39 hours
over the shift cycle. The work should be profiled, making normal provision for sickness, annual leave and training.

Where excess hours are required to be worked, they will be undertaken by volunteers as far as possible. Where
overtime requirements cannot be met by volunteers and staff are required to work overtime, at least 48 hours notice
will be given, except in operational emergencies. Overtime will only be required to be worked in order to meet
operational emergencies or minimum staffing levels.

Where overtime is worked it will be recompensed either by pay at one and a fifth x the plain time rate or by time off
in lieu (TOIL). TOIL will be the equivalent hours to those actually worked over the average 39 hours. In granting
TOIL the officer's preference should be sought and, whenever possible complied with, providing the needs of the
work are met.

Shifts

Day shifts will be worked between 06.00 and 22.00 hrs.

The maximum length of a shift is 12.5 hrs, net of meal breaks. The minimum length 4 hours. Split shifts will not form
part of working arrangements.

Scheduled shifts should remain as predictable as possible but may be converted with a minimum
48 hours notice (though longer notice should be given wherever possible) or with shorter notice to meet the
Minimum Staffing Level or an operational emergency.

Shifts may be exchanged between staff subject to agreement by the manager.

Staff changing shift systems or other working arrangements should have their weekend rest days protected.

Notice of the working detail

The aim will be to publish the detail at least one week in advance. Except for emergency attendance or to meet the
Minimum Staffing Level, at least 48 hours notice shall be given of a change to the published shifts.

Additional attendances

Only where an OSG is called back to duty with less than 48 hours notice for unscheduled additional attendances
will travelling expenses necessarily incurred and travelling time (at plain time rate) be paid.

Meal breaks

Meal breaks will normally be taken at the time usually associated with each meal and be an uninterrupted period of
at least 30 minutes. The midday meal break will normally be 60 minutes. Except for night meal breaks which will be
included in shift hours because staff are prevented from leaving their place of work, there will be no payments for
meal breaks, unless exceptionally meal breaks are prevented by the line manager and cannot be rescheduled, in
which case the period will be paid.
 5. LEAVE

Your
11. annual leave allowance
CONDUCT is:
AND DISCIPLINE

Allowance
The rules on conduct and the disciplinary procedures which currently apply to your appointment are detailed in "Conduct
and Discipline in the Prison Service" and the Staff Handbook.
4 weeks 2 days (22 days) on entry, rising to

512. GRIEVANCES
weeks (25 days) after one year's service, rising to

6If weeks
you have
(30 adays)
grievance related toafter
your19
employment or any other work related problem, you should approach your
year's service
governor or Head of Group/Unit. The initial approach should be made informally. However, you may also submit a written
statement of your grievance. If you are still dissatisfied, or if your grievance involves your governor, or Head of
Group/Unit,
As you may
a shift worker, submit
your your grievance
conditions to the
of service Directorate
require of Personnel.
that your If you
annual leave arebestill
will dissatisfied
recorded you may
in hours. appeal to
Annualized
the Head of Department/Director General. You are also free to seek advice from the Staff Care and Welfare Service, or
annual leave expressed in hours, based on an average 39 hour working week, will be as follows:
your trade union representative, who may decide to take action on your behalf.
Allowance Annualized hours
The Staff Care and Welfare Service is also available to assist if you have a personal problem which you wish to discuss
4inweeks
confidence.
2 days 172 hours

5 weeks 195 hours

13. TRADE UNION REPRESENTATION
6 weeks 234 hours
The Prison Service attaches importance to ensuring effective consultation and involvement of staff. It is, of course, a
personal
An decision
average day iswhether or not
calculated as to
39join a Trade
divided by Union,
5 = 7.8but the Prison Service encourages staff to join an appropriate
hours.
Trade Union and to play an active part within it, making sure their views are represented. The recognised Trade
Union(s)
Annual for your
leave grade
is taken is/are[ a number of hours
against )*. Your representative(s)
in the is/are [to the shift
week/day according ] roster. Normally at least 4
And they can be contacted at [
weeks annual leave will be pre-scheduled. ], telephone number(s) [ ]. *see annex 2B in PSO 8100

14
Bank, USE OF
Public andOFFICIAL
PrivilegeINFORMATION
Holidays
All Civil
You are Servants
entitled toowe duties expressed
11 days, of confidentiality
as 86 and loyal
hours service to the
in recognition Crown.Public
of Bank, This means that you
and Privilege are required
Holidays. Theseto
exercise
hours arecare
addedin the useannual
to the of information which you acquire in the course of their official duties and to protect information
leave allowance.
which is held in confidence. You are also subject to the Official Secrets Act 1911 -1989. You will be given a booklet when
you start
Staff are work which
entitled to aexplains
minimum the of
effect of these
3 blocks of Acts.
leave in a year (one of two weeks, two of one week) which shall be
rostered in advance to ensure equity. The remaining leave is casual leave. Staff working alternate weekends are
entitled to a minimum of 4 weekend shifts as leave. Those working a two weekend in three shift system are entitled
15.
to UNIFORM
a minimum of 8 weekend shifts as leave.
Uniform is provided free. Until the first outfit of uniform is received, an allowance of 2% of basic pensionable pay will be
paid. Boots/shoes
6. MOBILITYare also provided free, but an allowance is payable in lieu to cover the purchase of boots/shoes
privately.
The OSG is locally recruited and a non-mobile grade.
DUTIES

Introduction
7. SICK ABSENCE
1. Whilst the duties listed are appropriate for the Operational Support Grade in all establishments, their deployment on
[Appointments of 2 years and under]
particular work must take into account the required prison officer staffing levels to meet security, control and health and
safety needs. This will provide for the efficient use of prison officers and OSGs, without duplication.
You may be allowed sick absence on full pay, less any social security benefits, of one week for every 4
weeks paid service up to a maximum of 6 months. If your attendance is unsatisfactory because you have
2. In deciding whether an OSG will undertake a piece of work, governors will need to take into account:
frequent or continuous sick absence your suitability for continued employment may have to be reviewed.
- whether the work is inextricably linked to other work which is of such an operational nature that it will
[Appointments of over 2 years]
be more efficient to utilise an officer (rather than an officer and an OSG).
a. You will be allowed sick absence on full pay, less any social security benefit received, for up to six months in
- whether, for wider operational reasons, the profile for officers produces peaks that can best be
any period of 12 months - and after that on half pay, up to a maximum of 12 months sick absence in any
linked to work which might otherwise be undertaken by an officer or an OSG.
period of four years or less. Any Statutory Sick Pay (SSP) due will be paid within the maximum of full pay.
But if your attendance is unsatisfactory because you have frequent or continuous sick absence your
suitability
- for continued
whether employment
the work may
is consistent withhave to of
the list beduties
reviewed.
for OSGs.

b. If- you have

what proportions
received of officerbut
(or claimed and OS
not grades are
received) required
a benefit to effectively
from carry out the functions,
DSS or unemployment for
benefit during the
example where the job requires the direction or supervision of an officer grade.
period beginning 57 days before your entry to the Civil Service you will have received a letter from DSS
about
this. If you have not already sent this letter to us you should do so immediately.
 4.15
The duties
Stores duties.

4.16 Drivers and Navigators.

3. Definitions cannot be all-embracing because of the different categories of prison (and prisoners) and the wide
variety of work undertaken in the Service. The list aims to give sufficient detail for application at each
4.17 Messengers and Records Office.
establishment. Unless specifically excluded by a note such as "not i/c" or "under the supervision of' it should be
assumed that the work can be done without restriction in any establishment, subject to proper training or
4.18 Switchboard operators.
instruction, and the notes above.
4.19 Routine administrative work, only where appropriate to other duties, for example:
4.1 General gate duties: (not i/c in Cat A/B establishments where OSGs will work as part of a gate/entry team with an
officer grade i/c, commonly a SO), including the use of electronic and manual gates, portals, x-ray and metal
correspondence, mail distribution and checking, including obtaining inmate signatures for private
detector equipment
cash etc;and the routine searching of visitors and staff.
OSGs will nottelephones/tapes;
monitoring do random or targeted searching of any person on their own initiative. Such searching
can only be done under the supervision of an officer or governor grade.
Local Inmate Data System inputs and Data Base Administrator work.
the level of direct supervision given to OSGs on gate duties in any establishment may vary according to
4.20 time of
Fire Officer day or
duties night and
(subject volume of traffic through
to skills/experience the pedestrian entrance/into the visitors complex etc.
or training).
4.2
4.21 Visitors:
Night patrol dudes.
Checking
NB. Theinsame
visitorsconsiderations
(including recognition andas
will apply use of identification
now in relation toequipment);
the OSGs doing night patrol work and the
number of officer grades required because of their wider operational skills. Where other work listed above
is doneReceiving/searching property
at night, eg ECR, an OSG mayand visitors (as per gate);
be appropriate subject to overall operational considerations.
Supervision of visitors putting belongings into lockers;
Use of force Manning external visitor centres with similar duties.

5. OSGs NB.have
OSGsno are authorised
authority to taketo prevent entry
part in the to a prison.
planned use ofLocal
forceinstructions
for control will need toThey
purposes. specify
maycircumstances in
use reasonable
force inwhich visitors may
self defence, be turned
to save life oraway or whether
to intervene and from
where whom
a crime is additional authorityinshould
being committed be soughtvicinity
the immediate in particular
eg an
assault.cases.
(See 4.7 and 4.8 above).
4.3 Emergency
6. Where Control
a governor Room
wishes (ECR),
to use but not in
a member of charge.
the OSG on duties not covered or described in this document, the
proposal should be referred to Pay and Industrial Relations Group (PIRG) for advice before proceeding. PIRG will
4.4
consultCommunications
with the PrisonRoom, but not
Officers' in charge in
Association Category
National B establishments.
Executive Committee on any proposed dudes which fall
outside this agreement.
NB. The term Communications Room is used widely to refer to quite different functions. In some it only involves
the operation of a telephone and radio net. In others the facilities and operational requirements are not far short
of an ECR. The latter is most likely to be in, though not exclusively, a Category B establishment, hence the
qualification. The level of supervision required in a communications room in any establishment may differ
according to the time of day or night.

4.5 Patrolling perimeter and grounds; may also include assisting at fixed points, internal gates, alarm bells at inmate
movement times.

4.6 Supervising small and selected inmate work party in, for example stores, mess, kitchen, red bands, admin
orderlies.

4.7 Use of Short duration breathing apparatus:

subject to health and safety and training requirements; this includes removal techniques to save lives,
but not the planned use of force for control purposes.

4.8 Control and Restraint breakaway techniques.

4.9 Escorting contractors and vehicles.

4.10 Searching buildings, excluding prisoner accommodation.

4.11 Searching inmate property, including X-Ray searching of property but excluding property still in cells.

4.12 Rub-down searching of prisoners (opposite sex considerations as per officers).

4.13 Seamstress duties.

4.14 Canteen and kit exchange.

ANNEX - Pension Benefits

1 Unless you opt otherwise, pension benefits are provided under the Principal Civil Service Pension Scheme
(PCSPS) which is contracted out of the additional pension element to the State scheme. Civil Service pay is set
at levels to take account of benefits provided under the PCSPS and therefore, no deduction for pension is made
from salary except for widow's or widower's benefit.

2. The Rules of the PCSPS and guidance on their interpretation may be found in the Pension Manual, copies of
which are held by Pension Services. A series of booklets has been prepared explaining, in general terms, the
benefits available under the PCSPS. These may be obtained from your personnel division.

3. A pension and lump sum are payable to a member of the PCSPS who retires at or after the minimum retiring
age (normally age 60), irrespective of qualifying service. The pension is calculated by multiplying one eightieth of
pensionable pay by the length of reckonable service and the lump sum is 3 times the amount. (Pensionable pay
is the basic salary (or wages), including pensionable emoluments, in whichever of the last 3 years of reckonable
service gives the highest figure.) The maximum pension which can be earned by members who retire at the
minimum age is 40/80th (or one-half) of pensionable pay and the maximum lump sum is 3 times this amount.
Further pension and lump sum up to a maximum of 45/80ths of pensionable pay may, however, be earned by
service after the minimum retiring age.

4. For those members of the PCSPS who resign voluntarily before the minimum retiring age with 2 or more years'
qualifying service, the pension and lump sum earned by service are brought into payment at the minimum
retiring age; alternatively the benefits may be paid earlier after actuarial reduction. A woman who resigns at any
time after 5 April immediately preceding the date on which she attains the age of 60 will be awarded a preserved
pension and lump sum payable at 60, irrespective of whether or not she has completed the qualifying period of 2
years. Regardless of length of reckonable service it may be possible to transfer the accrued pension benefits
under the PCSPS to a new employers' pension scheme or another form of pension agreement.

5 Members of the PCSPS, whether married or single, are required to contribute 1 ½ per cent of salary towards
widow's or widowers' benefits. Contributions are refunded in whole or in part in certain circumstances if the civil
servant is unmarried at the time his or her service ends. In return for the contributions paid, the surviving spouse
of a retired civil servant is paid a pension generally equal to half a rate of his or her pension. If a civil servant dies
in service, the widow's or widowers' pension is generally equal to one-half of what would have been the civil
servant's pension if he or she had retired on ill-health grounds. A children's pension is payable in respect of any
eligible child of the civil servant at the time of his or her death.

6. For all full time members of the Scheme who die in service, a gross lump sum death benefit equal to two years'
pensionable pay may be paid.

7. The Scheme includes, subject to certain conditions, arrangements for increasing pension benefits by the
purchase of additional years of reckonable service and/or by the payment of additional voluntary contributions;
for allocating part of a retirement pension in favour of a spouse or dependent; and for transferring pension rights
from an earlier employment into the PCSPS. If you wish to transfer pension rights from a previous scheme you
must apply in writing to do so within 12 months of joining (or re-joining) the PCSPS.

8. For those members of the PCSPS who retire early for reasons of ill-health and have at least 5 years' qualifying
service, an enhanced pension and lump sum is brought into immediate payment. For those with at least 2 but
less than 5 years' qualifying service the pension and lump sum earned by service is brought into immediate
payment.