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Casework credits for non-casework projects
Under this scheme, investigators can gain credit for time spent on project and corporate work to count towards their personal casework target of non-26(5) decisions.
The time is calculated as a `casework credit' which is equivalent to a non-26(5) decision. The calculation is based on the upper threshold of the investigators' appraisal/pay scheme (140 non-26(5) decisions) and a `working year' of 206 days. This converts into 3.5 casework credits for five days' work.
The casework credits may be counted both by the investigator as part of his/her individual output, and by the investigator's line manager AO as part of the team's overall productivity.
The scheme applies to all work from 1 April 2005. The scheme was subject to staff-side consultation and incorporates their suggestions.
Allocation of credits
Work qualifying for credits will normally be agreed in advance by a `sponsor'.
There are sponsors in each office. They are the Assistant Ombudsman with special responsibility for Communications activity in the office, any Assistant Ombudsman in relation to their subject responsibility and the Deputy Ombudsman.
The Commission has budgeted for the equivalent of two investigators split across the three offices being engaged in local authority training and other projects in the Communications Strategy. The Comms AO in each office has a budget of 96 casework credits (137 days) to allocate during the year for such work. He/she will liaise closely with the Head of Communications in allocating this resource. Examples of non-training projects would be:
drafting articles for specialist publications;
writing a special report;
developing awareness/understanding in a minority ethnic community;
improving understanding in a number of CABs/advice centres; and
significant activities to develop understanding in local authorities (ie not including routine liaison work).
In addition to this budget, the Deputy Ombudsman has discretion to allocate casework credits for other projects and activity. He/she will do this in consultation with the other Deputies. The AOs can also allocate casework credits for significant work related to their lead responsibility/subject portfolios, such as producing/updating written advice for staff.
Applying for non-training credits
Allocating qualifying activity
The sponsor (the AO or the Deputy) will notify staff of the opportunity to participate in a particular qualifying project. He/she will normally provide an estimate of the time the task should take.
The sponsor will consider the response and allocate the project to the most suitable person.
An investigator can suggest to one of the sponsors a project he/she would like to undertake in line with the Communications Strategy or other parts of the Public Value Agenda. The sponsor will then consider whether to support the project.
If an investigator is engaged on work which has not been agreed in advance by a sponsor but the investigator considers should qualify for credit he/she should seek confirmation from a sponsor as soon as possible.
Recording time
The investigator should keep a reasonably detailed account of the time spent on the project. The investigator should advise the sponsor as soon as possible if it seems likely that the estimate will be exceeded.
As soon as the project is finished, the investigator should submit the account to the sponsor for agreement. For communications activity, the final number of hours will be given to the Head of Communications for recording on the relevant office casework credits spreadsheet.
The investigator can aggregate the agreed time for different qualifying projects to arrive at the total casework credits for the year. It will not be possible to carry over any surplus from one appraisal year to the next.
Appeals
Where the AO and investigator are unable to agree the qualifying time spent on a project the matter can be referred to the Deputy Ombudsman. There are no special arrangements for appeals concerning the decisions of the Deputy on qualifying time.
Credits for LA Training
Investigator trainers complete a record form for each course that includes hours spent on preparation, travelling and delivery of the training. The hours are recorded by the Training Administrator on the relevant office casework credits spreadsheet and sent to Finance for adding to the LA Training trading account.
Scheme approved by the Deputies 10 May 2005
Updated October 2007
Updated March 2009
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HR\casework credits: Doc release 140: March 2009