Good onboarding, especially of freelancers, creates an environment where the role, company policies and company culture are quickly understood. Establishing communication methods, setting expectations, and sharing ways of working can help everyone get started in the best possible way. Make sure that people know what resources are available and where to ask questions or report any issues they have too.
Paperwork and pre-employment checks
In industries that hire individuals in a variety of ways (fixed term PAYE contracts, self-employed ‘workers’, independent contractors, consultants and service providers), it is important to determine the correct employment status of the person being hired, ensuring they receive the correct contract.
There are three employment status options: employee, worker, independent contractor. This is particularly relevant in the screen industries in terms of tax status (which can differ from employment status) and relates to HMRC guidelines for behind camera workers. For independent contractors working via their own Limited Company this can involve IR35.
Read more about IR35 here: Off-payroll working (IR35): detailed information.
Research the types of employment status here: Checking your employment status
Written statement of employment particulars
All employees (those on PAYE contracts – including fixed term) and those who hold ‘worker’ status are legally entitled to receive a document on their first day of work (Employment Rights Act 1996) outlining things such as – the employers name, job title, place of work, hours of work, details of salary, pay intervals and method of payment, any statutory entitlements – such as annual leave, sick pay and pension provision (where applicable) and details of any probationary and notice periods. The full list of what needs be included in the written statement can be found here.
The document should also clearly state that the offer is subject to satisfactory pre-employment checks, and if the employment is fixed term, the end date. This document often comes in the form of a Deal Memo.
A written statement of employment particulars is not an employment contract and should not be used as such. However, it can form the basis of the legal contract of employment. If issuing an employment contract on or before the first day of work, there is no need to issue a separate written statement of employment particulars.
Check out these essential resources:
- HMRC - Employment Status Manual for Behind the camera roles
- Acas - Diversity Monitoring form template
Ensure that all relevant paperwork in terms of personal information (including emergency contacts), bank details, diversity monitoring forms, and new starter forms (if PAYE) have been filled in and given to the appropriate person.
Right to Work
All employers must legally check a candidate's right to work before they start any job. The only exception is with independent contractors (those working via their own Limited Company), who are responsible for ensuring their own right to work status. However, it can be good practice to check the Right to Work status of anyone being engaged to work on a production.
During the pandemic, the Government adjusted right to work checks so that they could be performed remotely. The option to check original documents by video call ended on 1st October 2022. Employers are now required to check British/Irish nationals' right to work in either of the following ways:
Face-to-face
A meeting with the new employee in person and checking their right to work documents are original and match the identity of the employee. This document should be copied, signed and dated by the person checking the document.
For example: I [insert name] verify that this is a true likeness of [insert name from right to work document] and that I have seen the original document. Sign the copy and date it.
Online
Appointing an Identification Service Provider who will check the passport on behalf of the employer. The provider will charge a fee for this service.
The Government website has a link to a list of certified Identification Service Providers.
If checking right to work documents while on location, you must still ask to see the original document, such as a passport, which you can then take a digital image of and send by email (from the person who checked the right to work) confirming that you have seen the original document and that it is a true likeness of the person presenting it.
Employers checking the right to work of non-British/Irish nationals is simpler. A share code should be obtained from the employee and entered into the online Employers Checking Service. There is no charge for this service.
The penalties involved for employing illegal workers and not having carried out the correct right to work checks significantly increased on 13 February 2024.
Make sure you read this essential guide on right to work checks.
Reference checks
Employers are under no legal obligation to obtain an employment reference for a prospective employee and have no automatic right to receive a reference from a previous or current employer.
It is good practice for organisations to request, and obtain, references after an offer of employment has been made to the individual rather than before. Job offers can be made conditional on receipt of a satisfactory reference, allowing organisations to withdraw the employment offer if the references are not deemed satisfactory.
This reference check template provides best practice guidelines on how to request and provide references.
How your organisation or production works
Make sure things are set up for day one.
Order IT equipment and make sure there is desk space, if relevant, and that appropriate staff are available to be introduced to.
If there isn’t a company handbook, make sure that it is clear how everything works. From accessing the building, to logging on to computers and accessing appropriate files, phone systems, working hours, pay dates, security procedures, expenses, how to book holiday, pension schemes (where applicable). This is not an exhaustive list.
If working in an office, studio, on location – ensure that health and safety briefings are done with all new starters.
Policies
It is important to make sure all new starters are familiar with company policies and procedures. Any employer with more than five employees must have a health and safety policy* in place, and comply with statutory health and safety duties in the workplace. There are also stipulations in legislation that require employers to have formal disciplinary, grievance and dismissal procedures in place, in order to comply with the Acas Code of Practice.
Other policies are optional, though there are recommendations of which basic policies all companies should consider putting in place. All policies should be made available to everyone that works with you, but it is important to note that not all policies apply to employees, workers and contractors in the same ways. Suggestions include:
- Equal opportunities
- Sickness and leave of absence
- Flexible working
- Training and development
- Bullying and harassment
- Code of conduct
- Internet and email
- Drug and alcohol
- Social media
- Data protection
Please seek advice from a third-party HR professional if you need help implementing policies for your organisation.
This e-learning module is designed to help you recognise bullying and harassment: Tackling harassment and bullying at work.
Communicate with others when there is a new starter and encourage people to interact. A buddy system of pairing a new starter with an existing employee is useful. After the first day, make sure there are regular check ins to see how things are progressing.
The Introduction to disability, access and inclusion e-learning module can be an essential tool to become truly accessible and inclusive.
*This includes mental health. The Film and TV Charity’s Whole Picture Toolkit can give guidance and support to improve mental health on productions.
Changes to Employment legislation
The UK Government is making a number of changes to employment legislation under the ‘Make Work Pay’ plan, in addition to those made in 2024. These changes will primarily be delivered by the Employment Rights Bill - with initial changes involving industrial action and trade union activity expected in Autumn 2025. Subsequent changes are due to take place every six-months starting in April 2026. We will continue to monitor these changes closely. We will update the HR Toolkit as and when relevant changes to employment rights are confirmed, and we will outline clearly how they will apply to those working in the screen industries.
For more information, check out the Employment Rights Bill.
To help ensure compliance with these changes from day one, we’ve laid out the upcoming changes to legislation below - expected to take place in April 2026, followed by the changes made in 2024 already in force. It is important that individuals at all levels in the screen industries are aware of these changes and how they might impact the workplace.
Statutory Sick Pay
All employees will be entitled to Statutory Sick Pay (SSP) from the first day of illness, rather than waiting until the fourth day as currently required. The Lower Earnings Limit will be removed, meaning all employees will have access to SSP regardless of how much they earn, and the rate applied will be 80% of normal weekly earnings, or the standard flat rate (whichever is lower).
This change applies to those on PAYE contracts, including fixed-term employees.
Paternity leave
Paternity leave for fathers and partners will become a day-one right, removing the current requirement to have worked for the same employer for 26 weeks before becoming eligible. Eligibility for Paternity pay remains at 26 weeks continuous service.
This change applies to those on PAYE contracts, including fixed-term employees.
Unpaid parental leave
Unpaid parental leave will also become a day-one right, removing the current one-year service requirement. Parents will be able to take unpaid leave to care for their children from their first day of employment, providing greater flexibility for working parents in balancing their caring responsibilities.
This change applies to those on PAYE contracts, including fixed-term employees.
Whistleblowing protection
Enhanced legal protections for individuals who report workplace sexual harassment Disclosures relating to workplace sexual harassment are now 'qualifying disclosures' under whistleblowing law, meaning protection from unfair treatment or dismissal as a result of making such reports.
This protection applies to employees, workers, and in some cases, contractors.
Trade union recognition
The process for workers to formally recognise a trade union in their workplace is being simplified. In addition, workers will be able to vote electronically or at their workplace when deciding whether to recognise a union. Further reforms to Trade Union activity are expected.
Redundancy consultation
Employers will need to consult with employee representatives for longer periods, when proposing multiple redundancies, The maximum protective award has doubled from 90 to 180 days of gross pay for affected employees where collective consultation rules are breached.
There is a two-year continuous service requirement for redundancy pay eligibility.
Check here for statutory rates of pay April 2025 – April 2026.
Holiday pay
New rules on calculating holiday entitlement for part-year or irregular hours workers were introduced in April 2024, and the option to pay rolled up holiday pay came into effect. This accrual should be calculated at 12.07% per hours worked in the pay period and can be paid on top of their usual rate, rather than when they take leave. This figure should be itemised separately on any payslip or invoice.
This change applies to fixed-term PAYE and those with ‘worker’ status. Rolled up holiday pay cannot be applied to permanent employees and the accrual and payment of holiday cannot be applied to independent contractors working via their own Limited Companies.
Flexible working
Employees working via a PAYE contract (including part-time and fixed-term) are able to request flexible working from their first day of employment and have the right to make two requests in a 12-month period. Employers are required to consider all options before rejecting any request and will need to give reasons for the rejection.
This legislation will not apply to those who are self-employed, including those with ‘worker’ status and those working via their own Limited Company.
Acas have produced a code of practice on flexible working requests which has detailed information.
Carers leave
Employees working via a PAYE contract (including part-time and fixed-term) will be able to request up to one weeks’ unpaid leave in 12 months to provide or arrange care for a dependent with a long-term care need. Employers cannot refuse this leave, but it can be postponed if it impacts the running of the business or production.
This legislation will not apply to those who are self-employed, including those with ‘worker’ status and those working via their own Limited Company.
Worker Protection (Amendment of Equality Act 2010) Act 2023
The Worker Protection Act 2023 (Amendment of Equality Act 2010) introduced a legal duty for employers to take reasonable steps to prevent sexual harassment of their workers, from other people at work, and by third parties (the definition of third parties includes self-employed ‘workers’ and individuals working via their own Limited Companies).
Employers must take proactive steps to ensure that all potential risks for sexual harassment are considered and mitigated as much as possible.
It is important to ensure that any policies and procedures you have in place are updated to reflect this change in legislation, where practical and reasonable, training is provided to all individuals engaged by the employer, and that any risk assessments you carry out, now take into consideration potential sexual harassment.
The EHRC and Acas have created useful guidelines on implementing the prevention of sexual harassment, which can be found here: