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27 AUG 2021
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Most relevant to colleagues in CRCs, Parent and Supply Chain Organisations
What to expect from your transfer letter
Update from 3rd August 2021
A new update about transfer letters and the closure of the transfer letter mailbox is availble HERE.
Update from 6th July 2021
A further update about transfer letters about enquiries submitted to the transfer letter mailbox is available HERE
Update from 24th June 2021
New transfer letter FAQs are now available HERE.
Update from 22nd June 2021
A further update about transfer letters is available HERE for transferring staff who may be experiencing issues with their letter.
Update from 17th June 2021
Transfer letters are being sent out during the week of the 14th June and many of you will have already received your letters. During our payroll preparations we have noticed some small inaccuracies in the staff salary information that has been included in the letters. We are working with current employers to check and amend this data. This means that some of you will have your letter reissued by the end of this week (Friday 18th), or early next week at the latest. If your letter is being re-issued you will receive a cover note with the new letter explaining why you are receiving a second letter.
As part of your transition to the new Probation Service, we will be sending you important information, via email, that will contain information that has been personalised for you. This information is sometimes referred to as your ‘transfer letter’. This email seeks to welcome you to the new Probation Service and outline your key terms and conditions of employment upon transfer (things like your salary, job title, hours of work, location etc).
Please note a detailed version of the terms and conditions that will apply to you upon transfer are outlined in the Final Statement of Measures that will be shared at the end of the formal period of consultation. This final measures statement is what explains the final list of proposes changes to your terms and conditions post transfer.
During the week of the 14th June, you will the following information, in one email:
- A welcome note – the leadership team within the Probation Service are keen to share a personal welcome message with you.
- Confirmation of Transfer to HMPPS (NPS) and information outlining your key terms and conditions of employment upon transfer (job title, hours of work, pay etc).
These emails are likely to come at different times for different people. Please note that a small number of people will receive their letter by hard copy in the post and these may come a few days later than others.
What you need to know about your transfer email
Click the + to read more information about the topics listed below.
Your letter will be sent to your Justice email account
Your transfer letter will come via email week commencing the 14th June and will come at different time for different people.
Your email will be sent to your Justice email account (as everyone will have access to their new technology by this date June) so don’t forget to check this account. The email will be from Jim Barton (Probation Reform Programme) but will come from a central mailbox. In a small number of cases your email may come from your current employer, this will be for any staff who are unable to access their Justice email account.
Everyone will receive transfer information and a welcome note. Whilst the format of the transfer letter will be similar for everyone, the content of the information received will vary. The reasons for the differences are based on; whether or not you are covered by the NA; type of employment contract (regular, sessional, zero hours etc); your current work arrangements (acting up/temporarily promotions, secondments, dual contracts etc). Only CRC staff who are covered by the National Agreement will receive pay assimilation information.
Your transfer email will contain the following topics
Your transfer email may seem brief, this is because it is intended to be a high-level document. The full details of your transferring terms are captured in the final measures statement that we will issue to your employer at the close of the formal consultation period. Your employer will share this with you.
Your email will include information on the following topics:
- Becoming a Civil Servant
- Continuity of employment
- Your job title
- Your pay and hours
- Your leave
- Location and mobility
- Pensions
- Notice period
- Use of Official information
- Behaviour standards and Civil Service code
You may know some of this information already but other elements may be new to you.
You may receive pay assimilation information
If you are covered by the National Agreement then you will also receive details of your pay assimilation outcome and the NPS allowances that you are eligible for. Learn more about the National Agreement and whether it applies to you here.
- The pay assimilation information will cover the following things:
- The pay band of the role you have been aligned to
- Your current basic salary
- Your future NPS basic salary
- The allowances that you are eligible for within your current organization
- The allowances that you will be eligible for within the Probation Service
- An explanation of any pay protection that you will receive
Learn more about pay assimilation and pay protection here.
You should contact us if you think there are errors in your transfer email
When looking through your transfer email, if you think the information in the email is incorrect, please email the mailbox: transferletterqueries@justice.gov.uk clearly stating what is incorrect and what the correct detail should be.
Please notify us of incorrect information within 5 working days of receiving your email to allow us time to work with your current employers to made relevant corrections.
Transfer emails are based on information provided at a point in time by your current employer, therefore if there are further changes after this you may receive a further letter
Please don’t worry if these details are not corrected prior to the transfer date as you will still transfer. We are aiming to address all issues by the end of June 2021.
Key questions answered
Click the + to read the answers to the below questions.
I was told that I have not been aligned to a role yet, will I still receive a transfer email?
Yes. A small number of people have not yet been aligned to an equivalent role within the Probation Service or wider organisation. If this applies to you then you will still receive your transfer email as you will still be transferring to the Probation Service in June. We will be looking to work with you directly to find a role that is suitable for you.
I have been told that I will be managed by a team in the wider HMPPS or MOJ when I transfer, not the Probation Service. Will this impact my transfer email?
Everyone who is in-scope to transfer will transfer to the Probation Service in June. This remains the case even if you will be managed by a team in the MOJ / HMPPS. You will still receive a transfer email that contains the same information as everyone else’s. If you are employed by a CRC and covered by the National Agreement your pay will still be assimilated to NPS pay scales, being managed by a team in the MOJ does not mean that your pay will be assimilated to the MOJ pay scales.
What should I do if I don’t receive a transfer email?
If you haven’t received a transfer email by Friday 18th June, please email transferletterqueries@justice.gov.uk and we will look into this for you.