CIPD Foundation In Human Resource Practice Level 3 Part 1 Assignment 2

Topics: Human resource management, Human resources, Data Protection Act 1998 Pages: 7 (1954 words) Published: May 14, 2015

Name: Miss Alison McClory

Centre Name: North East Scotland College

Student Number: 20129777

CIPD Membership Number: 42598459

Qualification Title: Foundation Human Resource Practice
Unit Title: Understanding Organisations and the role of HR
Unit Code: 3HRC
Assignment number: 40652/02

Candidate declaration:
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I have read the assessment regulations and understand that if I am found to have ‘copied’ from published work without acknowledgement, or from other candidate’s work, this may be regarded as plagiarism which is an offence against the assessment regulations and leads to failure in the relevant unit and formal disciplinary action.

I agree to this work being subjected to scrutiny by textual analysis software if required.

I understand that my work may be used for future academic/quality assurance purposes in accordance with the provisions of the Data Protection Act 1998.

I understand that the work/evidence submitted for assessment may not be returned to me and that I have retained a copy for my records.

I understand that until such time as the assessment grade has been ratified by internal and external quality assurance verifiers it is not final.

Name: Miss Alison McClory

Submission date: 21/02/2015

Word count: total: 1362 Words

Assignment 2– 40652 /02

Task 1

Q1) why the organisation keeps records
This organisation like all others has a legal responsibility to ensure accurate employee records are kept and maintained for a variety of reasons. As identified by Martin & Jackson (2008) there are six reason why keeping accurate records are important such as: To Satisfy Legal Requirements.

The employer is subject to various regulations and acts (such as The Working Times Regulations 1998 & The National Minimum Wage Act 1998) and must ensure compliance with the regulations by ensuring employee records are maintained accurately in the event that they need to be presented for inspection at any time such as in the event of an audit made internally or externally or in the event that an employee makes a claim against the company for any reason. Documentation would need to be provided in full in these circumstances and evidence provided of dates, correspondence order to protect themselves. As stated by ACAS:

“Personnel records are necessary for the formulation and implantation of employee policies and procedures for recruitment, training, promotion dismissal etc.” (WWW.ACAS.ORG.UK,2015)

To keep Contact Details of an Employee
The Employer must be able to contact the employee whilst they are in employment and afterwards to send documentation and correspondence such as letters and a P45, as this employer uses high volumes of temporary workers it is also very important they have accurate contact details to contact them ( i.e. if they do not show up for work). Due to the seasonal work involved it is important for this employer to keep accurate contact details as they may want to contact them in the future for additional temporary work. The employer also needs to ensure up to date next of kin details are correct and that they are updated if needed in the event of an address change.

Q2) Data Collection & Support to HR & L&D Practices
This employer may want to collect data and information on employees with regards to working times and attendance as well as information gained from induction and staff attitude surveys. The information gathered will enable them to make decisions going forward and enable the employer to plan ahead for recruitment and staffing issues and timeframes taking into account costing and additional training etc. that may be required for the current workforce. An example of how this can assist the HR & L&D departments is as follows: By using the information gained on staff working times and attendance HR &L&D are able to...
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