Recognition and Collective Bargaining Agreement between ASDA Stores Ltd and USDAW: Existing and New Stores (Excluding Living Stores) in Northern Ireland - October 2010

Introduction

In this Agreement ASDA means ASDA Stores Limited and USDAW means Union of Shop, Distributive and Allied Workers.

Under this Agreement

• ASDA recognises USDAW for collective bargaining on pay related terms and conditions

of employment (excluding pensions and other non-negotiable benefits such as bonus and colleague discount in respect of all hourly paid colleagues employed by ASDA in existing ASDA stores in Northern Ireland.

• In the event that ASDA opens any additional stores in Northern Ireland. ASDA will recognise USDAW for collective bargaining on pay related terms and conditions of employment (excluding pensions and other non-negotiable benefits such as bonus and colleague discount) in respect of all hourly paid colleagues employed by ASDA in those additional stores.

This Agreement does not cover colleagues employed by Asda in existing or any new Living stores in Northern Ireland.

The relationship between ASDA and USDAW is based on clear and shared values of mutual trust and respect and promotes open and honest ways of working together

ASDA Philosophy

To ensure that ASDA have a constructive relationship with colleagues and a management approach which enables us to maximise the full potential of colleagues, so that the colleagues inevitably share in the success of the business.

USDAW Philosophy

To work in partnership with employers to achieve constructive and beneficial arrangements that will improve the quality of working life for their members, in a spirit of mutual trust and respect.

Aim of the Agreement

To ensure a coherent approach to the further development of the partnership way of working between Asda and USDAW, in doing so ensuring that both parties share a common understanding and commitment to work jointly for the prosperity of ASDA and its colleagues. Productivity, flexibility, quality and cost are of paramount importance to the success of the business.

The key task on which any Agreement needs to focus is 'the way in which people are managed', to ensure that we deliver our commitment to the highest levels of productivity, customer service and competitiveness. This will involve new technology and methods of working, with strong team orientation and individual responsibility and flexibility to change as appropriate. ASDA commits to early consultation with USDAW on issues affecting colleagues (See “Scope of the Agreement" below).

It is accepted by both parties that there is a need to respond flexibly to changes in demand for Asda's products and to avoid any action that interrupts the continuity of service to our customers and employment. Supporting the implementation of the most efficient methods of working, and changes to how work is done, is a key part of this agreement whilst also recognising the joint aims of work life balance, recognition of family life and social participation.

This continues to be underpinned by both parties values.

ASDA

• We Care for our Customers, Every Day

• We Care for our Colleagues, Every Day

• We Strive to be the best we can be. Every Day

USDAW

To recruit, organise and represent workers within the ASDA business for the purpose of securing the best possible terms and conditions and providing support and protection at work.

Within the agreement, which is not legally binding, ASDA recognises USDAW as the sole representative union in Northern Ireland stores (excluding Living stores') ASDA acknowledges the Union’s right to represent colleagues who are USDAW members along the lines set out in the agreement, the main purpose of which is to help meet the joint aims of improving performance, communication and engagement of all colleagues.

The agreement will commence on the date both parties have signed this document and will continue until determined by 13 weeks' written notice, outlining reasons, by either ASDA or USDAW On receipt of this notice a joint meeting of the signatories to the agreement should be convened with an aim to reach an amicable resolution and maintain the commitment to it. This Agreement supersedes the recognition and procedure agreement dated February 2000

Both ASDA and USDAW are fully committed to continuously improving the Agreement and to anticipating and resolving any differences in a way that contributes to its success In this spirit, the Agreement will be reviewed jointly to ensure that it is achieving the shared values and aspirations. This review will be carried out jointly by the USDAW Area Organiser and the ASDA Retail People Manager on an annual basis Any changes would have to be jointly agreed by the USDAW Divisional Officer and the ASDA Industrial Relations Department

Scope of the Agreement

The Agreement will be concerned with establishing and improving

Good people management

■ Skills development - a commitment to equip colleagues within the scope of this Agreement with the basic skills and where appropriate a greater depth of skills in order to enhance job security

•New policies and policy changes as appropriate Asda will take into consideration the views of USDAW on behalf of the membership in terms of policy changes and its implementation Such consultation will take place ahead of its implementation.

Negotiation

This Agreement makes provision for collective bargaining between ASDA and USDAW on pay related terms and conditions of employment (excluding pensions and other non- negotiable benefits such as bonus and colleague discount) and the procedure for negotiations can be found at Appendix 5.

The ASDA way of working

ASDA commits to looking after all colleagues interests and the creation of an environment based on positive work outcomes for work performance and will be based on the following key elements.

• Sharing of information, ideas and proposals on diversity in the workplace, pensions and family-friendly practices

• Improving health & safety at work for all colleagues

Both ASDA and USDAW are committed to ensuring that the facilities for Shop Stewards, including paid and unpaid time off for training and trade union duties, are appropriate to requirements. The agreed arrangements and facilities for Shop Stewards are set out in the Appendices. ASDA and USDAW will review the facilities for Shop Stewards on an annual basis and agree any proposed changes to these facilities

Colleague’s Right to Representation

ASDA recognises that colleagues have the right to collective and individual representation.

Colleagues have a right to join USDAW as the recognised union in ASDA stores in Northern Ireland. ASDA has a philosophy of open participation and this will inevitably lead to a mixed environment of union and non-union colleagues working alongside each other. Colleagues will have the right to be represented by a Colleague Representative or a recognised Shop Steward at the Stores within the scope of this Agreement.

Union Membership

ASDA will provide a check-off service to collect union fees through the payroll for USDAW Check off data is the sole accepted method of verifying membership figures. Membership information will be reported to USDAW on a 4 weekly basis.

ASDA will provide a check-off service to collect union fees through the payroll for USDAW. USDAW will pay a sum of 5% for that service.

Shop Stewards will be allowed reasonable time away from their work to discuss union membership with new starters after their induction. See Appendix 3 for more information.

Consultation and Information Exchange

ASDA will continue to communicate and consult directly with colleagues and to listen to their views, opinions and suggestions ASDA will also consult with the recognised Colleague Representatives and Shop Stewards through the Colleague Circle, on matters of mutual interest, changes in working practises or new technology, and where legally required This committee will meet on a periodic basis On occasions when it is appropriate to brief the Shop Steward individually, this should be carried out before the Colleague Circle is briefed

Regular meetings will take place between the USDAW Area Organiser and ASDA's Retail People Manager.

Security of Employment

ASDA and USDAW recognise that in this competitive and dynamic environment it may not be possible to maintain job and employment security at all times despite the commitments and measures to bring about an environment of employment security.

Both ASDA and USDAW are committed to minimising the risk of redundancy and will work towards the creation of a successful business to ensure ongoing employment.

We recognise that security of employment is of prime importance to all our colleagues Where circumstances arise which could result in the redeployment or redundancy of colleagues, consultation will take place at the earliest opportunity.

We will try to avoid redundancies by examining other options such as: retraining of colleagues affected by redundancy, the possibility of transfer to other work or another store, restrictions on overtime and recruitment, reallocation of hours of work across the store to provide the best solution for all concerned

In the unfortunate event that we have to make a selection for redundancy, we will take into account colleague skills, relevant experience, qualifications and assessment of their ability to meet future demands. In the event of taking the above into account where colleagues are equal we would take attendance and disciplinary records into account

Colleagues for whom no suitable work is available in the company will be given time off to look for alternative employment Such time off will be granted with pay and will not be unreasonably withheld

Grievance and Disciplinary Procedures

Where a grievance or disciplinary issue arises, the appropriate disciplinary and grievance procedure will be followed. The procedure is contained in the Colleague Disciplinary and Grievance Booklet

Health & Safety

Our Colleague Circles function as Safety Committees. Shop Stewards will be a member of the Colleague Circle in their capacity as a Health and Safety Representatives and Health and Safety will always be the first agenda item for discussion at the Colleague Circle meetings.

Any disputes regarding this agreement should be resolved locally, where possible, by reference to the grievance procedure.

Signed for ASDA

- Charlotte Elliott

Regional People Manager (Nl)

- Julie Mitchell-Ninnis

Divisional People Manager

Signed for USDAW

- Michaela Lafferty

Area Organiser - Northern Ireland

- Mike Aylward

Divisional Officer

Date: October 2010

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Appendix 1: Criteria for Representatives.

Election Process. De-recognition and Disciplinary processes

Shop Stewards

• All stores will be able to recognise 3 shop stewards in each site, with the exception of Strabane and Enniskillen who will be able to recognise 4 shop stewards.

• Shop Stewards will also carry out the duties and activities in relation to Health and Safety Matters as part of their role.

Union

• All stores will be able to recognise 3 ULR’s in each site (2 day and 1 night) with the exception of Strabane and Enniskillen who will be able to recognise 4 (2 day and 2 night).

Shop Steward Election and Accreditation

Electing New Stewards

• Membership information is verified centrally

• Requests for Shop Steward election will thus only be considered if this verification process has been followed and completed.

• No additional Shop Stewards will be appointed without prior discussion and the agreement of the ASDA Retail People Manager and will be dependant upon the agreed level of membership being met

• Shop Stewards will be elected in accordance with the rules of the Union Prior to the election the USDAW Area Organiser will write to their members in the relevant store to advise them of the forth coming Election Campaign.

• The store should be sent a poster from the USDAW Regional Office detailing information on the role of the Shop Steward, a section for nomination and include information on who to contact to find out more.

• Interested colleagues must then be nominated and seconded for the role from USDAW members in that store.

• If there is more than one nomination a ballot will be organised

• The ballot must take place in store - the store will provide appropriate facilities to enable this.

The People Service Manager and an USDAW member (not an election candidate) will be responsible for ensuring the integrity of the ballot process

If there is only one nomination for the role, subject to the colleague’s suitability and credentials being issued, there will be no requirement for a ballot to take place. In this instance the USDAW Area Organiser would contact the ASDA Retail People Manager to discuss

The Shop Stewards/Health and Safety Representatives will be recognised for 3 years after which all Shop Steward/Health and Safety Representatives will be subject to re-election.

Elections would normally be held in August each year with the term of office beginning as of the 1st October in that year.

Bi-Elections

In the event that a Shop Steward/Health and Safety Representative resigns or leaves ASDA's employment and if the store meets the requirement to replace them, then a bi-election will be called. If they leave within three months of the planned election a bi-election will not be held.

Where a Bi-election is called the criteria above for electing a new Shop Steward will be used.

Although this is an USDAW process the support of the People Service Manager in the election process and the role of the representative is important.

Shop Stewards

•ASDA/USDAW Shop Steward Meetings - Shop Steward meetings to be held monthly with the USDAW Area Organiser to discuss any planned operational changes, policy changes, colleague issues etc 1 Shop Steward from each store will be permitted

to attend.

•A.D.M.' (Annual Delegate Meeting) - 3 Shop Stewards would be elected to attend the USDAW annual conference. Where a request is made to the ASDA Retail People by the USDAW Regional Organiser for Shop Stewards in excess of 3 to attend, if agreed this leave to attend would be unpaid.

•Shop Steward Communication Meetings - The lead Shop Steward from each store will be permitted 1 hour to meet with the other stewards in the site to cascade any information from the stewards meeting. From time to time the People Service Manager or General Store Manager may be invited to the meeting with agreement from the USDAW Area Organiser and Asda Retail People Manager

Joint communication will also be sent bi monthly into stores by way of a news letter and notice board poster to update members on key actions from the meeting.

•Divisional Council' - Any request to attend the Divisional Council meeting by 1 elected Divisional Counsellor either monthly or quarterly would be agreed by the ASDA Retail People Manager and USDAW Area Organiser

•USDAW will pick up the expenses for hotel accommodation and other travel expenses

Senior Shop Stewards - Joint Regional Committee Members

•National ASDA/USDAW Joint Regional Committee Meetings - Joint ASDA/USDAW meetings to be held quarterly with Asda Retail People Manager.

Asda representatives, USDAW Area Organiser and 3 USDAW representatives to consult and discuss any planned operational changes, policy changes, colleague issues etc.

Electing Shop Stewards to the ASDA/USDAW Joint Negotiating Committee

•Shop Stewards from each of the stores will elect 3 Shop Stewards (from the Northern Ireland Region) to sit on the ASDA/USDAW Retail Joint Negotiating Committee for Northern Ireland

•The Shop Stewards will be elected in accordance with the rules of the Union

•If for any reason one of the 3 elected shop stewards is absent during their 3 year recognition period, no additional Shop Stewards will be appointed without prior discussion and the agreement of the ASDA Retail People Manager

•if an elected Shop Steward resigns or leaves ASDA's employment a new Shop Steward would be elected in accordance with the above

Dealing with Unsuitable Nominations

If the General Store Manager People service Manager consider the nominated colleague

to be unsuitable to take up the role of Shop steward Health and safety Representative

the following steps must bo taken

•Raise it with the Retail People Manager.

•The Retail People Manager will meet with the USDAW Area Organiser to discuss the matter.

•If it is still unresolved the matter will be referred to the USDAW Joint Negotiating Committee The USDAW Area Organiser will contact the USDAW Divisional Officer and the ASDA Retail People Manager will contact the ASDA Industrial Relations Team. If there is a need for personal representations to be made to the committee, then it will be mutually agreed by the Divisional Officer and the Industrial Relations Team who will attend. In the event that the committee is unable to agree, the company reserve the right to decide whether a nominated colleague should be recognised as

a shop steward.

The Company must be able to offer reasonable evidence to support any view that the colleague is unsuitable. This evidence will be based on either the personal qualities and abilities, or the basic criteria for a Shop Steward/Health and Safety Representative

Derecognising a Shop Steward/Health and Safety Representative

From time to time there may be the requirement to review the ongoing recognition of a Shop Steward, although it is believed that this would only be in very rare circumstances.

The reason for this may include the following

•The Shop Steward/Health and Safety Representative being issued with a disciplinary warning for reasons that would damage his/her credibility in the role - e g. serious misconduct

•The Shop Steward/Health and Safety Representative continuously working against

and outside the spirit of the Agreement - e.g. creating conflict situations rather than working collaboratively with managers and colleagues to find mutually acceptable solutions to issues.

•The Shop Steward/Health and Safety Representative continuously fails to demonstrate ASDA/USDAW values.

•Loss of confidence in the Shop Steward from the store membership - this matter would normally be raised through the USDAW Area Organiser

•The procedure to follow to derecognise a Shop Steward would be the same as that detailed for unsuitable colleagues being nominated as Shop Stewards.

Issuing Credentials

When a new Shop Steward/Health and Safety Representative has been elected the procedure for assuming their credentials will be as follows:-

•The USDAW Area Organiser will write to the ASDA Retail People Manager confirming the outcome of the election and seek credentials.

•The ASDA Retail People Manager will respond in writing, granting credentials subject to the election process outlined in this agreement. The letter will be copied to the General Store Manager, Industrial Relations Department and the colleague.

Disciplinary Action with Shop Stewards

If a Shop Steward is asked to attend a disciplinary hearing they will continue to have the right to be represented by the USDAW Area Organiser. Asda should contact the Area organiser through the USDAW office as soon as is reasonably possible in the event of any disciplinary investigation with a Shop Steward.

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Appendix 2: Qualities and Attributes of an USDAW Representative

Specification for an USDAW Representative Personal Qualities and Abilities

An USDAW Representative should

•Be able to resolve matters informally before they become discipline and grievance problems

•Be comfortable challenging other people's points of view - managers and colleagues alike

•Be able to challenge in a constructive way.

•Be organised.

•Be able to approach investigations and problems in a methodical way.

•Be a good listener

•Be able to build relationships with managers and colleagues alike.

•Be able to take an unbiased approach, being objective and balanced.

•Be personally confident and a good communicator.

•Be able to give and receive constructive feedback.

•Be honest and work with integrity

•Be able to maintain confidentiality

•Be able to understand the needs and benefits of looking after a sustainable business.

•Be willing to learn, develop and review themselves.

•Be able to understand and live the ASDA/USDAW values.

•Be able to represent the interests and views of colleagues accurately and reliably.

•Have a general interest in Trade Unions.

Basic Criteria

An USDAW Representative should

•Be an existing colleague with not less than 12 months service.

•Be flexible - can come back into work outside of working hours if required.

•Have a 'clean' disciplinary record.

•Demonstrate the USDAW values.1

•Demonstrate the ASDA Way of Working.

•Have the potential to or already be demonstrating the essential personal qualities and abilities of an USDAW representative.

Role of the Shop Steward is:

The Shop Steward role will be to represent colleagues and to communicate concerns

expressed by their colleagues/members in the store A Steward may be required to

represent colleagues in other stores local to their own.

•To help members to solve their own problems by providing counselling and support.

•To act as the conscience for the manager - helping to nip things in the bud before they become issues.

•To work with managers and colleagues to jointly facilitate solutions and resolve problems.

•To act as the members representative in consultation matters and in disciplinary and grievance hearings.

•To help colleagues prepare for any disciplinary or grievance hearings.

•To recruit new members for USDAW both new and existing colleagues.

•To carry out any statutory duties - e.g. health and safety.

•To participate in the Colleague Circle activity in improving ASDA as a place to work

•To work with the managers and colleagues to help integrate new policies and procedures.

Role of the Health and Safety Representative is:

•To participate in the Colleague Circle activity in improving ASDA as a place to work.

•To investigate potential hazards, complaints by colleagues, dangerous occurrences or accidents.

•To complete formal inspections with the People Service Manager every 3 months.

•To work with managers and colleagues to jointly facilitate solutions and resolve problems.

Role on Learning Matters is:

•To promote the value of learning or training

•To provide information and advice about learning or training that is available at local college's etc.

•To analyse learning and training needs that are not job specific.

•To assist members to access training opportunities that are available locally.

•USDAW Divisional Meetings - Three USDAW Divisional meetings per annum attended by the 3 USDAW Joint Regional Committee representatives.

• USDAW will pick up the expenses for hotel accommodation and other travel expenses

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Appendix 3 Training, Time off.

Meetings and Representative Facilities Training

New Shop Stewards

•3 Days initial training

•2 Days follow up training (the second of these 2 days will be jointly run by ASDA and USDAW and emphasise the ASDA way of working

When a Shop Steward has been in role for 12 months, ASDA will authorise paid release for

•3 days - advanced training course

•2 days - advanced course

This advanced training will take place within a 12 month period.

Any deviation from the 12 month timescale would be determined by agreement between the ASDA Retail People Manager and the USDAW Area Organiser.

In addition on appointment ASDA will authorise up to 2 hours off with pay to enable the USDAW Area Organiser to give the new Shop Steward an in store induction to the role.

Experienced Stewards

Having gained suitable experience ASDA also understands that there may be a need to update Shop Stewards, carry out refresher training or indeed meet individual needs. Recognising these needs. ASDA will authorise up to 2 days off with pay per year for training purposes Where this training falls over a weekend, Asda will ensure that Shop Stewards only work 5 days inclusive of this weekend.

ASDA also recognise that USDAW may request unpaid release for elected members to attend other training courses run by the union.

These being

• ICTU Courses

•Summer School

•Federation Schools

•Branch Officer Courses

•Pre Academy Training and Assessment Centres

Requests to be released from work to attend such events will be made in writing from the USDAW Area Organiser to the ASDA Retail People Manager. ASDA reserves the right to deny the request if it is believed that the granting of such time off will interfere with business requirements, or that the subject matter Is not relevant

Training Content

The objective and content of the training will be relevant to the duties that Shop Stewards are expected to carry out ASDA and USDAW agree however that the following topics will be included.

•USDAW Basic Shop Steward Course (See above)

•USDAW Advanced Shop Steward course (See above)

•Representation skills

•ASDA policies and procedures

•Refresher training for their role as Shop Steward/Health and Safety representative

•Health and Safety

Meetings & Conferences

The following meetings and conferences are the accepted list, although this will be reviewed from time to time It it is essential for the Steward to travel during their normal work time in order for them to reach their meeting/conference destination in time, then payment for travelling time will be considered

•Agreed consultation and report back meetings with members

•Interviews with and on behalf of members, including reasonable preparation time eg in disciplinary, grievance, investigatory matters

•Listening groups

•Employment Tribunals as a witness

•A twice yearly 2 day conference in Q1 and Q3. The first day will be to jointly cascade the messages at the year beginning and Christmas conferences The second clay will be for up-skilling the steward population and communicating key priorities for the ASDA and USDAW relationship For the joint meeting only, the cost of travel and accommodation will be split equally between ASDA and USDAW.

Time Off for Attending Meetings/Conferences

When Shop Stewards are granted time off to attend training or to attend meetings/conferences they will receive their normal contractual pay Records will be maintained by the People Service Manager Requests to be released from work to attend such events will be made in writing from the USDAW Area Organiser to the Retail People Manager. ASDA reserves the right to deny the request if it is believed that the granting of such time off will interfere with business requirements, or that the subject matter is not relevant.

If a Shop Steward is asked to represent a colleague in a neighbouring store in an investigatory interview or a disciplinary and grievance hearing, then they will be paid their travelling expenses in accordance with the company travel and expense policy This should be agreed with the General Store Manager or People Service Manager in advance.

Shop Stewards

•ASDA/USDAW Shop Steward Meetings - Shop Steward meetings to be held monthly with the USDAW Area Organiser to discuss any planned operational changes, policy changes, colleague issues etc 1 Shop Steward from each store will be permitted

to attend.

•A.D.M.' (Annual Delegate Meeting) - 3 Shop Stewards would be elected to attend the USDAW annual conference. Where a request is made to the ASDA Retail People by the USDAW Regional Organiser for Shop Stewards in excess of 3 to attend, if agreed this leave to attend would be unpaid.

•Shop Steward Communication Meetings - The lead Shop Steward from each store will be permitted 1 hour to meet with the other stewards in the site to cascade any information from the stewards meeting. From time to time the People Service Manager or General Store Manager may be invited to the meeting with agreement from the USDAW Area Organiser and Asda Retail People Manager

Joint communication will also be sent bi monthly into stores by way of a news letter and notice board poster to update members on key actions from the meeting.

•Divisional Council' - Any request to attend the Divisional Council meeting by 1 elected Divisional Counsellor either monthly or quarterly would be agreed by the ASDA Retail People Manager and USDAW Area Organiser

•USDAW will pick up the expenses for hotel accommodation and other travel expenses

Senior Shop Stewards - Joint Regional Committee Members

•National ASDA/USDAW Joint Regional Committee Meetings - Joint ASDA/USDAW meetings to be held quarterly with Asda Retail People Manager. Asda representatives, USDAW Area Organiser and 3 USDAW representatives to consult and discuss any planned operational changes, policy changes, colleague issues etc.

Unpaid Release

We accept that there may be a request for time off to participate in other USDAW

bodies/committees or meetings Requests will be considered, but time off will be without

pay Requests to be released from work to attend such events will be made in writing from

the USDAW Area Organiser to the ASDA Retail People Manager

■These parties committees or meetings would include.

• Equalities Committee

• Divisional Conference

•ICTU Annual Delegates Meeting - 2 Senior Shop Stewards would be elected to attend this annual meeting.

•ICTU Committees - 2 Senior Shop Stewards would be elected to attend the ICTU committee meetings.

•USDAW Oscars - any Shop Steward that is nominated for an USDAW award may attend.

Notice Boards

All stores will have an USDAW specified notice board. The notice board will be placed in an area where it will be seen and accessed by all colleagues.

A copy of all USDAW's literature and pamphlets will have already been sent to and agreed by the ASDA Retail People Manager for display on the notice boards.

• Only agreed USDAW literature can be displayed on the USDAW notice board

Shop Stewards may display local information on the USDAW notice board e.g information re a store meeting etc only after agreement with the store People Service Manager

Access to Telephones

USDAW Shop Stewards will be granted access to the use of a telephone when the subject of the call is relating to USDAW business in their own or a local store. This facility will not be unreasonably withheld

Secure Locker

Due to the personal nature of the information and documentation the shop steward should be provided with a secure locker for the storage of information. This facility will not be unreasonably withheld.

Meeting with Colleagues

Where a Shop Steward is representing a colleague they should be given access to a private space to meet with the colleague in order to prepare for a meeting and where necessary and reasonably practicable access to the fax machine and photocopier should be given. This facility would not be unreasonably withheld.

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Appendix 4: Membership Recruitment

ASDA recognises that the recruitment of new members helps sustain USDAW as a

successful organisation able to make an independent contribution to the agreement.

ASDA therefore provides USDAW with facilities to recruit new members and supports

membership of USDAW tor those colleagues who choose to join

Existing stores - New Starter

•The People Service Manager will inform the Shop Steward of inductions in their store. Shop Stewards will be given one weeks notice of induction sessions unless in exceptional circumstances where the induction is called at short notice.

•The People Service Manager and Shop Steward will at their Induction inform new colleagues that ASDA recognises and has an Agreement with USDAW

•The Shop Steward will be present at the induction to introduce themselves to the colleagues and explain their role within the store

•The Shop Steward will give each new colleague an information pack which includes a jointly produced statement and the information to enable them to join USDAW. should they so choose and answer any questions they may have

•At the end of the induction the Shop Steward will be given any completed joining forms which will be processed in the normal way

•If the Shop Steward is unavailable then a Shop Steward from a local ASDA store can attend in their absence

• Where a Shop Steward is unavailable the USDAW Area Organiser can attend in their absence

•The USDAW session will be a minimum of 20 minutes

The Shop Steward will be allowed reasonable time away from their work to discuss union membership with new starters at the end of their induction

Best Welcome Tracking

Each week, People Service Managers are to complete an E-Mail pro-forma for the local USDAW office to establish any planned inductions, how many new colleagues are expected to be attending and if the Shop Steward is available to attend. Where the Shop Steward is unable to attend then as outlined above a local Shop Steward would attend and in the absence of either the USDAW Area Organiser would attend in their absence. The USDAW Area Organiser and Retail People Manager will complete a quarterly review of inductions that have taken place

Existing Stores - Established Colleagues

Established colleagues who choose to join USDAW can do so by contacting their Shop Steward or the USDAW Regional Office

As a member of the Colleague Circle the Shop Steward’s photograph and name can be displayed on the Colleague Circle Board.

New Stores

•When details of new stores are able to be discussed, the Retail People Manager will contact the USDAW Area Organiser to discuss access arrangements.

•Access arrangements will be the same as outlined above under Existing stores - New Starters.

Admin Process for Setting up Membership and Reporting

When a colleague completes a membership request form provided by the People Service Manager or USDAW Shop Steward either at their induction or at any other time they should return it to the People Team in store.

On receipt of the form the People Team should complete the colleagues data on the form e.g. Wal Mart number and enter it on to the People Soft System indicating that the colleague wishes to join USDAW and have their subscriptions taken from their pay. On completion of this the People Team should ensure that one copy is given to the colleague, one copy is put on the colleagues personnel file and that one copy is given back to the USDAW Shop Steward to post to the USDAW Regional Office for their records.

Check off is the sole accepted method of verifying membership figures. Membership information will be reported to USDAW on a 4 weekly basis through the central ASDA Payroll Team

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Appendix 5 Collective Bargaining Process

ASDA will negotiate pay related terms and conditions of employment (excluding pensions and other non-negotiable benefits such as bonus and colleague discount) in respect of all hourly paid colleagues employed by ASDA in existing ASDA stores in Northern Ireland within the scope of this Agreement. Negotiations will be conducted with USDAW through a Joint Negotiating Committee (JNC).

Negotiations will usually take place annually unless otherwise agreed and the JNC will meet at a mutually agreed date and time Sufficient notice of the pay award date should be given to minimise the risk / requirement of delays to the negotiations and disruptions to colleagues pay.

The JNC will consist of

•Area Organiser - USDAW

•Regional Stewards - USDAW

•Retail People Manager - ASDA

•Regional Operations Manager - ASDA (When appropriate)

•Industrial Relations Manager - ASDA

The names of each of the above shall be notified prior to the commencement of the negotiations.

The objective of the JNC shall be to review the pay and pay related benefit terms and conditions of colleagues who are covered by this Agreement (excluding pensions and other non-negotiable benefits as detailed within the scope of the agreement)

Proposed negotiations may be subject to a ballot of USDAW members within the scope of this agreement. ASDA will authorise the necessary facilities for the distribution and uplifting of Ballot Papers which will be processed in the presence of both appropriate Union and Management Representatives

The decision of the committee shall be deemed accepted if a majority of those eligible colleagues voting vote in favour. The majority for these purposes will be 50% +1 of the total votes validly cast.

USDAW will not call for any stoppage of work either of a partial or general nature or any departure from normal working until this procedure has been exhausted

•Pay Negotiations will usually take place in an ASDA store located in Northern Ireland unless otherwise agreed or required.

•The Pay negotiations will always include a business update / presentation that will be delivered by the Regional Operations Manager from ASDA Northern Ireland