Eurovia Employee Handbook

Teamwork in Action

EmployeeHandbook

Ringway Group Ltd

Head Office: Albion HouseSpringfield Road Horsham West Sussex RH12 2RW

Tel: 01403 215800Fax: 01403 215801www.ringway.co.uk November 2008

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Teamwork in Action

CONTENTS

Ringway Employee Handbook

Intro

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INTRODUCTION

Part 1RINGWAY GROUP 7

Part 2CONDITIONS OF EMPLOYMENT 19

Part 3RULES & GENERAL INFORMATION 31

Part 4DISCIPLINARY PROCEDURE 57GRIEVANCE PROCEDURE 63

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Part 1

Teamwork in Action

INTRODUCTION


This Handbook has been compiled to give our employees information ranging from the company structure through to the general framework of rules and conduct all of us at Ringway are expected to comply with.

Where employees have transferred to the Group under TUPE regulations, their terms and conditions of employment will, where reasonably practicable, remain unaltered on transfer. Nevertheless, changes in operational procedures or management structuresmay be required, which will be discussed with those affected.

Due to the diverse nature of the work undertaken by our Group, the information in thishandbook may not apply to everyone or to every subsidiary. Some employees have jobswhich require them to be available for work over-night or at weekends or on public holidayson a regular basis. Some employees use company vehicles, others do not. Administrationemployees work in a different environment to site based employees. However, as far aspossible and where relevant, these rules will apply to everyone.

Although this handbook is designed to provide you with most of the information you will need to know about your employment with the Ringway Group, please feel free toask your local management about anything which is unclear or not covered in theHandbook.

A full index listing topics in alphabetical order is given at the back of this booklet. Should there be any additions or revisions to the contents of the handbook you will be notified via local communication channels.

There may well be elements you would lke to discuss or clarify. In the first instance youshould discuss this with your Line Manager. This role will be the person you report to on a day to day basis that is responsible for your work. Should you have any suggestionswith regard either to the content or the layout of the handbook, please make them knownto the Group Head of Human Resources.

All policies will be communicated to all employees, made available to the public or thirdparties where appropriate and reviewed annually.

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The Ringway Graduate Programme

Part 1RINGWAY GROUP


1 WELCOME FROM THE GROUP MANAGING DIRECTOR 82 THE RINGWAY GROUP 93 THE RINGWAY PHILOSOPHY 11

3.1 Health and Safety at Work 113.2 Quality 113.3 Sustainability 133.4 Corporate Social Responsibility 143.5 Customer Care 153.6 Employees 163.7 Equality & Diversity 16 Part 3

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RINGWAY GROUP

Ringway Group Limited is the parent company in the UK for a number of operatingcompanies in the highway maintenance industry. Ringway was formed in 1976 as a roadsurfacing company in the south east of England and has diversified into a general highwaymaintenance service provider providing services throughout the country. Ringway Group ispart of the major European highways contractor, Eurovia, which is the Roads Division ofVinci, our ultimate parent. Vinci, whose head office is in France, is one of the largest civilengineering contractors in the world.

Ringway Group Limited comprises:

Ringway Infrastructure Services Limited (RIS Limited)This company focuses on the provision of multi-function long duration, term maintenance contracts comprising all aspects of highway and bridge maintenance, together with the provision of winter services and 24 hour emergency service. Major and minor construction projects are carried out by specialist units. RIS Limited is split into 4 divisions RIS North, RIS East, RIS West and RIS National. RIS National comprises specialist units in Contracting, Production, Specialist Treatments and Surfacing.

RIS National - Specialist Treatments Specialist Treatments deliver advanced and effective solutions for improving and renewing the surfaces of footways, roads, airfields and car parks. Many of the specialist services are particularly suited to runways and Ringway has accumulated extensive airside experience.

RIS National - ProductionImportation of aggregates and manufacture of hot bitumen coated stone products for highway surfacing.

Ringway Specialist Services Limited (RSS Limited)Ringway Specialist Services brings together the non term maintenance, specialist areas of the business. RSS Limited comprises three companies Signs, Euromark and Beach Communications.

Ringway Signs LimitedRingway Signs manufacture, erect and maintain a wide range of signs, and manage signing projects. In Weston Super Mare, we have our own plant equipped with computer-controlled flat-bed cutting and printing equipment. Nationwide, our crews install and maintain the whole spectrum of highway and car park signing. We have also successfully transferred our expertise in signing to vehicle livery and street furniture including bus shelters.

Euromark (Roadmarking) LimitedHighway and car park marking including raised rib-line, spray, extrusion and screed. Fixing and replacement of road studs. Thermoplastic high friction surfacing.

Manufacture of road marking and high friction hot and cold applied products together with high performance materials being introduced to meet new European standards.

WELCOME 2

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FROM THE GROUP MANAGING DIRECTOR

For those of you who have recently joined us, I should like to take this opportunity to welcomeyou to the Ringway Group of companies.

Our VisionTo be the preferred Service Provider within our chosen sectors

Our PurposeTo increase our positive contribution to the nation’s infrastructure by being safe, profitable andachieving sustainable growth

Our ValuesVersatility • Integrity • Resilience • Openness

To achieve our Vision, we must provide high standards of service to our Clients and ouremployees with the security of working for a successful company, providing job satisfaction,fair remuneration and good working conditions.

We acknowledge your right to be informed and consulted on the matters that affect your workand recognise your individual importance to the Group. We hope to provide opportunities foreach employee to develop their capabilities to the full by fostering better communicationbetween management and employees.

The first section of this document includes a number of essential Policies. You may find furtherinformation on these Policies and others in other sections of this Handbook or on the intranet.Each Policy will be communicated to all employees, made available to third parties whereappropriate and reviewed annually.

Finally but perhaps most importantly, in view of the nature of our industry, I should like to assureyou that the Group’s Directors believe that health and safety is of equal importance with otherbusiness objectives, an integral part of effective management and everyday working. In orderto provide a safe, risk free work place for all, the Group’s Health, Safety and Environment Policyoutlines the authority, responsibilities, safety methods and systems that must be adopted toinstigate and maintain a safe working environment for all.

I hope you enjoy working for the Ringway Group.

Scott WardropGroup Managing Director

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Ringway Group Limited comprises (continued):

Beach Communications LimitedAcquired in 2005, Beach Communications offers clients in both the public and private sectors a needs-focused approach to communications, utilities, network services and sensory, surveillance and detection services.

Jean Lefebvre (UK) LimitedPromotion and technical support for advanced road surfacing products including thin surfacing material UL-M, ultra thin surfacing UL-M 15, enhanced micro-surfacing Gripfibre and Evatech range of polymer modified binders and emulsions.

Ringway also operates through a number of successful joint ventures:

South West Highways LimitedThis company provides similar services to Ringway Infrastructure Services throughout the four counties of South West England. It is a 50% joint venture with Colas Limited.

BEAR Scotland LimitedBEAR Scotland is based in Perth, Scotland and is the Operating Company responsible for managing and maintaining both the North East and South East trunk road networkson behalf of Transport Scotland. It is a joint venture with Babtie and Ennstone.

Ringway Jacobs Limited This company provides substantial term maintenance services in Central London for Transport for London and is bidding on Highways Agency related contracts. It is a joint venture with Jacobs.

North Kent Roadstone LimitedThis company imports and processes aggregates for manufacture of hot bitumen coated stone products for highway surfacing. It is a joint venture with Aggregate Industries.

THE RINGWAY PHILOSOPHY

3.1 Health And Safety At Work

It is our policy to do all that is reasonable and practicable to prevent personal injury and touse our best endeavours to provide and maintain a healthy and safe working environmentfor all. The Company will observe its statutory obligations arising from Health and Safetylegislation. The responsibility is upon Management to implement the Health and Safety atWork policy, but full co-operation from employees is required to carry out that policyeffectively. It is the duty of every employee to take reasonable care for the health and safetyof themselves and of other persons who may be affected by their acts or omissions at work.

We take all health and safety incidents at work seriously, including any near misses. Thus any events that happen, whether resulting in personal injury or not, must be reported.The procedure for reporting all incidents, including near misses, can be found in theRingway Incident reporting procedure, copies of which are available at all business locationsand on the Group Intranet site.

Contractors working on Company premises and sub-contractors working with us areresponsible for their own safe working methods, but must also comply with all safetyregulations, procedures and requirements of the Company. Temporary and Agencyemployees are required to observe the safety regulations of the Company. The Line Managersupervising the work of such employees is responsible for ensuring their compliance.

3.2 Quality

Ringway’s purpose is to increase our positive contribution to the nation’sinfrastructure by being safe, profitable and achieving sustainable growth.

Providing clients with consistent works and services of agreed standards is at the heart ofthe company’s management systems. All employees are actively encouraged to makesuggestions to continually improve these systems and The Way We Work.

We have a fully integrated management system for the whole of Ringway, which supportsthe Group’s Purpose, Vision and Values. The IMS not only meets the requirements of thebusiness, but also ISO 9001 (quality), OHSAS 18001 (health & safety), ISO 14001(environmental) management and the Investors in People standard. It also follows the EFQMExcellence model.

A copy of the Ringway integrated policy statement is available on the Intranet and at eachbusiness location.

Every employee is required to work to the policies and processes contained within the IMS(The Way We Work) relevant to their roles and responsibilities and these are communicatedvia line management.

The IMS ensures consistency, the effective management of risks, and enables continualimprovement throughout the business ensuring that our clients' needs and expectations aremet in line with our Purpose, Vision and Values. The IMS (The Way We Work) is installed and kept updated on the Intranet to facilitate easy access for all employees to all relevant documentation.

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Quality, Environmental and Health & Safety Policy StatementRingway is committed to meeting the requirements, needs and expectations of all ourstakeholders. We are committed to developing and promoting good practice in quality,health & safety and environment, with an integrated approach to all our activities.

Our Purpose is to increase our positive contribution to the nation’s infrastructure by beingsafe, profitable and achieving sustainable growth.

Our Vision is to be the preferred Service Provider within our chosen sector.

Our Core Values are Versatility, Integrity, Resilience and Openness. They guide ourbehaviours and shape how we do business in the future.

This policy statement outlines our commitment to developing, implementing and improvingan integrated system which complies with the requirements of BS EN ISO 9001:2000,OHSAS 18001 and BS EN ISO 14001.

We will:

• Lead our business from the top whilst ensuring every employee has the opportunity to develop best practice in The Way We Work

• Develop and implement systems and processes that identify and manage business risks. These include but are not limited to those associated with the quality of products and services; the health safety and welfare of our employees; the public; and all other interested parties and potential impacts and risks to the environment.

• Monitor and continually improve the performance of the business. This will be achieved via a framework for setting, implementing and reviewing objectives and targets as well as through innovation.

• Comply promptly with all relevant laws, regulations and other requirements associatedwith the business and review changes.

• Provide the necessary training and support to enable our employees to contribute to the policies, objectives and practices of the company, including the application of LEAN thinking.

• Review and promote best practice amongst our supply chain partners.• Form partnerships with our clients to develop integrated processes and improvements

in all aspects of the business.• Incorporate a strategy for corporate social responsibility / sustainability into all aspects

of the business.• Wherever possible, we will promote the use of renewable resources, optimise efficiency,

minimise waste, prevent pollution and enhance the ecology of our sites, taking into fullaccount our impacts on society.

We believe that all employees have a responsibility to ensure this policy is fully implementedand that, through teamwork and the co-operation of individuals, all business objectivescan be achieved.


3.3 Sustainability

Ringway has a commitment to adopting best environmental practice and is workingtowards building a truly sustainable business.

We have an objective to develop and implement management systems which comply withISO 14001, throughout the Group. Policies, procedures and processes are developed andimplemented to control our environmental risks via the integrated management system.

Every employee has a responsibility to safeguard the environment and use resourcesefficiently and effectively. Training and systems are developed to assist all Line Managers andemployees to work towards these goals.

The company will observe its statutory obligations arising from environmental legislationand other requirements set by our clients and stakeholders.

Environmental and sustainability issues are proactively promoted to all employees, supplychain partners and our clients under the banner REDUCE, RE-USE and RECYCLE.

We REDUCE the impact of our operations on society and the environment by carefully planning and managing our business to minimise waste and by working efficiently.

We promote the RE-USE of all resources and materials wherever practicable.

We seek to RECYCLE all waste materials that are an integral part of our day-today operations via conventional means and innovative processes.

The commitment to sustainable development and improvement of environmentalperformance fully supports Ringway’s Purpose, Vision and Values and our approach to the EFQM model.

We believe in Corporate Social Responsibility and measure our performance and improvement through the Corporate Responsibility Index run by Business In The Community.

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3.4 Corporate Social Responsibility Policy Statement

Ringway aims to create a sustainable business, which recognises our responsibility to ouremployees, key stakeholders, local communities and the environments in which we workand live.

An integrated approach to economic, environmental and social issues, underpins theRingway vision to be the preferred service provider in the delivery of highway networkinfrastructure management services in the UK.

We will achieve this through efficient working practices and the sustainable use of resourcesin partnership with our clients, supply chain and our people in order to add value to ourClients and the wider community.

We will:• Create a working culture that encourages respect for our people, the environment and

the communities in which we work. • Conduct our business in a way that is open, honest and transparent to those we work

with and the communities within which we work. • Provide training and development opportunities to ensure that all employees are aware

of and can fulfill their responsibilities to create a workplace which is accessible for all, ispleasant and safe, and impacts positively on the local community and environment.

• Reduce waste, reuse and recycle materials, promote the use of renewable resources and buy recycled content products in the course of our business wherever possible.

• Enhance the environments in which we work wherever possible.• Increase efficiency by optimising energy and fuel use to manage and reduce our

carbon footprint.• Comply with all relevant environmental legislation and other environmental

requirements to which the business subscribes.• Empower all our employees and Supply Chain Partners to challenge current practices in

order to enable continual improvement and a culture of sharing best practice.• Create and support a dynamic workforce that represents the diversity of the

communities in which we work.• Adopt a responsible approach to purchasing and procurement by encouraging supply

chain partners to consider ethical procurement issues.• Contribute to the local economy by sourcing locally produced goods and suppliers

wherever possible.• Ensure information about our policies and practices is publicly available via a

range of media.• Establish a framework for ensuring continuous improvement by monitoring and

measuring performance against business KPIs, local Clients’ needs and expectations and objectives and targets.

We believe that all Ringway employees can support our approach to sustainability acrossthe business through involvement, co-operation and team working. Our Quality,Environmental and Health and Safety Policy Statement support Ringway’s CSR Policy,through the development and implementation of integrated management systems acrossthe Company.

3.5 Customer Care

A vital element in the provision of a quality service is the relationship between the Clientand Service Provider. A successful contract is the result of people working harmoniouslytogether to achieve targets. All employees are encouraged to develop a good workingrelationship with our Clients and road users to create a professional partnership.

Partnership arrangements, co-location and the development of a close working relationshipwill lead to a “one team” approach ensuring optimum solutions, reliable programming andpricing, continuous improvement and innovation; all issues that are inextricably linked withthe management systems.

This is especially important in much of the work we do where the end users, who are thegeneral public, cannot readily identify who has commissioned work or who is carrying outthe work and the extent of their respective responsibilities. As an experienced provider ofhighways maintenance and related services, Ringway understands the importance thatClients place on their dealings within local communities. We are therefore keenly aware ofthe need to deal calmly and politely with queries at all times, to keep the public wellinformed as to progress of works on high profile and sensitive sites, to keep delays to aminimum and to ensure that all work is seen to be completed to a high standard in a safeand timely fashion.

Ringway aims to be the service provider our Clients prefer; this means we must achievecustomer satisfaction, provide a continuously improving service, use the collective effortsand expertise of our employees to develop excellence in all aspects of the business. This aimwill be achieved by:

• Identifying and meeting the customer’s requirements• Working in accordance with contract specifications• Adding value to the service provided through innovation and client suited solutions• Working together as a team• Getting things right first time• Continuously improving our systems and The Way We Work• Improving the service to our customers• Monitoring customer care issues• Responding positively to customer complaints• Having long term commitment to quality and safety• Developing employees through training and experience


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3.6 Employees

An important part of the Ringway approach to business is the involvement of all the senioremployees, from the Group Managing Director downwards, in the day to day managementof the business of the Group. In addition, employees at all levels are encouraged to takeresponsibility and to demonstrate their abilities and are given the opportunity to developthemselves within their own area and through promotion. An example is set by those at thetop - all of our Directors are fully committed working Directors with extensive experienceof the industry; our service provider ethos and our approach on EFQM and innovation.

There are no closed doors in Ringway. Employees are encouraged to contribute to decisionmaking thereby actively participating in the progress and future of the Group.

We believe that informed and involved employees are generally more committed tocontributing to the success of our company. Ringway management are encouraged andexpected to keep all our employees informed of all activities and developments likely toaffect them - there being no substitute for regular, two way, face-to-face communication.

Ringway aims to create a team spirit encompassing everyone. The interests of the Groupare the interests of all employees - the success and stature of the Group rests on your well-being and success.

3.7 Equality and Diversity

For Ringway, diversity means embracing the difference and potential of every individualand ensuring that each has access to employment, development and opportunity. Workingto achieve the fair inclusion of all and removing exclusion, Ringway achieves successthrough respecting all colleagues, clients and service users.

As an equal opportunities employer Ringway supports the principles of equality and diversityin employment (and in the provision of services). Every reasonable effort is made to ensurethat there is no unlawful or unfair discrimination on the grounds of colour, nationality, race,ethnic or national origin, religion, belief, disability, age, gender (including pregnancy andmaternity leave), gender reassignment, sexual orientation or married or civil partner statusin the way that the Company treats its employees, contractors, job applicants and visitors.Ringway also opposes sexual, racial and other forms of harassment.

At Ringway, managing diversity means offering support to all by ensuring that a positive approach to diversity is integral to all we do. The effectiveness of communication,policies and behaviour, is monitored and measured. Feedback from this process enablesaction plans to be formed in order to reduce exclusion, and to promote the inclusion of all.

Individual needs are recognised and supported. Leaders of peoples are given the supportand freedom to challenge their own behaviour and that of others, to learn from mistakesand to take responsibility for their own development and that of other people.

The Company is committed to a working environment that offers equal treatment andequal opportunities for all its employees, so that every employee is able to progress to hisor her true potential. It is in the best interests of the company and those who work in it orfor it, to ensure that the resources, talents and skills available are taken into account whenemployment and development opportunities arise. All decisions taken on recruitment,selection, training and career development opportunities will therefore be based solely onobjective and job related criteria.

Ringway’s approach to equality and diversity is three-fold: • to encourage its employees to take an active role against all forms of harassment

and discrimination; • to deter employees from participating in harassment or discriminatory behaviour; • to demonstrate to all employees that they can rely upon the Company's support in

cases of harassment or discrimination at work.

The Company's recruitment, selection and promotion procedures and general policies andpractices will be periodically reviewed to ensure that this equal opportunities policy is beingimplemented.

All employees are required to follow and implement the Company's equal opportunitiespolicy and to undergo any agreed training and development activities to ensure that theycan carry out their duties and responsibilities in terms of promoting, developing,implementing and reviewing the policy arrangements in the course of their work.

Any behaviour resulting in unfavourable treatment, harassment or victimisation ofcolleagues, supply chain partners, or other relevant third parties, will be considered contraryto the company’s policy and will be a matter for disciplinary action.

This policy statement is supported by a full policy, key legislation explanations plus a rangeof policies, processes, management guides and training tools.


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Part 2CONDITIONS OF EMPLOYMENT


1 General 202 Review of conditions of employment 203 Hours of work 204 Place of work 215 Pay arrangements 216 Pay Review 217 Holiday Entitlement 228 Outstanding holiday entitlement 239 Statutory Holidays 2310 Retirement 2311 Notice periods 2412 Absence, sickness notification and sick pay 2413 Medical examinations 2614 Continuous service 2615 Change in personal details 2616 Employment outside the company 2617 Confidentiality, patents and inventions 2718 Layoff procedures 2819 Trade union membership 29

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GENERAL

Each employee has a specific work base they work from. Because our business is national,there may be occasions where you are reasonably assigned to work from another Ringwaysite depending on the business need.

Each employee’s 'Terms and Conditions of Employment' include Part Two of thisEmployee Handbook together with your Contract of Employment. The Contract ofEmployment is personal to you and will take precedence over the EmployeeHandbook if any of your terms and conditions of employment are different fromthose set out in the Handbook. Any other terms relating specifically to your job orlocation will be advised to you by your local Management. Part Three and Part Fourof this handbook are for your guidance and general information and as such do notform part of your contract of employment.

REVIEW OF CONDITIONS OF EMPLOYMENT

The Company reserves the right to amend employees terms and conditions of employmentfrom time to time. However, the Company will seek to provide an opportunity, whereverpossible, for employees to comment on proposed changes before they are implemented.

Should any changes be considered reasonable to support the business direction, confirmationof the relevant changes to the Contract of Employment or any associated documents will beadvised to those affected as soon as possible and usually before being implemented. Anychanges in general terms and conditions of employment will be posted on Company noticeboards and/or communicated in writing within 4 weeks of any alterations becoming effective.

HOURS OF WORK

The basic working week will not normally exceed 40 hours, exclusive of breaks. However, thenature of many of our contracts, particularly those with Local Authorities and with CentralGovernment Departments, require that the Company provides various Winter Maintenanceand Emergency Services at any time of the day or night and that we undertake certain routinemaintenance works when traffic flows are lower, either overnight or at weekends. This maycause erratic work patterns and any employees involved in this work will be required to workunsociable hours when the need arises. Details of these work patterns will be advised locallyor will be specified in an employee’s Contract of Employment.

Due to the nature of our work employees may be required to work overtime hours if the needarises. If so, reasonable notice will be given to you, wherever possible. Remuneration forauthorised overtime, if applicable to an employee’s employment, is normally made bypayment at the appropriate rate, as determined by the Company and specified in theContract of Employment.

Overtime is not normally paid to senior employees, who are expected to work such hours asare required for the satisfactory execution of the responsibilities delegated to them.

PLACE OF WORK

Each employee has a specific work base they work from. Because our business is national,there may be occasions where you are reasonably assigned to work from another sitedepending on the business need.

For site-based employees, the working day normally commences once on site or at the depotthat you have been instructed to attend by your Line Manager.

PAY ARRANGEMENTS

Wages and salaries are paid through the BACS system into individual employee’s nominatedbank account (or Building Society account, if BACS compatible).

Payment is made either on a weekly, or monthly basis depending on the terms and conditionsof employment as laid out in the contract of employment.

All weekly based pay is normally paid into bank accounts on a Friday, covering the periodending on the previous Sunday. Monthly pay is normally paid into bank accounts on the lastworking day of the month unless other arrangements have been agreed or advised.

Overtime and other payment adjustments are normally made in the period following that inwhich they occur.

In the event of any advance being made or any monies becoming due to the Company, an authority permitting deduction of the amounts due from an individual’s pay will be requiredto be signed by the relevant employee, with the exception of overpaid holiday at date of leaving.

If a mistake is made in the calculation and payment of remuneration leading to anoverpayment, the employee is expected to bring this matter to the attention of their LineManager at the earliest opportunity and to take all such actions as are necessary to repay theamount promptly. Ringway reserves the right to charge interest if repayment is delayed unduly.Should an overpayment be recorded the company will contact the relevant employee, howeverthe Company does reserve the right to make an immediate deduction from your pay to rectifythe overpayment error.

If a mistake is made in the calculation and payment of remuneration leading to anunderpayment, the affected employee should bring this matter to the attention of their LineManager at the earliest opportunity. Any such confirmed underpayments will be rectified assoon as practicable or in the next pay run relevant to the individual employee

PAY REVIEW

Rates of payment of wages and salaries are reviewed annually, on a Group basis. It should benoted that the term “review” does not imply an automatic increase. Any change in anemployee’s rate of pay will be advised individually and be paid from the agreed date of change.

Employees may receive additional awards based on performance where this has beenrecommended by their Line Manager and approved by a Director, following individual reviews.

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HOLIDAY ENTITLEMENT

All full time employees (working 5 days per week) and on Ringway terms of employment are entitledto twenty days paid holiday. This will increase by one additional day per completed year, up to amaximum of twenty five days. This is calculated on a pro rata basis for employees who do not workfull time, and is in addition to the relevant statutory bank holidays. If an employee’s holiday entitlementdiffers from this in their contract of employment, the contract of employment will take precedence.

Any additional day’s holiday will be calculated on the number of completed years of service at thebeginning of each holiday year.

Some companies within the Group have specific periods when holidays must be taken due to plantshutdowns or to cover traditional close downs between, or around, Christmas and the New Year andat Easter.

The actual holiday year varies from company to company within the Group. The applicable holiday yearis detailed in each employee’s Contract of Employment. In the absence of any specific agreement, theholiday year runs from 1 April each year.

Annual holiday entitlement for all employees who commence or terminate employment during theholiday year accrues on a weekly basis, to the nearest complete week.

Holidays must be taken during the holiday year, as carry over of the entitlement into the following yearis only permissable with the prior agreement of local senior management. If agreed, the carry overentitlement will be a maximum of 5 days which must then be used within 2 months of the start ofthe new holiday year.

Employees that fall ill during an agreed holiday leave period, may not retake or reclaim that holiday.

If absent due to illness prior to a holiday the employee is expected to be signed back to work beforetaking annual leave. Employees cannot chose to take annual leave instead of taking sick leave.

Prior to any holiday entitlement being taken, approval must be obtained from the employee’s Line Manager.

Providing adequate notice is given and dates do not conflict with business interests permission willnormally be granted. A working guideline for the notice to be given is:

• 2 weeks for up to 4 working days holiday• 1 month for holidays of 5 or more working days

It is a normal business expectation for employees to arrange their holidays in conjunction withdepartmental or project delivery colleagues. This ensures that operational delivery is not impacted bytoo many employees being away at the same time.

It should be noted that any Ringway Manager does have the right to turn down a holiday request dueto lack of resource during the requested holiday period.

Holidays exceeding two consecutive weeks will require special approval of the relevant DepartmentHead or Director.

OUTSTANDING HOLIDAY ENTITLEMENT

When an employee leaves, any outstanding holiday entitlement is calculated on the basis ofcompleted weeks in the holiday year, rounded to the nearest complete week.

Where leave in excess of entitlement has been taken before termination, a recovery will bemade from the employee’s final salary payment in respect of the days overpaid.

If an employee is entitled to any holiday on termination, that outstanding leave may only betaken within the notice period with the approval of the Company. Alternatively, where theemployee has worked throughout the notice period, the final salary payment will includepayment for any leave days still due.

STATUTORY HOLIDAYS

The Statutory Holidays observed by the Company are as follows and are given as paid leaveof absence to permanent employees at basic rate, if they usually work on those days of theweek.

1 January (New Years Day)Good FridayEaster MondayThe first Monday in May (May Day)The last Monday in May (Spring Bank Holiday)The last Monday in August (Summer Bank Holiday)25 December (Christmas Day)26 December (Boxing Day)

Where Christmas Day, Boxing Day or New Years Day falls on a Saturday or Sunday, thenother dates will be designated as statutory holidays. The Company reserves the right todesignate alternative days as statutory holidays.

RETIREMENT

Pension age is when an employee can draw down their pension; for many, but not all, it is also the time when they can retire if they wish.

Normal retirement age means the age at which the employer requires employees in thesame kind of position as the employee to retire. Ringway has a retirement age of 65 for allemployees and this therefore is the same as the default retirement age.

Ringway will not retire any employee before the age of 65 unless there is objectivejustification for this decision and it has been fully discussed with the employee concerned.The other circumstance when retirement may take place before the age of 65 will be whenrequested by the employee, whether or not this is linked to a request for early ill healthretirement.

Every request to remain working after the age of 65 will be reviewed on an individual basis,where possible taking into account opportunities to vary the employee’s hours or the dutiesthey perform.

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Ringway will adhere to relevant legislation and guidelines to ensure that all retirements arefair. In doing so the company will ensure that retirements take effect on or after the age of65 and will have given the employee written notice of the date of their intended retirementand told them about their right to request to continue working.

Should a request to continue working after the age of 65 not be considered appropriate,this will be confirmed in writing to the employee concerned in a timely manner. Allemployees have the right to retire with dignity so each request will be dealt with in a tactfuland sensitive manner.

NOTICE PERIODS

Unless otherwise stated in a Contract of Employment, the minimum period of notice whichnormally must be given by the Company to terminate employment is:

• If employment has been continuous for 4 weeks, but less than 2 years, the notice is 1 week.

• If employment has been continuous for 2 years or more, but less than 12 years, the notice is one week for each year worked.

• If employment has been continuous for 12 years or more, the notice is 12 weeks.

The notice period for employees to give the Company on termination of employment isspecified in each individual employee’s Contract of Employment.

Notice of termination of employment by either party must always be given in writing. In theevent of any serious misconduct, or serious neglect of duty by an employee, employmentmay be terminated by the Company following completion of the Ringway disciplinaryprocess, without the employee working or being paid for any period of notice.

ABSENCE, SICKNESS NOTIFICATION AND SICK PAY

If, for any reason other than pre-agreed annual holiday, maternity leave or prior approvedabsence, an employee is unable to attend work, they must inform their Line Manager asearly as possible on the first day of absence. Details of the date and time any illness began(including Saturdays and Sundays), the nature of the illness or injury and the likely durationof the absence must be provided to the Line Manager.

If there is any uncertainty as to how long the absence will continue, the absent employeeshould contact their Line Manager every day to provide an update on the situation.

For every day of absence up to seven consecutive days (including Saturdays, Sundays andstatutory holidays) a self-certification form should be completed. This should be authorisedby the Line Manager before being passed to the Group Payroll Department.

If the sickness lasts for more than seven days, a doctor’s certificate must be obtained toaccompany the self-certification form. Any subsequent doctor’s certificates must beforwarded to cover the complete period of sickness absence - these should be forwardedregularly and promptly.

Employees should not wait until they return to work to give them to their Line Manager.Any sick pay entitlement to be paid will only be released once a sick certificatecovering the absence has been received by the payroll department.

Where any first doctor’s certificate covers a period exceeding fourteen days, or where morethan one certificate is necessary, then, before returning to work, a final certificate must beobtained confirming the employee’s fitness to resume normal duties.

The company reserves the right to ask any employee to attend a “return to work” interviewafter a period of absence. Such interviews are used to assess the state of health of theperson concerned and to ensure that they are fit to return to work.

The Company reserves the right to require you to attend an independent medicalexamination at the Company’s expense where one of the following applies:

• Absence is for a prolonged or recurring period• If a return to work could expose either the Company or the employee • Due to the nature of the work, the risk of return may be high• The validity of information concerning an absence is in doubt

Alternatively, with employee consent, a report, that can be viewed by the employee should they wish, may be requested from the employee’s own doctor.

SICK PAYNobody likes to be ill, and most employees act responsibly when taking sick leave. However,the Company reserves the right to withhold an employee’s remuneration should they failto comply with the absence from work procedure, fail to provide the required medicalcertificates, behave in a manner likely to delay recovery, attempt to abuse the scheme in anyway or where it is evident that the illness or injury was the direct result of the employee’sown repeated negligence or misconduct. Failure to comply with the 'Absence from WorkProcedure' may result in disciplinary action being taken.

Where you have properly complied with the ‘Absence from Work Procedure’, payment foryour absence will be made in accordance with your Contract of Employment.

All paid Company sick leave will be aggregated for a twelve month rolling period to assessentitlement, if any, to pay in excess of Statutory Sick Pay (SSP).

If an employee is entitled to receive company sick pay, the amount paid will be calculated from the normal basic pay or shift allowance and details of the basis on which it is payable are set each employee’s Contract of Employment.

The qualifying days for SSP are Monday to Friday inclusive.

Full details of rates and payment of SSP can be obtained from the local office or from the Group Payroll Department.

For payment in relation to sickness absence that is related to a period of treatment for adrink or drugs addiction, please refer to the Company Alcohol and Drugs policy.

REFER TO PART 3 FOR AUTHORISED ABSENCE FROM WORK.


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MEDICAL EXAMINATIONS

The Company reserves the right to ask for a medical report on any applicant prior toengagement. This right also extends to any employee where there is cause for concern thatthey may not be fit for the position for which they are employed or they pose a health andsafety risk to themselves or their colleagues, or before an internal Company appointmentas appropriate. The Company will pay for the cost of these medical examinations with theemployee having the right to see a copy of the report obtained from the doctor concerned.

In addition, it is expected that every employee will make themselves available foroccupational health screening by an appropriate person, as and when required. This tendsto take place every 2 - 3 years, supplemented by written employee declarations whererequired, or more frequently should there be a genuine concern about an aspect of your health.

CONTINUOUS SERVICE

Continuous service is defined as unbroken service with Ringway Group Limited, its parentcompanies or its subsidiary companies. Where businesses have been transferred into theRingway Group under the Transfer of Undertaking (Protection of Employment) Regulations2006 (TUPE) , the continuous service of employees covered by such transfers will date fromthe commencement of continuous service with the previous employer(s) whose businessactivity was transferred.

CHANGES IN PERSONAL DETAILS

It is important that accurate employee records are maintained. Any changes in personalparticulars e.g. change of address, next of kin, bank account etc. must be notified as soonas possible to your local payroll contact.

They will then forward them to the Group Payroll Department.

EMPLOYMENT OUTSIDE THE COMPANY

The Company recognises that from time to time employees may seek to take up separatework with another employer or to pursue outside business interests whilst still remainingin the Company’s employ. Although the Company has no unreasonable desire to restrict anemployee’s external activities, it must seek to protect its own interests and those of all itsemployees.

To this end, the Company’s policy is that employees will not be permitted to seek toestablish or work for a business in competition with Ringway Group of companies, itssubsidiaries or its parent companies nor to undertake business activities or to work wherethe Company considers that this is incompatible with its interests.

The Working Time Directive places further responsibilities on the Company to ensure thatemployees with more than one employment do not contravene the limits on working hours. It is therefore essential that any employee that has direct interests as described above advisetheir Line Manager or Director who will provide the written authorisation to undertakeother employment, provided that the Company does not consider that it is incompatiblewith its reasonable interests.

Failure to obtain prior written approval, or ongoing approval for any employee joiningRingway whether by TUPE or by new contract may be deemed by the Company toconstitute an act of Gross Misconduct, which could result in the dismissal of any employee.

CONFIDENTIALITY, PATENTS AND INVENTIONS

During the course of your employment within the Ringway Group, you may become awareof confidential information relating to the Company you work for or other companieswithin the Group. We expect you to respect their confidentiality.

We may also receive confidential information from other companies outside the Group inconnection with our business, which we have to formally undertake to protect and keepconfidential. You may be asked to sign and respect specific Confidentiality Agreements inthis connection.

All correspondence, reports, notes, memoranda or other written material or material storedon electronic media relating to any matter within the scope of the business of the Groupor any of its dealings or affairs will be and remain the property of the Group and you willnot, either during your employment or subsequently, disclose, use or permit to be used anysuch material for any purpose other than in connection with your employment or for thebenefit of the Group. All such material shall be returned to the Group upon the terminationof your employment within the Group.

You must not, during the continuance of your employment or at any time after thetermination thereof, disclose or use any of the secrets, confidential information or financialor trading information relating to the Group or its customers in any manner whatsoeversave as will be reasonably necessary for the promotion of the business of the Group duringthe term of your employment.

Any and all improvements, inventions or discoveries made by you in the course of youremployment with the Group will be the property of the Group and you will sign alldocuments required to transfer title in such inventions to the Group without any additionalcompensation or payment to you. A Copyright in any work produced by you in the courseof your employment will result in the Company being the first owner of any copyright inthe work. This restriction will not apply to any inventions made by you in fields totallyunrelated to the activities of the Group, past or present, either directly or indirectly.

This does not prejudice any rights granted under the Patents Act 1977.

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LAYOFF PROCEDURES

The company reserves the right to lay employees off as a result of severe weatherconditions, lack of work available or any other specific business reason or issue outside theCompany’s control.

Any such lay off will be unpaid, unless otherwise provided for in employment contracts.Statutory entitlement to paid lay off is limited to 5 days in any period of 3 months, althoughthe number of days for which someone can be laid off is not limited in any way. The rateof lay off pay will be the higher of the statutory level or that set out in your contract ofemployment.

Guaranteed payments will not be made: -If no work is carried out as a consequence of a trade dispute between Ringway and its employees.

Where an employee has unreasonably refused to do alternative work offered to themduring a workless day, irrespective of whether this is work the employee is normally requiredto do.


TRADE UNION MEMBERSHIP

Employees are free to join, or not to join, any Trade Union they so wish. It should be noted however, that full recognition agreements with Trade Unions do not operate within the company.

Unions involved with various parts of Ringway include T&G, GMB and Unite.

Arrangements tend to focus on consultation with employee representatives, andcommunication of planned changes or employee matters. The term “recognition” refers to this process and does not imply formal recognition of any one union or thenegotiation of salary and benefit levels.

Employees are always welcome to be accompanied at formal disciplinary, grievance orredundancy meetings by either a Ringway colleague or a full time union official.

Works committees operate at various locations and these are often the forums for dealingwith employer/employee relations.

Ringway operates a check off system which enables trade unions dues to be deducted from pay.

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Teamwork in Action

Part 3RULES & GENERAL INFORMATION


1 Induction training 322 Training and career development 323 Time recording 334 Protective equipment 345 No smoking policy 346 Media relations 357 Emergency and winter standby 358 Notice boards 369 Expenses 3610 Benefits and allowances 3611 Pension schemes 3612 Maternity / Paternity leave and pay 3713 Flexible Working 3714 Authorised absence from work 3715 Anti-harrassment policy 4016 Violence and fighting 4017 Alcohol and drugs Policy 4118 Redundancy 4219 Company Cars 4220 Plant operator rules 4521 Commercial vehicle drivers rules 4522 Vigiroute 4723 Use of mobile devices: in vehicles & whilst at work 4724 Electronic communications – acceptable use policy 4925 Working with display screen equipment 5426 Gifts from third parties 5427 Insurances 5528 Death in service benefit 55

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INDUCTION TRAINING

At the commencement of employment, all employees will receive:

• An induction to the Group to include our vision, values and the related behaviours we expect from all employees

• Information on the job tasks that they are required to perform• Instruction in respect to the Company Safety Policy and the Health, Safety and

Environmental requirements, pertinent to the job concerned• Review of this Employee Handbook and any relevant administrative procedures• An explanation of Ringway’s Quality Policy, including an awareness and understanding

of The Way We Work IMS systems and standards.

This process will normally be arranged by the relevant Line Manager and should becompleted within 8 weeks of the commencement of employment. The induction willdescribe the employee’s responsibilities to the Group and provide general information aboutRingway, its products, organisation, procedures and activities. This will also provide anopportunity for the employee to ask questions on a range of topics.

Further details on the induction programme can be obtained from the Intranet or from theGroup Human Resources department.

TRAINING AND CAREER DEVELOPMENT

Ringway takes an active approach to the training & development of all employees. This isso that Ringway can maximise all employee’s talents, skills and abilities.

The investment made in training, at every level of the business, is vital to ensure thatRingway remains competitive and innovative in the market place. This will assist us inbecoming the preferred service provider within our chosen sectors.

Ringway Training & Development team is responsible for ensuring that the following legal, contractual and business related training needs are met:

Legal: Specific training as required by Health, Safety, Environmental and associatedregulations

Contractual: Specific compliance, competence and qualifications as required by thebusiness and our clients

Business Performance: By continually increasing the level of skill, knowledge andexperience we look to to provide the best possible service to our customers by the followingaims and objectives

2.1 Aims

The aim is to promote and facilitate the continuous training and development of allemployees within Ringway Group Limited. This will be achieved by:

• Providing a suitable framework for comprehensive development opportunities that support Group business objectives

• Providing a wide range of progressive, high quality training and development solutions of a consistent nature

• Providing the opportunity for all employees to work towards their maximum personaland business potential

2.2 Objectives

• To develop learning strategies that support Ringway’s business aims and objectives• To ensure that training is relevant, beneficial and cost-effective • To promote ongoing personal development that meets the challenges of the business

today and in the future• To provide comprehensive and cost-effective training and development programmes • To support employee development activities within divisions & departments as well as

supply chain partners• To comply with legislation and Industry technology

TIME RECORDING

The completion of time sheets or cards is an essential part of the costing, payroll and overallfinancial systems in most of the Ringway Group.

Where required, employees should accurately complete time sheets, normally on a weeklybasis, charging time to the appropriate cost code as instructed, before submitting to therespective Line Manager at the end of each week for approval. The Ringway week normallyends on a Sunday and time sheets are to be handed in on the following Monday morningto ensure prompt payment.

The Line manager should then pass the timesheet data to the local pay administrator forkeying into the payroll system.

All new employees will be told during their induction whether they are required to completetime sheets. If required to do so, they will be given suitable instruction in completing them,be issued with a supply of sheets and be told from where to obtain further supplies.

Deliberate falsification of time sheets will be deemed by the Company to constitute an actof Gross Misconduct, which could result in dismissal.

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PROTECTIVE EQUIPMENT

Personal protective equipment (PPE) will be issued when necessary. The Company willensure that supplies are available and employees must use items issued to them. Equipmentmust fit and be kept properly adjusted and in good order.

The Company will replace aged or damaged equipment where necessary, but disciplinaryaction may be taken against persons neglecting or abusing any equipment provided fortheir safety, or refusing to wear PPE.

Managers, Supervisors and charge hands are responsible and authorised by the Companyto insist upon the use of protective equipment as deemed necessary.

Any employee who fails to use protective clothing or equipment when necessary or requiredby legislation will face appropriate disciplinary action.

NO SMOKING POLICY

Ringway is committed to maintaining a healthier environment for its employees and visitorsand operates a policy of “No Smoking” on any of the Company’s property.

The “No Smoking” policy seeks to: • Guarantee a healthy working environment, and protect the current and future health of

employees, customers and visitors• Present passive smoking• Raise awareness of the dangers of tobacco smoke• Support anyone who wishes to stop smoking

Failure to comply with this policy will be dealt with under the company disciplinaryprocedure.

Smoking is not permitted in any of the following places: • Any buildings, including previous ‘smoking areas’. This includes lifts, corridors,

stairways and stairwells, toilets, meeting or staff rooms

• Company vehicles or vehicles which are being used for company business to convey passengers.

These restrictions will be applicable to all employees, regardless of their status within thecompany. All visitors, including customers, contractors, and people making deliveries willalso be expected to abide by the smokefree policy.

5.1 Smoking in Vehicles

Smoking is not permitted in any company related vehicle. Company related vehicles includeall company cars, whether owned, hired or leased by the company and all commercialvehicles and plant.

This policy will only extend to Personal Credit Scheme vehicles, privately ownedvehicles or vehicles supported through a fixed monthly car allowance when thevehicle is being used for company business to carry passengers.

Employees are encouraged to ensure that all personal vehicles should become smoke free.

MEDIA RELATIONS

To ensure consistency, it is essential that only nominated spokespersons speak to themedia (whether local and national press, local and national radio and television, etc).

If approached for any details concerning the Ringway Group, any employee shouldconfirm that they are not the correct person to speak to. The enquirer should be referredto the Marketing Manager or to the PR Agency, contact details to be located on theintranet or from Horsham reception on 01403 215800.

Should any employee notice any adverse comment concerning the Ringway Group or itsproducts or services in the media, please draw this to the attention of your Manager.

EMERGENCY AND WINTER STANDBY

A major aspect of term contracts for highway authorities is the provision of a satisfactoryround-the-clock service to deal with emergencies, adverse weather conditions and othersituations. It is a condition of employment for employees working on these contracts thatthey will make themselves available when required for this work.

Clients regard this as one of the most important aspects of a term maintenance contractand the reputation of the Company relies on a satisfactory performance in this area. Anunsatisfactory response to those situations can result in dangers to the public andembarrassment to our Clients.

Employees who are called upon to participate in standby arrangements should be awarethat in making payments for this service the Company is entitled to expect that employeeswill be available and fully fit for work at any time during their standby period.

If, in exceptional circumstances, an employee on standby falls ill then it is essential thatthe duty supervisor is immediately made aware of the situation to enable alternativearrangements to be made. It is not acceptable to wait until called, and then adviseincapacity.

A failure to be available and fit for work without due cause when on standby duty will be deemed by the Company to be an act of Gross Misconduct which could result in dismissal.

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NOTICE BOARDS

Notice boards are provided throughout Group premises and are used for communication ofsignificant business information. Employees are requested to read the notice boards regularly.All notices must be authorised by your local management prior to posting. Any unauthorisednotices will be removed from notice boards.

EXPENSES

All reasonable and approved expenses incurred in the performance of duties will be reimbursedon production of authorised expense claim forms, accompanied by relevant receipts. Employeesmay only incur expenditure on behalf of Ringway with the prior consent of their Line Manager.A standard expense form is provided for the reimbursement of out of pocket business expensesi.e. travelling costs, meals, accommodation, entertainment etc.

Claims must have all relevant receipts attached before being presented to the Line Managerresponsible for approving expenses. No payments will be re-imbursed without a voucher exceptfor small sums for which no voucher was available, such as bridge tolls.

All expense forms, once approved, will be submitted to Head Office for payment. Expensepayment runs are normally made twice a month and payments are paid into employee bank accounts.

BENEFITS AND ALLOWANCES

A number of bonus and incentive schemes are operated throughout the Ringway Group. Theseare tied to specific performance, outputs, profitability and position in the Company. Details ofany such schemes applicable to your employment will be set out in the employee’s Contractof Employment.

Various allowances and additional payments are made to site-based employees depending on circumstances.

Membership fees of relevant professional associations may be reimbursed at the discretion oflocal management.

Where employees are asked to use their own vehicle for approved business purposes they willbe reimbursed for business miles in accordance with current HMRC approved rates. Furtherinformation can be sought from the Group Plant and Fleet Department.

PENSION SCHEMES

A number of pension schemes exist within the Group. A contracted-out final salaryoccupational pension scheme has been set up to offer employees who have transferred intothe Group from local authorities, comparable pension rights to their previous LGPS schemes.

Membership is restricted to transferring employees where contract conditions dictate thateligible employees are to be offered a final salary pension scheme.

The company also offers a Group Personal Pension Plan - a money purchase scheme thatis not contracted out of SERPS. Membership of this scheme is restricted to qualifyingemployees and they will be informed in their letter of appointment or subsequently if theyare eligible to join the scheme. The rate of the Company’s contribution will be shown onthe Contract of Employment.

The Company also offers a Stakeholder pension to employees not already covered by otherpension schemes and every new employee will be offered the opportunity to join theRingway stakeholder scheme once they have completed 3 months’ service.

MATERNITY / PATERNITY LEAVE AND PAY

All Ringway employees are entitled to maternity, paternity or adoption rights in accordancewith the statutory scheme and no extended rights are offered in addition to this. As theseregulations change from time to time additional information can be obtained from theGroup HR Department as and when required.

FLEXIBLE WORKING

All employees with young children or an employee who cares for another adult, canformally request the right to work more flexibly. This is a statutory right so a specific processmust be followed when dealing with such requests.

AUTHORISED ABSENCE FROM WORK

Employees are expected to attend work at the times required, punctually and regularly. TheGroup recognises that from time to time this may not be possible and is always preparedto assist employees with genuine difficulties, whilst applying sanctions to those who seekto abuse such assistance.

The following are acceptable reasons for authorised absence from work and furtherinformation on each may be obtained from the Group Human Resources team:

Whilst taking authorised holidays and, unless rostered for work on those days, allstatutory holidays.

14.1 Compassionate leave

Directors shall have discretion to allow up to 5 days compassionate leave in the case ofserious illness or death of an employee's next of kin.

They shall also have discretion to allow a similar period for those employees whom,although not next of kin are called on to make the funeral arrangements on the death ofa near relative or friend.

For the death or serious illness of a near relative or friend where the member of staff is notresponsible for funeral arrangements discretion may be exercised to allow up to 3 day’scompassionate leave. The company reserves the right to request evidence where a funeralis being organised before any compassionate leave is granted.


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14.2 Household commitments

Time off required to manage household repairs, services, product deliveries and the likemust be taken from annual leave entitlement.

14.3 Dental / Medical Appointments

Whenever possible, these should be made at the beginning or end of the day with theemployee’s Line Manager always being informed well in advance. Time off for suchappointments should cause as little disruption to the working day as possible.

14.4 Time off for Family Emergencies

The Company expects commitment to its aims from its employees but equally recognisesthat, at times, personal considerations may need to take precedence. Whilst employeeshave rights to paid holiday, it is recognised that there may be occasions, due to animmediate family emergency, when unpaid leave with or without notice may be required.This is for the specific purpose of making arrangements to care for a dependant only.

14.5 Parental Leave

The Company believes it is important that parents should be supported, particularly duringthe early years of their children’s lives. Similar support will be given to those who adoptand especially to those with disabled children.

14.6 Unpaid leave

Unpaid leave will only be granted in exceptional circumstances (see above), and will bestrictly controlled.

14.7.1 Public service

Employees will be allowed reasonable unpaid time off for public duties including work asa Justice of the Peace, local councillor or school governor.

14.7.2 Jury service

Employees are allowed unpaid time off to perform jury service. The Group will, however,“top up” the loss of earnings payment made by the Court to your normal gross pay. Inpractice, the Group will continue to pay the employee as if they had been at work. Howeverthe company will require the employee to declare the loss of earnings payment made tothem and pay back that amount to the Company.

14.8 Antenatal care

All pregnant employees have the right to attend pre-arranged antenatal appointmentsand classes, and will be paid for such time, provided that an appointment card (orequivalent) is produced. Employees are asked however to try and be sensible about the amount of time needed and to attend work before or after the appointment whereverpossible.

14.9 Pregnancy

The company operates a maternity policy. Due to the potential of changes in UKlegislation, the latest copy of this policy can be obtained from Human Resources on request.

14.10 Employee Volunteering

The arrangements that are made to allow an employee to carry out volunteering work will depend on the scale and nature of the project. The employee may be:

• Given paid leave up to a maximum of two days per year in order to carry out work on the project; or

• Seconded to the project for a set period of time.

Please refer to the Employee Volunteering Policy for further information.


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ANTI-HARASSMENT & BULLYING POLICY

Ringway is committed to creating a work environment free of harassment and bullying,where everyone is treated with dignity and respect.

Harassment and bullying can have very serious consequences for individuals and thecompany. Harassment or bullying may make people unhappy, may cause them stress andaffect their health and family and social relationships, may affect their work performanceand could cause them to leave their job. Severe cases of harassment and bullying can evenlead to mental illness and suicide. Effects on the company can include loss of morale, poorwork performance, and increased turnover of employees, legal claims and damage to thecompany's reputation. Employees found guilty of harassment or bullying may facedisciplinary penalties, up to and including dismissal, could be personally liable to paycompensation in legal claims, and may find their own family and social relationships areadversely affected. Serious harassment may be a criminal offence.

The company will not tolerate bullying and harassment of any kind. All allegations ofbullying and harassment will be investigated and, if appropriate, disciplinary action will betaken. The company will also not tolerate victimisation of a person for making allegationsof bullying or harassment in good faith or supporting someone to make such a complaint.Victimisation is a disciplinary offence.

Harassment is unwanted conduct related to sex, gender reassignment, race or ethnic ornational origins, disability, sexual orientation, religion or belief, age or any other personalcharacteristic which:

• has the purpose of violating a person's dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person; or

• is reasonably considered by that person to have the effect of violating his or her dignity or of creating an intimidating, hostile, degrading, humiliating or offensive environment for him or her, even if this effect was not intended by the person responsible for the conduct.

Bullying is offensive, intimidating, malicious or insulting behaviour, an abuse or misuse ofpower which is meant to undermine, humiliate or injure the person on the receiving end.

Any problems encountered as defined under this policy which cannot be resolved informallyshould be raised with the employee’s line manager in accordance with the Company’sgrievance procedure.

VIOLENCE & FIGHTING

The Ringway Group aims to provide a safe place of work and safe procedures for itsemployees.

Employees are expected to attend and use premises and equipment for the purpose forwhich they were intended and for no other reason. The following are examples of behaviourthat are expressly prohibited:

• Horseplay, practical joking and any misuse of power, equipment, facilities, plant, materials etc

• Initiation ‘ceremonies’ or ‘rites’• Fighting or any action by which one employee physically or mentally abuses another or

touches them, other than in the normal course of work or in friendly greeting• Any other acts, word, action or inaction, which may offend or harm another person

If an employee is found to be in breach of one or more of the above acts, this may bedeemed by the Company to constitute an act of Gross Misconduct, which could result indismissal.

Employees required to carry cash (for example, to the bank), should ensure that the cash isconcealed in a harmless looking bag and should not advise anyone that cash is carried inthis way. If challenged, any money should be handed over immediately without resistanceand attention given to details that would subsequently assist in detection and apprehensionof the offenders.

Assaults, aggressive behaviour and physical attacks stem from any number of motives andare not normally pre-meditated. In such cases, employees are advised that potentialassailants can often be dissuaded from pursuing physical attacks by attentive and patientlistening, by the provision of the information being sought, or by giving a clear indicationthat such information will be provided at the earliest opportunity.

Any such incidents must be reported by the employee to their Line Manager immediately.

ALCOHOL & DRUGS POLICY

The Company recognises that alcohol abuse and drug addiction may be illnesses requiringmedical treatment. Employees who suffer from such addictions will therefore be givensupport and assistance provided they are actively following the advice of their doctor andundertaking treatment.

Any employee who voluntarily advises the Company that they are suffering from an alcoholor drug related problem will be supported in overcoming their illness. They will beencouraged to seek medical advice and treatment and will be expected to accept thetreatment available and to co-operate fully with professional agencies.

Such support will only be given whre the employee comes forward before any potentialtesting, notice of testing or disciplinary procedure.

Any such notification by an employee cannot be used to avoid testing or potentialdisciplinary action.

Further details on the Ringway Alcohol and Drugs policy are contained in a separatedocument. This is issued to all employees and supply chain partners.

Employment at Ringway is subject to the employee signing a statement of terms andconditions of employment which contains a clause relating to our policy and our approachon testing for the presence of alcohol or drugs.


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REDUNDANCY

It is the Group’s policy to create and maintain long-term stable employment for those thatwant it. However, no organisation can guarantee this. In the event that it is necessary toreduce employee numbers through redundancy, for example due to a drop in workload, themanagement will, where possible, consult with affected employees and theirrepresentatives in good time to :

• See if there are any alternatives to redundancy• Discuss such plans generally• Determine selection procedures

Before making compulsory redundancies the Company will, wherever possible, consideremployees who volunteer, although there is no guarantee that every offer will be accepted,as persons with key skills may need to be retained. The Company will seek to use a fairselection process.

Any employee selected for redundancy will be allowed reasonable time off to attendinterview in order to find alternative employment.

COMPANY CARS

If employment with the Group requires an employee to be regularly available to travel onbusiness, the individual may be allocated a Company car or Private Credit Sale car in linewith the Group's car policy. Whether an employee receives a car, or a car allowance will bedetermined by the nature of the role and the business mileage driven in a full year. Allcompany cars are fully expensed to cover all routine maintenance, insurance, road tax andfuel including reasonable private use in the United Kingdom.

Company cars will be replaced entirely at the Company’s discretion with either a comparablevehicle from the existing fleet or a new vehicle, dependent on availability at the time ofreplacement. Further details are available in the Ringway Car Policy. Drivers will also beissued with a Car Driver’s Manual.

19.1 Authorised Drivers

Before being allocated a Company car, employees must sign a mandate to give permissionfor Intelligent Data Systems to access information about their driving licence. Employeesmust also complete a driver declaration form. This form includes questions regarding healthand fitness to drive, previous experience, accident record and any convictions and penalties.Licences of all authorised drivers will be inspected at least once a year after the initialinspection.

Company cars must only be driven by persons authorised to do so, and aged over 21. Thisis normally restricted to:

The employee or another employee of the Group who is an approved driver.The partner of the employee provided that they have held a full licence to drive for at least2 years and are not disqualified from driving.

Copies of the driving licence for your partner must be produced for inspection, before theyare allowed to drive. No other person may drive the car without the specific authorisationof a Director or Senior Manager.

It is recognised that exceptional situations may arise, when it is necessary for another personto drive the Company car in an emergency, and the employee may authorise this use in suchcircumstances. However, before doing so, the employee should ensure the driver doespossess a valid driving licence.

19.2 Driving Convictions

All authorised drivers must advise their local Manager or Director immediately of any andall driving convictions or subsequent disqualification. Failure to do so by any employee isregarded as misconduct, as it could render the insurance cover invalid, and a driver couldbecome personally liable for the costs of any subsequent accident. Driving whilst disqualifiedwill be deemed by the Company to constitute an act of Gross Misconduct, which couldresult in dismissal. Disqualification may jeopardise future employment by the Group if a lackof license prevents the employee fromfulfilling the requirements of their job.

19.3 Taking Your Car Abroad

Should an employee wish to take a Company car overseas, permission must be obtainedfrom their Line Manager and details of the trip be provided to the Insurance Manager atGroup Head Office to ensure that adequate insurance cover is in place.

Permission will also be needed from the Group Plant & Fleet Department, who will requestthe necessary paperwork to take the vehicle out of the country. Some manufacturers offerbreakdwon cover at no cost for all their vehicles throughout Europe. If this is not included,any foreign travel requires similar cover with one of the motoring organisations to be takenout at the employee’s expense (unless trvelling on business), as the costs of repatriating adamaged vehicle will be the responsibility of the driver.

19.4 Mileage Records

Detailed records of mileage covered for business purposes must be kept. A return ofbusiness and private mileage covered must be submitted to the Group Plant & FleetDepartment on a monthly basis. This particularly applies where an employee reclaimsbusiness mileage through their expenses. Further details are contained in the Ringway Car Policy.

19.5 Vehicle Accident Reporting

All accidents must be reported as soon as possible to either the employee’s Line Manageror to the Group's Insurance Manager, however trivial the accident appears. Please refer toSection 27 on Insurance for a more detailed summary of the insurance cover on the vehicle.

19.6 Vehicle Maintenance

It is the responsibility of all car drivers to keep their vehicle clean, maintained in accordancewith the maintenance schedule for the vehicle, and in proper, safe and road-worthy


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condition at all times. Undue wear and tear due to failure to comply with the manufacturersrecommended maintenance schedule will be treated as a disciplinary offence. Nomodifications may be made to a Company vehicle without permission from the Company.This includes the fitting of roof racks and tow bars or any alterations or additions to thebodywork or standard equipment with which the vehicle was delivered. Permission shouldbe obtained from a Director.

19.7 Fuel Cards

Where a fuel card is issued, the employee is responsible for its proper use, which is topurchase fuel and oil for the Company vehicle. Loss or theft of the card must be immediatelyreported to either your local fuel card contact or the Group Plant and Fleet Department atHorsham. If out of hours, please call the relevant number which can be obtained from thelocal fuel card contact. A replacement charge of £25 will be levied for any fuel cardmisplaced. Any abuse of the fuel card system will be considered a disciplinary matter up toand including gross misconduct and, as such, will be dealt with under the Companydisciplinary procedures. Any driver found to be fraudulently using a fuel card can be askedto also repay the value of any fuel obtained in this way.

19.8 Vehicle Security

At all times when leaving the vehicle unattended all windows must be closed, the ignitionkey removed and the vehicle securely locked. All contents should be stored out of sight,preferably in the boot. Insurance cover for contents in a car is very limited. The Companycannot accept responsibility for any personal items lost from the vehicle at any time.

19.9 Penalty Charges

The Company will not, under any circumstances, accept responsibility for parking, speedingor any other fines incurred by an employee. Therefore, any fines incurred through wrongfulor illegal use of Company cars will be borne by the driver. The Company will usually paythese and then deduct the cost from the employee’s pay.

19.10 Vehicle Return

The Company reserves the right to take back any car at any time should an occasion arisewhere the Company has an imperative need for the car. All Company cars must be availablefor use by other Company employees on Company business, when not in use by the usualdriver.

The car must be returned to the Company on demand, in a clean and tidy condition, where:

• An employee ceases to be in full-time employment within the Group• An employee loses entitlement to a vehicle due to a change in the employee’s terms

and conditions • The Company decides your vehicle is to be replaced due to age, mileage or to suit

overall transport planning requirements• For any other reason notified to the employee by the Company

PLANT OPERATOR RULES

Every employee is responsible for keeping all items of plant and equipment under theircontrol in a clean and safe condition.

Employees are responsible for daily checking of tyres, oil levels, water and fuel levels on anyCompany owned and hired plant they are using. All employees must report any mechanicaldefects immediately.

All plant and machinery must be operated in the proper manner by competent andapproved operators only and used for the purpose for which it was designed.

No employee shall drive or operate a vehicle or item of plant on Company business unlessthey are trained and competent to do so and have been approved to do so by the relevantLine Manager.

Misuse of plant or accidents caused by the improper use or mishandling of plant will notbe tolerated under any circumstances and will be treated as misconduct. The appropriatedisciplinary action will be taken.

COMMERCIAL VEHICLE DRIVERS RULES

All drivers will be issued with a Comercial Driver’s Manual in addition to this handbook

21.1 Authorised Drivers

All commercial vehicle drivers must sign a mandate to give permission for Intelligent DataSystems to access information about their driving licence. Employees must also complete adriver declaration form. This form includes questions regarding health and fitness to drive,previous experience, accident record and any convictions and penalties. Licences of allauthorised drivers will be inspected at least once a year after the initial inspection. Thisrequirement extends to sub-contractors authorised to drive Company vehicles. TheCompany must be advised immediately of any and all driving convictions. Failure to do sowill be regarded as disciplinary offence as it could render the insurance covers invalid.

21.2 Vehicle Maintenance

All van or lorry drivers are responsible for the daily checking of all safety and operationalaspects of the vehicle including oils, water, fuel levels, tyre pressure, brake performance,steering play/noise or vibration, seat and safety belt security and operating, tyre treads, tyreside wall damage or wear, wheel security fastenings and correct operation of all lights,wipers, washers, horns and instruments. In addition, a check should be made for embeddedstones or accumulated debris in or around the tyres and wheels at the start of the day andbefore leaving any site or tip to go onto the highway - any debris should be cleared before proceeding.

Any vehicle defects found must be reported immediately. On no account must drivers usea vehicle on the highway unless it is in a road-worthy condition. All vehicles must be treatedwith due care and consideration. Damage caused by operator abuse may render the vehicleunfit for use and offenders will face appropriate disciplinary action.


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All commercial vehicles must be cleaned internally and externally on a regular basis at locallyspecified intervals. Operators should also adhere to any locally agreed arrangements withregard to the security of these vehicles. Any failure to properly secure a vehicle could leadto disciplinary action being taken.

21.3 Vehicle Use

Vehicle logbooks, including detailed mileage records will be maintained for all vehicles bythe driver/foreman/chargehand concerned.

All drivers of heavy goods vehicles are responsible for the correct use of Tachographs whenrequired and all discs and log sheets must be handed in weekly. HGVs and other commercialvehicles may not carry passengers other than Ringway personnel or sub-contractors workingfor the Company.

Vehicles may not be used for domestic purposes without specific permission.

All vehicle movements shall be in accordance with current Road Transport Regulationsand/or Company procedures. Particular notice should be taken of speed limits, parkingrestrictions, load restrictions and over loading, driver’s hours limitations, and particularlyany additional restrictions when towing. Obligatory speed limits must be observed on thehighway at all times, as must advisory speed limits set by the Company for specific activities,such as winter gritting.

Speed limits and rules in respect to the movement of vehicles on Company sites will bedetermined locally. It is the duty of employees to comply and of supervisory staff andmanagement to ensure compliance.

21.4 Overnight Parking

All vehicles (over 3.5 tonnes) in use under an Operator’s License MUST NEVER be parkedovernight at the side of a road or by a private residence. It is a condition of the Operator’sLicence that such vehicles may only be parked at designated operating centres or atcommercial vehicle parks. Failure to adhere to this rule may result in disciplinary action ifdeemed appropriate.

21.5 Vehicle Tracking Policy (Masternaut)

Masternaut is the current company wide software system that links all our vehicles to acentral database so that security of our assets and employees can be monitored. The datacollected by the vehicle tracking system enables the company to provide its customers withthe level of service that is required to fulfill contractual obligations. It also allows us toprovide evidence, when questioned, of our activities, such as carriageway repairs and wintergritting runs.

All commercial vehicles are fitted with a tracking device and Ringway reserves the right toadd tracking devices to any other company vehicle.

The global positioning system (GPS) offers real time tracking, which allows Ringway to pinpoint the location of a vehicle and check on its progress. It alerts us when a vehicle goesoff its prescribed route, recalculates its time of arrival and can adjust the routing of othervehicles to help compensate. These features improve efficiency and increase ourproductivity. If emergency works are required, the manager can quickly identify whichvehicle is nearest, and divert them to assist if needed.

As Ringway has a duty of care under health and safety, this technology allows the companyto locate lone workers (working with a vehicle) and ensures that we are able to respond toany emergencies quickly. It also allows supervision, where supervision is required (i.e. duringtraining and probationary periods).

Vehicles fitted with a tracking system will also have a privacy key, which allows drivers toswitch off the tracking when they are not working, if they drive a vehicle that they areallowed to take home and use for personal use.

All employees are expected to follow the Ringway vehicle tracking procedures and failureto do so may be considered a disciplinary offence.

For a full description of the policy including our commitment to The Data Protection Act,please see our Intranet or ask your line manager.

VIGIROUTE

Vigiroute has been developed to enhance our employees' awareness of driving risk. Allemployees will have their licence checked and undergo continued evaluation / training inthis regard. The aim is simple: We want all our drivers to anticipate the dangers by raisingtheir awareness to potential danger.

USE OF MOBILE DEVICES: IN VEHICLES AND WHILST AT WORK

23.1 Mobile device usage policy

Mobile devices are supplied to individuals to aid them in their work. Personal calls arepermitted within reason. Excessive use of a company device for personal use may lead topersonal use being charged to an individual and in some cases the mobile being removed.Persistent abuse may also lead to disciplinary action.

Ringway reserve the right to monitor the purpose of calls which are documented onmonthly reports produced by the mobile phone network.

23.2 Use of mobile phones in vehicles

Holding a mobile phone whilst driving is illegal. It carries a fixed penalty from three pointsand a £60 fine up to a maximum of 14 years in prison if death by dangerous driving iscaused while using a mobile phone . The driver is also not in full control of your vehiclewhen using a hand-held mobile phone. As such should one be involved in an accidentwhile on the mobile phone prosecution could follow as well as disciplinary action up toand including gross misconduct.


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All employees should either use a hands-free phone or not answer their phone whiledriving. However, if a hands free kit is used with the mobile phone, conversations shouldbe kept to a minimum so concentration is kept on driving.

23.3 Definitions:

Hand-held phoneA device classed as hand-held if it is held in the driver’s hand during at least part of theperiod of its operation.

This applies to drivers speaking or listening to a phone call, or using a device interactivelyfor accessing any sort of data, which would include sending or receiving text messages.

Holding any electronic device used for accessing oral, textual or pictorial communicationsis also prohibited, if the device has to be held at some point during the course of itsoperation.

Hands-free phoneOnly phones that have fixed speakers should be regarded as hands-free. Pushing buttonson a phone while it is in a cradle or if it is being operated via buttons on a steering wheelwould not breach regulations.

2-way radiosAny device that has a “press to talk’’ system can still be used, as the device keepsconversations short and are likely to have a low risk rating.

Many of us have private mobile phones and carry these with us at all times. It is alsobecoming more common place for employees to have mobile phones switched on duringworking hours.

The nature of our business means that the practice of using mobile phones whilst at workis inherently dangerous. An employee’s attention will be elsewhere and they may thereforebe less aware of plant and vehicle movements.

All personal mobile phones must therefore be left in a vehicle and used only on breaks.Any employee found to be in possession of a personal mobile phone on site will be subjectto disciplinary action.

ELECTRONIC COMMUNICATIONS – ACCEPTABLE USE POLICY

Ringway uses technology and software to run efficient business systems. Employees willtherefore have access to a range of technology during their employment.

This includes, but is not limited to:• E-mail• Internet• Telephones, to include mobile phones• Facsimiles

The purpose of this policy is to clarify the Company’s position on the employee’s use of electronic communication. This is to help shield both the Company and employeesagainst potential liability as well as the receipt of offensive or unsolicited communications.It is also designed to avoid threats to the security of the Company’s computer andcommunications systems.

Employees are encouraged to use technology where appropriate to improve businessefficiency. We all however have a responsibility to use communications in an efficient andcost effective manner. Ringway and its employees will respect and comply with the DataProtection Act and others laws and rules governing the use of computers in business.

The Company e-mail facility is intended to promote effective business focusedcommunication. Occasional personal messages may be sent but these should be kept to aminimum. It should not therefore be used for spreading gossip, for personal gain or tocause breach of the Company’s standard employment policies on issues such as harassment.In addition excessive personal use may be treated as a disciplinary matter. The sameprinciples apply to telephones and all communication methods.

All messages sent via electronic communications are to be written in accordance with thestandards of written communications. Content and language must be consistent with bestCompany practice. Messages should be concise and directed only to those individuals withthe need to know. Confidential information should not be sent externally by e-mail withoutexpress authority and unless the messages can be lawfully encrypted.

Offers or contracts transmitted electronically are as legally binding on the Company as thoseissued on paper. Employees therefore should not make any commitments on behalf of theCompany for which they do not have the appropriate authority.

The Internet is for locating and retrieving data relevant to work related tasks and duties.Employee Internet use is permitted where such use has been authorised and where the useis suitable for business purposes.

Access should not be used for either seeking or advertising goods, or services (e.g. “smallads”), games, social events or for seeking membership of groups, spreading gossip or forpersonal gain, or in breach of the Company’s standard employment policies on issues suchas harassment. Your Company e-mail address should not be entered on any mailing lists thatare not directly related to the business of the Company. Employees should also avoid non-urgent use of the Internet.

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24.1 Social Networking Policy

This policy is in addition to the Company's existing statements on e-mail and internet usethat can be found in: ‘Electronics Communications – acceptable use policy’. The SocialNetworking policy outlines the responsibilities of employees using the internet to accesssocial networking websites. These may include but not be limited to Facebook, MySpace,Bebo, Friendster, Linked-in and Friends reunited.

The Company uses technology and software to run efficient business systems. All employeesare encouraged to use technology where appropriate to improving business efficiency.

24.1.1 Personal use of the internet for social networking sites

The Company does not allow use of company technology for any employee to access socialnetworking websites at any time, whether during office hours or not. The Company willadd websites of this type to the list of restricted websites as and when necessary.

The Company reserves the right to restrict access to further social networking sites wherethey are deemed to be inappropriate websites for business use.

24.1.2 Employee conduct

The Company respects an employee's right to a private life. However, the Company mustalso ensure that confidentiality and its reputation are protected. It therefore requiresemployees using social networking websites during their personal time to:

• Ensure that they do not conduct themselves in a way that is detrimental to Ringway or their contracts of employment with the company

• Take care not to allow their interaction on these websites to damage working relationships between members of staff and clients of the company.

• Refrain from using any company related material on social networking sites. Examples include but are not limited to: company logos, branding, product names or any associated branding.

• Employees should ensure that no information is made available that could provide aperson with unauthorised access to the Company and/or any confidential information.

• Refrain from recording any confidential information regarding the Company on any social networking website.

Also, if an employee has reason to believe a colleague is in breach of this policy they shouldraise it with their Line Manager as soon as possible.

Misuse of company materials as laid out above will be seen as being in breach of the socialnetworking policy and will be dealt with through the Company disciplinary framework.This may include gross misconduct where very serious breaches occur.

24.1.3 Security and identitiy theft on Social Networking Sites

Even when accessing social networking sites from a personal computer, these sites are stillopen public forums, particularly where the individual using the site is part of a 'network'. It istherefore suggested employees consider the following points for personal security on anypublic website:

• Employees should not assume that their entries on any website will remain private and they may be quoted by a third party on any subject they have discussed.

• Be security conscious. Take steps to protect against identity theft by restricting the amount of personal information that they given out.

• Social networking websites allow people to post detailed personal information such as date of birth, place of birth and favourite football team. These can form the basis of security questions and passwords that employees use on a day to day basis.

• Employees should ensure that no information is made available that could provide a person with unauthorised access to the Company and/or any confidential information.

24.1.4 Recruitment

At no stage during the recruitment process will Human Resources or Line Managers conductsearches on prospective employees on social networking websites. This is in line with theCompany's equal opportunity policy.

24.2 The Company’s rights

No employee should issue their Ringway e-mail address to anyone other than for businessreasons. Ringway e-mail addresses not for private use. It is suggested that any personalcorrespondence is sent to a personal email address

However employees should not read e-mails sent to private e-mail addresses using Ringwayproperty. Remember that any e-mail opened on a computer will leave a record of the dataon the computer’s hard drive even after it has been deleted. For the avoidance of doubt,any employee should have no expectation of privacy in respect of any information left ona Ringway hard drive.

It is company policy that an employee has no right to individual privacy when sending orreceiving electronic communications, or in relation to data stored on company provideddata keys or computer disks or CD Roms. The Company reserves the right therefore tomonitor usage and to retrieve the contents of messages in order to monitor whether useis legitimate. Also to find lost messages or to retrieve messages lost due to technical failure,to assist in the investigations of wrongful acts or to comply with any legal obligation.

Employees should therefore be aware usage of all electronic resources and communicationswill be monitored. In addition, mailboxes may be checked during any absence from theoffice if alternative forwarding arrangements for incoming e-mails have not been made. Thisis to ensure that the business responds properly to customers and other contacts.

Employees should also be aware that e-mail correspondence is not private andcommunications of a sensitive or confidential nature should only be sent if they are encrypted.


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Corporate e-mail accounts, Internet IDs and web pages should not be used for anythingother than Company sanctioned communications. Employees should also make it clear toany recipient that any opinions you express are personal ones and not those of the Company.

24.3 Security of computer passwords

If given access to the e-mail or Internet system, employees are accepting responsibility forthe security of their computer terminal and must not allow the equipment to be used byan unauthorised person. Personal password should be kept confidential and changedregularly. When leaving a terminal unattended or on leaving the office employees should ensure their system is logged off to prevent unauthorised use of your terminal in your absence.

Should an employee fail to follow the above procedure and their terminal is used to sendinappropriate e-mails or to access inappropriate web sites, the individual may be subject tothe Company disciplinary procedure.

24.4 Potential Legal Issues

Messages sent over the e-mail system can give rise to legal action against the Company.Claims of defamation, breach of confidentiality or contract could arise from a misuse of thesystem. It is therefore vital for e-mail messages to be treated like any other form ofcorrespondence and where necessary, hard copies to be retained. Employees are also reminded that messages are disclosable in any legal action commencedagainst the Company relevant to the issues set out in the e-mail.

While also subject to the disciplinary policy, the following are examples of situations wherelegal action might be brought against not just the Company, but also against the employeeconcerned:

An action of sexual harassment could be brought if objectionable or sexually explicit materialwere downloaded and therefore brought into the workplace. Criminal charges might alsobe brought against the employee concerned if the content downloaded were illegal.

Actions for breach of copyright can also be brought – remember, just because somethingis on the Internet does not mean it is free to download. Visiting web sites containingobscene, hateful or otherwise objectionable material or sending or receiving material whichis defamatory, obscene or intended to annoy, harass or intimidate anotherRepresenting personal opinions as those of the Company or using the Internet for gamblingor illegal activities

24.5 General rules

Should an employee receive an e-mail or text message that has been wrongly deliveredthen they should notify the sender of the message by redirecting the message to thatperson. Furthermore, in the event the message contains confidential information theemployee must not disclose or use that confidential information in any way whasoever.

Should you receive an e-mail or text message that contravenes the Company’s policy thenyou should bring it to the attention of your Line Manager.

Misuse of Company systems by being in breach of the electronic communications policystatement will be considered as misconduct and will be dealt with through the frameworkof the Company disciplinary procedure. Also, if an employee has reason to believe acolleague is in breach of this policy they should raise it with their Line Manager as soon aspossible. In addition, misuse of the Company’s system by the transmission of material in anyof the following categories will constitute gross misconduct:

• Defamatory• Offensive or obscene• Untrue or malicious• In breach of copyright• Discrimination whether racial, sexist or in any other form

The following list, which is not exhaustive, provides examples of how an employee mightmisuse the Internet:

• Entering into a contract without authorisation from the employee’s Line Manager• Providing confidential information without the authorisation of the employee’s

Line Manager• Entering into a financial agreement without the authorisation of the appropriate

Board Director• Downloading of software without the express written permission of the

Group Business Systems Manager• Cutting, pasting or downloading information without first checking the

copyright information• Transmitting material that infringes the copyright of another person or company• Retrieving or viewing obscene or indecent material• The creation or transmission of any offensive, obscene or indecent images, data or other

material• The creation or transmission of any material which is designed or likely to cause

annoyance, inconvenience or needless activity• The creation or transmission of defamatory material, to include “industry gossip”• Wasting staff effort and system resources on unnecessary “surfing”, also slowing

down the network due to sustained high volume of traffic• Corrupting or destroying other users data, examining, changing or using another

person’s files, output or user name without explicit authority.• Connecting to the Internet and downloading any software or electronic files without

implementing the virus protection measures approved by the Company.• Using social networking sites to discuss, promote or publicise Ringway in anyway

that has not been given prior written approval by the Marketing Department• Any other inappropriate use of Internet or network that may be identified by the

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WORKING WITH DISPLAY SCREEN EQUIPMENT

All workstations in the Group are assessed and, in so far as is reasonably practicable, anyidentified risks to health will be minimised or eliminated. These risks usually relate to:-

• Display screen image, mobility and glare• Keyboard position, tilt and usability• Working space and desk requirements• Chair height, tilt and footrest• Overall lighting• Reflections from windows and overhead lighting• How user friendly the software is

Workstation users must take regular breaks away from the display screen work whencontinuous work is being undertaken. The recommendation is that a ten-minute breakshould be taken, doing non-VDU work, every hour.

Under the ‘Health & Safety (Display Screen Equipment) Regulations 1992’, employees whoregularly work at visual display screens as a significant part of their normal work (typically2 or 3 hours at a word processor every day) have a right to have an eyesight test at regularintervals. The Ringway Group will meet the cost of this eyesight check and will meet the costof providing any basic glasses solely required by prescription to carry out VDU work. Thiswill be done by the Company contributing a maximum of £50 towards the cost of anyglasses. In order to receive this contribution from the company, a report must be obtainedfrom the optician consulted, indicating exactly why glasses are required.

Users are recommended to have their eyesight checked at the following times: -

• On first becoming a user• At 3 yearly intervals, thereafter unless otherwise advised by an Optician• Where any visual difficulties are experienced relating to work on VDU’s

A copy of the VDU assessment procedure can be found in the Ringway Safety Manualwhich can be found on the intranet or via the Group Health & Safety Department.

GIFTS FROM THIRD PARTIES

Other than small value gifts at Christmas, Ringway has a policy of employees not acceptinggifts from suppliers, advisers, customers or other third parties. If a large value gift etc. isoffered, this should be politely declined (or returned) advising the donor that this is againstRingway policy. In case of doubt, employees should refer the matter to their Manager or aDirector.

Gifts and hospitality may not be used as inducements to gain preferential treatment, whichwould naturally put the employee in a very difficult situation. Any employee placed in sucha position should advise their Manager or Director immediately. Any breach of this rule willbe treated as a disciplinary offence.

INSURANCES

All Company vehicles are covered by a fleet insurance policy. The terms of this policy assummarised below must be strictly observed.

All vehicles and plant must only be used in connection with the Group's business, whichcan include travel between an employee’s home or place of storage of the vehicle and theirplace of work.

In the case of motor vehicles, this may also include for social, domestic and pleasurepurposes. Use of a Company vehicle in connection with any other business activity is un-insured.

It is a condition of the insurance policy that the insurers are notified of all accidents evenif apparently of no consequence. The Group has appointed Total Accident Management tohandle accident theft and vehicle damage reporting and employees must report accidentsthefts and vehicle damage to Total Accident Management by phone following theprocedures detailed in the drivers handbook as soon as possible after an accident, loss orvehicle damage.

If a Company vehicle, or one being used by the Company, is undriveable due to an accidentTotal will arrange for a repairer to collect and repair the vehicle.

In the case of theft or suspected theft of a Company vehicle, the police and the Companymust be immediately informed. Full details of the contents of the vehicle must also be given.

Under no circumstances may repairs be put in hand with a repairer which has not beenagreed with Total Accident Management unless in the case of minor damage, the GroupInsurance Manager or local Management has authorised the repairs.

DEATH IN SERVICE BENEFIT

Death in service benefits, subject to the rules of the insurance schemes are as follows:

a. For those employees who are members of one of the Group pension schemes, the benefitpayable is as specified in the relevant scheme documentation or their Contracts ofEmployment.

b.For all other employees who are not in any of the Group pension schemes, the benefitpayable is 2 times annual basic salary.


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Part 4DISCIPLINARY PROCEDUREGRIEVANCE PROCEDURES


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1 DISCIPLINARY PROCEDURE 581.1 Purpose and Scope 581.2 The Principles 581.3 The Importance of an Investigation 591.4 The Procedure 591.5 Fair reasons for dismissal 601.6 Suspension 601.7 Gross Misconduct 611.8 The Appeals Procedure 621.9 Employee Representation 62

2 GRIEVANCE PROCEDURE 632.1 Purpose and Scope 632.2 The Procedure (including Appeal) 632.3 Appeal 632.4 Records 63

Part 4

1.1 Pupose and Scope

This disciplinary procedure does not form part of your terms and conditions of employment.It is designed, not to punish, but to help and encourage all employees achieve and maintainthe expected standards of conduct or job performance. This procedure applies to allemployees. The aim is to ensure consistent and fair treatment for all. Failure to consistentlymeet expected standards is likely to result in disciplinary action relevant to the situation.

It is the responsibility of all Line Managers to communicate fully with the people who workfor them and to ensure that standards of job performance and conduct appropriate to theirrole are fully understood and accepted.

This procedure does not apply to terminations:• During or at the end of a probationary period of service (including any extended

probationary period of employment) - where a basic procedure in line with the statutorydismissal and disciplinary procedure will apply instead

• By mutual consent• Under the Sickness Absence Management Policy.

1.2 The Principles

No disciplinary action will be taken against an employee until the case has been fullyinvestigated.

At every stage in the procedure the employee will be advised of the nature of the complaintagainst them and will be given the opportunity to state their case before any decision is made.

At all stages the employee will have the right to be accompanied by an employeerepresentative or work colleague during the disciplinary meeting. This person may askquestions or present a statement on behalf of the employee. They may not however, answerquestions on behalf of the employee.

No employee will be dismissed for a first breach of discipline except in the case of GrossMisconduct when the penalty may be dismissal without notice or payment in lieu of notice,following completion of the disciplinary procedure.

An employee will have the right to appeal against any disciplinary penalty imposed.

The procedure may be implemented at any stage if the employee’s alleged misconductwarrants such action. The Company also reserves the right to condense these procedureswhere an employee is considered to still be completing a probationary period.

Records will be kept of all disciplinary action and of any resulting appeal. All records will bekept confidential.

1.3 The Importance of Investigation

In order to conduct disciplinary proceedings fairly, the Company will usually need to carry out a disciplinary investigation to establish the facts. A thorough, well-conductedinvestigation ensures consistancy and ensures all parties are dealt with in line with legislativerequirements.

Once an investigation is complete as decision will be made as to whether a disciplinarymeeting should take place.

The fact that a disciplinary meeting takes place does not, of itself, infer disciplinary action.Such action will only be taken if appropriate and reasonable under the circumstances, andafter the disciplinary meeting has been held.

Any documents / evidence arising from any disciplinary investigation, that are deemed tobe relevant will be disclosed to an employee prior to any disciplinary hearing they are invited to.

1.4 The Procedure

Minor faults will be dealt with informally but where the matter is more serious, or where aminor fault is not addressed by the employee, the following procedure will be used:

Stage 1: Verbal Warning

If conduct or performance does not meet acceptable standards, the employee will normallybe given a formal verbal warning.

They will be advised of the reason for the warning, that it is the first stage of the disciplinaryprocedure and of their right of appeal.

Stage 2: First Written Warning

This stage is reached after there has been no significant improvement following a verbalwarning, or where the matter is serious enough to justify omitting the verbal warning. A written warning will be given to the employee by their Manager. This will give details ofthe complaint, the improvement required and the time scale for improvement. It will warnthat action under Stage 3 will be considered if there is no satisfactory improvement and willadvise of their right of appeal.

Stage 3: Final Written Warning

If there is still a failure to improve and conduct or performance is still unsatisfactory, or ifthe misconduct is sufficiently serious to warrant only one written warning but insufficientlyserious to justify dismissal (in effect both first and final written warning), a final writtenwarning will normally be given to the employee. This will give details of the complaint, willwarn that dismissal will result if there is no satisfactory improvement and will advise of theirright of appeal.

Disciplinary ProcedureRingway Employee Handbook

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Stage 4: Dismissal

This usually results from a continuing situation, which does not improve. If conduct orperformance is still unsatisfactory and the employee still fails to reach the prescribedstandards, dismissal will normally result. Only the appropriate Regional Director (or higher)or the Group Head of HR can take the decision to dismiss. The employee will be provided,as soon as reasonably practicable, with written reasons for dismissal, the date on whichemployment will terminate and their right of appeal.

In exceptional circumstances however, summary or instant dismissal may follow a singleoccurrence of Gross Misconduct and in this case the employee has no entitlement to payin lieu of notice. All aspects of the particular circumstances involved will be fully investigatedand a disciplinary meeting held, before any decision is made.

Depending on the circumstances of each case, any one or more of the above steps may be omitted.

1.5 Fair Reasons for Dismissal

It is expected that the Company will only infrequently need to dismiss an employee, but inany case, under current legislation there are several circumstances in which it is fair to doso. The reasons which are judged to be fair reasons for dismissal are those which:

• Relate to the lack of capability or qualifications of the employee for performing work of a kind which they are employed to do.

• Relate to unsatisfactory conduct.• Are due to redundancy – when the need for a particular job in a particular place ceases

or diminishes.• Mean that if the employment were to continue the Company would be contravening

the law.• Are due to some other substantial reason.

1.6 Suspension

The Company reserves the right to suspend an employee on basic pay in cases of suspectedserious misconduct, pending fuller investigation or a decision being made at a higher levelof management. It will normally be followed either by disciplinary action or by thewithdrawal of any allegations relating to the incident. This form of paid suspension maybe used in situations where:

• The parties concerned require a "cooling off" period before further discussion or investigation is carried out

• The company is waiting for results of a drug or alcohol test and suspension is the most appropriate course of action at that time.

1.7 Gross Misconduct

In cases of serious misconduct an employee may be subject to summary dismissal. This meansimmediate termination of employment without notice. This should not be confused withimmediate termination but with payment of notice, which may occur at the Company’sdiscretion in certain cases of dismissal resulting from the normal disciplinary procedure.

Summary dismissal can result from a single occurrence of serious misconduct and does notrequire completion of the warning procedures.The following list, which is not exhaustive, provides examples of offences that are normallyregarded as Gross Misconduct and are therefore considered serious enough to warrantsummary dismissal:

• Breach of health and safety rules• Theft, fraud or deliberate falsification of company records, including time sheets,

expense claims or sick certificates• Inappropriate use of internal e-mail systems and external internet access• Fighting with or physical assault on colleagues or third parties• Discrimination or harassment of a colleague or a third party on the grounds of gender,

sexual orientation, race, disability, age, religion or belief.• Deliberate damage to or abuse of Company or third party property• Incapacity due to alcohol or being under the influence of drugs, whether illegal or through

abuse of legal or prescribed drugs, or unauthorised possession of drugs or alcohol whilston Company premises or in working time

• Unauthorised possession of offensive weapons• Conviction or charge in connection with a criminal offence which affects the

employee’s ability/acceptability to remain in employment, or where the offence has occurred on Company premises or in company time

• Driving without an appropriate licence or whilst disqualified• Negligence which causes unacceptable loss, damage or injury• Serious act of insubordination or deliberately misleading or lying to management• Deliberate poor workmanship or failure to comply with specifications• Disclosing confidential Company or third party information • Behaviour which could bring the Company into disrepute• Behaviour which seriously damages the Company’s trust in an employee’s future good

faith and conduct• Use of Company assets for purposes other than Ringway Group business• Engaging in acts in direct competition to the Company, establishing a business or

working for another business in competition to the Company• Failure to be available and fit for work without due cause when on standby• Refusing to take a drug and alcohol test, whether on a for cause or random basis

An employee accused of an act of Gross Misconduct may be suspended from work on fullpay while the Company investigates the alleged offence. If, on the balance of reasonablethe Company is satisfied that Gross Misconduct has occurred, the result will normally besummary dismissal without notice or payment in lieu of notice.

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1.8 The Appeals Procedure

Should an employee wish to appeal against disciplinary action they should write to the LineManager of the Manager who issued the warning within seven working days of thedecision they are appealing. The letter should state the grounds for the appeal, explain whythe employee believes such grounds exist plus any new factors to be considered.

Should an employee wish to appeal against a decision of dismissal, they should write to theGroup Head of HR who will hear the appeal if appropriate, or will assign an independentdirector or senior manager to hear the appeal.

The appeal must be in writing; should state the reasons for the appeal, and should be sentwithin seven days of the employee receiving the letter confirming dismissal.

This Manager / Director will be equivalent or senior to the disciplining manager. Wherenecessary, a Director or appropriate senior manager from another Division or Companywithin Ringway will be appointed. Following the appeal hearing the employee will beinformed of the appeal decision as soon as is reasonably practicable.

Usually appeals will be made on the following grounds:• The penalty applied was inappropriate, inconsistent or too harsh• Extenuating circumstances were not taken into account• The Manager conducting the disciplinary hearing was biased• The Employee was not given a fair hearing• New evidence has come to light which would have affected the decision

1.9 Employee Representation

At any formal disciplinary meeting or appeal meeting (ie. not an investigatory meeting) anemployee is entitled to be accompanied by a fellow Ringway colleague or full time tradeunion official. No other person will be permitted to attend.

2.1 Purpose and Scope

The Company recognises that misunderstandings or concerns can arise in any employmentrelationship. A grievance may include a complaint by an employee about action which his/heremployer has taken or is contemplating taking in relation to him/her. The purpose of theGrievance Procedure is to arrive at a mutually satisfactory as quickly as possible. Anyone wishing touse this procedure can do so freely and without prejudice to their position in the Company.

If the employee is raising allegations of harassment, bullying or discrimination of any kind theirgrievance should be made to Human Resources. The employee may be accompanied by a workcolleague or full time unions official at any formal grievance meeting.


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2.2 The Procedure

Where possible it is hoped that an informal discussion between employer and line manager will resolveany issue or concern.

If the matter is not resolved with the manager or if it is not appropriate to raise the employee’sgrievance informally, the employee should use the formal grievance procedure,

2.2.1 Formal grievance

The employee should put his/her grievance in writing and send it to his/her immediate manager.If the employee’s grievance involves the employee’s immediate manager the employee should sendthe grievance to a more senior manager.

The manager will arrange a meeting with the employee to discuss the grievance. Further investigationmay be required and the employee will be advised if this is the case. After the employee’s grievancehas been investigated, the manager will advise the employee in writing of the outcome.

2.3 Appeal

If the employee’s grievance is still not resolved or the employee is dissatisfied with the handling of thegrievance at the formal grievance stage, the employee can lodge an appeal against the findings ofthe grievance meeting. The appeal should be sent for the attention of the next Senior Manager ie.The Line Manager of the Manager hearing the grievance at the last stage.

The Senior Manager will arrange a meeting with the employee to discuss the grievance. The manager will consider what the employee has to say and will discuss the matter with theemployee. The Senior Manager may want to investigate the employee’s complaint further and theemployee will be advised if this is the case. After the employee’s grievance has been fully investigated,the Manager will advise the employee in writing that the matter has been dealt with and of the action,if any, which has been, or will be taken.

The outcome of this meeting will be final and there will be no further stage of appeal.

2.4 Records

Records will be kept detailing the nature of the grievance raised, the employee’s response and any action taken. These records will be kept confidential and retained in accordance with the Data Protection Act 1998. Copies of any meeting records may be given to the employee concerned,although in certain circumstance some information may be withheld, for example, to protect a witness.

2. Grievance Procedure

Subject Title Page Number

Absence, Sickness Notification and Sick Pay 24

Alcohol and Drug Policy 41

Anti-Harassment Policy 40

Appeals procedure 62

Authorised Absence from Work 37

Benefits and Allowances 36

Bullying 40

Change in Personal Details 26

Commercial Vehicle Drivers Rules 45

Company Cars 42

Compassionate Leave 37

Confidentiality, Patents and Inventions 27

Continuous Service 26

Core Values 8

Corporate Social Responsibility 14

Customer Care 15

Death in Service Benefit 55

Disciplinary Procedures 57

Electronic communications – acceptable use policy 49

Emergency and Winter Standby 35

Employees 16

Employee Volunteering 39

Employment Outside the Company 26

Equality & Diversity 16

Expenses 36

Flexible Working 37

Fuel Cards 44

General Conditions of Employment 20

General reasons for dismissal 58

Gifts from Third Parties 54

Grievance Procedure 62

Gross Misconduct 61

Harassment 40

Health & Safety at Work 11

Holiday Entitlement 22

Holiday Leave Outstanding at Termination 23

Hours of Work 20

Incident Reporting 43

Induction Training 32

Insurances 55

Introduction to the handbook 5

Layoff Procedures 28

Masternaut 46

Maternity Leave and Pay 37

Media Relations 35

Medical Examinations 26

Mobile phone / devices 47

No Smoking Policy 34

Notice Boards 36

Notice Periods 24

IndexRingway Employee Handbook

IndexIndex

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Vigiroute 47

Violence and Fighting 40

Vision 8

Welcome from the Group Managing Director 8

Work with Display Equipment 54

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Parental Leave 38

Paternity Leave and Pay 37

Pay Arrangements 21

Pay Review 21

Penalty Charges 44

Pension Schemes 36

Place of Work 21

Plant Operator Rules 45

Protective Equipment 34

Purpose 8

Quality 11

Quality, Environmental & Health & Safety Policy Statement 12

Redundancy 42

Retirement 23

Social Networking Policy 50

Statutory Holidays 23

Suspension 60

Sustainability 13

The Ringway Group 9

Time Recording 33

Trade Union Membership 29

Training and Career Development 32

Unpaid Leave 38

Vehicle Maintenance 43

Vehicle Tracking 46

Subject Title Page Number


Index

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Eurovia Employee Handbook

Documents

Transcript of Eurovia Employee Handbook