Policy Scope:

This policy affects all South Yorkshire police personnel.

Policy Aims and Objectives:

Section 1 – Applies to police officers supplying references
Section 2 – Applies to members of police staff supplying references
Section 3 – Adoption/Fostering References

Section 1 – Police Officers Supplying References

Any police officer requested to supply a reference must request express permission from Head of Human Resources Management, Personnel Services prior to complying with the request and each case will be considered on its merits in consultation with the Assistant Chief Constable, Personnel Services where appropriate. This applies to all requests to write, sign or give any testimonial of character or other recommendation with the object of obtaining employment for any person or of supporting an application for the grant of a licence of any kind. Police Officers are still authorised to validate passport applications/photographs as this signature is purely to certify that the photographs are a true likeness of the individual and does not declare anything about their character. This applies to similar situations where likeness is certified e.g. Drivers License photographs.

Any police officer requested to supply an employment reference for a current or previous member of police staff of SYP must forward the request to Headquarters Personnel Services. A designated member of the department will then complete this on their behalf and send it to the organisation requesting the reference.

There may be occasions where a police officer is due to retire and may need references prior to receiving their Certificate of Service for internal vacancies. On these occasions only, a police officer as the applicant’s line manager may act as a referee.

Use of the Chief Constable’s Name for a Reference

The Chief Constable's name should not be quoted for purposes of a reference by any member of the Force seeking employment or for any other purpose without express written permission.

Certificate of Service

Members of the police force are supplied with a certificate of service when leaving the force, which in most cases includes an assessment of character. If a prospective employer wishes to seek more information about an applicant's service with this Force, the employer should make a written request to the Chief Constable.

Naturalisation Process

In no circumstances will a police officer consent to act as a referee for a person seeking to obtain a citizenship of the United Kingdom by naturalisation or registration.

Section 2 – Members of Police Staff Supplying References

Any member of police staff requested to supply an employment reference for a current or previous employee of SYP must forward the request to Headquarters Personnel Services. A designated member of the department will then complete this on their behalf and send it to the organisation requesting the reference.

Character or Personal References

Members of police staff requested to give a character or personal reference are permitted to do so but must clearly state that it is a character or personal reference and does not reflect their performance in any role whilst employed by South Yorkshire Police.

Section 3 – Adoption/Fostering References

All requests to supply references regarding adoption or fostering received by any member of police staff or any police officer must be forwarded to the Childcare Co-ordinator in Personnel Services. These requests will come from local authorities and other agencies involved in the adoption/fostering process. The Childcare Co-ordinator will complete the reference adhering to the following guidelines.

Written consent from the prospective adoptive/foster parent will be sought prior to any information being provided for the reference. This consent will grant authority to the local authority or other agency involved in the adoption/fostering process to have copies of the relevant parts of the employee’s personal file and Personal Development Journals (PDJ).

Only information regarding the employment of the potential adoptive/foster parent will be provided.

Under no circumstances will South Yorkshire Police comment or draw conclusions as to the relevance or impact of what is contained within the personal file or PDJ on the adoption/fostering process. There will be no opinions passed or indicated in the reference regarding the suitability of the prospective adoptive/foster parent to be a parent or their ability to look after children.

Any police officer asked to supply a personal reference regarding adoption/fostering must request express permission from the Head of Human Resources Management, Personnel Services prior to complying with the request and each case will be considered on its merits in consultation with the Assistant Chief Constable, Media and Personnel where appropriate. This personal request must be sent to their home address and the officer must state that it is entirely a personal opinion and in no way reflects the views of South Yorkshire Police. Please see section 1 above.

If any member of police staff is asked to supply a personal reference regarding adoption/fostering this must be sent to their home address and must state that it is entirely a personal opinion and in no way reflects the views of South Yorkshire Police.

Equality Act 2010:

In principle, this document has been assessed for discrimination, which cannot be justified, among other diverse groups.

Human Rights/Discretion:

The purpose of providing policy is to give an indication to staff of the expected course of action. However it is not possible to cater for every possible combination of factors that would justify a departure from stated policy. The Human Rights Act 1998 requires the proper use of discretion at all times and nothing within this policy and associated procedural instructions prohibits the proper use of discretion in appropriate circumstances.

Where action is taken that has the potential to interfere with an individual’s Human Rights, the reasons behind the making of the decision to act in that way should be recorded on the appropriate forms, or where this is not practicable, in pocket books or policy logs.

Freedom of Information Act 2000

Exemptions do not apply to this statement of agreed policy under the Freedom of Information Act 2000.

Audit Review Arrangements:

This policy together with its Equality Analysis will be reviewed every 3 years

Rights of redress for members of the public:

Anyone who feels that a member of staff has behaved incorrectly or unfairly, or who is dissatisfied with organisational matters, service delivery or other operational policing issues, has the right to make a complaint.

Initial action should be taken in one of the following ways:

• Complain in writing or in person to the Senior Officer at the appropriate police station or to the Chief Constable of the force concerned.

• Visit a local Citizens' Advice Bureau

• Contact a Solicitor

Rights of redress for South Yorkshire Police personnel:

South Yorkshire Police personnel who feel they have grounds for concern in relation to the implementation of policies may, as appropriate:

• Pursue concerns through their line manager.

• Contact a First Contact Advisor.

• Pursue a grievance formally through the South Yorkshire Police Fairness at Work Procedure.

• Seek advice from their staff association or trades union.

• Use procedural instruction D50241 Management of Complaints, in the section entitled Handling Complaints relating to Direction and Control. 

Start Date:

18 April 2005 (Amended May 2006)