Complaints, investigations and misconduct in policing - recommendations: progress report - December 2022

Theme 7: Training and HR

In contrast to the previous theme, all recommendations under this theme can be implemented without the need to make legislation. Good progress has been made by partners, with the majority of recommendations now signed off as completed. Further details on the status of each recommendation is given below.

Police Scotland People and Development

Police Scotland has continued to make significant progress towards implementation of Recommendation 11 with the report on the rank ratio work completed. This work is now subject to a separate action plan with agreed ownership and is being monitored via a Short Life Working Group chaired by ACC Local Policing East. A review cycle is also in place for monitoring progress, with interim updates required for November and January.

In addition to the rank ratios work, there are two further actions that will support the full implementation of this recommendation once complete. The first is to undertake a training needs analysis of core line manager skills for both newly and recently promoted Sergeants and consider a refresh of such for officers already in the rank. The second is that the Local Policing Service Delivery Review Team are to undertake a more detailed review of workload, role profile and skills of the frontline Sergeant.

An update is to be provided to the Senior Leadership Board in February where it is expected that recommendation 11 will be complete and can be discharged at that point. In the meantime this recommendation remains ongoing.

Preliminary Report Recommendation 3 asks that Police Scotland considers employing more non‑police officer support staff in Professional Standards Department (PSD). A review of the PSD workforce was carried out in May 2022 and found to be reflective of an efficient and effective department. However, the PSD strategic workforce plan 2020-23 recognises that the future model of PSD will require to take cognisance of this recommendation.

A new complaint handling model has now been implemented with more officers at constable and sergeant rank appointed and has dedicated, experienced staff to progress all complaints. Police Scotland has also established an Operational Priorities, Capacities and Resilience group (OPCR) and Resource Prioritisation Group (RPG). This will ensure that the allocation of resources is managed appropriately and that no area is disproportionately impacted due to the significant change in resources and experience over the last few months, and anticipated in the coming 12 months. Recommendation 3 is, therefore, now fully implemented.

PIRC Recruitment

Preliminary Report Recommendation 24 relates to the retirement of former police officers and adapting the PIRC policy in order to replace them with non-police officers.

PIRC has actively ensured that recruitment practices are focused heavily on assessing the skills the business requires at the point of a vacancy being created. Work has now been embedded to develop the PIRC Skills Matrix, which generates the production of specific skills profiles for each role in the organisation. This is used not only to develop current staff, but forms the basis of advertisements for recruitment campaigns. Again the focus is firmly on the skills as opposed to the employment history of candidates. As a result of the activity that has been ongoing and now embedded in terms of the staff composition within PIRC, the percentage of staff who were former police officers is currently 44% of all staff. Preliminary Recommendation 24 is, therefore, now fully implemented.

PIRC Training

Recommendation 63 relates to PIRC complaint handling review officers and trainee investigators shadowing police officers at peak times. PIRC has now integrated shadowing as part of its induction and on-boarding process ensuring that new recruits are briefed about the process that enables shadowing opportunities. However, until Police Scotland has capacity and, importantly, the threat of COVID has subsided to allow third parties into custody facilities, it will not be possible to put this into practice. Nevertheless, there is a commitment from all parties to deliver this opportunity when it is safe and practical to do so. Recommendation 63 is, therefore, now fully implemented.

SPA Training

Preliminary Report Recommendation 17 proposes that training for complaints and conduct officers in SPA should be consolidated to ensure up‑to‑date knowledge of complaint handling best practice. In response to this recommendation, a comprehensive programme of training and development has been implemented with the team completing the following courses:

• Queen Margaret’s University Professional Award and Professional Certificate course in Complaints and Ombudsman Techniques;
• the SPSO Complaints Investigation Skills training course to enhance complaints investigations skills in line with the SPSO Model Complaints Handling Procedures, as well as a British Standards Institute Auditing Techniques and Approaches training course; and
• a benchmarking review of Complaints Handling Procedures against Scottish and international best practice, and engaged with counterparts in Republic of Ireland to identify learning opportunities.

Finally, to further enhance the skills within the team, a secondment arrangement has been agreed with PSD to support continuous improvement and shared learning. Preliminary Report Recommendation 17 is, therefore, now fully implemented.

Further updates

Details on progress against all recommendations under this theme are set out in the table below:

Progress Overview for the period 1 April to 30 September 2022

Recommendations

11 Police Scotland to consider front line sergeant workload and supervisory ratio of sergeants to constables.

Lead

Police Scotland

Current Position

In progress

The rank ratio review is complete. Work stemming from that is now subject to a separate action plan with agreed ownership and progress monitored via a Short Life Working Group chaired by ACC Local Policing East.

A review cycle is in place, with interim updates required for November and January. An update is to be provided to the Senior Leadership Board in February 2022.

Recommendations

63 PIRC staff to work shadow police officers at peak times to understand context.

Lead

PIRC

Current Position

Completed

PIRC has now integrated shadowing as part of its induction and on-boarding process ensuring that new recruits are briefed about the process that enables shadowing opportunities. However, until Police Scotland has capacity and, importantly, the threat of COVID has subsided to allow third parties into custody facilities, it will not be possible to put this into practice. Nevertheless, there is a commitment from all parties to deliver this opportunity when it is safe and practical to do so.

Recommendations

PR3 Police Scotland to consider for employing more non‑police officer support staff in PSD. This is an option that Police Scotland may wish to ask HMICS to review.

Lead

Police Scotland

Current Position

Completed

A new complaint handling model has now been implemented within PSD with more officers at constable and sergeant rank appointed and has dedicated, experienced staff to progress all complaints. Police Scotland has also established an Operational Priorities, Capacities and Resilience group (OPCR) and Resource Prioritisation Group (RPG). This will ensure that the allocation of resources is managed appropriately and that no area is disproportionately impacted due to the significant change in resources and experience over the last few months, and anticipated in the coming 12 months.

Recommendations

PR17 Training for complaints and conduct officers in SPA to be consolidated to ensure up‑to‑date knowledge of complaint handling best practice.

Lead

SPA

Current Position

Completed

SPA has implemented a comprehensive programme of training and development has been implemented for the complaints handling team. To further enhance the skills within the team, a secondment arrangement has been agreed with PSD to support continuous improvement and shared learning.

Recommendations

PR24 Following retirement of former police officers PIRC policy should be to replace them with non-police officers.

Lead

PIRC

Current Position

Completed

PIRC has actively ensured that recruitment practices are focused heavily on assessing the skills the business requires at the point of a vacancy being created. Work has now been embedded to develop the PIRC Skills Matrix, which generates the production of specific skills profiles for each role in the organisation. As a result, the percentage of staff who were former police officers is currently 44% of all PIRC staff.

The following is a list of recommendations within this theme which have already been signed off by the Ministerial Group as completed:

Signed off by Ministerial Group as completed and reported in the 23 June 2022 Thematic Progress Report

Recommendation

14 Police Scotland Executive team should consider in depth and review the criteria and competencies that it uses to assess police officers' readiness for promotion.

Lead: Police Scotland

Recommendation

67 Police Scotland to provide training on engaging with individuals displaying mental ill-health symptoms or related behaviours.

Lead: Police Scotland

Signed off by Ministerial Group as completed and reported in the 16 December 2021 Thematic Progress Report

Recommendation

6 All officers and support staff in Police Scotland's Professional Standards Department (PSD) to receive comprehensive induction training and regular refresher development.

Lead: Police Scotland

Recommendation

62 Police Scotland to appoint a PSD training officer to liaise with the SPSO, the PIRC and the SPA on joint training, best practice.

Lead: Police Scotland

Recommendation

64 PIRC in house training on law of evidence.

Lead: PIRC

Recommendation

65 PIRC and Police Scotland to develop training and development opportunities to embed learning from thematic analysis of complaints.

Lead: PIRC/Police Scotland

Signed off by Ministerial Group as completed and reported in the 24 June 2021 Thematic Progress Report

Recommendation

PR2 Police Scotland to review service‑wide capability of line managers, including the adequacy of training and support mechanisms.

Lead: Police Scotland

Recommendation

PR4 Police Scotland to ensure that grievance matters are not artificially elevated and dealt with as conduct matters.

Lead: Police Scotland

Recommendation

PR9 Police Scotland to raise awareness of internal systems for mediation and grievance.

Lead: Police Scotland

Recommendation

PR10 Police Scotland to provide officers in frontline resolution with training in mediation and customer handling.

Lead: Police Scotland