debenhams hand book v2 - 30 03 2015 march 2015

7/25/2019 Debenhams Hand Book v2 - 30 03 2015 March 2015

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DEBENHAMS

IRELAND

EMPLOYEE

HANDBOOK



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1 Starting with us

Probationary Period 4Medical assessment 4Other employment 4

Personal appearance/businesswear 4

2 Pay and Reward

Pay arrangements 5Bonus schemes 5Long service recognition 6

3 Location and hours of work

Location of work 6

Hours of work and breaks 6 Additional working hours 8Time off in lieu 8Working on public holidays 8Sunday trading 8

Flexibility & changes to working hours 9

4 Attendance at work

Absence notification procedure 9Returning to work 10Prolonged/persistent absence 10Unauthorised absence 10

5 Paid and unpaid leave

Holiday arrangements 11Company sick pay 13Medical/dental appointments 14Parental leave 14Force Majeure 14

Maternity and Adoption leave 15Compassionate leave 16Jury service 16Other public duties 16Other absence 16Career breaks 16

6 Staff Discount scheme

Eligibility 17Guidelines 17Lost Cards 18

7 Your involvement

Employee Consultation Forum 18Environmental responsibility 18

8 Pension Scheme

Eligibility 19

9 Health and safety

Safety, Health& Welfare at Work 19First aid 21

Accidents 21Fire and emergency 21Smoking on company premises 21Personal safety & security 21Personal Accident insurance 21Private medical insurance 22

Use of VDU equipment 22

10 Loss Prevention

Personal possessions 22Lost property 22Right of search 22

11 Working standards

Data protection 23Information systems 23Social Media 24Confidentiality 24Profits from employment/external interests25Personal telephone calls 25Private cars 25Work area 26

CONTENTS



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12 Employment Equality

Policy 26Trade Union Membership 27

12 Learning and development

Appraisal 28Management trainee programme 28

13 Problem solving

Policy principles 29Stages of procedure 29

14 Disciplinary procedure

Purpose and scope 30Principles 30Stages of procedure 31Gross misconduct 32Suspension 32

Appeal 33

15 Leaving the company

Notice periods 33Holiday pay on leaving 34

Your point of view 34Retirement 34Return of company property 34



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Starting with us

As a large organisation, we need to tell you about how we work so that everything runs smoothly

from your first day. We have tried to keep the formalities to a minimum. However, as some ofthe sections form part of your contract with us we need to make these more formal.

Probationary Period

Your initial offer of employment is subject to the completion of a 6-month probationary period,which the Company regard as satisfactory. The Company reserve the right to extend this periodshould it consider this to be necessary. During the probationary period employment may beterminated by either party, subject to the conditions laid out in the Minimum Notice & Terms ofEmployment Act.

Medical assessment

To ensure that you are fit for employment, we ask you to complete a Preliminary HealthQuestionnaire before you start work. If necessary and as a result of the information you providein the questionnaire, you may be asked to attend a medical examination. This is organised andpaid for by the Company and is a condition of our offer of employment.

Other Employment

If you have more than one job, you must let your Line Manager know as this may impact on thenumber of hours you are able to work for us under the terms of the Working Time Regulations,and will affect your Income Tax, USC and PRSI deductions. You will be requested to complete adual-employment form providing details of any other employment.

Personal Appearance/Businesswear

A high standard of personal appearance is expected at all times when you are at work. Researchcarried out for us has shown that customers respond more positively to someone who is smartand well presented.

We will supply you with a businesswear allocation in line with your job role, which you shouldwear at all times whilst representing the Company; this includes name badges, which areprovided as part of your businesswear allocation.

The wearing of protective clothing, including safety shoes, is mandatory in certain areas of thebusiness. If these are provided for you because of your job role, it is a condition of youremployment that you wear them when you are working

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Pay and reward

We want to attract and retain the best people through competitive pay and benefits packages andimaginative incentive and bonus schemes, linked to Company and individual performance.

Pay arrangements

You receive your pay by credit transfer to the bank or building society account of your choice. Your basic pay, total earnings and deductions are shown on your pay slip, which you receivewhen payment is made.

You will be paid monthly and your account is credited on the last Friday of each month.

To enable us to process your pay without delay, please make sure that you supply accuratepersonal details and your P45 from your previous employer. If you do not have a P45 you shouldfill out a 12A form, which is available from your local tax office.

Students may be eligible for tax exemptions through completion of a 12A form.

Please notify your Line Manager in writing via the “change of details form” available from BusinessSupport, of any changes to your personal details, including a change in marital status when theyoccur. If you have any questions concerning your pay, please speak to your Line Manager

Bonus schemes

Bonus schemes and incentives are an important part of the way in which we reward and retainour staff. Our aim is to encourage high performance and to ensure outstanding results areachieved. You will be given full details of the relevant bonus schemes, including:

Your eligibility

Performance criteria required to receive payment

The level of potential earnings

These schemes are discretionary, which means they can be withdrawn or amended at any time.Staff whose performance is considered to be below standard (or who are under a disciplinarywarning at the time the bonus is paid) are not eligible to receive a payment. To be eligible for apayment you must be in Debenhams employment at the time bonus is paid and not under noticeof leaving.

Bonus schemes are taxable and subject to PRSI and USC deductions but are not pensionable andare not included in any termination calculations.

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Long service recognition

We appreciate and recognise the loyalty of long service, and reward those who stay with the

Company for a long period of time. Awards are presented to members of staff after 15,25, 30,35, 40 and 45 years continuous service with the company.

Other employment milestones are marked at the appropriate time. Your Line Manager will letyou have full details near the time you become eligible for one of these awards.

Location and hours of work

Location of work

Your location of work will be stated in your offer letter and ‘Summary of Employment Terms’.

However, we may need to transfer you (on a permanent or temporary basis) from onedepartment to another, and/or from one site to another, provided that any alternative site iswithin a reasonable travelling distance from your home. All transfers will be on the basis thatemployment remains continuous with no loss of benefits. Where the transfer will be permanent,every effort will be made to give you reasonable notice.

Hours of work and breaks

Your normal hours of work will be stated in your ‘Summary of Employment Terms’. All employeeswill be given their rosters 4 weeks in advance. Due to the nature of retailing, there may beexceptional circumstances when your hours may need to be changed, any changes required willbe my mutual agreement.

In some areas of the business, hours may vary from time to time due to the nature of retailing,but we will make every effort to give you as much notice as possible and work with you tobalance your personal and family commitments with business requirements.We will also ensure that your hours of work comply with the terms of the Organisation of WorkingTime Act, as follows:

A maximum of 48 hours in any one week (averaged over 4 continuous months)

A rest break of at least 11 hours from when you finish work on one day to the time you startwork the next day (12 hours if you are under 18)

A rest break of 15 minutes following 4.5 hours continuous work and 30 minutes after 6hours or more. (30 minutes after 4.5 hours if you are under 18)

A maximum of six days’ work in any seven-day period.

Rest breaks cannot be taken at the end of a day/shift

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If you work a full day, your breaks will be arranged with one unpaid hour for lunch and 2*15minute paid breaks reasonably spaced throughout the day.

If you are employed as a night worker you may not work more than 8 hours in a 24-hour period,

averaged over a 2-month reference period. Rest periods are the same as for day workers. Nightworkers are entitled to free medical assessments. HR will have more details.

*A night worker is defined as a person who works their hours between midnight and 7.00am. Thenumber of hours worked by the person during the night in each year must equal or exceed 50%of their total hours worked.

Hours Worked(excluding breaks)

Breaks Deducted FORPAYROLL Break Entitlement Payment

Over 4.5 hours - 5.75 0 15 0-5.75

6 15 30 5.75

6.25 15 30 66.5 15 30 6.25

6.75 15 30 6.5

7 15 45 6.75

7.25 15 45 7

7.5 15 1 7.25

8 45 1 7.25

8.25 45 1hr and 1 x 15 mins 7.5

8.5 1 1hr and 2 x 15 mins or 30 mins 7.5

9 1 1hr and 2 x 15 mins or 30 mins 8

9.5 1 1hr and 2 x 15 mins or 30 mins 8.5

10 1 1hr and 2 x 15 mins or 30 mins 910.25 1 1hr and 2 x 15 mins or 30 mins 9.25

10.5 1.25 1hr and 2 x 15 mins or 30 mins 9.25

10.75 1.25 1hr and 2 x 15 mins or 30 mins 9.5

11 1.25 1hr and 2 x 15 mins or 30 mins 9.75

11.25 1.251hr and 1 x 15 mins and 30

mins 10

12 1.25 1hr and 1 x 15 mins and 30 10.75

Unsociable HoursPremium

Exceptions for UnsociablePremium

(Before 8am or after9pm)

1 hour = 0.33 Food Services

3/4 hour = 0.24 Warehouse

0.5 hour = 0.16 Stock Movement

1/4 hour = 0.08

Any employee that feels they are not receiving the correct break entitlements should raise the issuewith your line manager or follow the company problem solving procedures (further details availableon the Deb Web).



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Additional working hours

Because of the nature of retailing, it is important that you are available to work additional hours.On these occasions, you will be given reasonable notice to work any additional hours. Although,this may not always be convenient for you, we hope you will support your colleagues whenever

possible.

If you are eligible for payment for additional hours, all hours actually worked up to 37.5 per weekwill be paid at single time. Actual hours worked in excess of 37.5 will be paid at the rate of doubletime, or if the Company agrees, may be taken as time off in lieu.

Management are not normally entitled to paid overtime, but where exceptional additional hours areworked, time off in lieu may be given at the discretion of your manager and must be agreed inadvance. Personal situations will be taken into account.

Time off in lieu

Where time off in lieu has been agreed, it should be taken within three months of being earnedotherwise it will be forfeited. Time in lieu requests should be authorised by your Line Manager inwriting. Forms are available for requesting any time in lieu owed.

Working on public holidays

In some areas of the business working on a public holiday may be necessary.

Payment for non-management

Entitled to a paid day off if not working the bank holiday.

A paid day is equivalent to 1/5th of normal contracted hours if it is not a normalrostered day.

A paid day is equivalent to normal contracted hours for this day if not worked but wouldbe a normal rostered day

Entitled to OT 1.3 for hours worked on the bank holiday, plus TIL earned for actualhours worked to be taken within 3 months of being earned.

Payment for management

Basic pay for the day, plus time off in lieu for the actual hours worked.

Sunday trading

The premium rate for Sunday working is time and a third.



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Flexibility

Due to business demands, it may be necessary at times to ask you to carry out work, which is notnormally part of your role. If this happens, we will ensure you are given any training and supportnecessary to help you to carry out these new duties. There are specialist areas that will be

excluded e.g. Loss Prevention

Flexible Working

We want to help you achieve a balance between work and home life. If you find that yourcontracted hours or working arrangements no longer suit you, then we will be pleased to discussalternatives with you. We are able to consider career breaks; unpaid time off amongst otheroptions, subject always to the commercial needs of the business.

Speak to your Line Manager for further details.

Attendance at work

You are an important member of the team who contributes to the effective running of theCompany. We understand though, that there are times when you are unable to come to work.

Absence notification procedure

If you are prevented from coming to work due to sickness or other justifiable reasons (or areunexpectedly going to be late), please let your Line Manager/ Duty Manager know.

The following procedures outline what to do if you are prevented from attending work.

On your first day of absence it is essential you telephone your Line Manager. This should be doneas soon as possible (no later than 10am or at least one hour before your starting time).

Please give your manager the following information:

The nature of your illness or reason for absenceWhether or not you will be seeking medical attentionHow long you think you may be absent from workWhen you will next make contact

If you are unable to speak to your manager personally, please speak to the Duty Manager. In thecase of prolonged sickness/absence, you should contact your manager regularly in order to keep usinformed of your progress.

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Returning to work

On your return to work, your manager will review your absence with you and you will be asked tocomplete an Attendance form (return to work form). If you are absent for more than three days(including weekends and public holidays), please send a doctor’s medical certificate to your Line

Manager to cover you from the fourth day of absence onwards. There may be occasions when youwill be asked to submit a doctor’s certificate for an absence spanning less than four days. Forexample, when sickness occurs on, or immediately before a public holiday or before, during or afterannual leave. If cost is incurred, the Company will reimburse you.

Once absence has occurred please refer to the Illness Benefit guidelines on the Department ofSocial Protection website or contact them by phone.

If you fail to comply with these conditions, you are liable to be suspended from the absence policyand disciplinary action may result

Prolonged or persistent absence

Sometimes, a medical condition results in prolonged or persistent absence from work. In thesecircumstances, we may need to seek further medical opinion, which may involve you attending amedical examination with an appointed Company doctor. We will ask your permission before weseek further medical advice

In all instances information received will be treated strictly confidential and will be discussed fullywith you to determine the appropriate course of action and your capability to continue in yourcurrent role. The discussion will cover any suitable alternative options for you as well as anyreasonable adjustments we can make to our working practices to accommodate you until you are fitto return to your original role.

Unauthorised absence

If there is not an acceptable explanation for an absence and that absence has not been authorisedby your Manager, or if you are unable to produce a medical certificate, you may be liable todisciplinary action, including suspension from the scheme but can be up to and including dismissal.



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Paid and unpaid leave

Annual Leave Arrangements

The annual leave year commences on the 1st April and finishes on the 31st March.

Eligibility

All permanent and temporary employees are entitled to paid annual leave . If you join after 1st April in any year, you receive a proportion of the full annual leave entitlement; dependent uponhow much of the leave year is remaining, from the date your employment started. Annual Leave entitlement calculation for full time contracts

Completed service at1 st April each year

Entitlement in daysNon-Management

Entitlement in daysManagement

Up to 5 years 20 days 25 days

Over 5 years 23 days 28 days

Over 15 years 28 days 30 days

Part time contracts

Entitlement is calculated on a pro-rata basis, i.e. one day annual leave is equal to a fifth of yourcontracted hours.

As an example – Contracted hours of 20 p.w. / 5 = 4 Hours = 1 day annual leave.

20 hours=1 week

Increases in entitlements

Annual leave entitlement increases on completion of 5 and 15 years service. The increase comesinto effect at the start of the next holiday year; for example, if you complete 5 years service inOctober, you are entitled to an increased annual leave entitlement from April 1st of the followingyear.

If you are promoted to a management position or your contracted hours change your annual leaveentitlement is re-calculated on a pro-rata basis according to the period remaining in the leave year.

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Guidelines for taking Annual Leave

All annual leave requests should be submitted at least 4 weeks in advance, and must be agreedwith your Line Manager before any commitments are made.

There are peak times in the business year when annual leave may be restricted. For Stores, this ispromotional activity during November and the Christmas trading period, which runs from Decemberup to the end of the first week of January. Please contact your Line Manger for further details.

Normally, a maximum of two weeks annual leave may be taken at any one time, except at thediscretion of your Manager

The allocation of annual leave will be the decision of the Line Manager and are subject to theminimum needs of cover on the department.

Public holidays are in addition to your annual leave entitlement. If a public holiday falls when youare taking annual leave, then an additional day (or days) can be taken at a time mutually agreedbetween you and your Line Manager. The following are Public Holidays in the Republic of Ireland:

1st January – New Years Day

17th March – St. Patrick’s Day

Easter Monday First Monday in May

First Monday in June

First Monday in August

Last Monday in October

December 25th – Christmas Day

December 26th – St. Stephen’s Day

Good Friday is not a public holiday, however staff are entitled to a day’s holiday for this day. If amember of staff works on Good Friday, they are entitled to time off in lieu for this and a single timepayment for the hours worked. Staff who do not work on Good Friday are entitled to this as a paidday off in addition to their normal days off in that week.

If you are taken ill when you are on annual leave, we treat these days as sickness rather thanannual leave, provided your sickness is certified with a doctor’s medical certificate.

If you fall ill on the day prior to or the day after a public holiday, you may be asked to provide a

medical certificate. You will still be entitled to the payment for the public holiday subject to thedoctor’s certificate.

It is important that you take full annual leave entitlement during the annual leave year. Annualleave entitlement cannot be carried into the following year.

If you are asked to delay taking planned annual leave for operational reasons, this may be carriedover into the next leave year with the written authority of your Manager. Any annual leave carriedforward must be taken before the end of May in that year.



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Please Note: Whilst you are on maternity leave your annual leave entitlement is not affected. If itis not feasible for you to take all your remaining entitlement before the end of the leave year (onreturning to work), arrangements may be made to carry the outstanding portion into the followingyear.

Company sick pay

The sick pay year commences on the 1st April and finishes on the 31st March

Points to note

Employed on or before 29th August 2003Full time employees are entitled to payment for days off due to illness up to a maximum of 12 daysin any calendar year. Part time employees are entitled to this benefit on a pro-rata basis. Thispayment will apply to all concerned from the first day of absence.

Employed after 29

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August 2003There will be no entitlement to any sick pay for the first 12 months service. The followingentitlement will apply:

12 months to 18 months service – 8 days.18 months + service – 12 days. (Pro-rata for part time employee’s)

Outstanding entitlement to Company sick pay cannot be carried over from one year to the next.

If your absence extends from one sick pay year to the next (and your entitlement to Company sickpay has been exhausted), the new year’s entitlement does not become available until you havereturned to work for a period of 10 working days (14 calendar days).

From your fourth day of absence the Company will require a doctor’s certificate from you.

The maximum entitlement to Company sick pay in any one year is 12 days

Once absence has occurred for 6 or more consecutive days you will need to claim illness benefitfrom Social Welfare (refer to their website for further information). If you are in receipt of illnessbenefit payment and are receiving company sick pay, you must notify the company (as you cannotbe in receipt of 2 payments). A calculation will be done to see what monies are owed to thecompany. Therefore, please ensure you process all claims to the Department of Social, Communityand Family Affairs promptly. Failure to comply with the terms of the Company sick pay scheme

may result in your entitlement being suspended and disciplinary action being taken up to andincluding dismissal.

In line with legislation it is every employees responsibility to inform their Line Manager if they are inreceipt of any payment from Social Welfare. Confirmation of these payments will need to beprovided. All payment information needs to be recorded for taxation purposes effective fromJanuary 2013.



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Medical/dental appointments

Wherever possible, appointments to visit your doctor, dentist or hospital should be made outsideyour normal working hours. If this is not possible because of exceptional circumstances, pleaseagree appointment times with your Manager and try to arrange them to avoid peak trading times.

Appointments made during working hours will be unpaid.

Parental Leave

Each parent is entitled to 18 weeks unpaid parental leave for each child. The leave must be takenbefore the child reaches eight years of age or sixteen years of age in the case of a child with adisability.

Parental leave can be for a continuous period of 18 weeks, or can be taken in separate periods of aminimum of six weeks each. If the leave is taken in two separate periods there must be at least tenweeks between each period. The leave may also be broken up over a period of time if agreed by

the Line Manager.

Where an employee qualifies for parental leave in respect of more than one child, the employeemay not take more than 18 weeks parental leave in any 12-month period, unless previously agreedby their Line Manager. This restriction does not apply in the case of children of multiple births (i.e.,twins, triplets etc).

Parental leave can be taken immediately following maternity leave provided the employee hascomplied with the service and notification procedures.

For further details, please contact your Line Manager or refer to debweb.

Force Majeure

The Parental Leave and amendment Act also provide for emergency leave or ‘Force Majeure’ leave.This leave amounts to 3 days in any 12 consecutive months or 5 days in any period of 36consecutive months. This leave may only be taken for urgent family reasons owing to an injury orto the illness of any of the following.

A child / adoptive child of the employee

A spouse or person with whom the employee is living as husband or wife

A person to whom the employee is in loco parentis

A brother or sister of the employee

A parent or grandparent of the employee

A person who resides with the employee in a relationship of domestic dependency

For further information please contact your line manager.



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Maternity, Paternity and Adoption leave arrangements

It is important that staff fully understand the Company arrangements concerning pregnancy at workand subsequent maternity leave.

Maternity Leave

All female employees regardless of length of service are entitled to 42 weeks (26 weeks statutoryand 16 weeks additional unpaid) maternity leave based on the following:

At least 2 weeks must be taken before the baby is due and 4 weeks after the baby is born.

You must notify your Line Manager in writing at least 4 weeks before you take maternity leave or ofyour intention to do so and produce a medical certificate confirming your pregnancy and theexpected date of delivery

Maternity leave can be extended by a further 16 weeks. Please inform your Line Manager in writingat least 4 weeks before the end of your maternity leave that you intend to take additional maternityleave.

Ante Natal and Post Natal Care

You are entitled to take reasonable time off work with pay to receive antenatal care.

You will need to provide your manager with an appointment card along with a certificate confirmingthat you are pregnant after your first visit. If you are a key time member of staff please arrangeyour visits outside your normal hours of work where reasonably practical.

Maternity Pay (Statutory)

You should apply for Maternity Benefit through the Social Welfare Office. Please ensure that yourclaim is made at least 10 weeks before your baby is due.

Maternity/Paternity Pay (Company)

The company offers up to five days paid leave (based on contracted hours) for all employees thathave 26 weeks continuous service at EWC. Please speak to your line manager for further details.

Adoption Leave

The Company offers eligible employees adoption leave. Please consult your Line Manager. Adoption leave will be given in accordance with the Adoption Leave Act.



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Compassionate Leave

The Company is always sympathetic in such circumstances. Talk to your Line Manager who canadvise you of the applicable arrangements. Additional paid (or unpaid) leave may be granted at theCompany’s discretion. Compassionate leave for reasons other than bereavement may also be given

at the Company’s discretion.

Jury Service

If you have to attend jury service, please inform your Manager of the dates on which you arerequired. You will remain on normal pay during your jury service. Where adjournments occur,please make every effort to return to work. A copy of your notification of jury service must behanded into your Line Manager.

Other public duties

If you have responsibilities for civic duties, your Line Manager can give you details of theappropriate leave arrangements.

Other absence

Occasionally, you may need to be absent from work for reasons other than those specified above.If it is necessary, ask your Manager for time off well in advance wherever possible. Absence of thisnature is usually unpaid.

Career breaks

If you wish at some stage to take a break in your career with the Company, this may be arranged,provided you meet the following criteria:

Your have a permanent contract

You have been continuously employed for more than one year

Breaks are at the discretion of the Company, but will be for up to a maximum of 1 year and areunpaid. All benefits are suspended for the duration of the career break. If the original position isvacant at the time the employee wishes to return to work, then the employee should return to thisrole, and it will not be necessary to go through a selection process. However, If the original roleisn't vacant, details of other vacancies will be provided in order to give the employee an opportunityto consider their suitability. Employees can apply and will go through the appropriate selectionprocess for that position.



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Staff Discount Scheme

We have an excellent staff discount scheme, which gives you the opportunity to purchaseDebenhams merchandise at very competitive prices. Discounts are also available on selectedconcession merchandise.

Eligibility

Discount for permanent full-time and part-time staff, short-term staff and eligible retirees isadministered by means of a staff card, where discounts are deducted at the point of sale.

Guidelines

To enable Debenhams to operate the discount scheme effectively certain conditions apply to theuse of your Company staff card. The main conditions of use are:

All Staff discount transactions must be made using your staff discount card.

A ‘point of sale’ discount (normally 25%) is available on full price merchandise within mostown bought departments.

Discount is also available on additional services. Full details are available from your LineManager.

A reduced discount value of 10% is available on electrical goods sold on a Debenhamsdepartment.

Merchandise must not be put aside or purchased at its sale price prior to a sale or specialevent.

Merchandise bought with discount must not be re-sold.

Staff discount is a personal benefit and merchandise can only be purchased for the followingrelevant people; yourself, your partner who must reside permanently at your home address,

dependent children in full time education or below school age, or as a gift for a third party.

Any refunds must be obtained using your staff card. Refunds will be made at the discountedprice shown on your receipt and in line with the refund policy.

The Company staff card is issued subject to certain rules and regulations, which you mustsign before a card is issued.

You may apply for an additional card for your spouse or partner who resides at the sameaddress. However, the conduct of the account in accordance with the rules of the schemewill remain your responsibility.

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Pension Scheme

Eligibility

You will be invited to join the company’s contributory pension scheme after completion of aqualifying period of 6 months. The scheme is available to all employees however the company willnot contribute until an employee has completed the probationary period and is over the age of 16.

For further details please contact your Line Manager for an information booklet.

Health and safety

Your health and safety is of prime importance to us and we have a shared responsibility for ourselves, our colleagues and our customers.

Responsibilities under the Safety, Health & Welfare at Work Act

We will ensure, as far is reasonably practical, the health, safety and welfare at work of all ouremployees.

We aim to ensure that our business is conducted in such a manner that both members of the publicand the Company’s employees are not exposed to risks to their health or safety.

A copy of Debenhams’ health and safety policy statement, signed by the Sales Director, is displayedon a notice board at your place of work.

Consultation

We want to consult with you regarding health and safety matters and have adopted the followingprocess:

Every Store/Head Office functional area has a health & safety representative who will represent allemployees in that area. Please see the notice board or ask your Manager for details of yourrepresentative

These representatives will receive training in health & safety issues and will attend regional networkmeetings at which they will be up-dated and consulted on health and safety issues

This information will then be passed on to you via your Health & Safety Committee and/or staffnotice boards

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Representatives will be able to make representation through network meetings to the CompanyHealth & Safety Committee

We may if appropriate consult you directly regarding health and safety matters.

Our responsibilities

We have a legal obligation and responsibility so far as is practicable to:

Provide and maintain safe work premises and equipment

Ensure your safety and eliminate any risk to your health in connection with handling, storage andtransportation of all articles and substances

Provide you with information, instruction, training and supervision regarding health and safetymatters

Provide and maintain a place of work without risk to health, means of access and exit that are safeand without risk and a safe working environment

Provide adequate facilities and arrangements for you welfare whilst at work

Your responsibilities

You have a duty in law to:

Work safely and efficiently in accordance with our instructions

not attempt to operate equipment or machinery if you have not been adequately trained todo so. This includes but is not limited to palette trucks, ladders, balers etc

Know the rules relating to health and safety and follow the correct procedure at all times

Report all accidents and any injuries caused

Report any potential hazards or health risks

Take care for your own health and safety and of others who may be affected by what youdo

Co-operate with your Manager to ensure that the highest standards of safety are maintainedat all times

Each Company location has a detailed health and safety policy and procedure manual to be used asa reference guide on all health and safety matters

Training on health and safety matters and specialist advice is provided to employees of theCompany whenever necessary.



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First aid

Each location has a team of First Aiders trained to deal with injury or illness. If you have previouslytrained in occupational First Aid or would like to volunteer to be trained for this role, please notifyyour Line Manager. If you are a Company First Aider you will receive a payment for this.

Accidents

We are obliged by law to keep record showing details of all accidents. Therefore you must reportall accidents, however minor, which involve employees, visitors and customers, to the First Aider onduty or to a member of Management.

If you witness an accident, your first priority is to call a qualified First Aider and help in any waypossible; avoiding entering into any discussion about who or what may have been the cause.

Safety regulations must always be observed and you must take great care that neither you, your

colleagues, nor members of the public are exposed to accidents or danger.

Fire and emergency

It is vital that you familiarise yourself with the evacuation procedures in the event of a fire or anyother emergency situation. Please ensure you know the location of the emergency exits, assemblypoints and the First Aid kit. Fire and emergency procedures are located on notice boards.

No smoking in the workplace

In line with the smoking ban, there is no smoking permitted on the premises. We request that

employees keep a distance of at least 20 feet from the store before lighting a cigarette. Please notethat whilst current legislation does not refer to e-cigarettes, all references made to smoking withinthe company policy includes the use of e-cigarettes.

Personal safety and security

Everybody shares the responsibility for the security and safety of the Company’s premises. Pleasereport anything suspicious or unusual to your Manager immediately.

Potentially dangerous situations can be avoided by following Company guidelines and being awareof routine security arrangements

In addition to our fire and emergency evacuation procedures, we have a comprehensive andstructured business continuity plan should an emergency mean we are unable to access any of ourbuildings.

Personal Accident InsurancePersonal Accident Insurance covers all employees and provides a discretionary compensationpayment if you are fatally injured or suffer permanent accidental injury whilst on work relatedbusiness (subject to the rules of the scheme and the Company's approval following a medicalreport).

Full details are available from your Line Manager.



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Private Medical Insurance

If you would like to have the benefit of private medical treatment for yourself and your family, wehave a membership arrangement with Voluntary Health Insurance (VHI).

The scheme offers a substantial discount (10%) on the standard rate of subscription. Details canbe obtained from your Line Manager.

Use of VDU equipment

If you are regularly using VDU equipment (for more than 2 hours per day, for prolonged spells ofmore than one hour more or less daily) you may request an annual eyesight test which we will payfor. We will also make a financial contribution to the cost of spectacles if it is recommended thatyou require them for VDU use

A computer-based exercise is available on the intranet to help ensure you that your workstation isset correctly for you. Your Line Manager will be able to give you more details

Loss PreventionPersonal possessions

Personal possessions must not be taken onto the sales floor. We cannot accept liability for the lossof (or damage to) your personal possessions.

Lost property

If you find any money, clothing or other property, you should inform your Manager immediately.Details are recorded of the date, time and location of where the property was found, along with adescription of the item(s). The property is kept in a safe place and where appropriate, the localgarda station is informed.

Right of search

We reserve the right to search you or your belongings, in your presence, at any time while you areon Company premises. In doing so, no accusation is being made.

Searches are only carried out by two appropriate staff one of which must be the same sex as you.Examination of parcels, bags, handbags, vehicles, etc. is carried out with the maximum amount ofdiscretion. You may request that:

You are accompanied by another member of staff

The search be conducted in private

Failure or refusal to comply fully with search procedures leaves you liable to disciplinary action, upto and including summary dismissal

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Working Standards

Data ProtectionData Protection legislation protects information held by Companies about individuals and enforces aset of standards for the processing of such information. It lays down that all data shall be used forspecific purposes only and not used or disclosed in any way incompatible with these purposes.

The law applies to all organisations and individuals who control the contents and use of personaldata

If you handle any personal information, you have an obligation to see that it is not passed on in anyunauthorised way. All such data must be treated and stored carefully and you should not discuss

personal data with anyone other than those directly involved with your duties, or disclose it toanyone else other than for a proper purpose. These procedures must be followed whether theinformation is stored on or processed by computer or held manually.

If you permit unauthorised disclosure of personal information, disciplinary action up to andincluding dismissal may be taken and you may be prosecuted under the law.

Please ask your Manager if you have any doubt as to which disclosures are authorised.

Steps have been taken to ensure that access to personal details and documents relevant to youremployment by the Company, which are held on your personnel file and within the computerised

HR system, are only available to authorised personnel and for proper business purposes. Inaddition, you have the right to view personal information held about you on computer by making anapplication to your Line Manager. In these circumstances the Company require 40 days notice inwriting.

Use of E-mail and Internet

We have an email system to facilitate business communication between employees, the Companyand external business associates. We also allow access to Intranet services (debweb), which canassist staff in accomplishing their business objectives.

Free and open use of the email system is promoted within the business, however safeguards arerequired to protect you and the Company against accidental or deliberate misuse of the system,and to facilitate efficient and productive electronic communication.

The use of email and internet services should be for business purposes only. Incidental personaluse is acceptable insofar as it does not interfere with the performance of work duties.

The e-mail system and data on that system is the property of the Company, and as such we havethe right to monitor any e-mail traffic without notice. Unacceptable use of the Company emailsystem or internet services may lead to disciplinary action being taken, up to and includingsummary dismissal. For further reference, the Business Policy on the use of computer systems can

be found on the intranet.

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Social Media

The Internet is a part of our everyday lives and many people use social media, such as blogs, social

networking sites, and video and photo sharing websites on a regular, if not daily basis. Most peoplewill also use text and email, which, like the Internet, can potentially have an unrestricted audience.

There are many examples of social media and this is a constantly changing area, therefore for thepurposes of these guidelines, the term ‘web content’ includes all forms of social media, includingtext and email.

While the Company would not wish to interfere with our employees’ right to freedom of expression,if employees discuss work and/or identify themselves as employees of Debenhams, they will beexpected to adhere to these guidelines, as well as the general standards of conduct andperformance that govern their employment with the Company. This applies even if Internet activity

is carried out in their own time, on their own equipment, either at home or work. This is becauseDebenhams has to ensure that the reputation and well-being of the business, its employees and itscustomers are maintained at all times, along with the integrity of its policies and procedures,confidentiality of information, and the security of Company goods and premises.

In certain circumstances, the Company may be held vicariously liable for any content and it istherefore your responsibility to do anything reasonably necessary to ensure that employees followthese guidelines. Any serious breach of these guidelines including, but not limited to, posting any offensive,defamatory or discriminatory content on any social network or blog and any conduct whichdetrimentally impacts upon an employee's suitability for their job or harms the reputation ofDebenhams may be considered gross misconduct, and may lead to disciplinary action up to andincluding dismissal.

Confidentiality

In the course of your employment, you may have access to confidential, technical, commercial orfinancial information about the business. The written permission of the Chief Executive must beobtained before such information is used or discussed externally.

Permission is also required from the Chief Executive before confidential correspondence ordocuments may be removed from Company premises.It is also a condition of employment that when you leave the Company, such information may not

be discussed with any other party.

Again without the express approval in writing of the Chief Executive, you may not discloseinformation on matters concerned with:

The Company

Your occupation

Any other matters which may have a bearing on the Company’s interest



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This includes disclosure by press, publication, radio, TV, lectures and Internet.

The Company’s Business Code of Conduct contains full details and is available from your LineManager or on the intranet under Business policies.

Profits from employment/external interests

To ensure the best possible relationship with suppliers and other organisations, we must maintainhigh standards of integrity. Therefore, you may not accept or offer any gifts or rewards, or gainfinancially from any Company or individual that Debenhams deals with.

You should not engage in any other employment or business, which may affect the performance ofyour duties or conflict with the interests of the Company, without the consent of your Manager (seesection 3 also on hours of work). In particular, during your employment you may not knowinglycompete with the business of the company by virtue of any disadvantage gained by your

employment.

Further details are set out in the Company’s Business Code of Conduct, available on the Intranetunder Business Policies or from your Line Manager.

Personal Telephone Calls

Incoming personal telephone calls are not generally permitted unless they are urgent.

Personal outgoing calls may not be made from a Company telephone other than for exceptionalreasons and must be authorised by your Manager.

The use of personal mobile phones is only permitted during allocated break times. Personal mobilephones should be stored in your locker and are not to be used in any designated work area. Pleaseuse Company phones for conducting all business calls wherever possible.

Private Cars

If you are authorised to use a private car on Company business, expenses are reimbursed at theappropriate mileage allowance rate (Grade 5 employees entitled to a Company car but who haveopted for a cash alternative are only entitled to claim company car rates when using their own carfor Company business). Before using a private vehicle it is important that you:

Gain permission to use the car from your manager

Ensure the vehicle is adequately insured and fit for the purpose when being used forbusiness

The Company cannot accept liability for damage to the car or property, injury to third parties or anyother claims that might be made if the insurance cover is inadequate or the car is not legallyroadworthy.

Details of the mileage allowance rates are available in the Business Expenses Policy, which isavailable on the Debweb..



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Work Area

It is in everyone’s interest to keep work areas clean and tidy and for security reasons to locksensitive paperwork away at the end of the day. Please also adopt the same approach when using

meeting rooms or if you share a desk with a colleague. If you use a PC in your work, it should beprotected with a password, and also switched off each night. Remember to work tidily and safelyat all times.

Employment Equality

Policy

We are an equal opportunity employer. This means that we do not permit unlawful discriminationof any kind against any person including customers, on grounds, which include:

Nationality Religion Race or ethnicorigin

Sexual orientation

Maritalstatus

Disability

Family status

Age

Membership of the travelling community

Gender

Unlawful discrimination is defined as ‘treating a person less favourably than others, or would betreated in the same or similar circumstances’. We also strictly comply with the provisions of theEmployment Equality Act.

The Company’s HR policies are based on principles of equality for all, including the proceduresrelating to the recruitment, training, development and promotion of employees.

We do not permit any job applicant, employee or customer to receive less favourable treatmentthan any other on the grounds listed above nor do we permit any job applicant, or employee to be

placed at a disadvantage by a requirement or condition which has a disproportionately adverseeffect on them and which cannot be shown to be relevant to the job requirements.

The only exceptions are where the sex of the person is a genuine occupational qualification orwhere the disability of a person prevents the functions of the job being carried out, and there areno reasonable adjustments, which we can make.

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We also regard harassment as a serious issue. Harassment is a particular behaviour or attitude byone person that another person finds unacceptable or unwelcome.

Examples include:

Bullying, name calling or abusive language

Unwelcome sexual attention

Unfair allocation of duties/responsibilities

Display or circulation of offensive material of a sexual or racial nature

If you feel you have been treated unfairly on any of the grounds set out, please bring this to theattention of your Line Manager. We will treat every incident in the strictest confidence.

We take disciplinary action, up to and including dismissal, against any employee who is found tohave discriminated against any other person on any of the grounds set out in this policy.

Harassment/Bullying in the Workplace

In dealing with any harassment or bullying, you should first raise the issue informally with theindividual creating the problem. If you feel unable to do this then you should use the ProblemSolving Procedure (enclosed in this handbook) or refer to the Debweb - Employee’s Guidelines andbring the incident(s) to your Line Manager’s attention. If you feel unable to raise it with your LineManager please speak to another member of management or HR. All incidents will be dealt with instrictest confidence.

Debenhams Anti Bullying and Harassment Policy is situated on the Health and Safety notice boardand on our Debweb guidelines. All employees are to receive a copy of this policy and additionalcopies are available from your Line Manager.

Trade Union Membership

The Company confirms the right of an employee to join a Trade Union. Trade Unions recognised byDebenhams are Mandate – The Union of Retail, Bar and Administrative workers and SIPTU –Services Industrial Professional and Technical Union. An employee committee will be elected astrade union representatives and allowed paid time off up to a maximum of 3 working days over a12month period to participate in Union activities. A copy of the joint agreement betweenDebenhams Retail (Ireland) Ltd, and Mandate is available from HR.



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Learning and development

At whatever level you join us, your ongoing development is vital to the success of our business. Weare committed to providing you with the support, guidance and time to train, to enable you toperform your role well, and to prepare you for your next career move.

For most roles, your training and development will be structured around competencies or standardsof performance. These describe the skills and behaviours that are required of the role and areavailable for you to work towards throughout your career.

Support is provided through both on the job learning with your colleagues/Manager and attendingoff the job training courses targeted to the needs of your job.

The aim is for you to achieve your personal best and to be recognised for excellent performancethrough the achievement of competencies.

We encourage internal candidates to apply for vacancies within Debenhams suited to their job skillsand career development. Vacancies are regularly advertised and posted on notice boards and onthe Intranet. If you would like to apply for any of the jobs featured, please let your Manager knowin advance of applying.

Full details of the training materials and opportunities available, can be found on the Learning andDevelopment site on the Intranet or from your Line Manager.

Appraisal

Your Manager will carry out an appraisal with you at least once a year, to review your performanceand agree a development plan for the future.

Management Trainee Programme

We offer opportunities to individuals who have, or are studying for a degree or equivalent and wish

to pursue a retail management career. This could be in Store Management, Buying andMerchandising, Finance, Catering or Information Systems.

Training Programmes last up to 18 months depending on the area.

If you meet the criteria and wish to apply, or have relatives or friends with the necessaryqualifications who would like further details, contact your Line Manager or the Internet.

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Problem Solving

Policy

We recognise that it is in everybody’s best interest to have the means to raise any issues orproblems affecting them at work, in an atmosphere of mutual trust and confidence. This applies to

problems that affect you personally, as well as providing a channel of communication for you toraise concerns of a more general nature, regarding any unlawful or unethical conduct with or onbehalf of the Company.

If you have genuine concerns about misconduct or malpractice at work, you should report this toyour Line Manager. Alternatively, you can contact the whistleblower helpline on 1800 995 025 –whomever you feel is most appropriate. Any concerns will be listened to, investigated with theutmost sensitivity and treated in the strictest confidence.

It is our aim that issues are resolved within a reasonable timeframe, fairly and informally by yourManager. However, sometimes there are situations out of our control e.g. sickness/holidays that

may delay the process.

If your concerns cannot be resolved in this way or the matter is of a particularly sensitive nature,you have the opportunity to discuss the matter with someone at a more senior level.

Principles

1. If you have a complaint you have not been able to resolve yourself, you should put it inwriting, detailing all the issues that have been causing you concern. This should be sent toyour Manager. If your Manager is involved, the complaint should be sent to your ManagersManager

2. If the matter is very sensitive, you may prefer to contact HR initially. They will be able toassist you if you are unclear as to the process for resolving a problem and will advise youwhom to contact.

3. When you are invited to meet with your Manager to discuss the problem, you may beaccompanied, if you wish, by a Debenhams work colleague or your Trade Unionrepresentative, who may act as a witness. If you are under the age of 18 you may prefer tobe accompanied by a parent or legal guardian to give advice and support.

Stages of Procedure

First LevelIf a solution cannot be found as a result of the discussion with your Manger, you should refer thematter in writing to the next level of management.

Second Level

If the matter is still not resolved at the next level of Management, you must ask HR or anotherSenior Manager to refer the case to the most appropriate senior level in the store. This requestshould also be in writing.

Final Level

The final stage is a discussion with a senior level of Management in order to reach a solution. Thedecisions reached at each stage will be communicated to you in writing.



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Stages of procedure

Where disciplinary action is considered necessary, the following procedure will be used:

Stage1 – Verbal Warning

If your work performance or conduct at work does not meet the required standard, you willnormally be given a verbal warning, the first stage of the disciplinary procedure, which will also dealwith the period within which your conduct or performance must improve. We will advise you of thereason for the warning, and the right of appeal as set out in the appeal procedure.

A record of the verbal warning will be kept on your personal file, but subject to satisfactory workperformance and conduct at work, will be disregarded after 6 months.

Stage 2 – First written warning

If the offence is of a serious nature, or there is a failure to improve following a verbal warning andyour work performance or conduct is still unsatisfactory, a first written warning will be given. Thiswill detail the complaint, the improvement required and the time scale for improvement. It will warnthat further disciplinary action will be considered if there is a repetition of the conduct or if there isno satisfactory improvement. It will advise of the right of appeal as set out in the appeal procedure.

A copy of this written warning will be kept on your personal file and will be disregarded after 12months subject to satisfactory work performance and conduct during that time.Stage 3 – Final written warning

Normally a final written warning will be given if there is a continued failure to improve your workperformance or conduct, or if the misconduct is considered sufficiently serious to warrant a finalwarning but does not justify summary dismissal (in effect both first and final written warning).

The final written warning gives details of the complaint and warns that dismissal will result if thereis a repetition of the conduct or if there is no satisfactory improvement. Dismissal may also occur ifthere is any other form of misconduct on your part whilst the warning is still valid. It will also adviseof the right of appeal as set out in the appeal procedure.

A copy of this final written warning will be kept on your personal file and will be disregarded after

twelve months, subject to satisfactory work performance and conduct.

Stage 4 – Dismissal

Dismissal normally results if work performance or conduct is still unsatisfactory to the Company andyou fail to reach the standards set out in the final written warning. The Disciplining Manager cantake the decision to dismiss. As soon as reasonably practicable, you will be provided with writtenreasons for the dismissal, confirmation of the date on which employment terminated, and the rightof appeal as set out in the appeal procedure.



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Gross Misconduct

If you are found to have committed an act of gross misconduct you will be dismissed without noticeor payment in lieu of notice.

Below is a list of examples of actions, which would be regarded as gross misconduct.

This list is not exhaustive.

Deliberate falsification of records and/or making false declarations.

Unauthorised possession of or removal of Company property from the premises, or theunauthorised possession of or removal of other person’s property from the premises.

Violence towards another person (including gross intimidation) or the use of insultinglanguage or behaviour generally

Wilful or negligent damage or serious misuse of Company property.

Breach of the Company’s Employment Equality Policy, including sexual and/or racialharassment

Refusal to obey a reasonable management instruction or a serious act of insubordination

Unreasonable refusal or failure to co-operate and/or comply with the Company’s contractualright of search

Incapability through alcohol or solvents

Being in possession, or under the influence, of banned substances

Gross neglect of duties to an extent likely to cause loss to the Company or danger to otheremployees and members of the public

Serious breaches of, or failure to comply with Company policies and procedures

At the conclusion of a disciplinary hearing, if your Manager is satisfied that gross misconduct hasoccurred, you will be summarily dismissed without notice or payment in lieu of notice.

Suspension

In circumstances where the situation appears to be of a serious nature, or where it is appropriate inorder to facilitate further investigation, we may suspend you from work on basic pay. Every effortwill be made to restrict the suspension to the shortest time possible in the circumstances.



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Appeal

If you believe the disciplinary action taken against you to be unfair, you should submit a letter ofappeal to the nominated Manager within 14 calendar days, stating the precise grounds for your

appeal. Pending the decision of the appeal, the disciplinary decision will stand.

Your appeal will be heard within a reasonable period of time by the nominated Manager, who hadnot previously been involved in the case. A notetaker will also be in attendance. You have only oneright of appeal, therefore the decision of the appeal hearing will be final and the outcome confirmedto you in writing. It is important to note that an appeal manager may decide the sanction should beincreased. In this case the situation will be re-investigated and the disciplinary process carried out again.

Leaving the company

Notice periods

If you decide to leave the Company, please inform your Manager in writing as soon as possible. Ifyou have a permanent contract you are required to give and entitled to receive the following notice,according to length of service:

Stores

Length of service Management Non – Management

Up to 2 years* 4 weeks 1 week

2 – 5 years 4 weeks 2 weeks



15 years plus 12 weeks 8 weeks

*Including probationary period

PLEASE NOTE: Where your contractual notice period differs from the above, you will be required to give and are entitled to receive notice

under the terms of your contract. Details can be found on your Summary of Employment Terms.

If you are employed on a temporary basis, you will receive a minimum of one week’s notice

regardless of length of service.

If you request an earlier leaving date, and it is agreed, you are paid only up to the agreed leavingdate.

We may decide in certain circumstances that it is preferable to pay your salary in lieu of notice andreserve the right to do so.

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Annual leave pay on leaving

If you leave the Company, your annual leave entitlement is recalculated at your leaving date (i.e. 1st

April to your date of leaving gives your pro rata entitlement). If you have taken:

Less than your pro-rated entitlement, the balance remaining is paid to you in your final pay

More than your pro-rated entitlement, the balance is deducted from your final pay

All pay is subject to tax deductions.

Your point of view

If you decide to leave, we are very interested to learn more about your individual reasons for going.On handing in your notice, you will be given the opportunity to discuss your reasons, on aconfidential basis, with your Line Manager. This discussion provides us with information concerningyour experiences during the time spent with us and may help us to make improvements in ourworking practices.

Retirement

The Company retirement age is 65 for men and women.

Return of company property

All items provided to assist you in the performance of your job or as a benefit of employmentremain the property of the Company and must be returned when you leave. These include (whereapplicable):

Company cars

Laptops & printers

Mobile telephones

Company visa card

Staff discount cards

Security passes

Keys

Training materials

Other items



Any documents, papers, reports or other similar items and copies that you have acquired during thecourse of your employment should also be returned.

Any loan or advance of pay must be repaid in full prior to leaving the Company. The balance will

normally be deducted from your final salary if possible; alternatively, it may be repaid in the form ofpersonal cheque.

Finally

We hope that you have found Your Handbook useful and interesting. If you

require

clarification

on

anything

or

additional

information,

please

do

not

hesitate to ask your Manager or refer to HR Connect ROI on debweb. These

terms and conditions together with your offer letter and contract comprise

your terms of employment with the Company; please ensure you read and

understand them.

Any future changes will be notified to you or incorporated on the guidelines

on the HR Connect Intranet site. Therefore to ensure that your information

is correct please always check with HR Connect.

debenhams hand book v2 - 30 03 2015 march 2015

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