Labour user audit for Seasonal worker scheme placement.

• Site conducted

  Select

• Labour user audit for Seasonal scheme worker placement .

• Labour User Business Name

Overview

• Site Address

• Location
  Address

Labour Requirement

• Provide a brief description of the assignment(s), including roles required and work to be completed

• Type of work carried out by Labour User

• What is the peak labour requirement?

• Number of Pilot Scheme workers ordered?

• Provide the start and end date of the assignment(s)

• Provide details of the work / shift patterns, including daily hours, weekly hours, shift patterns and rest (during shift, between shift and weekly)

• How are work plans / shift patterns communicated to workers? (I.e start times, teams, types of work, location etc)

  Select Informed day before by supervisor/manager Emailed or via text/Whats App/Group message system List on noticeboard Meet up on day for instruction No system in place

  • Informed day before by supervisor/manager
  • Emailed or via text/Whats App/Group message system
  • List on noticeboard
  • Meet up on day for instruction
  • No system in place

Accommodation

• Does the site provide accommodation for the workers?

  Yes

  No

  N/A

• Please note that if your accommodation is to be utilised we will need to undertake an accommodation audit. If this has not been arranged please arrange a time and date now

Health & Safety Review

Fire Safety

• Has a site risk assessment been completed in relation to Fire by a suitably trained and competent person or qualified assessor?

  Yes

  No

  N/A

• Is there documented evidence of required actions being completed, and is the assessment reviewed on a scheduled basis?

  Yes

  No

  N/A

• Does the site have suitable means in place for detecting a fire and raising the alarm for a fire or emergency?

  Yes

  No

  N/A

• Does the site have suitable equipment in place for fighting a fire?(fire blankets, appropriate extinguishers)

  Yes

  No

  N/A

• Is this in line with the requirements detailed in the risk assessment?

  Yes

  No

  N/A

• Are all fire fighting provisions suitably maintained, inspected and serviced (externally) as required?

  Yes

  No

  N/A

• Are the fire fighting provisions suitably signed?

  Yes

  No

  N/A

• Are workers provided with information and training on fire safety provisions?

  Yes

  No

  N/A

• How is the information and training delivered including updates should changes occur?

  Select Tool box talks Additional training provided as required Notice board information provided

  • Tool box talks
  • Additional training provided as required
  • Notice board information provided

• Does the site have fire marshall (or similar) trained staff covering all shifts?

  Yes

  No

  N/A

• Are evacuation procedures provided and on display?

  Yes

  No

  N/A

• Are fire/emergency drills carried out with the outcome recorded?

  Yes

  No

  N/A

• How often are drills carried out?

  Select Monthly 6 monthly Annually as a minimum Other

  • Monthly
  • 6 monthly
  • Annually as a minimum
  • Other

• If emergency lighting is required as part of the risk assessment, has this been assessed? (N/a if not applicable in workplace)

  Yes

  No

  N/A

• What emergency lighting checks are completed?

  Select Internal emergency light checks, documented External discharge test completed annually Other- please explain

  • Internal emergency light checks, documented
  • External discharge test completed annually
  • Other- please explain

• What routine fire safety checks are completed?

  Select Weekly/routine documented fire alarm/means of raising alarm check Weekly/routine documented smoke/heat detection means of raising alarm check Routine recorded fire equipment check Escape route 'free from obstruction' recorded check No checks are completed

  • Weekly/routine documented fire alarm/means of raising alarm check
  • Weekly/routine documented smoke/heat detection means of raising alarm check
  • Routine recorded fire equipment check
  • Escape route 'free from obstruction' recorded check
  • No checks are completed

• Are the checks for above documented?

  Yes

  No

  N/A

• Are fire exits and escape routes free from obstruction and suitably signed?

  Yes

  No

  N/A

• Is smoking prohibited inside buildings with designated external smoking areas provided with suitable cigarette extinguishing facility?

  Yes

  No

  N/A

First Aid and Accident reporting

• Has the requirement of First Aid needs been risk assessed with any actions addressed?

  Yes

  No

  N/A

• Is there a designated staff member responsible for first aid arrangements?

  Yes

  No

  N/A

• Are there suitable numbers of designated first aider(s) for the site based on worker numbers? ( min 1 trained staff member per 50 staff , covering all shifts)

  Yes

  No

  N/A

• Are the designated first aider(s) suitably trained?

  Yes

  No

  N/A

• Provide information on the training e.g. Emergency First Aid at Work, First Aid at Work

  Select Emergency First Aid at work training First aid at work training No first aid trained staff Other

  • Emergency First Aid at work training
  • First aid at work training
  • No first aid trained staff
  • Other

• Is first aid equipment provided and replaced when used as required?

  Yes

  No

  N/A

• Types of first aid equipment provided?

  Select Fully stocked first aid kits Restocked/Replenished as used by first aid trained staff No or inadequate First aid provisions available for number of staff on site

  • Fully stocked first aid kits
  • Restocked/Replenished as used by first aid trained staff
  • No or inadequate First aid provisions available for number of staff on site

• Provide details on how occupants are provided with information on first aid facilities, first aiders and equipment

  Select Induction Worker Handbook Specific training No details provided

  • Induction
  • Worker Handbook
  • Specific training
  • No details provided

• Provide details on how incidents, near misses and accidents are reported

  Select Induction Worker Handbook Specific training No details provided

  • Induction
  • Worker Handbook
  • Specific training
  • No details provided

PPE

• Detail any PPE requirements (if any)

  Select Full Packhouse PPE Hi Viz Gloves Eye protection Head protection Waterproof clothing/ footwear No specific PPE required

  • Full Packhouse PPE
  • Hi Viz
  • Gloves
  • Eye protection
  • Head protection
  • Waterproof clothing/ footwear
  • No specific PPE required

• Is the PPE provision free of charge?

  Yes

  No

  N/A

• Where a worker is charged for replacement PPE that is lost, or damaged through negligence, this charge is line with legal requirements?

  Yes

  No

  N/A

• Explain

General Welfare

• Rate facilities for workers to take breaks?

  Good

  Fair

  Poor

  N/A

• Rate toilet and handwash facilities in place (including hot and cold running water?)

  Good

  Fair

  Poor

  N/A

• Rate canteen or similar areas in place, for workers to eat food

  Good

  Fair

  Poor

  N/A

• Rate supply of potable water, for workers to drink

  Good

  Fair

  Poor

  N/A

• Are risk assessments suitably completed for expectant mothers/pregnant workers?

  Select Yes No N/A

  • Yes
  • No
  • N/A

• If night workers are utiltised, are they provided with health assessments?

  Yes

  No

  N/A

• The site confirms that all SWS seasonal workers are 18 years of age or older and a young persons RA is not required?

  Yes

  No

  N/A

Health & Safety Management

• Does the site have a suitable Health & Safety Policy?

  Yes

  No

  N/A

• Is it clearly on display, signed by a director, in date, outlines commitments/arrangements/responsibilities, publicly available

  Yes

  No

  N/A

• Does the site have documented risk assessments (including evidence of action taken) covering all the work completed?

  Yes

  No

  N/A

• Were the risk assessments made available for inspection?

  Yes

  No

  N/A

• Please describe which risk assessments are in place (in relation to potential job roles that seasonal worker scheme workers may undertake)

  Select Harvesting Packing Husbandry related work- Planting, tunnel construction, irrigation etc Manual Handling COSHH Other specific- Please detail

  • Harvesting
  • Packing
  • Husbandry related work- Planting, tunnel construction, irrigation etc
  • Manual Handling
  • COSHH
  • Other specific- Please detail

• Are new workers provided with an induction covering general health & safety procedures?

  Yes

  No

  N/A

• Are all workers provided with information and training on health & safety arrangements as it affects their individual job role?

  Yes

  No

  N/A

• Are new workers paid for this induction at a rate that meets or the time?

  Yes

  No

  N/A

• Are all workers provided with information to updates or changes

  Select Tool box talks Additional training provided as required Notice board information provided

  • Tool box talks
  • Additional training provided as required
  • Notice board information provided

• Is relevant H&S, Fire, Welfare information translated into workers own language or experienced translator used?

  Select Translated into all relevant languages Multilingual translator used Use of H&S visual slides and/or videos Induction signed for as understood by worker Declaration of understanding signed by worker Other- please specify No evidence of training understood by worker

  • Translated into all relevant languages
  • Multilingual translator used
  • Use of H&S visual slides and/or videos
  • Induction signed for as understood by worker
  • Declaration of understanding signed by worker
  • Other- please specify
  • No evidence of training understood by worker

Ethical Review

Basic Procedures

• Is the site suitably insured, with an in date Liability Insurance policy?

  Yes

  No

  N/A

• Does the site have a suitable equalities policy in place?

  Yes

  No

  N/A

• Does the site have a suitable anti-bullying policy in place?

  Yes

  No

  N/A

• Does the site have suitable policies and procedures in place for the recruitment and ongoing management of workers?

  Yes

  No

  N/A

• Are 'right to work' checks carried out by the site? (Explain system used and add examples of passport and visa confirming verified true likeness checks)

  Yes

  No

  N/A

• Does the company use advertising for jobs to local workforce via the UK Jobcentre (find a job) at least 3 months prior to labour requirements?

  Yes

  No

  N/A

• Does the site have suitable policies in place for the prevention of modern slavery / labour exploitation in place (including a modern slavery statement if legally required)?

  Yes

  No

  N/A

• Describe checks the Labour User carries out

  Select Own Bank account check Excessive Occupancy in accommodation check Next of Kin check Contact details Work history check Recruitment fee check Worker interviews Worker survey Training (internal or external) None completed

  • Own Bank account check
  • Excessive Occupancy in accommodation check
  • Next of Kin check
  • Contact details
  • Work history check
  • Recruitment fee check
  • Worker interviews
  • Worker survey
  • Training (internal or external)
  • None completed

• Does the site have suitable anti-bribery policies in place?

  Yes

  No

  N/A

• Does the site have suitable data protection policies in place?

  Yes

  No

  N/A

• Provide information on how worker's rights as data subjects are communicated to them

  Select Induction Worker handbook Notice board Forms part of Contract of Employment No evidence to show workers are aware of GDPR requirements by the business

  • Induction
  • Worker handbook
  • Notice board
  • Forms part of Contract of Employment
  • No evidence to show workers are aware of GDPR requirements by the business

Training

• Are all Management (senior level) suitably trained basic management / HR responsibilities/ Procedures/Policies as it affects their roles?

  Yes

  No

  N/A

• Are all supervisors suitably trained (including documented evidence of training ) on policies, procedures and basic management / HR responsibilities as it affects their roles?

  Yes

  No

  N/A

• Are all workers suitably trained on policies, procedures and general workplace responsibilities as it affects their roles?

  Yes

  No

  N/A

Continuous Improvement

• Is the site externally audited to a credible scheme?

  Yes

  No

  N/A

• Provide details on the scheme/audit body/standards

  Select ETI / GRASP or similar social compliance audit Farm Assurance (Red Tractor, Global Gap) LEAF Customer own No requirement from customer base Other- please specify

  • ETI / GRASP or similar social compliance audit
  • Farm Assurance (Red Tractor, Global Gap)
  • LEAF
  • Customer own
  • No requirement from customer base
  • Other- please specify

• Does the site perform internal audits?

  Yes

  No

  N/A

• Is there evidence of corrective actions being completed and followed up on?

  Yes

  No

  N/A

• Is there evidence of longer term strategy in place to improve workplace facilities and general worker welfare?

• Provide details on what bodies or codes the site is signed up to

  Select ETI Stronger Together Association of Labour Providers Other - please specify

  • ETI
  • Stronger Together
  • Association of Labour Providers
  • Other - please specify

Worker Welfare

• Does the site operate a credible Complaints mechanism with documented procedure?

  Yes

  No

  N/A

• Does the site operate a credible Disciplinary system with documented procedure?

  Yes

  No

  N/A

• Provide details on the how the workers are provided with information ways to raise a complaint

  Select Open door approach Written complaints policy included in induction Complaints policy verbally explained to workers Onsite support team No process in place

  • Open door approach
  • Written complaints policy included in induction
  • Complaints policy verbally explained to workers
  • Onsite support team
  • No process in place

• Does the site keep suitable records of complaints and outcomes?

  Yes

  No

  N/A

• Does the site operate an external complaints mechanism?

  Select Stronger together poster on display Customer based support line Just good work app provided to workers Suitable 3rd party support available- please explain No 3rd party support mechanism in place

  • Stronger together poster on display
  • Customer based support line
  • Just good work app provided to workers
  • Suitable 3rd party support available- please explain
  • No 3rd party support mechanism in place

Labour Provision

• Where the site currently uses additional direct or agency labour outside the scheme, are relevant agreements in place with the labour supplier? (N/a where not used )

  Yes

  No

  N/A

• Is a written Service Level Agreement and Terms of Business in place between the site and SWS Labour Provider? (Evidence required)

  Select Yes, SLA and ToB evidenced Not evidenced

  • Yes, SLA and ToB evidenced
  • Not evidenced

• Does the site carry out their own compliance and ethical audits on their labour providers?

  Yes

  No

  N/A

• Where actions have been raised by the above audit, is there evidence of corrective actions being completed and followed up on? ( N/a where no actions raised)

  Yes

  No

  N/A

• How often does the site carry out audits on their agency labour providers?

  Select Annually 6 monthly Currently not carried out and flagged as action above

  • Annually
  • 6 monthly
  • Currently not carried out and flagged as action above

• Does the site carry out service level review meetings with their agency labour providers?

  Yes

  No

  N/A

• Provide information on the service level review meetings

  Select Telephone and email Annually meetings with targets set Regular meetings with KPIs and targets set Site visits at least annually No meetings or visits to date

  • Telephone and email
  • Annually meetings with targets set
  • Regular meetings with KPIs and targets set
  • Site visits at least annually
  • No meetings or visits to date

Work Conditions

Pay and Benefits

• Are all pay rates equivalent to the current National Minimum or National Living Wage in force at the time?

  Yes

  No

  N/A

• Current rate paid per hour

• Are workers wages paid to their own personal bank accounts via BACS?

  Yes

  No

  N/A

• If workers wages are not paid into a bank account, how are they paid? (Flag action if not paid into bank account via BACS)

• What is the frequency of wages payment to workers?

  Weekly via BACS

  Fortnightly via BACS

  Monthly via BACS

  Other - please explain

• Does the site have suitable provisions in place to ensure the payment of statutory benefits, such as SSP, SMP, SPP

  Yes

  No

  N/A

• Does the site operate a credible pension scheme in line with legislative requirements?

  Yes

  No

  N/A

• Name of pension provider

  Select Nest Now Pensions The Peoples Pension Scottish Widdows Other- please specify No pension is offered

  • Nest
  • Now Pensions
  • The Peoples Pension
  • Scottish Widdows
  • Other- please specify
  • No pension is offered

• How does the site ensure that they calculate and pay holiday entitlement correctly?

  Select In line with Govt/ACAS requirements In line with external accountant advice No evidence provided

  • In line with Govt/ACAS requirements
  • In line with external accountant advice
  • No evidence provided

• How does the site ensure it is communicated to all workers including how to apply for holiday?

  Select Written into Contract of Employment Included in Induction Detailed in worker handbook or notice Worker completes holiday request form Worker request holiday via management/office

  • Written into Contract of Employment
  • Included in Induction
  • Detailed in worker handbook or notice
  • Worker completes holiday request form
  • Worker request holiday via management/office

• Is the notice period for holidays required to be taken by the employer, within the required government guidelines?

  Select Yes Double notice period is always given in line with Govt guidelines No

  • Yes
  • Double notice period is always given in line with Govt guidelines
  • No

• Are all workers provided with a payslip detailing gross pay, net pay and any applicable deductions?

  Yes

  No

  N/A

• Does the site offer workers a cash advance or loan and how is this managed ?

  Select Cash advance is availed upon request to support worker, well documented included repayment plan , signed as understood Other- please explain No cash advances are offered and support would be sort via Labour Provider

  • Cash advance is availed upon request to support worker, well documented included repayment plan , signed as understood
  • Other- please explain
  • No cash advances are offered and support would be sort via Labour Provider

• Where an applicable savings scheme is operated for use by workers, is this in accordance with national law, clearly optional, with written consent and workers have full access at all times ?

  Select Yes No schemes are currently offered to workers

  • Yes
  • No schemes are currently offered to workers

Working Hours

• Is there a process in place to monitor working hours?

  Yes

  No

  N/A

• Provide details on monitoring process

  Select Timesheets completed by workers Timesheets completed by supervisor/ managers on behalf of worker with workers consent Time and attendance system in use -crop picker or similar software used Fingerprint or retinal scan time and attendance system No time records available

  • Timesheets completed by workers
  • Timesheets completed by supervisor/ managers on behalf of worker with workers consent
  • Time and attendance system in use -crop picker or similar software used
  • Fingerprint or retinal scan time and attendance system
  • No time records available

• Are workers given a Contract of Employment (Terms and Conditions) prior to starting work meeting all legal requirements

  Yes

  No

  N/A

• Does the Contract include guarantee of minimum hours offered per week?

  Yes

  No

  N/A

• Are the Contract of Employment/Terms translated into all relevant worker languages and copies given to workers?

  Yes

  No

• What languages are the above contracts currently translated into?

  Select Russian Polish Romanian Bulgarian Kyrgyzstan Uzbekistan Other- please explain

  • Russian
  • Polish
  • Romanian
  • Bulgarian
  • Kyrgyzstan
  • Uzbekistan
  • Other- please explain

• Where a worker committee or worker union is available, are workers free to join?

  Select Yes Currently no committees or unions offered Workers are free to join any they choose without penalty

  • Yes
  • Currently no committees or unions offered
  • Workers are free to join any they choose without penalty

• Do all working hours comply with the Working Time Regulations?

  Yes

  No

  N/A

• Are workers provided with the option to freely choose between opt in and out of the working week limit? (48 hour working time directive)

  Yes

  No

  N/A

• Where a workforce agreement is implemented other than the 48 hour working time directive (i.e 60 hour workforce agreement) has this been sufficiently communicated to workers with 2 months of starting employment?

  Select Yes, included in Terms and Conditions of Employment N/a - no agreement in place Yes, communicated with 2 months of employment N/a as individual agreement in place only No- not communicated to workers as required Other- please specify

  • Yes, included in Terms and Conditions of Employment
  • N/a - no agreement in place
  • Yes, communicated with 2 months of employment
  • N/a as individual agreement in place only
  • No- not communicated to workers as required
  • Other- please specify

• Are workers allowed to take rest breaks (daily, between shifts and weekly rest) in line with the law?

  Select Yes- 11 hour rest break between shifts Minimum 20 minute rest beak after 6 hours At least 1 rest day per week or 2 consecutive days off after 14 days worked No - please specify

  • Yes- 11 hour rest break between shifts
  • Minimum 20 minute rest beak after 6 hours
  • At least 1 rest day per week or 2 consecutive days off after 14 days worked
  • No - please specify

• Is all overtime voluntary?

  Yes

  No

  N/A

• Is overtime payable at an enhanced rate, at least 125% of basic rate?

  Select Yes No N/a N/a - not required under NMW legislation

  • Yes
  • No
  • N/a
  • N/a - not required under NMW legislation

Transport

• Where required, is worker transport provided for workers including out of normal working hours?

  Select Yes, provided Not required as all work is within walking distance No

  • Yes, provided
  • Not required as all work is within walking distance
  • No

• Describe means of transport in use

  Select Workplace is within comfortable walking distance for all staff Minibus Coach arrange by business External company used Farm vehicle used Tractor with suitable , compliant trailer used (not used on public roads)

  • Workplace is within comfortable walking distance for all staff
  • Minibus
  • Coach arrange by business
  • External company used
  • Farm vehicle used
  • Tractor with suitable , compliant trailer used (not used on public roads)

• Are there any associated charges to workers for arranged transport to and from work?

  Yes

  No

  N/A

• Please explain how this is operated in line with legal requirements

• If transport is used onsite to transfer workers around site or for external excursions, is it fit for purpose? (MOT, Tax, Insurance in place)

  Yes

  No

  N/A

• Are regular safety checks / servicing carried out on transport vehicles?

  Yes

  No

  N/A

• Does the site ensure drivers are suitably trained and hold correct licences to operate vehicles used to transport workers? (e.g correct lines, drivers tests etc)

  Yes

  No

  N/A

Additional actions

• Add any additional actions to be completed

ADD General Comment

• Overall Assessment - Provide your overall assessment out of 10 for the sections below. This is a subjective score and should take into consideration how well the personel were able to answer questions, timeliness of being able to produce

• Overall Score for Health & Safety

From 0 to 10

• Overall Score for Ethics

From 0 to 10

• Overall score for availability of documentation

From 0 to 10

• Overall Score for Working Conditions

• Additional comments

Audit sign off

• I confirm that the information is a true representation of the businesses current standards based on the provided information from the Labour user representative

• Labour User Representative:

• Auditor:

  Sign

• Private & Confidential