Smarter Working Policy

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1. Statement of Policy

Dyfed-Powys Police’s aim is to support smarter and innovative working arrangements which still meet the delivery of effective customer-focused services and the needs of the public that reside in the Dyfed-Powys area.

Supporting officers and staff to achieve greater flexibility requires consideration on where, when and how work is carried out; this underpins the concept of smarter working. It can help to increase officer and staff motivation, reduce sickness absence, promote officer and staff wellbeing and attract/retain a skilled and motivated workforce.

This policy and the associated procedure is designed to provide managers with a framework for implementing new ways of working in line with smarter working.

2. Policy Scope

This policy only applies to Dyfed-Powys Police officers and staff, whether full-time, part-time, permanent, fixed term, temporary (including agency staff) or seconded staff. Police Officers and Police Staff accessing and using Force assets and property must have due regard to the contents of this policy.

The ‘Agile’ category of smarter working is applicable only to police staff, as detailed within the associated procedure document.

3. Powers and Policy/Legal Requirements

3.1 Equality

Dyfed-Powys Police’s commitment to equality of opportunity must be observed at all times during the operation of this policy and accompanying guidance. This ensures that individuals are treated fairly and without discrimination on the grounds of race, nationality, ethnic or national origins, sex, marital status or civil partnership, disability, age, sexual orientation, trade union membership or activity, political or religious belief, maternity or pregnancy, gender reassignment and unrelated criminal conviction.

3.2 Legal Requirements

The following legal requirements have been identified within this policy:

Equality Act 2010
Human Rights Act 1998
Data Protection Act 2018
UK – General Data Protection Regulation (UK-GDPR)
Freedom of Information Act 2000 • Health and Safety at Work Act 1974

3.3 Related policies, procedures and guidance

Part Time & Flexible Working Policy, Flexitime Scheme, Health & Safety Policy, Smarter Working Guidance – Staff, Smarter Working Guidance – Line Manager, Data Protection Policy, Data Protection Breach Policy, Information Security Policy and Standards

4. Options and Contingencies

4.1 What is Smarter Working?

Smarter working means being more flexible about when and/or where we work and how we use space and technology to find new and more effective ways of doing things, e.g., varying working patterns, working remotely, use of conference calling as opposed to physical meetings etc. This type of working can help reduce costs, improve productivity and customer focus, as well as supporting the wellbeing of individuals and a better work life balance.

4.2 Smarter Working Categories

Dyfed-Powys Police recognises that agile or homeworking isn’t suitable for all roles, but smarter working encompasses more than just when and where you work, and considerations can be given to more efficient use of time and resources as a whole.

To ensure it is clear and consistent the extent to which agile and home working can be utilised by individuals’ roles will be assessed as being in one of three categories: Agile, Fixed and Fixed Operational. Categories definitions can be found within the associated procedure document.

4.3 Utility Bills and Tax

Dyfed-Powys Police will not reimburse individuals for utility costs incurred whilst working at home such as heating, lighting and broadband.

Working from home is voluntary in Dyfed-Powys Police, as a result making such a claim to HMRC is not valid.

4.4 Equipment

The standard equipment for agile workers is: a laptop, mouse, keyboard, headset and one monitor (upon request).

4.5 Terms and Conditions of Service and Contract of Employment (Police Staff)

Existing terms and conditions of service, policies and procedures will continue to apply to all officers and staff.

In the case of police staff who ‘opt in’ to agile working, a variation of contract will be issued to set out clearly the flexibility and constraints of the agile working arrangement. The contractual workplace and hours of work will remain unchanged.

4.6 Line Managers

Managing agile workers is no different to everyday good management practice; managers should set specific objectives and clear outcome requirements to enable them to assess how well the individual is performing against these objectives and outcomes. Managers are responsible for driving the aims of this policy and promoting the required cultural change, which includes having a positive approach to the consideration of smarter working requests, (subject to the needs of the service) and supporting the implementation of the new ways of working.

Dyfed-Powys Police reserves the right to withdraw the opportunity for agile working, including working from home, in the event of a breach of the Smarter Working Policy. A breach of the Smarter Working Policy includes security and data protection breaches.

The Code of Ethics principles are relevant to this policy -

Courage
Respect and Empathy
Public Service

This policy aims to support the delivery of Our Plan and Our Culture Pledge.

5. Take action and review

This policy has been developed to enable Dyfed-Powys Police to meet the needs of the population it serves in the most effective and flexible way.

This policy is subject to the normal review process. A review period of three years from the publication date has been agreed. The review is the responsibility of People and Organisation Development with oversight of the policy sitting with the Formal Joint Negotiation Consultative Committee (JNCC).

CODE OF ETHICS CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Code of Ethics and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Code and the principles underpinning it.

HUMAN RIGHTS ACT CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Human Rights Act and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Act and the principles underpinning it.

EQUALITY IMPACT ASSESSMENT

Section 4 of the Equality Act 2010 sets out the protected characteristics that qualify for protection under the Act as follows: Age; Disability; Gender Reassignment; Marriage and Civil Partnership; Pregnancy and Maternity; Race; Religion or Belief; Sex; Sexual Orientation.

The public sector equality duty places a proactive legal requirement on public bodies to have regard, in the exercise of their functions, to the need to:

eliminate discrimination, harassment, victimisation, and any other conduct that is unlawful under the Act;
advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it;
foster good relations between persons who share a relevant protected characteristic and persons who do not share it.

The equality duty applies to all protected characteristics with the exception of Marriage and Civil Partnership, to which only the duty to have regard to the need to eliminate discrimination applies.

Carrying out an equality impact assessment involves systematically assessing the likely or actual effects of policies on people in respect of all the protected characteristics set out above. An equality impact assessment should be carried out on any policy that is relevant to the public sector equality duty.

EQUALITY IMPACT ASSESSMENT COMPLETED: September 2025