CH206-Staff Jury Service Policy
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Registration Number: {{org_field_registration_no}}
Staff Jury Service Policy
1. Purpose
This policy sets out {{org_field_name}}’s approach to managing staff who are called for jury service, balancing the legal obligation of the employee with our duty to ensure safe and continuous care delivery. The policy provides a clear structure for how jury service absences are handled, ensuring fairness to staff, compliance with employment law, and minimal disruption to care services. It aligns with Regulation 17 (Good Governance) by ensuring business continuity and risk mitigation, and with Regulation 18 (Staffing) by maintaining appropriate staffing levels to meet service user needs.
2. Scope
This policy applies to all staff employed or contracted by {{org_field_name}}, including permanent, temporary, part-time, agency, and bank workers. It covers the process from initial notification of jury service through to the employee’s return to work, as well as the organisation’s responsibilities for pay, planning, and record-keeping. It ensures all staff are treated consistently and equitably, regardless of role or contract type.
3. Related Policies
This policy should be read in conjunction with other organisational policies that support governance, staffing, absence, and legal compliance:
- CH04 – Good Governance Policy: Ensures the organisation is well-led, resilient, and accountable.
- CH18 – Risk Management and Assessment Policy: Supports the assessment and mitigation of risks to staffing and continuity of care.
- CH24 – Management of Accidents, Incidents, and Near Misses Policy: Guides how risks are recorded and managed, including those related to unplanned absence.
- CH27 – Staff Supervision, Training, and Development Policy: Ensures that all staff maintain their competency, even following a period of leave.
- CH33 – Staff Leave and Absence Policy: Sets out general procedures for managing authorised and unauthorised leave.
4. Policy Statement and Principles
{{org_field_name}} recognises that jury service is a public responsibility and that employees may be legally required to serve when summoned. The organisation supports staff in meeting this obligation while implementing systems to ensure that care delivery remains safe and uninterrupted. We aim to manage such absences professionally, respectfully, and with minimal disruption to the team and the individuals we support.
4.1 Legal Entitlement to Jury Service
All UK citizens between the ages of 18 and 75 can be summoned for jury service. The obligation is mandatory unless excused or deferred by the court. We recognise this legal right and civic duty, and we support staff in fulfilling it. However, we must also assess the operational impact of the absence to determine whether a deferral request may be appropriate.
4.2 Staff Responsibilities
Employees must inform their line manager or the Deputy Manager as soon as they receive a jury summons. A copy of the summons must be submitted to HR or management. Staff must keep the organisation informed of any delays, extensions, or changes in their jury duty. On completion, staff are expected to return to their duties on the next scheduled shift unless agreed otherwise. Accurate and timely communication is essential to ensure operational planning.
4.3 Organisational Response and Planning
Upon receiving a notification, management will assess its impact on care delivery and implement measures to mitigate disruption. This may involve adjusting staff rotas, reallocating shifts, or calling in bank or agency staff. These arrangements are documented and monitored by the Registered Manager to ensure continuity of care in line with our Good Governance policy.
4.4 Pay and Reimbursement
Jury service is typically unpaid by the employer. {{org_field_name}} will provide staff with a “Certificate of Loss of Earnings” to claim an allowance directly from the court. This ensures that staff are not financially disadvantaged. Managers will assist staff with the necessary paperwork, provide pay details, and ensure the process is understood. Where possible, we aim to process any required documentation within two working days of request.
4.5 Requests for Deferral or Exemption
In circumstances where staff absence would jeopardise the safety of the people we support, {{org_field_name}} may support a request for deferral. This decision is made by the Registered Manager or Nominated Individual after reviewing staffing levels, the individual’s role, and the potential impact. A formal letter outlining the reasons will be provided to the court. However, the final decision rests with the court, and we will support the outcome accordingly.
4.6 Maintaining Communication
Staff on jury service are expected to remain in regular contact with their manager. Where possible, updates should be given daily after court proceedings to help management plan appropriately. If a case ends early or is adjourned, staff may be asked to return to work, provided this does not interfere with any future court obligations. This supports fair workload distribution among team members.
4.7 Impact on Supervision and Training
If jury service results in missed supervision, training, or appraisal sessions, the Deputy Manager will reschedule these promptly. It is important that all staff remain up to date with mandatory training, and no one is penalised for fulfilling their legal duties. We ensure that staff are supported upon their return and any missed developmental opportunities are quickly addressed.
4.8 Equality and Fairness
{{org_field_name}} is committed to equal opportunities and fair treatment. Jury service is not a disciplinary matter and should not be treated as such. Staff will not suffer any detriment, harassment, or negative impact on their employment for undertaking jury service. Absence for jury service will be recorded separately from sickness or unauthorised absence and will not affect eligibility for promotions or performance reviews.
4.9 Documentation and Record-Keeping
HR and line managers will keep accurate records of the staff member’s jury summons, submitted documents, correspondence, and return-to-work information. These will be held securely in line with CH34 – Confidentiality and Data Protection Policy. Records will be retained for audit purposes and to ensure transparency.
5. Policy Review
This policy will be reviewed annually or sooner if legislation, employment law, or operational needs change. All updates will be approved by senior management and made available to all staff via {{org_field_website}} or on request from {{org_field_email}}.
Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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