Annex F

OFFICE RULES

Trading on JNCC Premises

Trading on JNCC premises, whether for personal gain or on behalf of outside persons or organisations, is not usually allowed. However, with prior approval from personnel, persons may be permitted to leave small quantities of samples (of books for example) for staff to place orders, as long as staff are not canvassed at their desks, and providing such samples do not conflict with JNCC interests and are not obtrusive.

Similarly, JNCC does not normally allow canvassing on the premises by representatives of outside bodies or firms or by JNCC staff on their behalf. In cases of doubt, you should consult Personnel.

Discounts

Some companies are prepared to offer discounts on their goods or services to employees. Although JNCC has no objection to bringing the discount to the attention of staff through our social newsletters, this does not indicate that JNCC either encourages you to take up the offer or endorses the product or service offered. You are strongly advised to seek independent advice in relation to offers of, or transactions for, financial services.

If you are approached by the representative of any company or organisation regarding a discount scheme you should refer the matter to Personnel, together with all available information on the scheme.

You may not invite a representative of any such company or organisation on to JNCC premises either for preliminary discussion or promotional purposes unless Personnel has given approval.

Custody of Official Documents and Valuables

You are expected to exercise care in safeguarding all documents, computerised data and equipment against damage, loss or theft. Such items should only be left unattended if they can be concealed and secured, for example in the locked boot of a car. Such items should not be left unattended in cars, trains or any other form of transport.

Safekeeping of JNCC Equipment

If you are entrusted with any JNCC equipment or articles of value you are responsible for their safe custody. If you lose or damage such property, follow-up action will be taken to identify whether neglect was a contributory factor. Where this is shown to be the case, disciplinary action may be taken, including consideration of whether you should bear the cost of part or all of the loss.

If you have responsibility for keys to JNCC premises, property or vehicles etc., you are required to exercise care in safeguarding them at all times. The loss of a key should be reported as soon as possible to the Office Services Manager.

JNCC Supplied Equipment, Stationery, etc.

All equipment, including stationery etc., supplied by JNCC is provided solely for use in your work.

Envelopes and headed paper are supplied by JNCC for JNCC business and communications only. You may not use JNCC headed stationery or envelopes to provide a personal reference for a current or former colleague (see Requests for Reference policy).

As a general rule, office franking machines should not be used for private purposes, and photocopiers and printers should only be used to reproduce material for JNCC use. It is recognised, however, that on occasions individuals may have personal reasons for wishing to use JNCC stationery or equipment. On these occasions staff must seek permission from their line manager.

You are required to exercise the greatest economy and care in the use of fuel, electricity, stationery and other materials supplied.

Private Use of JNCC Telephones and Fax Machines

Telephone and fax facilities are provided to enable staff to carry out JNCC's business efficiently and effectively. However, staff are permitted to use the JNCC telephone and fax system for urgent private calls that cannot be made out of office hours, provided that they are essential, kept brief and do not incur premium rate call charges.

Monitoring Use of the System

Under current administrative arrangements, telephone and fax accounts are routinely scrutinised on receipt by the IT Section. Monitoring of call volume and destination will take place to ensure the most efficient and effective use is made of the telecommunications systems. The traffic of calls is monitored in order to identify calls made to inappropriate numbers/services and/or excessive use.

Personnel will be made aware of any possible cases of misuse that are identified. In line with JNCC's disciplinary procedures, Personnel, in consultation with line management, will decide what action to take.

Use of Personal Mobile Telephones

JNCC acknowledges that many employees carry personal mobile telephones and that, used appropriately, these may serve a valuable role, particularly in circumstances requiring urgent contact. JNCC does, however, need to ensure that the use of mobile telephones does not interfere with the performance of either the employee's or colleagues' duties.

In order that mobile phones are not a distraction during working hrs employees should switch them off or turned them to mute and are expected not to use a mobile telephone at work except during breaks.  However, in certain circumstances, for example lone working, the use of a mobile telephone is permitted.

JNCC's Information Technology (IT) Systems

A range of communication facilities are available in JNCC, including access to the internet and the use of internal and external e-mail.

Used properly, these facilities can significantly assist JNCC in improving its business performance and help in the development of staff's IT skills. It is, however, important that staff behave responsibly when using these facilities.

All staff should be aware of and abide by the procedures documented in the JNCC's IT Security and Privacy Policy Document, as access to JNCC systems is available only on completion of the User Confirmation and Acceptance Certificate.

Precautions against Fire

You must take all possible precautions to minimise the risk of fire. JNCC is a non-smoking office. If you are a smoker, you should be careful in the disposal of cigarette ends, matches, etc. when smoking in the immediate vicinity of the building.

JNCC fire alarm systems are tested regularly, but if the fire alarm sounds, you must follow the emergency instructions immediately unless prior notice was given that a test was scheduled. These instructions are displayed in your office and you should familiarise yourself with them.

Damage to Premises

You must not damage or deface JNCC premises. Maps, notices, newspaper cuttings, illustrations, etc. should be affixed to walls or woodwork in such a way that no permanent damage is done. Otherwise, you may be required to meet the cost of repairing any damage.

Staff Clubs

Members of staff holding office (i.e. Chairperson, Secretary, Treasurer) in any staff clubs such as the Car Parking Club are regarded as responsible for the good management of that club and must ensure that by their actions they safeguard the interests of both club members and JNCC.

Any loss of funds from clubs will be subject to investigation because of the wider implications of potential or suspected financial irregularity on JNCC premises.

To ensure good management of a staff club's affairs, the following guidelines must be followed:

In addition to good management practices, it is important that no fund-raising activities or events organised by a staff club could be perceived as detrimental to the aims and objectives or the image of JNCC.