Proposal for implementation of the ‘refer a friend’ scheme

Report: 7
Date: 19 May 2003
By: Commissioner

Summary

The MPS is continuously failing to achieve Home Office targets set within the Dismantling Barriers Strategy document to reflect the community it serves. The ‘Refer a Friend’ scheme will complement a number of initiatives being employed to improve the representation of visible ethnic minorities in the service. The scheme is seen as an additional tool to meet the challenges that are faced in recruiting such high numbers set within those targets. Introduction of the Refer a Friend scheme within the MPS aims to reward staff who introduce a potential candidate who goes on to become a police officer.

A. Recommendation

That the Committee approves the “Refer a Friend” recruitment initiative as developed through work commissioned by the MPA Recruitment Task Force.

B. Supporting information

Background

1. The Metropolitan Police Service (MPS) has for some time been at the forefront of issues surrounding diversity in the workplace. The MPS is and will be enjoying unprecedented growth in years to come. Many positive steps have been taken to date to increase the diversity within the MPS so as to reflect the diverse nature of London’s population, for which it has the responsibility of policing. The Home Office has set the long-term target, which is for the MPS to achieve a Service consisting of 25.5% Visible Ethnic Minority (VEM) officers by the March 2009. However current VEM membership within the MPS falls considerably short of this figure and as a result new initiatives are continuously being considered.

2. On 5 September 2002 the MPA task force was set up to improve the recruitment of visible ethnic minority police officers into the MPS. One of the strands of the terms of reference was to ‘develop practical new ideas for police recruitment, specifically from visible ethnic minorities’. As a result, one of the suggestions made was to consider the introduction of an employee referral scheme that concentrated on visible ethnic minority officers. This resulted in a project initiation to consider whether the suggestion was viable. A series of options were subsequently proposed and discussed by the recruitment task force. These proposals were widely circulated for consultation and legal advice supporting the proposal was obtained.

3. On 11 March 2003 the task force meeting agreed the contents of the ‘refer a friend’ action plan and that it should start in June 2003. Also agreed was that a press strategy should be in place prior to the launch with a co-ordinated media strategy with emphasis being placed on the fair and ethical aspects of the scheme.

4. The scheme is intended to complement a number of initiatives being employed to improve the representation of those from visible ethnic minorities in the service. The MPS employs several methods to enhance the numbers of recruits. The scheme is seen as an additional tool to meet the challenges that are faced in recruiting such high numbers especially from visible ethnic minority communities and backgrounds.

Proposal

5. The scheme proposes to pay a cash sum of £350, from which tax will be deducted, to eligible MPS staff for actively encouraging any person from a VEM background to join the MPS as a police officer. The sum will only be paid once the candidate successfully completes recruit training. The payment will be made via payroll.

6. The Police Regulations do not prevent payment of the above incentive. The proposal as to how it is intended to operate the scheme is set out in Appendix 1.

Eligibility

7. All MPS staff would be eligible with the exception of those within HR Recruitment and Selection and anyone deployed on a centrally run MPS Positive Action Central Team event. Those involved in recruit interviewing and recruitment training would have to make a specific declaration. The maximum number of referrals paid to an individual in any one calendar year would be five.

Definition of “Friend”

8. Any member of the public from a VEM background who is proactively encouraged or supported to join the MPS by any member of staff and successfully completes recruit training.

9. It is proposed that the MPS use the existing 19 codes adopted for ethnic monitoring of recruitment. To ensure legality of the scheme the targeted groups should be underrepresented in the MPS when compared to London’s population during the preceding 12 months of any campaign. This would be monitored annually. Current figures from the Office of National Statistics (ONS) clearly show that all visible ethnic minority communities within the 19 codes used by the MPS are greatly underrepresented when compared to the figures within the MPS’ monthly Workforce Data.

10. It is considered that the “16+1” definitions do not fully incorporate all communities within London as it excludes important minority groups such as Turkish, Cypriots Greeks etc.

Naming the scheme

11. After consultation with a number of groups, the name ‘Refer a Friend’ was thought to be best suited to the aims and objectives of the scheme. Numerous options were explored but the risk analysis highlighted that the alternatives were deemed to either have racist connotations or other adverse implications.

Legality

12. Legal advice for implementation of the scheme was sought from the MPS Directorate of Legal Services and their response was received on 16 December 2002. There were no adverse legal implications in introducing the scheme to the MPS.

13. A special recruitment drive to encourage people of a particular racial group to apply for a post is lawful under the Race Relations Act 1976. In order to target specific ethnic minority groups the MPS must show that in the 12 month period before the recruitment drive that particular group was under represented in the MPS when compared with the proportion of that racial group in the MPS catchments. As a result, the scheme would have to be reviewed annually and a fresh decision made as to whether the conditions of under representation remain made out for the preceding 12 months.

14. The MPA and thus the Commissioner have the power to make payments to MPS staff to enhance recruitment under the GLA Act 1999, Police Act 1996 and the Local Government Act 1972.

Risks

15. A comprehensive risk analysis has been undertaken. This analysis covered the strengths, weaknesses, opportunities and threats of implementing the scheme to the MPS.

Audits and Evaluation

16. The scheme operator and HR Quality Assurance working independently would carry out quarterly audits. Random checks would be carried out on 10% of the referrals. This would include telephone contact with all parties to verify their details and experience of the process. Any member of staff making more than one referral would automatically be audited. Results would be documented.

17. Each quarter a review of the performance would be carried out. Management information would be analysed against field and target audiences. Lessons learnt from this process will be integrated into future strategy.

18. Performance indicators and management information would include:

• Cost selection
• Time spent on processing the application
• Quality of candidates, measured on success of PIRT and interview
• Numbers of candidates making applications
• How many referrals made
• How many actually candidates in the system
• How many payments made
• Which BOCU makes the most referral

These indicators would be measured against the standard recruiting and selection performance criteria.

C. Equality and diversity implications

The main driver for the scheme is to improve representation from visible ethnic minority communities as serving police officers within the Metropolitan Police Service. As is set out above, a comprehensive assessment of the factors, which may impact upon the proposed scheme, have been taken into account.

D. Financial implications

Initial set up of the scheme through Recruitment Communications Company will cost £21k; this includes design of the scheme, testing and monitoring of candidate progress. Call handling, initial enquiries, pre-screening and marketing are estimated to be in the region of £29k. Marketing will include posters, leaflets and a full range of ambient media such as canteen coasters etc. These costs will be met from the existing advertising and marketing budget as part of the ongoing positive action initiatives.

Ongoing financial costs of making the £350 payments are impossible to quantify, however on a value for money basis, every referral at £350 is money well spent balanced against other more resource intensive initiatives.

E. Background papers

• Accenture report entitled: An assessment of BOCU management structures and the role of the borough commander (previously circulated to MPA members)

F. Contact details

Report author: Chief Superintendent Bob Carr, Head of MPS Recruitment, MPS.

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

Appendix 1

Proposed operation of the refer a friend scheme

Operation

The scheme would have it’s own branding and will be outsourced to the Recruitment Communications Company (RCC) which has been vetted by Mediacom (our contracted media purchaser).

This is to ensure

• Integrity is maintained and to protect the service from allegations of any impropriety
• Objectivity of running the scheme
• Best allocation of resources and Best Value
• Security of the scheme and clarity of ownership
• Guaranteed delivery and accountability
• Administration of objective audit control

Processes

Eligible staff would have the facility to give out purpose made business cards with the unique reference number of the member of staff and the scheme to potential candidates they have encouraged to join the MPS.

The potential candidates would then phone an external call centre quoting the relevant referrer’s details to be sent an application form after successfully answering basic sifting questions.

Eligible staff would also have the opportunity to generate an application form for the candidate by accessing the call centre if the candidate so wishes. In this instance the call centre will make contact with the candidate prior to sending the application form.

Marketing

Strategy created by Marketing and Advertising, TMP, Mediacom and DPA to introduce scheme internally and externally. Press strategy developed by DPA to emphasise fairness and ethics of the scheme.

Also the MPS Intranet/Website will provide access for MPS staff to view details of the scheme’s process and rules.

This will enable staff to:

• Find out which target group the MPS is trying to recruit
• Directly recommend a ‘friend’ by logging details of that person into the system
• Print off material that they can give to interested parties
• Get involved in FAQ’s and online questions.

Send an e-mail linking to this page

Feedback