Recruitment and retention

Report: 06
Date: 3 October 2002
By: Commissioner

Summary

This is the regular report to inform HR Committee of progress, and related issues, of police and civil staff recruitment and retention against budgeted workforce targets for 2002/03.

A. Recommendation

That Members note the contents of this report.

B. Supporting information

Police workforce strength

1. Police strength has grown from 26,768 officers on 1 April 2002 to 27,230 officers at end August 2002, amounting to a growth of 1.8%. At 31 August 2002, police workforce comprised of 1,360 (5.0%) visible ethnic minority officers (VEM) and 4,432 (16.3%) women officers. Strength for both VEM and women officers has increased during the year to date. 

2. At the current growth rate, the budgeted workforce target (BWT) of 28,340 will be achieved by the year-end. Annex A, Table 1 provides a breakdown of police strength.

Police leavers

3. Since April 2002, 743 officers have left the MPS, of which 32 (4.3%) are VEM and 105 (14.1%) are women. Recently, the overall number of officers leaving the service has dropped in August by 41%. Additionally, between June and August 2002, the number of VEM and women officers leaving has decreased significantly. Annex A, Table 2 provides a breakdown of police leavers for the year to date.

Police recruitment

4. The recruitment of officers to the MPS has progressed well with 1,220 officers joining between April and August 2002. Of these 1,071 have commenced training at Hendon and the remaining 149 officers have transferred to the MPS and been directly deployed throughout the organisation. 

5. 101 VEM and 252 women officers have joined between April and August 2002. The level of recruitment of new officers has matched the increased training school capacity at Hendon. A further 967 officers are expected to join between September and December. It is forecast that the recruitment target will be achieved by 31 March 2003. Annex A, Table 3, provides a breakdown of police recruitment for the fiscal year.

6. Previous meetings have noted the position on processing times. A report on processing times can be found at Appendix 1, section 5; and a report on selection centre attrition can be found at Appendix 1, sections 6 and 7.

Civil staff

7. The civil staff strength at 31 August 2002 was 10,539. Of these, VEM officers represent 18.86% and women 60.0% of the civil staff strength. Since April 2002, approximately 320 new members of the civil staff have been recruited, of which 50 (15%) are VEM and 185 (57%) are women. 

Police community support officers

8. The first group of 44 staff started work at Westminster Borough on 23 September 2002. A further 47 staff commenced training on 23 September 2002. At 31 August 2002, 922 applications had been received and are progressing through the selection process.

C3i communication officers

10. The recruitment campaign for communication officers has progressed steadily during the current year with 153 officers having started training. A further 65 officers have started training in September. 1,233 applications have been received and are being progressed through the selection process.

Metropolitan Special Constabulary (MSC)

11. The MSC strength at 31 August 2002 has grown by 3.2% to 671 with 57 officers joining the service. Nevertheless, interest in joining the MSC has been limited despite rigorous advertising and marketing. Currently, 103 applications are being processed. 

Conclusion

12. Police and civil staff workforce strengths have grown steadily throughout the year, and will continue to do so for the remainder of the fiscal year. Improvements to recruitment and retention processes have increased the prospect that police BWT and other recruitment targets will be achieved by 31 March 2003.

13. Police processing times are reducing following the implementation of the action plan and other improvement measures.

C. Equality and diversity implications

1. The growth in women police officer strength is likely to continue to rise and will result in the 17% target being achieved by the end of the current fiscal year. However, although there has been steady growth in the number of VEM officers within the MPS, the overall VEM workforce target is unlikely to be achieved. Considerable effort is being put into this area and we hope to be able to report better progress in future, especially as recommendations from the Diversity Task Force are implemented.

2. The difficulties associated with the recruitment of VEM police officers do not extend to civil staff where VEM strength presently amounts to 21.5% of the civil staff workforce. Clearly, we are committed to maintaining and improving this.

3. Data-management processes are being improved to ensure race-relations management information will be available to monitor and analyse all recruitment processes.

D. Financial implications

There are no direct financial implications arising from this report. Many of the matters referred to are subject to their own reports and financial implications where applicable.

E. Background papers

• Previous reports on Recruitment and Retention April - August 2002

F. Contact details

Report author: Jenny Deere, Director HR Selection, MPS.

For more information contact:

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

Appendix 1: Report on recruitment and retention April - August 2002

1. Police workforce strength

1.1. The overall police strength has increased from 26,768 in April 2002 to 27,230 in August 2002, amounting to a growth of 1.8%. The VEM officer strength has increased from 1,289 on 1 April 2002 to 1,360 in August, amounting to a growth of 5.2%. The women officer strength has also increased from 4,301 in April to 4,432 in August, amounting to a growth of 3.0%. Within the current police workforce, women officers represent 16.3% and VEM officers represent 5.0%.

1.2. The current police strength is only 1,110 below the planned end of year budgeted workforce target (BWT) of 28,340. At the current growth rate, the BWT will be achieved by the end of the fiscal year. The increase in women officer strength is projected to continue rising and will achieve the 17% target by 31 March 2003. Conversely, although there has been growth in the VEM police officer strength and that VEM entrants represent an average of 8.3% of each intake, VEM growth is currently insufficient to achieve the Home Office target of 7.9%. Annex A, Table 1 provides a breakdown of police strength.

2. Police leavers

2.1. 743 officers have left the MPS since April 2002. There is an indication that the number of officers leaving the MPS is decreasing. As an illustration, the number of leavers has decreased from 186 in June to 131 in August, amounting to a 42% reduction. Similarly, there has been an improvement in the retention of VEM and women officers; where the number of VEM leavers has decreased from 8 in June to 2 in August and women from 30 in June to 16 in August. A breakdown of the reasons for leaving can be found at Annex A, Table 2 provides a breakdown of police leavers.

3. Police recruitment

3.1. The momentum of the ongoing recruitment campaign for police officers has been maintained with 1,220 officers recruited by 31 August 2002, and a further 967 due to join between September and December.

3.2. During the current year, 1,071 officers have commenced training at Hendon and a further 149 officers transferring from other forces have been directly deployed throughout the MPS. A 101 VEM and 252 women officers have been recruited. Generally, the number of officers attending training school at Hendon has increased during the year to match the increased training capacity at Hendon. Annex A, Table 3 provides a breakdown of police recruitment during the fiscal year.

4. Police applications

4.1. Since April 2002, 34,489 job enquiries have been received compared to 22,447 received in the same period last year, amounting to a 54% increase in the level of enquiries.

4.2. Between April and August 2002, 4,386 application forms have been received compared to 5,529 returned in the same period last year, amounting to a 26% reduction in the number of applications received. Therefore, despite the high level of apparent interest in police vacancies, the application return rate has decreased from 25% (April to August 2001) to 13% for the same period this year.

4.3. Nevertheless, refinements to the selection process have resulted in substantial improvements to the overall yield of successful applicants. Between April and August 2001, the yield from applications was 21%, however, following the improvements to the selection process, the yield has increased to 28% for the same period this year. The improvement in yield has therefore reduced the impact of a lower application return rate.

5. Police application processing times

5.1. The processing time for police applications is calculated from the date an application is received until a formal offer of employment is made i.e. the date a training school place is allocated. The processing times for the current year including a forecast for October and December (marked as bold italics) intakes are shown below. 

5.2. The table shows that the average processing time for each intake is steadily decreasing, and that applications are being processed within progressively shorter periods of time.

5.3. Research carried out since the last HR Committee has shown that from a large sample of recruits from the August and September intakes, 72% of applications were subject to severe delays beyond the control of recruitment staff. Of those applications delayed, the average delay beyond control was 15 weeks in duration.

5.3.1. The main delay cause (45% of the incidences) arose when applications were placed on ’medical hold’ pending requests for medical information, resulting in applications becoming suspended for an average of 13 weeks until the queries had been resolved. (For example further information regarding medical treatment or until a certain requirement has been met i.e. lost enough weight to meet the weight standards. 
5.3.2. Candidates themselves caused delay 26% of the time by an average of 10 weeks by failing to provide essential information in their application form e.g. details about previous employment or criminal convictions, and failing to respond when recruitment staff contacted them.

5.3.3. The ‘banking’ initiative was implemented as an initiative to allow candidates to ‘bank’ exercises from the selection process they had passed and to retake those exercises they had failed at a future date without the need to complete a new application. These ‘banked’ applications amounted to 19% of the sample with the processing time being extended by an average of 22 weeks.

5.4. Since May 2002, a number of measures have been put into place to reduce processing times. Although improvements will mean that, in future, a higher number of applications will have been processed within a shorter space of time, until old applications currently within the system have been cleared then the average time will continue to be skewed. In order to address this issue, a small team has been formed to review old applications and fast track these applications through the process. The ability to clear the old applications, however, is severely restricted by the limited space available at training school for new recruits.

6. Selection centre attrition

6.1. Previous meetings of the HR Committee have highlighted the issue surrounding the number of candidates who fail the police selection process. This section will illustrate the main points where applicants fail the process.

6.2. The police officer selection process is very complex and requires candidates to complete numerous stages that evaluate the wide range of qualities required for the role. Consequently, due to these factors, there is an expectation that a lower number of candidates will pass the police selection process than other, less complex processes.

The overall yield of successful recruits from applications was 21% last fiscal year but has improved during the current year to 28%. This variation is attributed to improvements within the selection processes and does not represent a reduction in standard.

6.3. For the purposes of this report, each major stage has been highlighted along with an indication of output.

6.4. Stage 1 Paper Sift
6.4.1. Following the receipt of an application, a recruitment officer will review the application form to ensure the candidate has provided evidence of meeting the basic eligibility criteria. The criteria include age, qualifications, nationality, residency, disclosed criminal convictions and tattoos.

Paper sift yield

Pass

71%

Fail

29%

6.5. Stage 2 Medical Paper Sift
6.5.1. This stage is concerned with ensuring candidates have provided evidence of meeting the basic medical criteria including height/weight and basic level of health. Medical staff carry out the review. Candidates can either pass, fail or be placed on hold (i.e. query arising from initial evaluation requiring further information from GP/physician). 

6.5.2. The medical sift provides the following yield:

Medical sift yield

Pass

48%

Fail

1%

Hold
(e.g. where additional medicalinformation is sought by MPS)

51%

6.6. Stage 3 Day 1 Recruitment Selection Centre 
6.6.1. The selection centre is currently comprised of the following three exercises: Police Initial Recruitment Test (PIRT), written test and interview. The purpose designed facilities at Hendon are used for the exercises. A summary of the yield is shown below.

Day 1 sift yield

Pass

67%

Fail

33%

6.6.2. Due to improvements to the Day 1 invitation process, the fail to attend rate has decreased from 40% to approximately 10%.

6.7. Stage 4 Day 2 Medical and Physical Fitness Test
6.7.1. This stage is concerned with ensuring candidates meet the health and fitness requirements.

Day 2 sift yield

Pass

77%

Fail & Hold

23%

6.7.2. The selection process performance information has been streamlined to highlight the points where the majority of candidates exit the process, and does not take into account the loss of applicants at other decision-points such as the outcome of security clearances.

7. Adverse impact

7.1. Although the majority of the police selection criteria/exercises have no adverse impact on particular groups, recent research has indicated the following areas of concern:

• A higher proportion of VEM candidates fail the nationality and residency requirements. From a sample of 1,815 VEM candidates, 11% failed residency and nationality, compared with only 1.1% from a sample of 6,266 non-VEM candidates;
• A higher proportion of VEM candidates fail the Police Initial Recruitment Test. From a sample of 194 VEM candidates, 58% failed the PIRT compared with 26% from a sample of 1,642 non-VEM candidates;
• A higher number of women fail the physical fitness test. From a sample comprising of 94 physical fitness test fails, women candidates amounted to 74% of the fails.

8. Police Community Support Officers (PCSO)

8.1. The PCSO recruitment campaign commenced on 23 May 2002 with a recruitment target of 500 officers by 31 March 2003. The first training course started on 2nd September 2002. The next course is on 23 September 2002 and every three weeks thereafter. 

8.2. The campaign has very successful and resulted in 4,192 enquiries, of which 1,132 (27%) were VEM and 1,092 (26%) women. 922 applications have been received. 

8.3. The selection process commenced at the Hendon Police Recruitment Selection Centre on 24 June 2002 and 436 applicants attended interviews, of which 328 applicants passed, 21 failed and 87 failed to attend. A further 198 interviews have been arranged for September and October 2002. Detailed information relating to candidate performance during PCSO assessment centres are currently unavailable due to changes in the way candidate records are being maintained. Performance information will be available in the next report. 

8.4. The first intake on 2 September 2002 had 44 staff starting training. Of these 12 (27%) were VEM and 8 (18%) women. These staff have finished their training and started at Westminster Borough on 23 September 2002. The second intake on 23 September comprised of 47 staff due to join, of which 23 (49%) are VEM and 8 (17%) women.

9. C3i recruitment

9.1. Recruitment of Communication Officers and Supervisors is an ongoing campaign. The target for Communication Officers for the MPS by 2005 is forecast at 1,744. The target for 2002/3 is 450 and between 1 April and 30 August 2002, 1,233 applications had been received. Of these, 122 (10.3%) applications have been from women and 73 (6%) have been from VEM.

9.2. Currently 593 applicants are awaiting an interview and 100 have passed an interview and are subject to checks. Since 1 April 2002, 153 have commenced training and been posted to OCU and 65 have been placed on courses from September onwards. 218 candidates have either commenced training or are ready to go on courses.

10. Traffic wardens

10.1. Traffic warden strength as at 31 August 2002 was 632, and the warden recruitment target has been set at 276.

10.2. During the fiscal year, the call centre received 1,607 enquiries. Of these 289 (18%) were female and 529 (33%) VEM. To date, 683 applications have been received of which approximately 144 (26%) were VEM and 143 (21%) women. In August, 207 applicants were interviewed. Of these 104 passed the interview. 39 (19%) females and 49 (24%) VEM, and 26 traffic wardens have joined and a further 37 have been offered employment during September and October. 

11. Metropolitan Special Constables (MSC)

11.1 The strength at 31 August 2002 was 671. During the current fiscal year, the call centre has received approximately 680 enquiries and 103 applications have been received. Since April 2002, 76 applicants have attended interviews and 57 passed. A further 49 applicants, including 16 VEM, are due to be interviewed during September 2002. 57 officers have joined during the fiscal year.

12. Senior civil staff recruitment 

12.1. The Central Civil Staff recruitment team has received approximately 676 applications for the ongoing 45 campaigns.

13. General civil staff

13.1. The civil staff strength as at 31 August 2002 is 10,539. Of these, VEM represent approximately 18.86% and women 60% of the civil staff strength. Since April 2002, 316 new members of civil staff have been recruited, of which 50 (15%) were VEM and 185 (57%) women.

14. Advertising 

14.1. Regular police advertising has been continuous and a new theme has been used from mid-July 2002. Currently, the call centre through the “MediaCom message-pad” an external call centre receives all regular police enquiries. It is anticipated that this process will facilitate media tracking and allow for a quantitative analysis of the effectiveness of advertising media.

14.2. The generic approach for the recruitment of transferees has been changed to campaign specific advertising. Currently, specific campaigns have been agreed for vacancies within Serious Crime Group, North East Area and Hendon Trainers, and cover vacancies from PC to Inspector. Further campaigns are being planned for vacancies within London City Airport, Territorial Support Group, Anti-Corruption and Firearms officers.

14.3. A new website dedicated towards the recruitment of transferees is being developed and will be available from October 2002. It is anticipated that this site will be used to advertise vacancies.

14.4. Focus groups using recruits at Hendon are being conducted to ascertain the effectiveness of advertising, candidate motivation and aspects of the recruitment process such as processing times and customer service. The findings will be incorporated into future marketing and advertising activity.

14.5. The procurement exercise for the interactive services contract (ISC) is progressing with 6 companies invited to tender. The ISC will allow the MPS to fully maximize the recruiting benefits of the Internet. A commercial and technical evaluation will take place on 23 September 2002. Short-listed companies will be invited to give a presentation on 2 October 2002. The contract will be awarded before Christmas 2002.

15. Positive action recruitment

15.1. During July and August 2002, the Positive Action Team (PAT) has attended 11 recruitment events across London and South East. The events were very popular and the team discussed MPS career opportunities with 8,750 jobseekers. Of these enquirers, 584 expressions of interest have been received to date; 391 for police and 193 for civil staff vacancies. A further 54 events have been arranged for the current financial year. The PAT support programme has been equally popular amongst potential recruits with 238 joining the scheme. This is a 72% increase when compared to the same period last year when only 138 applicants registered on the scheme.

Annex A

Table 1 - Workforce strength

Table 2 - Police leavers 2002

Table 3 - Police recruitment

Note
The intakes in bold are forecast.

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