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Peninsula Community Health
Leavers Management Guidance Note
Title:
Leavers Management Guidance Note
Procedural Document Type:
Management Guidance Note
Reference:
MGN 14
CQC Outcome:
13
Version:
2.0
Approved by:
JPC (21.05.13)
Ratified by:
CQSC
Date ratified:
17.06.13
Name of originator/author:
Carrie Lester, HR Advisor
Name of responsible team:
Human Resources
Review Frequency:
3 Years
Review Date:
June 2016
Target Audience:
Line Managers and All Staff
Executive Signature (Hard Copy Only):
Quality care, closer to you
Registered in England and Wales No: 7564579
Registered office: Peninsula Community Health CIC,
Sedgemoor Centre, Priory Road, St Austell PL25 5AS
www.peninsulacommunityhealth.co.uk
Peninsula Community Health is a not for profit
Community Interest Company responsible for
providing NHS adult community health
services
in Cornwall and the Isles of Scilly
Contents
Item
No.
Introduction
1.
Page
No.
3
2.
Definitions
3
3.
Duties
3
4.
Process
3
5.
Notice Periods
4
6.
Benefits
4
7.
Rescinding Resignations
4
8.
Retirement
5
9.
Termination / Leavers Questionnaire
5
APPENDICES
Notice and Acceptance of Resignation Letter
A
6
B
Record of Equipment and Items issued and returned Form
7
C
Termination / Leavers Questionnaire Cover Letter
8
D
Termination / Leavers Questionnaire
9 – 10
E
Resignation Form (R FORM)
11 – 13
F
Employee Retirement Certificate
14
G
Equality Impact Assessment
15 – 17
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1.
INTRODUCTION
1.1
This Guidance Note is to support Line Managers and Employees in their
responsibilities for employees who are leaving the organisation in relation to
Human Resources, Payroll, Pension and Transport Department processes.
2.
DEFINITIONS
2.1
Leaver – An employee who is due to leave the organisation following either
voluntary resignation, retirement or the organisation ending their employment.
3.
DUTIES
3.1
The following section 4 includes an overview of individual roles, departmental
and committee duties including levels of responsibility for the Line Manager
and the employee that is leaving the organisation.
4.
PROCESS
4.1
Upon receipt of the employee’s resignation (either verbally or in writing) the
Line Manager must reply using the standard letter for notice of resignation
(see Appendix A). The Manager must ensure that the appropriate paragraph
option in respect of leave entitlement at date of termination is selected.
4.2
Confirm with the employee, their last day on duty and last day of service.
4.3
Complete an R Form - Resignation Form (Appendix E) and send to the
necessary departments within two working days. Please see MGN 02 –
Contractual Paperwork for further guidance on how to complete an R Form.
4.4
It is the expectation of the organisation that were possible all annual leave and
TOIL should be taken by the employee during their notice period. Where this
has not been possible due to needs of the service, dismissal or other
extenuating circumstance, any outstanding annual leave/TOIL should be
included on the R Form and payment should be received. This is done by
extend their notational end date with the organisation. Please see MGN 2 –
Contractual Paper work for further information.
4.5
Arrange for uniform, identification badge(s) and other organisational property,
e.g. laptop computer, locker keys, pagers, etc. to be returned on their last day
on duty and record the return of these items using the ‘Record of Equipment
and Items Issued and Returned Form’ (Appendix B).
4.6
Employees who are leaving the organisation who currently have a lease car
must ensure that they contact Transport Services and notify them of their
intention to leave the organisation and their final day. Lease cars must be
return to Transport Services prior to the last day of service as insurance will
cease from this point. Please contact Transport Services on 01208 251494.
4.7
Contact the IT Service to have access to systems removed from a specified
date. CITS Service Desk telephone number is 01209 88 1717.
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4.8
Wherever possible, obtain a forwarding address where an employee is moving
out of the area. This should be included on the ‘R’ form.
4.9
Ensure the employee has completed any final claim forms for outstanding
payments e.g. travel expenses, special duty payments, etc.
5.
NOTICE PERIODS
5.1
If the employee has given less than the required period of notice (please see
table below) the manager must ensure that the Payroll Department is
contacted to freeze pay until the ‘R’ Form is received by Payroll. Where there
is the potential for overpayment, Managers must contact payroll to freeze the
final payment.
5.2
The notice that an employee is required to give the PCH and are entitled to
receive from the PCH to end their employment depends upon the Band of the
post notice periods are as follows:
Bands 1 to 6:
Employee is required to give 4 weeks notice to PCH
PCH will give employees 4 weeks notice.
After 4 years continuous service, the notice entitlement from PCH to an
employee will increase by 1 week for every completed year of service to a
maximum of 12 weeks.
Bands 7:
Employee is required to give 8 weeks notice to PCH
PCH will give employees 8 weeks notice.
After 8 years continuous service, the notice entitlement from PCH to an
employee will increase by 1 week for every completed year of service to a
maximum of 12 weeks.
Bands 8 and 9:
Employee is required to give 12 weeks notice to PCH
PCH will give employees 12 weeks notice.
5.3
There is no entitlement to notice or payment in lieu of notice in the event of
summary dismissal. Should the employee leave without giving proper notice
and without the agreement of their manager, PCH reserves the right not to pay
you for each day not worked during the notice period, however all statutory
payments will be made.
6.
BENEFITS
6.1
Any entitlement to benefits derived from a person’s employment will cease
from the termination date (excluding pension rights).
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7.
RESCINDING RESIGNATION
7.1
An employee should be informed that any request to rescind the notice of
termination must be in writing and that there is no automatic acceptance of
this request. Each case will be determined individually by the Manager and
there is no right of appeal against this decision.
8.
RETIREMENT
8.1
For resignations of employment where the employee is retiring, a minimum of
4 months is required in order that the Pension Department is given sufficient
notice to action pension benefits. The ‘R’ Form should be completed
immediately to ensure that the retirement certificates can be ordered and
delivered. This will guarantee the certificate will be ready for presentation on
the employee’s retirement date.
8.1
Retirement Certificates will be provided in the forename held on the Electronic
Staff Records (ESR) system. If the employee is known by or uses another
forename, this should also be entered on the ‘R’ Form for inclusion on the
certificate.
9.
TERMINATION/LEAVERS QUESTIONNAIRE
9.1
As part of the continuous evaluation of the recruitment and retention of
employees, when an employee’s notice of resignation is received, the
manager must ensure that the employee receives a copy of the
Termination/Leavers Questionnaire and explanation letter. (Appendix C & D)
9.2
This Questionnaire is completely confidential and will only be processed
through the Workforce Directorate.
9.3
The purpose of the questionnaire is to enable us to make suggestions for
improvements to be made within the working environment.
9.4
All employees should have the opportunity to discuss their views with a
member of the Workforce Directorate or their manager at a leaver’s interview if
they require one, although this is not compulsory.
9.5
Completed questionnaires should be returned in a sealed envelope to:
Workforce Information Manager, Level 4, Sedgemoor Centre, Priory Road, St
Austell, Cornwall, PL25 5AS
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APPENDIX A
Dear
NOTICE OF RESIGNATION
I acknowledge receipt of your letter of (insert date) stating your intention to resign from your
post of (insert job title), as of (insert date) and (I have forwarded/shall be forwarding) the
appropriate paperwork to facilitate your request.
Option 1
Upon review of your annual leave entitlement, at your date of leaving you will have (insert
number) hours left, which must be taken before your leaving date.
Option 2
Upon review of your annual leave entitlement, at your date of leaving you will have (insert
number) hours left. If, due to service needs, this cannot be taken before your last day, you
will receive payment in lieu.
Option 3
Upon review of your annual leave entitlement, at your date of leaving you will have taken
your full entitlement.
Option 4
Upon review of your annual leave entitlement, at your date of leaving you will have taken
over and above your allocation by (insert number) hours. This will be deducted from your
final payment.
I must advise you that at any time on or after your due leaving date, your entitlement to
benefits which may have derived from your employment (other than pensions) will cease.
Peninsula Community Health cannot accept, other than in writing, a request to rescind the
notice of termination. Where such a request is made, there is no automatic acceptance of
this request. Each case shall be determined individually and there is no right of appeal
against this decision.
May I take this opportunity to wish you well in the future and to thank you for your
contribution to the organisation.
Yours sincerely
(Insert Name)
(Insert Job Title)
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APPENDIX B
Record of Equipment and Items issued and returned
Name:-------------------------------------------------------------------------------------------------------Designation:-----------------------------------------------------------------------------------------------Base:--------------------------------------------------------------------------------------------------------Start Date:------------------------------------Leave Date:---------------------------------------------Manager:----------------------------------------------------------------------------------------------------
Item
Issued by: Name
and designation
Date Issued
Date Returned
Uniform
Description
Keys:
Office
Filing cabinet
Office Drawer
Pool Car
Electronic
Equipment
E.G laptop, phone,
printer, encrypted
memory stick
Files
Folders
File Notes
Work Diaries
Annual Leave card
ID Badge
Swipe card
Car Park Pass
Smart Card
Lease Car
Other items
EG books
Remove access
to all IT Systems
e.g. ESR, PAS
*Note for Manager: Close Email account
Manager………………………
Date actioned ………………..
7 of 18
APPENDIX C
Confidential
Dear ………………….
TERMINATION/LEAVERS QUESTIONNAIRE COVER LETTER
To enable the Organisation to continuously evaluate the recruitment and retention of
employees and to make suggestions for improvements to be made within the working
environment, we are interested to find out from employees why they are leaving our
employment.
Please therefore complete the attached Termination/Leavers Questionnaire as fully
as possible and return it to the address below as soon as possible. This
Questionnaire is completely confidential and will only be processed through the
Workforce Directorate:
Workforce Information Manager
Peninsula Community Health
Level 4
Sedgemoor Centre
Priory Road
St Austell
PL25 5AS
In addition to completing the Termination/Leavers Questionnaire, if you would like the
opportunity to discuss your views in more detail, please contact the Workforce
Directorate (as shown below) to arrange a meeting, or alternatively you may prefer to
discuss the issues with your manager:
Workforce Directorate
Workforce Information Manager
Tel: 01726 627631
Thank you for your assistance.
Yours sincerely
8 of 18
APPENDIX D
Termination / Leaver Questionnaire
Confidential
To the departing employee: We would appreciate you completing this questionnaire, which is
confidential, and you may remain anonymous.
1: Personal Details
Name
Post
Ward/Department
& Location
Service Corporate, Community Health Services, Finance, Service
Improvement, Dentistry, HQ Admin, Primary Care, Public Health
* delete as appropriate
Leaving date
Length of Service
Length of service
in current post
with organisation
(including
predecessor
organisations)
2: Reasons for leaving
Please mark up to three reasons. Please state what you would rate as the first, second, third most
important reasons for leaving. Please indicate by placing 1,2,3 in the blank column.
Offered another job
Career Change
Lack of opportunity for development/
promotion
Poor relationship with supervisor
Poor relationship with colleagues
Early Retirement
Pay & conditions
Stress of Job
Travelling difficulties
Hours not suitable
Maternity Leave
Childcare / Carer
Responsibilities
Ill health
Retirement
Not treated fairly / equitably
To undertake courses /
training
End of contract
Travelling / Leaving Area
Health & Safety issues
Workload / expectations of role
Inadequate pay
Other (please
specify)
3: Present employment
What do you like the most and the least about your present job with Peninsula Community Health,
please state up to three answers and prioritise by in order of 1,2,3.
Most enjoyable
Pay & Conditions
Working
relationships
Location
Job content
Flexible working
Training /
development
Least enjoyable
Pay & Conditions
Working relationships
Location
Job content
Flexible working
Training / development
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4: Exit Interview
Please state yes/no
I have been offered an Exit Interview with my Line Manager
I accepted the offer of an Exit Interview
5: Additional comments
Please state
(1) Strongly Agree
(2) Agree
(3) Neither agree/Disagree
(4) Strongly Disagree
I have been able to voice my opinions and influence change in my area
of work
I have always been involved in decisions that affect me in my area of
work
My Line Manager has always welcomed ideas that I have put forward
People can speak their minds about how things are in the Organisation
Communication is good and I know what was happening in the
Organisation
Adequate facilities and flexibility exists to fit work around my family life
The Organisation has encouraged me to learn and develop
I have regularly discussed my objectives and performance with my Line
Manager
I have encountered no violence or aggression in the course of my work
6: How do you rate PCH as an employer on the following points?
Very Good
(4)
Good (3)
Fair (2)
Poor (1)
Pay & Conditions
Annual Leave
Sick Pay
Pension scheme
Communication
within Department
Communication
within Organisation
Induction
Flexible working
Training
Development
Opportunities
Job security
7: Your future employment / Destination on leaving (please tick appropriate box)
Other NHS employment
Non-NHS employment
Relocation due to partners
job
Other (please specify
Retirement
Unemployed
Travelling
8: Additional Comments
………………………………………………………………………………………………………..
………………………………………………………………………………………………………..
………………………………………………………………………………………………………
.
Signed: …………………………………………….
Date: …………………...
Thank you for taking the time to complete this questionnaire, we value your feedback
Return to: Workforce Information Manager, Sedgemoor Centre, St Austell PL25 5AS
10 of 18
R
APPENDIX E
RESIGNATION / TERMINATION / LEAVERS FORM
Complete all white sections – send form to Workforce Information, Peninsula Community Health, Room LG015, Truro Health Park, Infirmary
Hill, Truro, TR1 2JA
ESR Pay number:
EMPLOYING TRUST: Peninsula Community Health (PCH)
Pay Period Actioned: Monthly
BASE……………………………………………………………..
SECTION ‘A’ – LEAVER’S PERSONAL DETAILS
Forwarding Postal Address (for forwarding P-45)
Surname ………………………..…………………………..
………………………………………………………………………………
………………………………………………………………………………
Forename(s) ……………………..…………………….…..
…………………………………………………………………………
Title: Dr/Mr/Mrs/Miss/Ms ………..………………………
Postcode:
Tel No:
NI or Employee Number ……………………..………….
Tick Contract 
Full-time
Job Title………………………………
Note name and work locations of any other jobs held by this
Leaver in this organisation:
Pay Grade……………………………
Part-time
…………………………………………………………
Start Date of this Job………………
Annualised
…………………………………………………………
Contract Hours……………………...
Bank

SECTION ‘B’ – LEAVING DETAILS
Tick reason for leaving
(and enter code from overleaf
where applicable)
Tick destination on leaving
(and enter code from overleaf
where applicable)
Enter
Code
Death
Redundancy
Dismissal
Retirement
End of Fixed Term
Voluntary Resignation
Pregnancy
Other describe
Other health related sector
Self Employment
Prison Service
Abroad
Armed Forces
Another Sector
Other NHS
organisation
(please state Trust)
ANNUAL LEAVE POSITION AT TERMINATION (Enter in hours or days only)
Enter
Code

Any other
destin.
please describe
Additional Information
1. NUMBER DAYS WORKED PER WEEK / FORTNIGHT
2. LAST WORKING DAY
Include any off duty days that immediately follow
Days
Hours
3. ANNUAL LEAVE ENTITLEMENT UP TO LAST
WORKING DAY
Lease Car Holder? ( YES / NO )
4. ADD ANY LIEU DAYS OWING
5. DEDUCT ANY LEAVE DAYS TAKEN THIS YEAR
‘PAID TO
6. BALANCE (either OUTSTANDING or OVERTAKEN)
7. PLANNED / LAST DAY OF SERVICE NB extend
service to include outstanding leave etc, I.e. item 2 + 6
DATE’…………….………….
To be completed by Payroll Services or
Human Resources
SECTION ‘C’ – FOR COMPLETION BY AUTHORISED SIGNATORY ONLY, NOTE YOUR DETAILS AND SIGN
'Has employee received Relocation Expenses within last two years? YES/NO'
For Office Use
If YES, please notify the Human Resources Department immediately
Workforce
PRINT NAME
Job Title
SIGNATURE
Date
Date resignation / notification received;
Pay officer
S.Pay Officer
Initials
Date
PAGE 2
Reason for leaving codes
Bank staff not worked
Death in Service
BN
D
Retirement – Ill Health
RI
Retirement Age
RA
Voluntary Early Retirement – No Actuarial
VE
Dismissal – Capability
DC
Dismissal – Conduct
DD
Dismissal – Some Other Reason
DO
Voluntary Resignation – Adult Dependants
VA
Dismissal – Statutory Reason
DS
Voluntary Resignation – Better Reward Package
VB
T
Voluntary Resignation – Child Dependants
VC
E
Voluntary Resignation – Health
VH
Voluntary Resignation – Incompatible Working
VI
Reduction
Select and Enter
Reason for
Leaving Code on
R-Form
Voluntary Early Retirement – with Actuarial
VEA
Reduction
Employee Transfer
End of Fixed Term Contract
End of Fixed Term Contract – Completion
EC
of Training Scheme
Relationships
EW
Voluntary Resignation – Lack of Opportunities
VL
ER
Voluntary Resignation – Other/Not Known
VN
End of Fixed Term – Other
EO
Voluntary Resignation – Promotion
VP
Flexi Retirement
FT
Voluntary Resignation – Relocation
VR
Pregnancy
P
Voluntary Resignation – To undertake further
VF
End of Fixed Term Contract – End of
Work Requirement
End of Fixed Term Contract – External
Rotation
education/training
Redundancy – Compulsory
RC
Voluntary Resignation – Work Life Balance
VW
Redundancy – Voluntary
RV
Other – Initial Pension ended
OI
OS
No Employment
NE
OP
Other Sector - Other Public Sector
OU
OR
Other Sector - Other Private Sector
OV
OG
Other Sector – working in Education Sector
OE
AE
Other Sector – undertaking further Education &
OT
Destination on Leaving Codes
Other Health Related Sector – Social
Select and Enter
Destination on
Leaving Code on
R-Form
Services
Other Health Related – Private Health/
Social Care
Other Health Related Sector – Return to
Practice
Other Health Related Sector – General
Practice
Abroad – EU Country
Training
Abroad – Non EU Country
AN
DISTRIBUTION REQUIREMENTS
Send the signed original and one copy to:
(retain copy of signed form for P–file)
Workforce Information
Peninsula Community Health, Room LG015 , Truro
Health Park, Infirmary Hill, Truro, Cornwall, TR1 2JA
PAGE 3
Guidance Notes for Resignations
Upon the receipt of the employee’s Resignation, the Line Manager must respond in writing using the
standard letter in MGN 14 Leavers Management Guidance Note Please confirm with the employee their
‘Last Working Day’ and ‘Last Day of Service’.
The ‘Last Working Day’ is the date of the employee’s last shift/day at work. The ‘Last Day of Service’
includes any outstanding annual leave the employee may have.
Once you have written to the employee accepting their resignation, you must complete a Resignation Form
(R-Form), ensuring that it is sent to Workforce Information well in advance of the payroll deadline (7th of
each month).
Poorly completed and late submission of forms will result in overpayment
General Rules on completion of R-Forms

The ‘Last Day of Service’ date includes any outstanding annual leave.

The ‘Last Day of Service’ date is used for salary, service and Pension purposes.

The ‘Last Day of Service’ date includes any annual leave outstanding following normal shift pattern.

The ‘Last Day of Service’ is not extended where annual leave outstanding would extend past the
Fixed Term Contract end date. Outstanding annual leave is then paid.

Reference should always be made to the individual’s normal work patterns ensuring the appropriate
length of service is credited when extending the Last Day of Service.

Any outstanding leave advised as hours should be included in the Last Day of Service by reference
of shift pattern.

If the employee is transferring trusts and has a lease car, please write in “Lease Car transferring” on
the additional information section.

Please ensure you complete Reason for Leaving and Destination on Leaving Codes. These are
mandatory fields and help the Trust to analyse why staff leave and where they go.

Please note if an employee is transferring to another post within the Trust then an R-form is not
required (this change should be actioned by a CAF raised by the receiving manager).

If you receive late notice of an employee leaving, contact the Payroll Department immediately.

The R-Form must be signed by an authorised signatory.
Corrections To Resignation Forms
Resignation forms can be corrected by completing a Contract Amendment Form (CAF).
Complete the CAF in the same way, but in the additional Information column add “Amendment to R Form
dated………………. Last Day of Service or Last Working Day should read…..(put in date)”. This would
also be the date of change on the CAF.
APPENDIX F
Employee Retirement Certificate
Peninsula Community Health is committed to recognising staff retirement and work contribution.
As detailed in the Leavers Management Guidance Note, the ‘R’ Form should be completed
immediately to ensure that the retirement certificates can be ordered and delivered. This will
guarantee the certificate will be ready for presentation on the employee’s retirement date.
As a Line Manager it is your decision how to present this certificate and we would encourage you
to discuss this with the retiree as they may prefer not to attract attention. If you are planning on
celebrating the retirement with your team, The Communications Team is able to provide support
with photographs, media and/or internal communications as appropriate. They can be contacted at
pch.communications@pch-cic.nhs.uk, 01726 627666.
APPENDIX G
EIA Screening form
Section
Name of Policy to
be assessed
Officer responsible for the assessment
MGN 14 : Leavers Management Guidance
Note
1. Briefly describe the aims, objectives and
purpose of the policy.
2. Are there any associated objectives of the
policy? Please explain.
Date of
Assessment
Carrie Lester, HR Advisor
03/08/2012
Is this a new or existing
policy?
Previously
existing as 2
documents
MGN 14 and
MGN 14b
The aim of this Management Guidance Note is to ensure that the correct process is followed
for employees who are leaving the organisation and confirm what the responsibilities are for
the leaver and line manager in relation to this process.
To ensure that both the leavers and the organisation receives fair treatment in lines with the
contract terms and conditions of employment
3. Who is intended to benefit from this policy,
and in what way?
4. What outcomes are wanted from this policy?
No detriment to employees
5. What factors/forces could contribute/detract
from the outcomes?
A lack of robust processes to ensure that employees receive the correct amount of pay,
notice and annual leave.
6. Who are the main
stakeholders in relation to
the policy?
All Employees
All employees, Managers and Trade Unions.
8. Are there concerns that the policy could have
a differential impact on RACIAL groups?
N
7. Who implements the policy,
and who is responsible for the
policy?
Managers, HR and Trade
Unions.
Please explain
Applies to all employees irrespective of grade or status.
What existing evidence (either presumed or
otherwise) do you have for this?
9. Are there concerns that the policy could have
a differential impact due to GENDER (including
TRANSGENDER)?
What existing evidence (either presumed or
otherwise) do you have for this?
N
Applies to all employees irrespective of grade or status or gender.
10. Are there concerns that the policy could
have a differential impact due to DISABILITY?
Applies to all employees irrespective of grade or status or disability.
N
What existing evidence (either presumed or
otherwise) do you have for this?
11. Are there concerns that the policy could
have a differential impact due to SEXUAL
ORIENTATION?
Applies to all employees irrespective of grade or status or sexual orientation.
N
What existing evidence (either presumed or
otherwise) do you have for this?
12. Are there concerns that the policy could
have a differential impact due to their AGE?
Applies to all employees irrespective of grade or status and age.
N
What existing evidence (either presumed or
otherwise) do you have for this?
13. Are there concerns that the policy could
have a differential impact due to their
RELIGIOUS BELIEF?
What existing evidence (either presumed or
otherwise) do you have for this?
Applies to all employees irrespective of grade or status or religious belief.
N
14. How have the Core Human Rights Values
of:
To treat all employees equally in situations where they are leaving the organisation.
Fairness;
Respect;
Equality;
Dignity;
Autonomy
Been considered in the formulation of this
policy/strategy
If they haven’t please reconsider the document
and amend to incorporate these values.
15. Which of the Human Rights Articles does
this document impact?
The right:
Yes














To life;
Not to be tortured or treated in an inhuman or degrading way;
To be free from slavery or forced labour;
To liberty and security;
To a fair trial;
To no punishment without law;
To respect for home and family life, home and correspondence;
To freedom of thought, conscience and religion;
To freedom of expression;
To freedom of assembly and association;
To marry and found a family;
Not to be discriminated against in relation to the enjoyment of any of
the rights contained in the European Convention;
To peaceful enjoyment of possessions and education;
To free elections
What existing evidence (either presumed or
otherwise) do you have for this?
16. Could the differential impact
identified in 8 – 13 amount to
there being the potential for
adverse impact in this policy?
Please explain
N
No
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
17. Can this adverse impact be
justified on the grounds of
promoting equality of
opportunity for one group? Or
any other reason?
18. Should the policy proceed
to a full equality impact
assessment?
Please explain for each equality heading (questions 8 –13) on a separate piece of paper.
N
N/A
N
17. If Yes, describe why, then proceed to a full EIA.
18. If No, are there any minor further amendments that should take place?
No
19. If a need for minor amendments is identified, what date were these completed and what
actions were undertaken.
N/A