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The Scottish Prison Service (SPS) have approx. 5000 employees. 17 prisons located across Scotland and circa 8000 people in custody.
The Scottish Prison Service (SPS) had been operating with several separate wellbeing policies that had developed over time, each focused on different issues and support routes. While well‑intended, these standalone approaches created gaps, duplication and uncertainty about which policy applied in which situation. Staff and managers often found it difficult to navigate the system, leading to inconsistent responses and variations in the support people received.
As the nature of work within SPS continued to change – with increasing operational pressures, greater exposure to emotionally demanding situations and a rise in complex wellbeing needs – it became clear that the existing approach was no longer fit for purpose. The lack of a single, coherent framework made it harder for managers to act confidently and for staff to understand what support was available to them. The continued increase in absence rates further highlighted the need for a more structured and accessible approach.
To address this, SPS recognised the need for a unified wellbeing policy that brings all elements together in a clear, practical and user‑friendly format. A single policy provides consistent guidance, clearer expectations for managers, and an easier route for staff to access support at the right time. This shift helps create a more joined‑up, preventative and supportive wellbeing culture across the organisation.
The SPS Employee Wellbeing Policy was introduced to bring all key areas of staff wellbeing into one clear, accessible and practical framework. Instead of multiple standalone policies, staff and managers now have a single point of reference that outlines how wellbeing should be supported across the organisation. The policy promotes a safe and supportive working environment, encourages personal responsibility, and ensures all staff have fair, consistent access to the wellbeing resources they may need. It recognises that wellbeing is influenced by a wide range of factors – emotional, physical, financial, social and health‑related – and takes a person‑centred approach to responding to these needs.
To make this comprehensive and easy to navigate, the policy sets out clear sections covering every aspect of staff wellbeing, including roles and responsibilities, managing alcohol or substances at work, support after assaults and injuries, blood‑borne viruses and immunisations, Employee Assistance Programme (EAP) access, eyecare, lifestyle screening and no‑smoking arrangements. It also details the support available through Occupational Health, promotes positive mental health, and outlines guidance for financial wellbeing, domestic violence, bereavement, Fatal Accident Inquiry processes, and work‑related violence and aggression. Importantly, it introduces wellbeing conversations as a proactive tool for managers to check in with staff, encourage early support, and spot emerging concerns.
By bringing all this content together in one policy, SPS has created a coherent, user‑friendly and preventative approach to wellbeing. Staff now have clarity on what support exists, when and how it can be accessed, and what they can expect from their managers. For leaders, the policy provides structure and confidence, ensuring a consistent standard of support across all establishments. This unified approach creates the conditions for a healthier, safer and more supportive working environment for everyone in the SPS.
Since its implementation, the policy has helped to raise awareness of the full range of wellbeing support available, making it easier for staff to understand where to go for advice, guidance or assistance. Managers report feeling more confident in having wellbeing conversations, and staff surveys show improved wellbeing index scores, reflecting greater clarity, consistency and trust in the support on offer. Staff are also making better use of services such as Occupational Health, the EAP and lifestyle screening, indicating that the policy has made these resources more visible and accessible.
Over time, the policy has become a core part of everyday working life, shaping how managers support their teams and how staff engage with wellbeing. Its person‑centred approach has helped embed wellbeing into SPS’s organisational culture, influencing attitudes, normalising early help‑seeking and reinforcing the message that staff wellbeing is a shared responsibility. This shift has contributed to a more open, supportive environment across the service, where wellbeing is recognised as essential to safe and effective operations.
Developed in consultation with Trade Union partners, the policy provides practical guidance for both employees and managers.