National Police Promotion Framework Data Capture Force Guidance 2011/2012 May 2011 Version 1.3
National Police Promotion Framework Force Guidance For Data Capture (c) - NPIA (National Policing Improvement Agency) (April 2010) All rights reserved. No part of this publication may be reproduced, modified, amended, stored in any retrieval system or transmitted, in any form or by any means, without the prior written permission of the National Policing Improvement Agency or its representative. For additional copies, or to enquire about the content of the document, please contact NPPF.DataCaptureEnquiries@npia.pnn.police.uk. For copyright specific enquiries, please telephone the NPIA National Police Library on 01256 602650. 2
National Police Promotion Framework Force Guidance For Data Capture CONTENTS 1. BACKGROUND... 5 2. INTRODUCTION... 5 3. FORCE RESPONSIBILITIES FOR DATA CAPTURE... 6 4. NATIONAL POLICE PROMOTION FRAMEWORK DATA CAPTURE PROCESS... 7 5. STEP ONE... 11 5.1. OVERVIEW... 11 5.2. CANDIDATE REGISTRATION FORM... 11 5.3. LINE MANAGER ENDORSEMENT FORM... 12 6. STEP TWO... 13 6.1. OVERVIEW... 13 6.2. CANDIDATE CONFIRMATION LISTS... 13 6.3. LEGAL EXAMINATION RESULTS... 13 7. STEP THREE AND STEP FOUR... 14 8. CANDIDATE TRACKING SPREADSHEET... 14 9. QUARTERLY BIOGRAPHICAL REPORT... 15 10. SUBMISSIONS AND NON-COMPLIANCE... 16 11. CERTIFICATION... 17 12. CANDIDATES TRANSFERRING IN AND OUT OF FORCES... 17 13. CONTACT DETAILS... 17 APPENDIX A NATIONAL POLICE PROMOTION FRAMEWORK CANDIDATE REGISTRATION FORM... 18 APPENDIX B NATIONAL POLICE PROMOTION FRAMEWORK SUBMISSIONS CALENDAR... 20 APPENDIX C EXAMPLE LINE MANAGER ENDORSEMENT FORM... 22 RESTRICTED WHEN COMPLETEDAPPENDIX D CANDIDATE TRACKING SPREADSHEET STATUS DEFINITIONS... 22 APPENDIX D CANDIDATE TRACKING SPREADSHEET STATUS DEFINITIONS.. 23 APPENDIX E CANDIDATE TRACKING SPREADSHEET RESULT DEFINITIONS... 27 APPENDIX F CANDIDATE TRACKING SPREADSHEET TEMPLATE... 28 APPENDIX G CANDIDATES TRANSFERRING OUT OF FORCE FORM... 29 APPENDIX H CANDIDATES TRANSFERRING IN TO FORCE FORM... 30 3
National Police Promotion Framework Force Guidance For Data Capture TABLES TABLE 1 CANDIDATE REGISTRATION FORM SUBMISSION DATES... 12 TABLE 2 - CANDIDATE TRACKING SPREADSHEET SUBMISSION DATES... 16 FIGURES FIGURE 1 STEP ONE DATA CAPTURE PROCESS... 8 FIGURE 2 STEP TWO DATA CAPTURE PROCESS... 9 FIGURE 3 STEP THREE AND FOUR DATA CAPTURE PROCESS... 10 FIGURE 4 CANDIDATE TRACKING SPREADSHEET DETAILS SECTION... 14 FIGURE 5 CANDIDATE TRACKING SPREADSHEET STEPS ONE AND TWO SECTIONS... 15 4
1. Background 1.1. The National Police Promotion Framework is set out in its entirety in the Operating Manual. 1.2. Its implementation has come after a trial period which commenced after consultation with the Police Promotions Examination Board (PPEB), following their agreement to recommend a phased roll-out of the National Police Promotion Framework to the Minister of State for Policing, who also approved this recommendation. 1.3. All forces who adopt the National Police Promotion Framework must follow the guidelines for its implementation, which include the Licensing System and Data Capture. The Licensing System is the rigorous and robust method used to underpin the roll out of the National Police Promotion Framework. It has been developed to help ensure that forces adhere to the requirements of the National Police Promotion Framework and provide a fair and standardised promotional process. 2. Introduction 2.1. NPIA, Examinations and Assessment have developed a centralised software system that can record the required candidate data, and provide forces with information on their reporting requirements. This allows forces to fulfil their monitoring obligations under the general and specific duties relative to the six strands of diversity. Additionally, the PPEB is also able to fulfil its obligations in relation to monitoring the fairness of the National Police Promotion Framework on a national level. 2.2. Engaging in this data capture process is a key requirement of the National Police Promotion Framework Licensing System. 2.3. The aim of the guidance is to provide forces with an overview of the Data Capture process and the resources needed in order meet the National Police Promotion Framework requirements. This guidance will be updated on a yearly basis unless major changes are made to the processes. The guidance will be available on the NPPF website 1 and forces should ensure they are working with the most up to date version of the guidance. 2.4. Forces must be able to provide the relevant information as requested on all candidates applying and progressing through the National Police Promotion Framework. They must also verify, clarify and update this information for candidates, at subsequent stages, by the dates set by NPIA in the form of quarterly candidate tracking spreadsheets. Therefore forces must put in place their own system to provide and validate the information requested above. 2.5. One of the main requirements of the Data Capture process for forces is a dedicated resource within each force to ensure data is collected and returned to NPIA within the agreed deadlines. 1 http://www.npia.police.uk/en/11621.htm 5
2.6. The Data Capture process itself begins when forces register candidates applying for Step One of the NPPF with the NPIA. Candidates are required to complete the Candidate Registration Form and return it to their force Data Capture representative. The Line Manager Endorsement Form must also be completed separately by the candidate s Line Manager and sent to the same force contact. 2.7. The Candidate Registration Form is then verified by the force representative to determine whether the candidate is successful at Step One using the Line Manager Endorsement Form. The completed Candidate Registration Forms are then sent to NPIA, Examinations and Assessment for scanning. All registered candidates, regardless of success, are then allocated a unique candidate identification number and a candidate record is created on the central secure software system. 2.8. All successful candidates at Step One are then automatically progressed onto Step Two and registered for the next available legal examination. Candidates Step Two examination results are then automatically updated on the central software system and forces and candidates are issued with their results. 2.9. On a quarterly basis forces will receive a Candidate Tracking Spreadsheet which shows the current status of each candidate who is active on NPPF (i.e. those who are currently engaged in one step of the process). The National Police Promotion Framework force contact for Data Capture is then required to review the spreadsheet, verify its accuracy and update where necessary where candidates status may have changed. This is then sent back to NPIA, Examinations and Assessment where it is updated centrally. 2.10. Biographical reports are also sent out to forces on a quarterly basis which present a breakdown of the key biographical areas that are collected at candidate registration against success rates at each step. 2.11. From the above process it can be seen how central the force contact s role is to the collection, verification and dissemination of information. 3. Force Responsibilities for Data Capture 3.1. To help forces to allocate resources to this role the following section gives some of the main responsibilities required for NPPF Data Capture. It is entirely up to forces how these responsibilities should be allocated, but the following list includes the actions that must be completed. Dissemination of National Police Promotion Framework registration packs Collection of National Police Promotion Framework Candidate Registration Forms (ensuring confidentiality of content) Collection of Line Manager Endorsement Forms (ensuring confidentiality of content) Verification and sign off of Step One Registration Form using Line Manager Endorsement Form 6
Dissemination of National Police Promotion Framework unique identifiers from NPIA to all candidates registered to National Police Promotion Framework Collection of Step One successful candidates email addresses to send to NPIA Allocation of Step One successful candidates to Step Two examination sites to be sent to NPIA Receipt and dissemination of Step Two pass/fail lists and candidate feedback where applicable Dissemination of the Quarterly Biographical Spreadsheet Verification, clarification and update of the Candidate Tracking Spreadsheet to be sent to NPIA on specific deadlines Maintenance of candidates biographical details ensuring data protection guidelines are followed 2 Dissemination of NPIA Certificates from NPIA for candidates who have successfully completed the National Police Promotion Framework and are force approved 3.2. The above responsibilities will be outlined in more detail in the following sections of guidance. 4. National Police Promotion Framework Data Capture Process 4.1. The data collected by NPIA, Examinations and Assessment includes candidates biographical details and promotional history at the point of registration and continues to capture a detailed audit trail as they move through the four steps of the National Police Promotion Framework. 4.2. Forces must be able to provide the relevant information requested by NPIA on all candidates registering and progressing through the National Police Promotion Framework. Forces must also verify, clarify and update this information about candidates at each step by the dates set out by NPIA. 4.3. The Data Capture process for the National Police Promotion Framework encompasses both Sergeants and Inspectors. In the following sections it will become clear how both processes run alongside each other and that there is no need for separate registration forms. 4.4. The following process maps (Figures 1 to 3) detail the pathway of candidates progressing through the National Police Promotion Framework and their data capture requirements at each step. 2 http://www.ico.gov.uk/home/what_we_cover/data_protection.aspx 7
Step One Candidate expresses interest in promotion and applies for National Police Promotion Framework application pack in force Candidate receives application pack, including the National Police Promotion Framework Candidate Registration Form and Line Manager Endorsement Form Candidate passes Line Manager Endorsement Form to their Line Manager to approve/not approve Candidate completes Candidate Registration Form and forwards to force representative Line Manager liaises with BCU/OCU Commander/ Head of Department (or nominated delegate) and completes the Line Manager Endorsement Form. This is then forwarded to the force representative Line Manager informs candidates of Step One results including feedback Force representative cross references completed National Police Promotion Framework Candidate Registration Forms against the Line Manager Endorsement Forms Force representative completes Box Four on the National Police Promotion Framework Candidate Registration Form to verify whether the criteria for Step One have been met Force representative returns completed registration form to NPIA during the submission windows and according to the deadlines for Step Two NPIA receive registration forms and scan into the central database Candidate records are created (if candidate is new to National Police Promotion Framework) or updated (if the candidate has applied to the National Police Promotion Framework before) on the central database and a unique candidate number is assigned Candidates identified as: Successful automatically progresses to Step Two Unsuccessful returns to Step One and must resubmit an National Police Promotion Framework Candidate Registration Form Every quarter NPIA issues forces with a Candidate Tracking Spreadsheets showing current candidates and their current status (this will only feature candidates names, collar number, candidate number and status in the National Police Promotion Framework, all other biographical details are removed) to be updated and verified in force and returned to NPIA on the specified dates. Forces will be responsible for informing all candidates, whether successful or not at Step One, of their unique National Police Promotion Framework candidate number Figure 1 Step One Data Capture Process 8
Step Two Candidates successful at Step One are automatically entered for the next appropriate Step Two Legal Examination. In January and July NPIA issues forces with Candidate Confirmation Lists of those candidates who will be undertaking the next Step Two Legal Examination. Forces must verify the list and return it by the specified dates along with candidate s exam site allocation, email address and any withdrawals from the Step Two Legal Examination. NPIA issues candidates with examination notices etc (in accordance with OSPRE Part I withdrawal policy). Candidates take Step Two Legal Examination (OSPRE Part I). Candidate answer sheets are scanned in by NPIA, Examinations and Assessment. NPIA, Examinations and Assessment mark the Step Two Legal Examination. The central database is automatically updated with all candidates results. NPIA issues Step Two Legal Examination results to candidates and forces. Successful candidates are progressed to Step Three. Unsuccessful candidates must return to Step One. The candidate tracking spreadsheet will continue to be sent out every quarter showing the forces current candidates and their status (this will only feature candidates names, collar number, candidate number and status in National Police Promotion Framework, all other biographical details are removed). This is to be updated and verified in force and returned to NPIA on the specified dates. Figure 2 Step Two Data Capture Process 9
Steps Three and Step Four Force updates candidate status on the Candidate Tracking Spreadsheet (this will only feature candidate s name, collar number, candidate number and status in National Police Promotion Framework, all other biographical details are removed) Force plans their own Step Three process and agrees date/s and allocates eligible candidates to the process Force runs their Step Three process Candidates are identified as: Successful automatically progresses to Step Four Unsuccessful eligible to re attempt Step Three in accordance with the Step Two five year rule Force issues results and Step Three feedback to candidates Force then allocates candidates at Step Four depending on vacancies available Candidate is temporarily promoted into a vacant position Candidate completes Step Four Successful candidates are considered for substantive promotion by their force Candidate is identified as: Successful Force Approved NPIA issues promotion certificate to forces for distribution to successful and force approved candidates Candidate is placed in a pool awaiting next available vacancy Unsuccessful candidates must return to: Step One if their Step Two has expired Step Three if they still have 12 months of their Step Two five year period remaining Candidate is identified as: Successful Not Force Approved Figure 3 Step Three and Four Data Capture Process 10
5. Step One 5.1. Overview 5.1.1. Step One looks at the suitability of candidates registering for the National Police Promotion Framework. It is important to have a robust process in place to ensure that all candidates have the opportunity and freedom to apply. This should include full and constructive feedback from their Line Manager following a decision not to endorse the candidate. At no time should a candidate be discouraged from requesting and completing a Candidate Registration Form. 5.1.2. It is the responsibility of the force to ensure line managers provide feedback to the candidate where they are not endorsed for promotion. This should include a development plan to facilitate candidates future applications as described in the Operating Manual. 5.1.3. When a candidate feels they would like to apply for promotion to the next rank they should request the appropriate application pack from the force representative. This pack should contain all the relevant information for the candidate, such as, information on the process including the essential criteria, outline of each step and relevant contacts. The two most important documents in this application pack are the Candidate Registration Form and the Line Manager Endorsement Form. 5.2. Candidate Registration Form 5.2.1. The Candidate Registration Form is the first point at which data is captured on a candidate. The information collected on this form includes candidates biographical information, the rank they are applying for and their previous promotional history. The Candidate Registration Form can be seen at Appendix A. 5.2.2. There is only one Candidate Registration Form for both the Sergeants and Inspectors processes. Candidates must indicate the promotional route they are applying for in Box 1. 5.2.3. The candidate must then complete Boxes two and three. Box 2 asks for candidates personal identification, whether they have taken OSPRE or NPPF before, and if they have changed surname or forces. It is important that the force representative checks the completed forms to ensure they have been accurately completed, with relevant previous OSPRE numbers and names to ensure an accurate record is set up in National Police Promotion Framework. 5.2.4. Box 3 then asks candidates for their biographical details. We encourage candidates to complete all parts of this box to help NPIA produce accurate information regarding the biographical breakdown of candidates on National Police Promotion Framework. 5.2.5. If a police officer has taken qualifications outside of the United Kingdom they should be directed to National Recognition Information Centre for the 11
United Kingdom (UK NARIC) 3. This is the National Agency responsible for providing information and advice about vocational, academic and professional skills and qualifications from all over the world. 5.2.6. Due to the confidential nature of the information held on this registration form, it should be dealt with in accordance with the principles of the Data Protection Act 1998 4 and should not be made available to outside parties. This form should be submitted directly to the force representative and not to the Line Manager. 5.2.7. Forces should also ensure that the necessary provisions are in place to securely return Candidate Registration Forms to NPIA. 5.2.8. Box 4 is to be completed by the force representative only, and the information provided within this box will be used by the National Police Promotion Framework software to assign candidates as successful or unsuccessful at Step One. Candidates cannot be registered onto National Police Promotion Framework if this box is not completed. 5.2.9. In order to ensure that all candidates who are successful at Step One are entered into the next available Step Two Legal Examination the Registration Forms must be received by NPIA, Examinations and Assessment by the following dates: Inspectors Step Two Legal Examination registration deadline 1 st July 2009 Sergeants Step Two Legal Examination registration deadline 4 th January 2010 5.2.10. Candidate Registration Forms can be sent to at any time during the following submission periods as shown in Table 1 below. All submission dates can be see in Appendix B. Quarter Period in which Step One Registration Forms will be accepted by NPIA First 01.05.10 01.07.10 Second 01.09.10 01.10.10 Third 01.11.10 04.01.11 Fourth 01.02.11 01.03.11 Table 1 Candidate Registration Form Submission Dates 5.3. Line Manager Endorsement Form 5.3.1. The Line Manager Endorsement Form records candidates eligibility to enter the National Police Promotion Framework. It is envisioned that once a candidate has requested the application pack and decided they will apply for promotion, they will be responsible for sending the Line Manager Endorsement Form to their Line Manager. 3 http://www.naric.org.uk/ 4 http://www.ico.gov.uk/home/what_we_cover/data_protection.aspx 12
5.3.2. The Line Manager then ensures that the candidate meets all the eligibility requirements for entering the National Police Promotion Framework as stated in the Operating Manual. 5.3.3. The Line Manager must then liaise with the BCU/OCU Commander/Head of Department (or nominated delegate) to discuss the endorsement of the candidate and have full sign off. The form must then be sent to the force representative in order to verify the Candidate Registration Form. 5.3.4. It is the forces responsibility to ensure that both the Candidate Registration Form and the Line Manager Endorsement Form are sent to the appropriate recipient via secure and confidential routes. The Line Manager Endorsement Form should not be sent to NPIA, Examinations and Assessment but should be retained by the force. 5.3.5. It is the decision of individual forces how this Line Manager Endorsement Form will look but it must meet the requirements of the Operating Manual and Licensing System criteria. An example form can be found in Appendix C 6. Step Two 6.1. Overview 6.1.1. Step Two of the National Police Promotion Framework is the OSPRE Part I Legal Examination. This step is organised and monitored by NPIA. 6.2. Candidate Confirmation Lists 6.2.1. Once NPIA has received all the Candidate Registration Forms from forces by the relevant examination deadline, a Candidate Confirmation List will be sent back to forces on the date specified (see Appendix B). This Candidate Confirmation List will contain the names, collar numbers and candidate numbers of all the candidates recorded as entered for the next available Step Two Legal Examination (Sergeant or Inspector). 6.2.2. Forces will then confirm that the list contains accurate information and add in exam site allocations and candidate email addresses. Forces must also record any candidates who have withdrawn from the Step Two Legal Examination. The confirmation list must be sent back by the withdrawals date. 6.3. Legal Examination Results 6.3.1. Once the examination has been completed and marked a list of results indicating pass or fail for Step Two (OSPRE Part I) will be sent to the Chief Officer and Force Examinations Officer for each force. Individual result notifications will be sent to candidates by email or to Force Examinations Officers to be forwarded to the respective candidates, depending on the result delivery option chosen by the force. 13
6.3.2. In addition, one copy of the candidate feedback report from Step Two (OSPRE Part I) will be provided for each candidate. The feedback report will enable both the organisation and the individual candidate to identify any strengths and developmental needs in the areas which have been examined and assessed. Candidates who have attained an exceptional pass will be informed in this document. 6.3.3. Full details regarding the Step Two (OSPRE Part I) Legal Examination can be found in the Rules and Syllabus. 7. Step Three and Step Four 7.1. Both Step Three and Step Four assessments are led by forces. To ensure that candidates progress at these steps is accurately recorded and up to date, forces are required to use the Candidate Tracking Spreadsheet. This spreadsheet records the progress of all candidates at every step of the National Police Promotion Framework and is laid out in more detail overleaf (section 8). 8. Candidate Tracking Spreadsheet 8.1. The Candidate Tracking Spreadsheet is the main source of data capture to be transferred between NPIA and the forces. This spreadsheet gives the most current snapshot of where candidates are in the National Police Promotion Framework. It shows the step each candidate is currently on, as well as their current status. 8.2. The Candidate Tracking Spreadsheet is in Microsoft Excel format where most cells are locked or have drop down menus to select specific entries. Only the cells under Comments and Date can be freely typed into. 8.3. It is expected that the majority of forces will have Microsoft Excel as a standard desktop application, but forces that do not should contact NPIA, Examinations and Assessment. 8.4. The Candidate Tracking Spreadsheet is divided into five separate areas the first set of columns records candidates details (see Figure 4 below). This will only feature the National Police Promotion Framework candidate number, collar number, candidate last name and date of birth as all other biographical details are removed. These columns will be updated by NPIA using the information captured through the National Police Promotion Framework Candidate Registration Forms. NPPF Candidate Number Collar No Details Candidates Last Name Date of Birth Candidate Details Update Figure 4 Candidate Tracking Spreadsheet Details Section 8.5. The next four coloured areas represent each of four steps of the National Police Promotion Framework and record each candidate s status, result and any comments at each step. An example of this can be seen in Figure 5 overleaf. 14
Step One Step Two Date Status Result Comments Date Status Result Comments Figure 5 Candidate Tracking Spreadsheet Steps One and Two Sections 8.6. The Date column represents the date that a candidate s status within each step last changed. The Status column shows the different statuses a candidate can have in any step, such as Registered for Examination at Step Two. A list of the defined statuses can be found in Appendix D. The Results column lists the candidate s results at the end of each step, whether successful or not. A list of defined results at each step can be found in Appendix E. A template Candidate Tracking Spreadsheet can also be found in Appendix F. 8.7. The statuses are used to provide NPIA and forces with a comprehensive overview of how a candidate progresses through the National Police Promotion Framework. This helps to ensure that all candidate progress is tracked in the same manner and a candidate s history within the National Police Promotion Framework can be easily obtained. 8.8. More detailed explanations of how to use the Candidate Tracking Spreadsheet can be found in the Data Capture User Guidance. 9. Quarterly Biographical Report 9.1. In order to provide forces with information on their candidate groups, NPIA provides each force with a quarterly report. This report presents a breakdown of key biographical areas that are collected at candidate registration. These areas are: Age Ethnic Group Disability Sex Religion Sexual Orientation Academic Attainment High Potential Development Scheme Length of Service Caring Responsibilities Marital Status First Language Hours of Working Area of work 9.2. In order to ensure that no sensitive candidate information is identifiable, (due to low numbers of candidates in some forces) only the following biographical areas will be reported on in relation to candidates success rates. This reflects the information provided within the OSPRE Part II Results and Analysis Report. Sex Ethnic Group Age Length of service High potential Development Scheme First Language Area of Work Academic attainment 15
9.3. The biographical data presented in this report is based on self reported information from candidates. Whilst every effort is made to verify its accuracy with forces, all biographical data should be interpreted in this light. 9.4. Step Two (OSPRE Part I) Results and Analysis and Force Feedback reports will be produced in the usual manner by the OSPRE Part I team. 10. Submissions and non-compliance 10.1. In order to maintain the most up to date and accurate data capture, the submission of the Candidate Tracking Spreadsheet will be set to specific deadlines for both NPIA and forces. 10.2. NPIA will issue the spreadsheet to forces with the most current data on candidates status in the National Police Promotion Framework. Forces will then keep the spreadsheet and update it accordingly until they are required to return it to NPIA. This ensures that the data stays as up to date as possible and that forces can continue to update the information during these quarterly periods. 10.3. It is essential to maintain up to date and accurate records of data capture in order to fulfil our ministerial and Home Office obligations. The timely submission of force s data capture information forms part of the Licensing System and therefore is subject to the compliance procedures. 10.4. Table 2 overleaf shows the Candidate Tracking Spreadsheet deadlines for both forces and NPIA. These dates are included on the overall submissions calendar in Appendix B Quarter NPIA sends Candidate Tracking Spreadsheet out to Forces Force sends Candidate Tracking Spreadsheet back to NPIA First Wednesday 28 th April 2010 Wednesday 14 th July 2010 Second Thursday 29 th July 2010 Wednesday 13 th October 2010 Third Wednesday 27 th October 2010 Wednesday 12 th January 2011 Fourth Thursday 27 th January 2010 Wednesday 13 th April 2010 Table 2 - Candidate Tracking Spreadsheet Submission Dates 10.5. It is essential that the above deadlines are met and the quality of data returned is to the standard required. This will mean that NPIA is able to create accurate reports based on the data supplied for the benefit of forces, the PPEB and ultimately the Minister of State for policing, crime and security. 10.6. The submission of this data to NPIA is part of the Licensing System that forces must adhere to. Forces must inform NPIA immediately if they foresee any reason why they will not make the submission date. NPIA will work with forces, where practicable, to help meet their submission date. However if forces do not meet the submission dates then the formal Compliance process will be initiated by the Licensing Team. 16
10.7. Any changes to these submission dates will be communicated by NPIA as far ahead as possible. 10.8. Forces must be aware that any delay in providing data to NPIA will in turn have an impact on the quality of data provided back to the force and will be highlighted in the annual National Police Promotion Framework Results and Analysis report produced by NPIA for all National Police Promotion Framework forces and the PPEB. 11. Certification 11.1. Those candidates who successfully complete all four steps of the National Police Promotion Framework and are then force approved will be given a result of Successful Force Approved (see Appendix E) by their force on the Candidate Tracking Spreadsheet. When this result is returned to NPIA, Examinations and Assessment these candidates are highlighted. They will then be confirmed with the force and certificates will be produced and sent to the force quarterly. 12. Candidates Transferring In and Out of Forces 12.1. If a candidate transfers in or out of your force during the National Police Promotion Framework process, it is important that this is communicated to NPIA. This is so their records can be updated and they appear on the correct force s Candidate Tracking Spreadsheet. 12.2. If a candidate is transferring out of your force and into a different force the force representative for data capture is required to complete the Candidate Transferring Out of a Force form that can be seen in Appendix G. If a candidate is transferring into your force the Candidate Transferring Into a Force form must be completed which can be found in Appendix H. It is important that these forms are completed at the earliest opportunity in order to keep their candidate records as up to date as possible. 12.3. The transfer forms can be downloaded from the National Police Promotion Framework website or can be requested from NPIA, Examinations and Assessment using the email NPPF.DataCaptureEnquiries@npia.pnn.police.uk, in either case forms should be returned to the above email address. 13. Contact Details 13.1. All National Police Promotion Framework data capture enquires should be directed to the following email address: NPPF.DataCaptureEnquiries@npia.pnn.police.uk 17
Appendix A National Police Promotion Framework Candidate Registration Form 18
19
Appendix B National Police Promotion Framework Submissions Calendar M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T April 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 May 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 June 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 July 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 2011 Aug 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Sept 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Oct 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Nov 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Dec 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Jan 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Feb 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 2012 March 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 April 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Registration Forms Submitted Candidate Confirmation List sent to Force Candidate Tracking Spreadsheet and Biographical Report sent to Force Candidate Confirmation List returned to NPIA Candidate Tracking Spreadsheet returned to NPIA 20
Candidate Tracking Spreadsheet Submission dates for Forces Date Action 13 th April 2011 Candidate Tracking Spreadsheet returned to NPIA 13 th July 2011 Candidate Tracking Spreadsheet returned to NPIA 12 th October 2011 Candidate Tracking Spreadsheet returned to NPIA 11 th January 2012 Candidate Tracking Spreadsheet returned to NPIA Candidate Tracking Spreadsheet Submissions dates for NPIA, Examinations and Assessment Date Action 27 th April 2011 Candidate Tracking Spreadsheet returned to force 28 th July 2011 Candidate Tracking Spreadsheet returned to force 26 th October 2011 Candidate Tracking Spreadsheet returned to force 26 th January 2012 Candidate Tracking Spreadsheet returned to force Candidate Registration Form Submission Windows 01/05/2011 to 01/07/2011 01/08/2011 to 01/10/2011 01/11/2011 to 04/01/2012 01/02/2012 to 31/03/2012 Candidate Confirmation List Submissions by force and NPIA, Examinations and Assessment Date Action 20 th July 2011 Inspectors Candidate Confirmation List sent to force 27 th July 2011 Inspectors Candidate Confirmation List returned to NPIA 18 th January 2012 Sergeant Candidate Confirmation List sent to force 25 th January 2012 Sergeant Candidate Confirmation list returned to NPIA 21
Appendix C Example Line Manager Endorsement Form National Police Promotion Framework Line Manager Endorsement Form (Force) The content of this form should be kept confidential when completed and must be sent in a secure manner with confirmation of delivery Applicant Name: Applicant Collar Number: Rank applied for: Please complete the following questions by circling the appropriate answer. 1. Will the candidate have met the eligibility criteria as set out in the National Police Promotion Framework Operating Manual by the date of the Step Two Legal Examination? Yes No 2. Has the candidate demonstrated competence in their current rank through their Performance and Development Review (PDR)? Yes No 3. Is the candidate subject to any improvement notices in force under the Unsatisfactory Performance Procedures? Yes No 4. Is the candidate subject to any current live misconduct issues or findings? Yes No 5. Has the candidate adhered to the Attendance Management Policy with forces taking full account of the Police Advisory Board guidance on sickness management? Yes No 6. Does the candidate have the endorsement of the BCU/OCU Commander/Head of Department (or nominated delegate)? Yes No 7. Has the candidate met the eligibility criteria as set out by the National Police Promotions Framework and do you give your endorsement for the above applicant to be registered on the National Police Promotion Framework and sit the next available Legal Examination at Step Two of the National Police Promotion Framework? Yes No Line Manager OCU/BCU Commander, Head of Department or Nominated Delegate Name Name Job Title Job Title Signature Signature Date Date Restricted when completed 22
Step One Appendix D Candidate Tracking Spreadsheet Status Definitions Step Status 1 Active 1 Complete 1 Deferred - Maternity 1 Deferred - Other 1 Deferred - Sickness 1 Transferred 1 Withdrawn from Process Definition These may be candidates who have been manually entered into the system and are awaiting confirmation of endorsement and eligibility Candidate has completed this stage either successfully or unsuccessfully Candidate has deferred progression at Step One due to Maternity Candidate has deferred progression at Step One due to an alternative agreed reason Candidate has deferred progression at Step One due to long term sickness Candidate has transferred to or from another force during this step Candidate has decided to leave the National Police Promotion Framework process 1 Further attempt This status is no longer in use 23
Step Two Step Status Withdrawn from 2 Process Expired (after 5 2 years) 2 Deferred - Maternity 2 Deferred - Sickness 2 Deferred - Other 2 Active 2 Complete 2 Withdrawn from exam Definition Candidate has decided to leave the National Police Promotion Framework process during this step Step Two success has expired under the 5 year rule and candidate must return to Step One Candidate has deferred progression at Step Two due to Maternity Candidate has deferred progression at Step Two due to long term sickness Candidate has deferred progression at Step Two due to an alternative agreed reason Candidate has entered Step Two, and is waiting to be assigned to an examination Candidate has completed this stage, either successfully or unsuccessfully Candidate has withdrawn from the Step Two Legal Examination and therefore must reapply at Step One 2 Assigned to exam Candidate has been assigned to an examination 2 Transferred Candidate has transferred to or from another force 2 Did not attend Candidate was absent from the Step Two examination 2 Further attempt This status is no longer in use 24
Step Three Step Status 3 Deferred Maternity 3 Deferred Sickness 3 Deferred Other 3 Withdrawn from Process 3 OSPRE 1 Expired 3 Complete 3 Active 3 Waiting 3 HPDS Candidate 3 Transferred Definition Candidate has deferred progression at Step Three due to Maternity Candidate has deferred progression at Step Three due to long term sickness Candidate has deferred progression at Step Three due to an alternative agreed reason Candidate has decided to leave the National Police Promotion Framework process Step Two success has expired under the 5 year rule and candidate must return to Step One Candidate has completed this stage either successfully or unsuccessfully Candidate has entered Step Three and is waiting to take the assessment Candidate has voluntarily left or been removed from Step Four and must wait 12 months to reattempt at Step Three HPDS Candidates do not need to complete Step Three as per the in house assessment but must complete a Promotion Assessment Form Candidate has transferred to, or from, another force during this step 3 Further attempt This status is no longer in use 25
Step Four Step Status Temporarily 4 Promoted - Not on WBA Definition Candidate has been temporarily promoted into a vacancy but has not yet started WBA 4 WBA Commenced Work based assessment (WBA) has started 4 WBA Completed 4 WBA Extended Work based assessment (WBA) has been completed. This status is for candidates who complete their WBA but have not yet been signed off by the force so there should not be a result alongside this status Candidate has been unable to complete their Work based assessment (WBA) in 12 months and have agreed an extension 4 Waiting for Vacancy Candidate is waiting to be assigned to a vacancy 4 4 4 4 No Vacancy after 12 months No Vacancy after 24 months Incomplete (after 12 months) Incomplete (after 24 months) 4 Deferred - Maternity 4 Deferred - Sickness 4 Deferred - Other 4 Withdrawn from Process No vacancy available after 12 months No vacancy available after 24 months Candidate is unable to complete their work based assessment within the 12 months Candidate is unable to complete their work based assessment within the 24 months Candidate has deferred progression at Step Four due to Maternity Candidate has deferred progression at Step Four due to long term sickness Candidate has deferred progression at Step Four due to an alternative agreed reason Candidate has withdrawn from the National Police Promotion Framework process and must wait 12 months before a further attempt at Step Three 4 Removed Candidate has been removed from Step Four 4 OSPRE 1 Expired 4 Complete 4 Active 4 Waiting for Vacancy - Extended Candidate has been unsuccessful at Step Four and their Step Two success has expired under the 5 year rule. Candidate must return to Step One Candidate has completed this stage, either successfully or unsuccessfully Candidate has entered Step Four and is waiting to be temporarily promoted or placed in a vacancy pool Further 12 month extension put in place while waiting for a vacancy 4 Transferred Candidate has transferred to or from another force 4 Voluntary withdrawal This status is no longer in use 4 Further attempt This status is no longer in use 26
Appendix E Candidate Tracking Spreadsheet Result Definitions Step Result 1 Successful 1 Unsuccessful 2 Successful 2 Unsuccessful 2 Low Band Fail 2 Exceptional Grade 3 Successful 3 Unsuccessful 4 Unsuccessful 4 4 4 Successful - Not Force Approved Successful - Force Approved Successful - Certificated by NPIA 4 Successful Definition Candidate has met the eligibility criteria and therefore has been endorsed by their line manager for progression on National Police Promotion Framework Candidate has not met the eligibility criteria and therefore has not been endorsed by their line manager for progression on National Police Promotion Framework Candidate has scored 55% or above (77/140) for Sergeants or 65% (91/140) for Inspectors Candidate has scored below 55% (77/140) for Sergeants or 65% (91/140) for Inspectors Will not show on Candidate Tracking Spreadsheet but means a candidate has scored below 30% (42/140) for Sergeants or 35% (49/140) for Inspectors Will not show on Candidate Tracking Spreadsheet but means a candidate has scored 75% or above (105/140) for Sergeants or 85% (119/140) for Inspectors Candidate has been successful in the Force's inhouse Step Three assessment Candidate has been unsuccessful in Force's in-house Step Three assessment Candidate has not met the required performance criteria during their WBA Candidate has successfully completed WBA but has not been Force approved for substantive promotion Candidate has successfully completed WBA and has been Force approved for substantive promotion Candidate has completed National Police Promotion Framework process and presented with certificate by NPIA This result is no longer in use on the Candidate Tracking Spreadsheet as is captured through another status. 27
Appendix F Candidate Tracking Spreadsheet Template 28
Appendix G Candidates Transferring Out of Force Form National Police Promotion Framework Candidates Transferring Out of a Force To be completed by the force representative. Candidate s First Name: Candidate s Second Name: National Police Promotion Framework Candidate Number: Collar/Warrant Number: Force transferring out of: Force transferring into: Date of transfer out of force: / / (This will be the date the candidate will be taken off the original force s tracking spreadsheet) Force Representative Signature: Date: / / Print Name:. Please return this form to National Police Promotion Framework Data Capture NPIA Yew Tree Lane Pannal Ash Harrogate HG2 9JZ Email: NPPF.DataCaptureEnquiries@npia.pnn.police.uk Fax: 29
Appendix H Candidates Transferring In to Force Form National Police Promotion Framework Candidates Transferring Into a Force To be completed by the force representative. Candidate s First Name: Candidate s Second Name: National Police Promotion Framework Candidate Number: Collar/Warrant Number: Force transferring into: Force transferring out of: Date of transfer into force: / / (This will be the date the candidate will be added to the force s tracking spreadsheet) Force Representative Signature: Date: / / Print Name:. Please return this form to: National Police Promotion Framework Data Capture NPIA Yew Tree Lane Pannal Ash Harrogate HG2 9JZ Email: NPPF.DataCaptureEnquiries@npia.pnn.police.uk Fax: 30