Corporate

This policy is for staff use only. To request a copy, please contact the Corporate Governance Team on:

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pdf Statement from Chief Executive of SPFT Regarding Bribery (146 KB)

pdf Anti-Fraud & Bribery Policy (239 KB)

pdf TPCO062 Anti Fraud Policy on a Page (148 KB)

KEY POLICY ISSUES: 

  •          Defining Fraud and Bribery
  •          Responsibilities for Fraud and Bribery

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link

pdf EHRIA - Anti-Fraud and Bribery (358 KB)

 

pdf Asbestos Policy (719 KB)

pdf Asbestos Policy on a Page (122 KB)

This Policy applies to the Estates and Facilities Department.

The policy aims to set out the process for the management of Asbestos on all properties owned, managed, leased, rented or shared by the Trust.

The Policy has been developed in accordance with Health & Safety Executive (HSE) guidance for the management of Asbestos.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Asbestos (404 KB)

 

This policy is for staff use only. To request a copy, please contact the Corporate Governance Team on:

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document Business Continuity Management Policy (424 KB)

This policy aims to outline the responsibilities of the key roles within the Trust for business continuity, and sets out the processes to be used, by all staff to achieve business continuity planning consistently throughout the Trust.

This document should be read alongside the Incident Response Plan and Business Continuity Policy.

If you would like to see the Equality and Health Inequality Impact Assessment (EIA), please click on the link below:

pdf Business Continuity Management Screening EIA (205 KB)

pdf Claims Management Policy (299 KB)

pdf Claims Management Policy on a Page (149 KB)

This policy sets out the requirements for when and how a new claim should be reported up to NHS Resolution. It also provides other useful information such as what to expect once a claim has been reported and common definitions.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Legal Claims (398 KB)

 

pdf Cold Weather Plan (336 KB)

pdf Cold Weather Plan on a Page (797 KB)

The Cold Weather Plan for Sussex Partnership NHS Foundation Trust (SPFT) outlines how we will work with local partners to ensure health and social care services raise awareness of the risks relating to severe cold weather and prepare organisations and individuals (especially vulnerable groups) to help reduce those risks.

If you would like to see the Equality and Health Inequality Impact Assessment (EIA), please click on the link below:

pdf Cold Weather Plan Screening EIA (204 KB)

pdf Complaints and Patient Advice and Liaison Service (PALS) Policy (774 KB)

pdf Complaints and Patient Advice and Liaison Service (PALS) Policy on a Page (778 KB)

The purpose of this policy is to provide staff with a framework for handling complaints and concerns within the Trust, and to ensure compliance with Local Authority Services and NHS Complaints (England) Regulations 2009 and the Social Care Act (2008).

If you would like to see the Equality & human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Complaints (438 KB)

 

pdf Conflict of Interest Policy (444 KB)

pdf Policy on a Page - Conflict of Interest (643 KB)

document TPCO091 CoI Policy Declaration of Interests Form Appendix 1 (122 KB)

spreadsheet TPCO091 CoI Policy GIfts, Hospitality & Sponsorship Form Appendix 2 (15 KB)

Sussex Partnership NHS Foundation Trust (the ‘organisation’), and the people who work with and for us, collaborate closely with other organisations, delivering high
quality care for our patients. These partnerships have many benefits and should help ensure that public money is spent efficiently and wisely. But there is a risk that conflicts of interest may arise. Providing best value for taxpayers and ensuring that decisions are taken transparently and clearly, are both key principles in the NHS Constitution.

We are committed to maximising our resources for the benefit of the whole community. As an organisation and as individuals, we have a duty to ensure that all our dealings are conducted to the highest standards of integrity and that NHS monies are used wisely so that we are using our finite resources in the best interests of patients.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link below:

  pdf EHRIA Conflict of Interest Policy Final (361 KB)

pdf Corporate Records Management Policy (519 KB)

This policy applies to all staff and the key issues are:

  • Records Management
  • Roles & responsibilities
  • Protective Markings
  • Retention & disposal schedule
  • Storage
  • Legal and Professional obligations

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Corporate Records (399 KB)

 

pdf Critical Infrastructure Failure Plan (298 KB)

The purpose of the Trust’s critical infrastructure failure plan is to provide a coordinated response to any failure as defined above.

This plan does not replace the Incident Response Plan. This plan should be read in conjunction with the Trust’s Incident Response Plan, trust wide Business Continuity Plans (BCP), local disaster recovery plans, site specific fire evacuation plans and the Security Policy.


The decision to evacuate a hospital because of critical infrastructure failure will be a decision of last resort and only taken when all other options have been reviewed and totally exhausted and following a full risk assessment by the most senior person on duty.


The decision to evacuate must be taken by the trusts Gold Commander or the Director on Call, in collaboration with Police and Fire Service Strategic (Gold) Commander, in the case of a planned evacuation, or with the Silver Commander if in attendance in the case of an immediate response required.

pdf Data Privacy Impact Assessment Policy (102 KB)

pdf Data Privacy Impact Assessment Policy on a Page (499 KB)

This policy sets out the Trust’s Data Protection Impact Assessment Policy (DPIA). It identifies the framework for a formal assessment to ensure that new and existing processes involving the use of personal information and/ or special category information meets privacy, confidentiality and data protection requirements and legislation.

 

pdf Data Protection & Confidentiality Policy (201 KB)

This policy applies to all staff throughout the organisation. The key messages are:

  • Staff Responsibilities for data protection
  • Data Protection principles
  • Caldicott  & Confidentiality
  • Transferring and sharing Information
  • Security of paper and electronic data
  • Staff Code of Confidentiality
  • Levels of Access
  • Incident reporting

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link below:

pdf EHRIA - Data Protection & Confidentiality (434 KB)

 

pdf Data Quality Policy (223 KB)

The purpose of this policy is to reinforce Sussex Partnership NHS Foundation Trust’s commitment to data quality. Reliable information is a fundamental requirement for the Trust to conduct its business efficiently and effectively.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link below:

pdf EHRIA - Data Quality (360 KB)

 

pdf Emergency Preparedness, Resilience & Response Policy (249 KB)

This policy:

• Offers guidance, direction and information to Trust staff on managing emergency preparedness resilience and response and Business Continuity management

• Identifies roles, responsibilities and resources for preparing and managing EPRR and BCM.

• Assists in forming action plans in order that the trust can respond to emergencies or business interruption and maintain provision of service during an emergency or business interruption as far as is reasonably practicable.

• Provides a source of reference that will assist in the integration of plans with hospitals, other NHS provider organisations, other emergency services and external agencies

• Provides guidance for good cross-boundary inter-service collaboration

If you would like to see the Equality and Health Inequality Impact Assessment (EIA), please click on the link below:

pdf Emergency Preparedness, Resilience & Response Screening EIA (205 KB)

 

pdf Family and Friend Carers Confidentiality Policy (115 KB)

pdf Family and Friend Carers and Confidentiality Policy on a Page (85 KB)

pdf Appendix 1 - Letter from Samantha Allen (48 KB)

pdf Appendix 2 - Working with Families and Carers (104 KB)

pdf Carers & Confidentiality Leaflet (33 KB)

pdf Carers & Confidentiality Leaflet 2 (32 KB)

Carers play an important role in many service users’ lives. Their knowledge and expertise represent an enormous resource for statutory sector mental health services. Sussex Partnership NHS Foundation Trust (the Trust) is committed to the key standards in the Carers Trust Triangle of Care model for carer inclusion and support and this involves a specific commitment to developing policy and practice protocols regarding confidentiality and sharing information.

Staff members often struggle to balance the needs of carers with the right to confidentiality of service users. This guidance gives general advice about sharing information – the ideal information sharing strategy however is one that is designed with and tailored to all the individuals involved in a specific situation– the service user, carer and staff.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Carers & Confidentiality (401 KB)

 

pdf Flooding Contingency Policy (444 KB)

The flooding contingency plan is intended to inform and guide those managing the response to a flood emergency.  The plan will be reviewed annually taking into account new flood risk information and outcomes from incidents and exercises.

This plan should be used in conjunction with the Trust’s Incident Response Plan and Business Continuity Management Policy.

pdf Freedom of Information Policy (110 KB)

pdf Freedom of Information Policy on a Page (149 KB)

The Freedom of Information (FOI) Act gives members of the public a general right to request access to all types of recorded information held by public authorities, promoting a culture of openness and accountability across the public sector.

As a requestor you are entitled to be told whether or not the Trust holds information and, if we do, to have it communicated to you, normally within 20 working days, in the format requested.

The Trust do not have to confirm or deny the existence of the information or provide it if 

  • an exemption applies
  • the request is vexatious or similar to a previous request
  • or if the cost of compliance exceeds an appropriate limit (this equates to 18 hours spent on locating and extracting the information)

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please clink on the link

pdf EHRIA - Freedom of Information (510 KB)

 

pdf Fuel Crisis Plan (333 KB)

This plan details that the National Emergency – Fuel (NEP-F), published by the Department of Business, Enterprise and Regulatory Reform (BERR) in 2008, which was overhaled by the Department of Business, Energy and Industrial Strategy (BEIS) in 2017 and reviewed in 2019, may be activated by the Government in an actual or threatened emergency significantly effecting the production, supply distribution or use of fuel. This plan reflects the national plan.

The Trust recognises responsibility in reflecting and upholding the central government aim within the National Emergency Plan – Fuel outlined the following three principles:


• Protect human life and as far a possible property – Alleviate suffering
• Support the continuity of everyday activity and restoration of disrupted services at the earliest possible opportunity
• Uphold the rule of law and democratic process


To have a pre agreed robust Trust Fuel Crisis Plan that underpins the Trust’s Incident Response Plan whilst maintaining the integrity of the National Emergency Plan for Fuel.

This plan is for staff use only. To request a copy, please contact the Corporate Governance Team on:

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pdf Health Records Management Policy (255 KB)

This policy provides guidance for all staff involved in the uploading and handling of integrated health and social care records on the standards for record keeping:

  • The Creation
  • Use
  • Movement
  • Storage
  • Archiving
  • Retrieval
  • Scanning
  • and Secure Destruction / Shredding Procedures 

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link below:

pdf EHRIA - Health Records (461 KB)

 

pdf Heat Wave Plan (389 KB)

The Heatwave Plan for England is published by Public Health England and sets out the responses required of health services and local authorities in the event of a heatwave. This plan acknowledged that climate change is becoming a serious threat to the population’s health and that heatwaves are likely to become more common in England.

If you would like to see the Equality and Health Inequality Impact Assessment (EIA), please click on the link below:

pdf Heat Wave Plan Screening EIA (206 KB)

 

This policy is for staff use only. To request a copy, please contact the Corporate Governance Team on:

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pdf Influenza Pandemic Plan (1.03 MB)

The Plan describes the actions taken by the Trust in the preparation and response to, and recovery from a Flu Pandemic. Should a major Incident be declared, staff should also refer to the Trust’s Major Incident Plan. This plan provides specific information related to Pandemic Influenza and the roles, responsibilities and actions specific to the Sussex Partnership NHS Foundation Trust in the event of Pandemic Flu.

 

pdf Information Asset Framework Policy (319 KB)

This policy applies to all staff as an informational guide to Asset Management in the Trust. For all Information Asset Owners and Administrators, this policy is a reference guide for the roles and responsibilities’ functions and processes for the Trusts’ Information Asset Framework.

pdf Information Governance Assurance Policy (503 KB)

This policy applies to all staff throughout the organisation. The key messages are:

  • The Trust’s living framework for upholding good information governance across the Trust
  • Principles of Information Governance
  • Confidentiality and Legal Compliance
  • Information Security
  • Quality Assurance
  • Legal and Trust Related Policies and Guidance
  • Information Governance Management
  • Incident reporting

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Information Governance Assurance (394 KB)

 

pdf Information Governance Incident Management Policy (498 KB)

This policy relates to the identifying, reporting and management of all IG Incidents across the Trust.

 

 

pdf Inquest Management Policy (493 KB)

pdf Inquest Management Policy on a Page (153 KB)

This Policy has been developed to provide information and guidance to all staff on the process and systems to follow in the event of an Unexpected Sudden Death. The Policy outlines legal requirements, individual responsibilities of staff and support and guidance available throughout the process.

THIS POLICY IS CURRENTLY UNDER REVIEW 

WHILST THE POLICY IS UNDER REVIEW, THE CONTENT HAS BEEN CONFIRMED AS REMAINING CURRENT PRACTICE

pdf Intellectual Property Policy (235 KB)

This policy outlines how to appropriately develop, exploit and disseminate any intellectual property that arises in the normal course of Trust employment.

It is relevant to all staff who generate Intellectual Property during the course of their employment, including those on temporary or honorary contracts and those seconded to or from another organisation.

 

  pdf TP/CO/104 Internet and Email Acceptable Use Policy (371 KB)

This policy document applies to all individuals working on behalf of the Trust and is designed to protect information processed on electronic systems from unauthorised disclosure, modification or deletion.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link below:

  pdf Internet and Email Acceptable Use EHRIA (426 KB)  

 

pdf Investment Policy (273 KB)

  • Applies to all staff
  • Should be read when considering all capital projects and revenue investments
  • Sets out criteria for assessing and prioritiing investment
  • Link to Care Delivery Service Operating Plans
  • Does not apply to pensions, Heads On Trust Charity or other funds connected to the Trust
  • Includes guidance on significant transactions
  • Includes overview of the role of the Committee functions and structure for making investment decisions
  • Should be read in conjunction with the Trust Standing Financial Instructions but includes summary of financial delegation limits

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link below:

pdf EHRIA - Investment (348 KB)

 

pdf IT and Information Security Policy (147 KB)

pdf Policy on a Page - IT & Information Security (608 KB)

This policy document is designed to limit the risk that confidential information is disclosed inappropriately, this particularly applies to person identifiable information.

This document is focused on IT security, specifically the use of internet, email, portable electronic, disposal, storage devices and the use of mobile phones. This policy document ensures against the inappropriate disclosure of confidential information.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the lick

pdf EHRIA - IT & Information Security (426 KB)

 

This policy is for staff use only. To request a copy, please contact the Corporate Governance Team on:

This email address is being protected from spambots. You need JavaScript enabled to view it.

This policy is for staff use only. To request a copy, please contact the Corporate Governance Team on:

This email address is being protected from spambots. You need JavaScript enabled to view it.

 

pdf Losses, Compensation & Special Payments Policy (101 KB)

pdf Losses, Compensation & Special Payments Policy - Claim Form (132 KB)

The purpose of this policy is to define processes relating to losses and special payments and to ensure adequate controls over compensation.

Losses and special payments are items that Parliament would not have contemplated when it agreed funds for the health service or passed legislation. By their nature they are items that ideally should not arise. They are therefore subject to special control procedures compared with the generality of payments, and special notation in the accounts to draw them to the attention of Parliament. They are divided in to different categories, which govern the way each individual case is handled.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Losses, Compensation & Special Payments (332 KB)

 

pdf Media Policy (212 KB)

This policy explains how and why we work with the media. By ‘media’ we mean newspapers, broadcast news outlets (i.e television and radio news), online publications and social media channels such as Twitter and Facebook.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Media Policy (425 KB)

 

pdf Mobile Devices Policy (284 KB)

This policy highlights the risks introduced through the use of mobile devices (both Trust-owned and personal devices (BYOD)) and the controls the Trust is putting in place to reduce them.  It applies to all individuals that use mobile devices and all locations they are used from.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Mobile Devices (390 KB)

 

pdf National Institute for Health & Clinical Excellence (NICE) Policy (164 KB)

pdf National Institute for Health & Clinical Excellence (NICE) Policy on a Page (1.13 MB)

Structure and process to support implementation and audit of practice of clinical guidance from nationally recognised bodies presenting best evidence.

How to achieve compliance with internal, professional and external regulation of best practice.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - National Institute for Health & Clinical Excellance (NICE) (435 KB)

 

 

pdf Prevent Policy (420 KB)

pdf Prevent Policy on a Page (1.01 MB)

The Trust recognises that all members of staff have a duty under the Counter Terrorism and Security Act (2015) to have due regard to the need to prevent people being drawn into terrorism and to act positively to report concerns. The Government’s Prevent strategy focusses on stopping people becoming terrorists or supporting terrorism. Prevent is one part of the Government’s counter terrorism strategy, CONTEST, which is led by the Home Office. Prevent recognises that vulnerable individuals of all ages may be at risk of being exploited for terrorist related activities and as such, this policy should be read in conjunction with the Trust’s Safeguarding Children and Safeguarding Adult policies.

If you like to see the Equality & Human Rights Impact Analysis, please clink on the link below:

pdf EHRIA - Prevent Policy (385 KB)

 

pdf Procedural Documents Policy (925 KB)

KEY POLICY ISSUES:

  • How to develop new/reviewed Procedural Documents 
  • How to draft word/format for new/reviewed Procedural Documents
  • How to obtain details

 

pdf Quality Improvement Policy (735 KB)

This policy covers:

 National context of Quality Improvement

 Purpose, definition and scope of Quality Improvement

 Duties, roles and responsibilities for Quality Improvement

 Conduct of Quality Improvement

 Governance & Ethics in Quality Improvement

 Training & Development for Quality Improvement

 Monitoring Quality Improvement

 

 

pdf Registration Authority (Smartcards) Policy (Local) (140 KB)

document Policy on a Page - Registration Authority (598 KB)

The purpose of this policy is to provide Sussex Partnership NHS Foundation Trust Staff with an outline of the Registration Authority Process at a local level. This provides a background to the process and sets out the roles and responsibilities for holding a smartcard in line with national standards.

If you would like to see the Equality & Human Right Impact Analysis (EHRIA), please click on the link below

pdf EHRIA - Registration Authority (420 KB)

 

pdf Research Policy (320 KB)

pdf Policy on a Page - Research Policy (774 KB)

The policy sets out the Trust’s procedure for the conduct and management of research activity in the organisation. The policy is applicable to all Trust employees and to non-employees who conduct research involving Trust premises or staff.


 The promotion of good research practice in the Trust
 To enhance the ethical and scientific quality of research
 To safeguard the rights and interests of patients
 To prevent poor, wasteful and unnecessary research
 To prevent adverse incidents in research

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Research Policy (433 KB)

 

pdf Policy on a Page - Security Policy (286 KB)

pdf Security Policy (349 KB)

KEY POLICY ISSUES:

The Trust is committed to developing and maintaining a culture which recognises both the importance of security and that security is the responsibility of all staff and that the protection of personal safety and property of patients, staff and visitors while within the Trust’s premises is important

This policy aims to outline:

  • Security is everyone’s responsibility
  • A secure environment assists in providing high quality clinical care
  • Security of the Trust’s assets from damage, theft and fraud is paramount
  • The process for determining the Lockdown of Trust properties

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link

pdf EHRIA - Security Policy (452 KB)

 

THIS POLICY IS CURRENTLY UNDER REVIEW 

WHILST THE POLICY IS UNDER REVIEW, THE CONTENT HAS BEEN CONFIRMED AS REMAINING CURRENT PRACTICE

pdf Service User & Carer Payment Policy (505 KB)

This policy has been developed in accordance with national guidance – Reward and Recognition: The principles and practice of service user payment and reimbursement in health and social care. (Department of Health - August 2006) and amended following consultation with service user and carer organisations.

This policy sets out a standardised approach to the payment of service user and carer ‘consultants’.  The policy provides details of rates of payment based on the type of activity the service user/carer consultant is engaged in.

The policy recognises that there may be variations in the employment status of individual service user/carer consultants, or of groups of service user/carer consultants in different areas and this is taken into account.

The policy also describes the processes by which payments will be made via the Partnership Trust payroll.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Service User & Carer Payment (674 KB)

 

THIS POLICY IS CURRENTLY UNDER REVIEW

WHILST THE POLICY IS UNDER REVIEW, THE CONTENT HAS BEEN CONFIRMED AS REMAINING CURRENT PRACTICE

pdf Smoke Free Policy (911 KB)

Key Policy Issues:-

  • To provide a clear and consistent message that smoking and passive smoking kills and causes disease, and as such will no longer be permitted in Trust buildings
  • Compliance with Department of Health Guidance and legislation.  From 1 July 2008 smoking will be against the law in any enclosed or substantially enclosed part of any mental health establishment
  • Staff, visitors and contractors are not permitted to smoke on any Trust premises
  • Service users will be allowed to smoke in designated outside areas only
  • The provision of a healthy working environment and improving the health of service users, staff, visitors and contractors
  • Protecting non-smokers from the danger to their health of exposure to second hand smoke
  • Provide an environment conducive to giving up smoking and ensure that service users and staff who want to give up smoking receive the necessary support
  • The policy will reduce the risk of fires being started by smoking

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Smoke Free (559 KB)

 

pdf Standing Financial Instructions Policy (519 KB)

pdf Delegated Financial Limits Summary (126 KB)

pdf Standing Financial Instructions Policy on a Page (807 KB)

These Standing Financial Instructions detail the financial responsibilities, policies and procedures adopted by the Trust. The Trust Delegated limits and the Scheme of Delegation are included as appendices within this policy.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link

pdf EHRIA - Standing Financial Instructions (445 KB)

 

pdf Subject Access Request (SAR) Policy (288 KB)

This policy provides guidance for all staff involved in processing or handling requests for access to mental health records.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link below:

pdf EHRIA - Subject Access Request (SAR) (641 KB)

 

pdf Treasury Management Policy (96 KB)

KEY POLICY ISSUES:

  • Objectives of treasury management
  • Attitude to risk
  • Responsibilities for treasury management
  • Bank relationships and cash management
  • Reporting and controls

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link

pdf EHRIA - Treasury Management (428 KB)

 

pdf Volunteer Policy (464 KB)

pdf Volunteer Policy on a Page (552 KB)

This policy and procedure have been drawn up to provide a clear Framework for the Volunteer Service within Sussex Partnership NHS Foundation Trust. It should be read in conjunction with the Guidance for managers on volunteering available on the Trust website.

There are also links between the development of the Volunteer Service and the work being undertaken within the Trust on community engagement, service user and carer participation, service user employment, peer support and developing a recovery approach within all our services.

If you would like to see the Equality & Human Rights Impact Analysis (EHRIA), please click on the link.

pdf EHRIA - Volunteer Policy (630 KB)