Leicestershire County Council Pension Fund

Communications Policy Statement

The Leicestershire County Council Pension Fund is fully committed to providing Scheme members with as much information as possible concerning the operation of the Local Government Pension Scheme and the way in which any changes to the Scheme will affect members’ benefits. They should be written in a Plain English style to provide clear and concise explanations. Every effort will be made to address differing needs of scheme members e.g alternative languages, large print etc.

The Fund aims to use the most appropriate communication medium for the audiences receiving the information. The methods by which the Fund communicates with various groups are as follows:

Prospective scheme members

• All new prospective members will be provided, via their employer,  with
  a short guide to the Scheme upon appointment.
• Induction courses
  Pensions staff are available to attend corporate induction events in order to present the benefits of joining the LGPS.
• Non joiner campaigns
  The Fund will request details of non members from scheme employers from time to time in order to promote the scheme, in conjunction with Scheme employers, to specific groups.

Employing authorities

• Employers Forum
  Employers forums will be organised as and when required. This will act as an opportunity to pass information between the Scheme employer and the Administering Authority and for identifying and resolving administrative issues.
• Employer Meetings
  Periodically meetings are arranged for employers. This will be used as a mechanism for communicating major issues, such as legislation changes and fund valuation matters.
• Email Alert notices
  All employing authority contacts will be contacted with regular email bulletins to communicate any technical issues that are currently under debate. Changes to regulations which impact upon the employer's function will also be covered.
• Employers Guide
  An Employers Guide is issued to all employers to assist in discharging their pensions administration responsibilities. This will be updated to incorporate regulatory or procedural changes.

Scheme members

• New Scheme joiners
  All new scheme members will be provided with a Starter information pack which contains a Scheme Guide, statutory notification of membership together with relevant information specific to them.
• New pensioners
  All new scheme pensioners will receive a Retirement information pack which gives details of pay dates, pension pay slip information and frequently asked questions.
• Benefit statements
  An annual benefit statement is sent to all current and deferred members.
  All employers are offered the opportunity to host a visit from Pensions officers following benefit statement circulation to active members.
• Pre retirement
  Pensions office staff attend pre retirement courses where requested.
  A pre retirement pack will also be issued upon notification of forthcoming retirements.
• Intranet
  A comprehensive guide to the scheme is readily available to employing authorities to incorporate onto their own sites for their own staff.
• Scheme literature
  A range of scheme literature is produced by the Administering Authority and is supplied to employing bodies and Scheme members directly upon request.

Representatives of members

We believe it is possible to provide information directly to members in an effective manner. There is currently no process for dealing with groups that may be deemed to represent scheme members (e.g. Trade Unions).

Future considerations

Future enhancements will include scheme specific websites incorporating an interactive member facility, however, in considering our communication strategy, it is important to use a variety of media, especially if any employees would be disadvantaged by a technology-biased approach.

We intend to introduce feedback mechanisms. That will enable the style and content of future communications to be adjusted to meet the needs of employees as they become more pensions aware and their needs change. We can then consider how best to deliver the communications message effectively.