Purpose of the employee passport
The purpose of the employee passport (or ‘passport’) is to provide a documented record of an individual’s support requirements, which moves with them throughout their career, to allow them to function to their maximum capacity in an understanding environment, without prejudice or discrimination. This document is to be used in conjunction with any risk assessment in place.
This is a positive document for both employee and employer and aims to:
- provide employees and their line managers or head teachers with the basis for discussions about adjustments that may be needed
- ensure that both parties have an accurate record of what has been agreed.
- suggest adjustments that make it easier for an employee to do their job and review the effectiveness of adjustment/s provided.
- know how and when a manager or head teacher will keep in touch for absences
- understand how employees’ circumstances might impact them at work.
- recognise signs - including, when the employee might be unwell and know what they would want the line manager or head teacher or colleagues to do
This scheme applies to all permanent and fixed term county council or school employees covered by the Burgundy book and Grey book, casual workers and volunteers, including people engaged to work for the council or school through agencies and is not dependent on the number of hours worked.
It is expected that governing bodies of all community and voluntary controlled schools would adopt this procedure. Foundation and voluntary aided schools and academies are encouraged to do the same.
The passport can be used for any member of staff who feels that they may need some additional support at work. For example: a member of staff with a disability or long term condition; those who have caring responsibilities for a relative with a disability or long term condition (including reasonable adjustments); parents with young children; staff who observe religious festivals or celebrations such as Ramadan or daily prayers; or employees who are in the process of gender reassignment.
For further guidance, read employee passport guidance (SharePoint).