Business Name - WhatDoTheyKnow
RHYL YOUTH COMMUNITY HUB
A Company Limited by Guarantee No. 8377526
Having No Share Capital
Business Plan 2013
Prepared by:
David Evans
Director
March 2013
Revised July 2013
Website: .uk
Contact: xxxx.xxxxxx@xxxx.xxx.xx
Table of Contents
Executive Summary
Mission Statement
Background
Project
Products/Services
Market
Outline of Market
Market Research
Market Segments
Promotional Strategy
Customers
Future Plans & Developments
Legalities
Key People
Administration/Systems
Premises
Costing/Pricing
Financials
Risk Analysis
SWOT Analysis
Exit Strategy
Appendices
EXECUTIVE SUMMARY
Rhyl Youth Community Hub is a new Not-for-profit Company Limited by Guarantee, with Charitable aims, managed for the benefit of the young people of Rhyl and the surrounding area, with the specific aim of creating on-going generations of young community leaders and the empowerment of young people to take positive action in their community through innovative education, participation and empowerment.
We will deliver innovative projects and will work to; improve health, confidence, education and employability, in one of the most socio-economically deprived electoral wards in Wales (Currently number one in the latest WIMD).
RYCH will strive to meet the important social needs in Rhyl in a modest and altruistic way, and has the potential to become stronger and to make an even more positive impact on an area of North Wales that has identified need for support and change.
RYCH will work in partnership with a number of organisations such as the Princes Trust Cymru, WEA, WCVA, DVSC, Children in Need, Local County Councils and the Welsh Government and, expects to receive funding to develop its aims, from a variety of sources.
RYCH will focus on the long-term sustainability of the organisation, rather than having a total reliance on grant income, through income generation projects that will enable us to provide additional services and facilities to our service users. The aim is to make RYCH 75% self-financing within 10 years, and 100% self-financing within 15 years whilst continuing to provide the free services to our beneficiaries/service users.
The company will initially focus on purchasing the proposed operational premises at 1 Elwy Street and 69 – 75 Wellington Road, Rhyl and the completion of the building work on the premises required to make it fully useable.
The building, known locally as ‘The Hub’, is now virtually completed and transformed to provide new project opportunities which could, potentially, include the provision of training facilities, to offer opportunities to the youth of West Rhyl, an ‘Information Shop’ – where members of the community can ‘drop-in’ to access a variety of information on community and other services, The Youth Café which will offer a centre for the youth of Rhyl, the space will also offer the opportunity to enable RYCH to offer a Training Café facility to train young people and to offer a facility for the use of the local community.
The building, when completed, will also offer a number of office/training rooms over two floor, which will be leased/rented by a number of organisations which may include: Want2Work, Princes Trust Cymru, Scope, Jobcentre Plus, A4e and local community groups and agencies and, as a centre for RYCH, where people of all ages are able to access a variety of information, training services and employment opportunities which are available in West Rhyl and the local area.
There are also 3 self-contained flats within the building, which are currently being leased to Nacro, as move-on accommodation for their service users, and have the ability to generate income for RYCH. We would continue to work with Nacro to offer this provision.
RYCH has the potential to become a flagship organisation, not just in Wales but across the world, offering the opportunity for visits from other organisations both, from the UK and World Wide, with the opportunity for local politicians like Chris Ruane, the local MP, and Ann Jones, the local AM to promote the project and generate interest to show how the RYCH project works and how it could be used and/or adapted, to meet similar requirements in other areas and other countries, giving us the opportunity for working in partnership and forging new links.
By working with local groups, local employment services and employers, we will be capable of creating opportunities for employment, training and education and by doing so we will provide the supportive environment; for turning around the lives of young people suffering through social exclusion.
RYCH will draw on the support of the local young people, who will form the main beneficiary group. The young people, who will be able to access the youth project, will be aged between 11 and 25, with a particular focus on the 11-18 age range and targeted groups within that age bracket.
We will look to provide a variety of formal and informal training programmes, enabling people in the development their social skills and through teaching them how to undertake basic meal preparation and nutrition, we will also provide the opportunity for the service users to access hot nutritious meals during the evening sessions;
We will be able to create a number of fulltime and part-time jobs through; the Information Shop, training staff, workers in the Youth Café as well as an Administration Assistant, we will also provide staffing for the delivery of a ‘Home-work Club’ to give help, support and advice to individual service users with their homework.
Through our strong Directorship and senior management, RYCH will prioritise and implement programmes in a coordinated manner ensuring that funding is in place to cover staff salaries and running costs prior to programmes being introduced and to ensure that the programmes are required and not a direct copy of existing provisions locally.
The management team will ensure that its policies and procedures, required in the overall management of the project, are reviewed and up-dated as required and set out in the Policies and Procedures.
David Evans (Chair of Directors)
Rhyl Youth Community Hub Ltd. (RYCH)
NAME OF BUSINESS: Rhyl Youth Community Hub (RYCH)
COMPANY REG. NO: 8377526 DATE OF INCORPORATION: 28th January 2013
SHAREHOLDERS: RYCH is a Company Limited by Guarantee and not having a share capital.
REGISTERED ADDRESS: 26 Llanelian Heights, Old Colwyn, Colwyn Bay, Conwy. LL29 8YB
BUSINESS MOBILE NOS: 07809701167
BUSINESS FAX NOS: n/a
BUSINESS YEAR END:
ACCOUNTANTS:
PAYROLL:
SOLICITORS:
Mr Rob Salisbury, Senior Partner, Gamlins Solicitors, 31-37 Russell Road, Rhyl, LL18 3DB
OTHER ADVISORS:
John Watkin, CEO, DVSC, Naylor Leyland Centre, Well Street, Ruthin, Denbighshire. LL15 1AF
PERFORMANCE DATA:
None Available at this time.
Note: RYCH are a not-for-profit organisation.
RHYL YOUTH COMMUNITY HUB’S MISSION IS TO:
Work to make Rhyl a better place in which to live for its service users and the local community in general, working with statutory authorities, voluntary organisations and the local community, in a common effort to advance education, promote facilities and ensure genuine meaningful involvement of young people in the towns’ decision making process.
The pursuit of these objectives shall be undertaken within the framework of Community Development and in line with National Youth Work Curriculum.
OUR OBJECTIVES ARE TO:
1. Establish, Manage, deliver/provide social, leisure activities and Formal and Informal learning opportunities for our service users and staff.
2. To be a self-sustainable, youth led, project that encourages youth to actively participate in project’s decision making process and to express their views.
3. Improve the prospects of young people, by offering training, volunteering and work experience via our programs.
4. Work closely with local and national groups, with the same ethos, and share good practice and help develop new skills
5. Promote young people in a positive light to the local and national media, residents and other stakeholders.
OUR KEY PRINCIPAL’S:
RYCH embraces the Welsh Joint Education Council, Curriculum Statement for Youth Work, which identifies Youth Work as being:
Educative: Enabling young people to gain the skills, knowledge and attitudes needed to identify, advocate and peruse their rights and responsibilities as individuals and, as members of groups and communities, locally, nationally and internationally.
Participative: Through voluntary relationships, in which young people are partners in their learning process and decision making structures which effect their own and other peoples’ lives and environments.
Empowering: Enabling young people to understand and act on personal, social and political issues that affect their lives and the lives of others and the communities of which they are a part.
Expressive: Encouraging and enabling young people to express their thoughts, emotions, aspirations and cultural identity, through creative and challenging activities, particularly those which increase their understanding of the bilingualism and, the heritage and culture of Wales.
Who are we?
RYCH is a new ‘Not-for-Profit’ organisation set up for the benefit of the young people, aged between the ages of 11 and 25, living in Rhyl and the surrounding areas of North Wales.
We will identify and highlight gaps in local provisions;
• Education
• Constructive Leisure
• Health and Well Being
We will then take action ourselves and/or with partner organisations, to fill these gaps.
BACKGROUND
To put RYCH in context, there needs to be an understanding of the town of Rhyl itself, its historic decline into stagnation and deprivation, and the efforts which have led to the ‘Rhyl Going Forward’ report and strategic plan, whereby
“Rhyl will by, 2015, seek to become an enjoyable place to live and work – a town supporting a balanced, permanent, stable and self-assured community within a prosperous and sustainable local economy” (Source: Rhyl Strategic Plan)
The strategy emphasises the importance of health and social well-being, and the wider “care economy” that supports it as a significant component of the development process for Rhyl.
Rhyl is distinguished for its microcosm of the many health and social care problems that are widely associated with major cities.
Although the number of people in Rhyl who suffer the effects of social exclusion is small by comparison with any major city, the percentage levels of exclusion and the pressure that these difficulties place on the town, is highly significant.
The West End of Rhyl is the most socio-economically deprived electoral ward in Wales on the Welsh Index of Multiple Deprivations (WIMD), and this has a powerful impact in both the way the town sees itself and how outsiders see it.
RYCH will work to become one of the largest ‘membership based’ youth group in Denbighshire and to have over 100 active members by the end of its first year of trading, and one of the largest in Wales within the first 3 years, it will also be fairly unique in Wales in that it will have the opportunity for Service Users to be involved in the decisions made by the Directorship.
The need for the RYCH’s proposed operational premises, ‘The Hub’, has been identified in a number of consultations and polices:
Firstly, Rhyl City Strategy – an initiative aimed at bringing community, training providers, voluntary groups, government and business together to ensure that agencies work together to improve the area. Sitting on Rhyl City Strategy Board, are groups/representatives from local and National government, local community groups, college’s & training providers, local health board and local businesses all working together, have identified the need for a Youth Café/Activity Provision, an “Info-shop” along with support agencies and groups, with access to room facilities to enable the delivery of training and/or education in the community.
Secondly, ‘The Hub’ as it currently exists, has been used in a number of consultation documents, reports and studies undertaken in our area, to identify that housing for young people is a critical problem in Rhyl, this is highlighted by the Rhyl Going Forward programme, Communities First and by the latest Wales Index of Multiply Deprivation (WIMD) document and is identified in the area plan drawn up by Denbighshire County Council which lists West Rhyl as the most deprived area in Wales.
Finally, we have gathered information, from a variety of consultations, undertaken by other organisations, in which they consulted with their Service users to gather information which have enabled us to decide where RYCH should be based and what services we should offer.
Our goal is to create on-going generations of youth and community leaders and, the empowerment of young people to take positive action in their community.
We will do this in partnership with other organisations such as the:-
• Princes Trust Cymru
• WEA
• WCVA
• Youth Inclusion Programme/Youth Justice Board
• CWVYS
• Communities First
• West Rhyl Young Peoples Project
• Welsh Government Youth Work Strategy Branch
• Rhyl City Strategy
• DVSC
• North Wales Police
• Funky Dragon, etc.
To enable us to provide; services, facilities, education, training and development opportunities, we will undertake innovative projects that focus on social and leisure activities, accessing local training providers, to provide both, formal and informal education and training and citizenship activities.
We will ensure that young people have the ability to help steer our organisation in a direction that will produce the best results for our service users.
We will enable our service users to enter into an environment of peer-mentors, positive role models and dedicated youth/community workers. The young people of Rhyl will be encouraged to participate in decision-making, formal and informal education, and volunteering activities to help build self-esteem and confidence and when trained, to present themselves as positive role models to their peer groups.
We will endeavour to create a “can do” culture for our young people.
KEY STRATEGIC OBJECTIVES ARE:
• To work to ensure the long term financial sustainability of RYCH through income generation projects that provide services and facilities to our service users, to make RYCH 75% self-financing within 10 years, and 100% self-financing within 15 years.
• In the interim, to research identify and secure grant funding in order to sustain and develop current projects over a 3 to 5 year period and to enable us to work on our main goal of withdrawing from grant-dependency to self-financing sustainability.
• To provide sustainable social projects, with minimal or no cost to the beneficiary groups that we have identified.
• To identify new ways of creating income while providing free services to our beneficiaries/service users.
To achieve these goals, we will need to set long term and short term achievable goals:
INITIAL SHORT TERM GOALS:
• We will, immediately, undertake the identification of potential funding organisations, i.e. The Big Lottery (Awards For All, People and Places Funds), Comic Relief, Children in Need, etc. and will, with support from other organisations, e.g. DVSC, WCVA, etc. put together funding and grant bids to enable us to deliver the provisions identified below.
• We will secure premises and complete the building work required within the first 3 – 6 months; this will enable us to start to fulfil income generation vision for RYCH and will make the building in-keeping with the Townscape Heritage Initiative for Rhyl.
• We will work to attract a number of local groups and agencies into using the available facilities at RYCH, establishing ‘The Hub’ as a centre where people of all ages have the opportunity to train, learn and develop.
• Within the first 3 months, we will open the Youth Café provision to ensure that we can provide our primary aim, to support the young people of Rhyl, to provide the opportunity for service users to access; nutritious meals, social interaction, leisure facilities and a variety of support opportunities on the evenings the project is open
• Upon completion of the building work, we will develop the Youth Café area into a ‘Training Café’ during the day, which will enable us to offer training for service users in food preparation, customer service, etc. this activity will also provide a further source of income for the project.
• The Hub has, due to its construction, two Shop-fronts, which could offer the opportunity for our service users to undertake retail activities which can be developed to provide training in sales, etc. and, the opportunity to develop entrepreneurship skills in which the service users can see how and if they could open and run their own businesses.
• By expanding the training activity facilities for Rhyl young people, and providing, facilities in which young people can be trained in those specific areas to increase their own skills.
• Within the first 12 months we expect to access funding to provide a ‘One-stop Info Shop’ based in The Hub, where all members of the local community can call in and access information on a variety of subjects.
• We will continue to work in partnership with Nacro, providing ‘stepping stone’ accommodation, in the form of the three self-contained flats for young people, combining housing with training and mentor support to motivate the young people before they move in to their own or other supported accommodation this will maintain a funding stream providing a source of unrestricted funding.
• By working in partnership with a variety of Rhyl Programme/organisations and a number of training providers over the initial months, we will work to develop formal and informal education projects for young people not currently engaged in formal and/or informal education.
• We will undertake to re-invest any/all generated income into RYCH, to enable us to maintain and develop the existing programmes we have identified and, to offer new programmes we have and will continue to identify, which meet the local need.
• We will work to undertake a social audit, to identify areas of need and support for our service users, with a view to identifying funding for the implementation of the results of the audit, to meet the identified needs.
We are going to:-
1. Create links with current and retired business owners for supporting, mentoring and training of young people.
2. Work to maintain funding links with organisations like; Comic Relief, Children in Need, The Big Lottery, etc. in order to attract funding to maintain and/or develop programmes to support our service users which will allow them to work with us while they gain valuable work experience and skills to re-invest into the community.
3. Use the results of Consultations, to continuously Plan/Do/Review and generate best-practice and develop the organisation, through further consultation with our stakeholders.
4. Identify funding to further develop our capacity to deliver accredited training to young people and groups working with young people.
5. Develop a Promotional Strategy in order to engage the wider community and create a greater understanding of what we do.
6. Meet and exceed the minimum standard for Investors in Volunteers and Investors in People status within the next 3 years.
7. Develop and deliver our own internal review system, based on Estyn standards, within the first 12 months.
8. Meet the standards of the Merlin Project and look at the delivery of training through sub-contracting to Prime Contractors as part of the DWP initiatives
PROJECT DEVELOPMENT
There is a need for the building work at The Hub to be completed.
To that end funding of £100,000 has been made available the by Welsh Government to fund the completion of the building works.
Currently, a Project Management Company (Purcell) are compiling information to identify the outstanding work required and putting this work out-to-tender, this work has now been prioritised and this information is now available and is detailed on a separate sheet.
We will develop a variety of funding streams which will ensure the long term sustainability of the organisation and its projects, by using these funds to provide services that have been identified as being needed by the local community and our service users; services that provide; educational, social, leisure activities and capacity building for those involved.
This will initially be achieved by the submission of a variety of grant applications and by generating income by providing housing for young people and renting our facilities to other groups at affordable rates that will attract them to the centre.
We will be working to lease rooms and offices to help the organisation to become financially self-sustaining and less dependent upon funding and grants as time passes.
Working towards the goal of becoming self-financing, makes RYCH unique as a Youth Group.
Our Project overview:
1. Purchase of the premises known as The Hub and the completion of the building work; completing the regeneration of what was a derelict building in West Rhyl, (the most deprived electoral ward in Wales (WMID)) which is also a target of Rhyl Going Forward, the Council’s Regeneration Unit and Communities First amongst others, will enable us to provide a Training Café and Youth Café Training rooms and the potential to offer an ICT Training facility which in turn will to provide a centre which will become a community amenity for the residents of West Rhyl and will benefit the young people of Rhyl and provide a centre where young people can access a free meal, 5 evenings per week throughout the year.
The promotion, provision and development of office/training rooms will provide us with a funding stream, by offering facilities to a variety of local and national community groups and agencies whose aims, like our own, are to help develop Rhyl as a regionally competitive business location, where the majority of residents are in work and making a positive contribution to the local economy.
To progress this we will develop links with local training providers, to deliver a variety of training programmes, this will include setting up The Hub Café which will utilise the Youth Café area during the daytime to help deliver training in; food preparation, catering and customer service and other related training programmes and, to provide a source of income for the project.
Individuals in training will be encouraged to fulfil their fullest potential - moving up the ladder of opportunity regardless of the point at which they enter onto the ladder. 2. The future provision of a ‘One-stop Info Shop’ will provide a centre where people will be able to access information on a variety of issues.
Service users of all ages will be able to access information on educational and training opportunities, benefits advice, local services’ information, etc. we will also offer young people a variety of other information on things like; contraception, the issues around teen-age pregnancy and sexuality issues, healthy eating and nutritional information about a healthy lifestyle, as well as drug, alcohol and substance misuse information, etc. to promote healthier life styles.
3. Working with Local Training providers and other agencies we plan to run formal and informal education/training programmes on a regular basis for the young people who are most at risk in Rhyl and the surrounding areas and offering programmes identified by our service users.
Courses will also involve young people undertaking community projects, work experience and informal education sessions to receive ASDAN and Agored Cymru qualifications, and, possibly QCF Qualifications in things like; volunteering, food hygiene, Health Eating, Nutrition, Peer Mentoring, etc.
Encourage young people to access both formal and informal training programmes and, by doing so, our hope is, that all those enrolling on courses with us, will be able to move into either, employment or, further education or training, following their attendance on our training provisions.
4. We will continue to offer accommodation for young people who are currently working with Nacro, these lease agreements will provide an unrestricted funding source, which will enable us to work towards becoming financially self-sufficient.
This accommodation comprises of; three self-contained flats which are furnished, to provide “stepping stone” accommodation for ex-offenders and to help provide them with training and mentor support to enable them to develop the skills to keep tenancies when they move on to private or local authority housing.
The flats could also be used with other vulnerable groups to help them to develop their Independent Living Skills.
Each flat will be pre-furnished and residents will have access to RYCH’s training facility to enable them to access a computer with internet to enable users to search for jobs, create CV’s on our portal and undertake online and practical training courses.
All income from the projects will be reinvested into RYCH to enable us to run existing provisions and to develop new ones.
Our Project details:
RYCH will:
• Act as a landlord providing three flats, which are currently rented by young people coming through Nacro, having undertaken a basic Independent Living Skills programme with Nacro staff, who continue to support them with their tenancy.
Each flat is fully furnished and, upon being offered accommodation through Nacro, each tenant would also be expected to sign an agreement with the group that tenancy is subject to (as well as all normal and lawful conditions) and to be bound by a number of behavioural constraints.
Tenancies will not normally extend beyond 12 months, or be less than 6 months.
Each person, before their tenancy could be secured, would gain approval from Denbighshire County Council, that they are eligible for housing support.
Financing the project; to meet a sustainable level of income, RYCH would need to charge £366 per month per flat (circa £90 per week).
We will also act as landlords, leasing out the various rooms and facilities to other organisations with similar aims to ourselves e.g. Princes Trust, A4e, Scope, etc. the income from these leases will offset the costs of running the organisation and will help make the organisation self-funding in the future and less reliant on grants and other funding.
YOUTH PRODUCTS/SERVICES:
• RYCH will provide young people within our area with the knowledge, skills and opportunities needed, to identify, develop and manage facilities, projects and activities for young people.
Envisaged services and projects include:-
YOUTH CAFÉ
The Youth Café will be open five evenings a week 5:30pm until 9pm and will provide a safe supportive environment for young people to meet new friends, become aware of their community and get involved in community projects.
We will provide free access to computers and the internet, Playstation2's, Xbox’s, TV’s/videos/DVD/Sky, board games, pool music, Bowling, Trips away, welsh lessons, fashion/art sessions.
The Cafe will offer healthy food (through Fairshare) which will enable us to offer hot food to local young people each evening it is open throughout the year (including school holidays), this service will be run by youth volunteers who develop life skills and offer service users a friendly face, signposting to other youth groups, these facilities will be offered free of charge to our service users.
We will also run ‘theme’ certain nights for example; NSPCC nights, Children’s Commissioner, Energy Saving, Fire Fighting, Healthy Eating, basic cookery, United Nations Rights, Assembly Elections etc. and many more with support from the agencies/groups we are promoting these are also free of charge.
We will not charge for these activities as some of our service users would be unable to participate.
ICT FACILITY
We expect to be able to maintain an ICT Facility to aid service users in job-search activities and for the purposes of training and development. This facility will enable us to develop after-school provision including homework support.
TRAINING AND DEVELOPMENT
RYCH is going to develop its training CIEH & IOSH health & safety, food hygiene, conflict resolution, NSPCC child protection, OCN working with others, Leadership and teambuilding, Cyber skills (we hope to expand this list).
The management team will also, will undertaking Training Needs Analysis for their own, their staff and young people’s personal development needs, developing Individual Development Plans with a view to helping them identify their personal development needs and offer information and guidance on how to achieve their individual goals.
Training Programmes/Courses; we will charge groups that can afford to pay us for the courses, but our volunteers, staff and service users costs will be covered by funding from grants, training funding or from unrestricted funds, etc.
We will produce personal development plans that lead to a creation of a CV and Record of Achievement, we can then support individuals with completing application forms, etc. Most of our volunteers and service users may never attend/finish school so, for many of them, any qualifications they gain with us, will be their only entry in their Record of Achievement.
We hope to offer the opportunity for; the shadowing of workers from our own and partnership agencies or, work experience on our projects and/or traineeships, to a small number of young people.
Qualifications we will offer will be through:-
• Agored Cymru
• CIEH
• IOSH certificates,
• RYCH Training
• QCF’s
We are going to undertake and hopefully receive, Investors in People and Investors in Volunteers kite-mark during the first 2 years of trading which will recognise the investment we will have put into the training of our staff and volunteers as well as that which we provide to other groups.
We will endeavour to offer training/work experience for people who have chosen Youth Work as their career.
Management
The day to day running will be managed by the Project Manager who will oversee the work carried out by other paid staff and the volunteers, but activities will be run by the “participation workers” the strategic direction is managed by the management committee and the project manager.
Volunteers will be drawn from young people who are or have been service users of similar projects in the past; some of whom will have been trained as professional youth workers.
Note: please see Future Plans for other envisaged developments of this service.
RESIDENTIAL COURSES
We will undertake residential courses with our service users (subject to available funding).
Current and future Grant applications and bids will hopefully provide funding to enable our young people to participate in residential programmes.
CLIENTS/MARKET
Our client market is straightforward, and will be made up of youth members.
Any young person between the ages of 11 – 25 and living in the Rhyl area can become a member of RYCH and access our activities.
We will work with local schools and behavioural units, offering support in the form of advocacy between young people and agencies/schools and, by the provision of a ‘homework support club’ available in the evenings that the Yout Café is open
Supporters/Associates/Partner Groups
Our funding Supporters, Associates, Partners will initially be drawn, extensively, from local and national organisations, this support can be either time, money or both.
These supporters, associates and partners include;
• Denbighshire Communities First Cluster Group, Support Network, (A programme which ensures that the funds and support available from the Welsh Government and various other publicly funded agencies are targeted at the poorest areas.) supporting the Communities First process and includes:
• Development Trusts Association Wales.
• Groundwork North Wales.
• Wales Council for Voluntary Action.
• Crime and Disorder partnership.
• Community Development Cymru.
• Black Voluntary Support Network Wales.
• Wales Co-operative Centre.
Also;
Denbighshire Voluntary Services Council
DVSC have offered support for RYCH with; information, practical advice, grant and funding information, payroll facilities and will be available to help identify progression routes, and support RYCH with issues which may impact on its ability to provide services to its client groups.
Princes Trust - A UK wide charity that helps young people overcome barriers and gets their lives working. We expect to work with Princes Trust on a daily basis.
Youth Inclusion Programme – aims to reduce youth crime and anti-social behaviour in neighbourhoods where they work. Young people on the YIP are identified through a number of different agencies including the Youth Justice Board (YJBs), police, social services, local education authorities or schools, and other local agencies. We work on a daily basis with staff from the YIP.
Menter Iiath - offers support to communities to increase and develop their use of the Welsh language.
Sussex Street Youth Project - A local church based youth project providing social and leisure services to young people from the area.
Denbighshire Fair-trade coalition - A group of organisations working together in the bid to gain Fairtrade status.
University of Wales, Bangor, Liverpool & Glyn Dwr – RYCH has been providing placements for trainee social workers and Youth Workers.
Denbighshire County Council – Regeneration and Economic Development
RAPA (Rhyl Adventure Playground Association)
Crime & Disorder Partnership – A local partnership looking at ways to reduce crime in the town and distributing funding to do so.
Children’s Commissioner for Wales
Funky Dragon – provide valuable external citizenship training.
Snap Cymru – External training and guidance on Inclusion and Citizenship.
CONSULATION & AUDITS
Stop Look & Listen Consultation.
Following the results of ‘Stop look & Listen’ consultation, funded by the WCVA. RYCH will undertake regular evaluation and self-assessment to ensure that we will be constantly working towards achieving the appropriate quality indicators and benchmarks for the organisation. These are inclusive of investigating standards required by Estyn, Investors in Volunteers (IiV) and Investors in People (IiP).
Evaluation and self-assessment against the bench-marks identified in the consultation, will help us to be effective; give us confidence; give other people more confidence in us, making the decisions as to whether to fund/invest/work with us, more speedily; stop us from making mistakes; help us to be pro-active rather than reactive; encourage and motivate us to be the leading provision for young people in Rhyl.
The three stages to evaluation that RYCH will consider:
Before the start of a new project/activity – plan the evaluation
During the project/activity – record outcomes; monitor quality
After the project/activity – evaluate its impact and, evaluate its quality.
Using:
Thinking time to; frame, focus, conceptualise, interpret and synthesise.
Planning systems, to gather & enter data onto a computer, analyse the data and, disseminate the information.
Getting the best from people by; motivating, training, involving, reassuring, listening, informing, influencing their choices and options.
Acting; by making and implementing recommendations.
Following our access to the results of the ‘Stop Look and Listen’ consultation, we have accessed the results of two further consultations – the ‘No Frills’ and ‘No Frills 2’ consultations, further identified what the young people of the area have concerns about and, helped us to identify appropriate measures and projects suitable to address these concerns.
FUTURE PLANS AND DEVELOPMENTS
Future plans for the development of RYCH include:
The renting out of first floor offices and training rooms; this will start immediately as it is essential to the generation of income to sustain and further develop the project.
We will carry out a feasibility study to; use the Youth Café area, to run it as a working Café during the day, this will enable young people to undertake vocational training, in the various aspects of the catering industry; food preparation and customer service, etc. enabling them to gain a qualification which will offer them the opportunity to find employment in the local area, this training will provide a further funding stream as an additional benefit to the organisation.
Leasing of rooms on the Ground-floor to local and national organisations; this activity will start immediately, as well as providing a funding stream, it will enable us to link our youth provision with groups and agencies who will be able to offer our service users information and support, to enable them to achieve their fullest potential and to provide support services to give our service users; guidance on employment, education, benefits, housing, contraception and other health issues.
By 2015 RYCH could be producing a surplus through the above rental of the Hub and the new first floor units.
The submission of funding and grant applications; to provide funding to support the employment of current staff and to enable us to recruit further staff to deliver other services, i.e. counselling, formal and informal training programmes, homework clubs, basic-skills support, youth gym/studio.
A RYCH Retail Shop(s); this will make use of the two shop-fronts, to enable the young people to sell items they have made as part of a training programme, offering them the opportunity to show their entrepreneurial skills, etc. and to obtain funding to enable us to offer residential courses to help our service users with their personal develop, and to help build the individuals’ confidence and self-esteem.
Funding will also be required to replace some of the existing Youth Cafe equipment and a variety of other equipment within the project.
Long-term Plans
We are also currently considering a number of innovative ideas which include:
Purchasing of a local hotel (currently empty); with a view to converting it into 7, self-contained flats, with 1 ‘training flat’ facility, to help to develop tenants’ independent living skills including; basic cooking and cleaning skills.
The above project will be funded through a Big Lottery Grant and, has the potential to generate £33600 per annum (£400 per flat per calendar month) with an extra potential income of £2000 per annum for the use of the training flat.
A Dry Pub; where young people can access the pub environment which will offer the opportunity to develop their behaviour and social skills to interact more appropriately when they are of age to access pubs when old enough. Running the pub will also offer the opportunity to train potential bar-staff and caterers and enable them to undertake training programmes leading to employment.
The ‘Dry Pub’ is an idea which RYCH are planning with DVSC and RCS.
Note: An accurate income figure from this activity cannot be calculated at this time. RYCH’s role in this venture would be the delivery of QCF qualifications in Bar-work, Customer Service, Catering, etc. and would potentially generate an income through income generated from QCF training funding.
The Youth Gym; once developed, this could provide a sustainable income, through running fitness training programmes, admittance charges, qualifications in Leisure and Fitness. These facilities would be for young people in an evening and the general public during the day to maximise potential income.
The development of the Youth Gym would entail renovating a building and grant aid to fund the purchase of equipment and staffing costs.
This has the potential to generate £8750 (50 young people per day at 50p admittance 50 weeks) through the use of the gym by the young people on evenings and we could generate a further £8750 (50 adults per day at 50p admittance 50 weeks) through adult admittance. The running of dance/other activities would generate further income. These figures have been generated from the No Frills 2 consultation.
Additional Income through the Flats and Youth Gym is potentially £51100 per annum. This would give RYCH the combined surplus income of £84960 by 2016.
Vocational Training Centre; we will seek to identify premises or other organisations, that offer the opportunity to provide practical and/or vocational training for young people, available in evenings, to help engage our service users in practical activities, which will enable them develop skills which will help them find employment, be more employable or, give them the skills to become self-employed in the local area.
Potential Funding Streams - Grant and Bid Applications
The Following organisations are potential sources of funding for the new company.
Some of these organisations have provided funding to similar organisations to ours in the past and in the case of Tudor trust and Children in Need they have already inferred that they will provide funding that was allocated to RYAG – the organisation which previously ran The Hub:
There will be wider opportunities to access funding when RYCH registers as a Charity.
Big Lottery People & Places (We have already written a bid for funding through the Big Lottery – People and Places fund which we will submit upon a successful application to take over The Hub)
Children In Need (CiN have already inferred that they will transfer funding to the new organisation if it were to take over The Hub and continue to deliver Child /Youth Provision)
Tudor Trust (Tudor Trust have agreed that they will continue to pay the salary of the current Project Manager of The Hub after it has been taken over by RYCH)
Esmee Fairbairn (Have supported similar provisions in The Hub in the past, paying the Salaries of a Project Manager and Assistant Manager, and have invited submission of an application for a grant towardscore costs in year 1)
Lloyds TSB Foundation (once registered as a charity)
The Organisations below have a history of supporting similar organisations to ours delivering similar services to those we plan to deliver at The Hub.
Thomas Howell's Education Fund for North Wales
Welsh Church Act Fund
WREN (Capital funding only)
Lankelly Chase
Denbighshire County Council
Rhyl Town Council
Other grants will be targeted to fund specific projects that fall within their remit as the programmes we deliver develop.
We will identify additional development of Corporate sponsors and individual donors through the building of relationships, networking and partnering other organisations in both the Statutory and Third Sectors.
Potential Rental Income from Building/Rooms
Below, is the potential projected income from rooms within The Hub.
There is an expectation that RYCH will use the rooms identified below and, although there will be no direct income gained from rental although, activities that will be delivered in these rooms will, generally, be funded by grants and, as such, there will be a cost included in the grant to off-set the cost of the rooms used for this delivery.
|Office 1 (JR) RYCH Use |0 |
|Office 2 (middle) |£3250 |
|Office 3 (End) |£4000 |
|Office 4 (Youth Work Room) RYCH Use |0 |
|Office 5 (Small) RYCH Use |0 |
|Shop 1 |£8300 |
|Shop 2 RYCH Use |0 |
|Training Room 1 RYCH Use |0 |
|Training Room 2 |£4900 |
|Training Room 3 |£4000 |
|Nacro |£14000 |
|First-floor Offices |£17600 |
RYCH will be using the identified rooms from the outset, and take up further space as the business develops. That means that initially there will be more spaces available to rent out externally but, grant income will be sought to develop new projects and programmes and to cover the cost of the additional spaces required by RYCH. As income is realised from social enterprises and sale of services, this will be directly ploughed back into RYCH's on-going sustainability and development.
LEGALITIES
Legal Form of Business
RYCH will act as a landlord through Nacro, providing fully furnished accommodation for Nacro clients/service users.
Insurances
The Building currently has full insurance cover through; Eccesiastical Insurance, Beaufort House, Brunswick Road, Gloucester. GL1 1JZ. Once the building has been purchased by RYCH, comprehensive and cost effective insurance will be identified and put in place.
Lease Details
Our leases will be based on those used by National Housing Associations.
Trading Terms and Conditions
We are a Company Limited By Guarantee with Charitable Aims and as such our criteria is currently set by our funders’ terms & conditions.
Charity Registration
It is our intention, at a suitable point in our development, to register the Organisation as a Charity; this will enable us to access further funding opportunities and, to take advantage of other financial exemptions and opportunities.
Statutory Policies and Procedures
All the Organisation’s Policies and Procedures will be found on our web-site.
Staff Training and Development Policy
Our Trustee/Directors have undertaken Governance Training and our service user committee members will undertake basic courses around citizenship; our staff and volunteers will be expected to undertake Continuous Professional Development in areas such as; youth work, community development and management skills, time management, bid writing, book keeping, writing reports, dealing with conflict, etc.
Individual roles will be supported by specific training according to individual need i.e. bookkeeping, accounts, IT, Health and Safety Child Protection, First Aid, Etc.
EQUAL OPPORTUNITIES
Equal Opportunities are very important to our organisation. We will actively encourage young people to take fuller roles in the decision making of the organisation.
We will meet the needs of disadvantaged communities by completely empowering and supporting them to train, plan, manage and deliver projects that they decide are needed.
By targeting the young residents of West Rhyl, we will help to tackle neighbourhood/post code discrimination, which affects many young people locally.
We will regularly survey members to action plan forthcoming events/activities. Members will play an active role in implementing all such plans, with a committee member as a mentor to the project/activity. This method of engagement will empower member to take ownership of the activity.
Nobody will receive less favourable treatment, or be placed at a disadvantage by financial conditions or requirements to participate, as all activities will be completely free as will be membership.
There is an organisational commitment to 50% gender split representation on ALL groups (Including Trustee/Directors where ever possible). We expect reasonable representation from black and ethnic minority and disabled groups. When the proposed building work is completed this will make the premises DDA compliant.
We will offer flexible working hours for staff and volunteers and source funding to cover childcare costs.
We will have a robust complaints and grievance procedure in place and, if someone should wish to make a complaint, will give details on how to deal with incidents, and how to recruit and promote people fairly.
KEY PEOPLE
The Directorship of RYCH is strong, and is comprised of people with vast experience of the issues prevalent in Rhyl and, who bring a variety of complementary skills and excellent levels of knowledge and expertise to the organisation.
The directorship details are as follows;
• John Reaney, who will act as Company Secretary.
John has vast experience of working in the Third Sector in project management in working with grant bodies, local and national government.
• Dave Evans (Chair), CEO of Train to Change (Wales) Ltd.
Train to Change (Wales) Ltd. is a local independent training provider and, Dave has a background of working in the Third Sector developing and managing vocational training provisions in both, Wales and England. Has experience of working with ‘hard to reach’ and ‘hard to engage’ adults and young people.
• David Jones (Vice-Chair)
Has a long and successful business background in the local, housing and Financial Sectors. David will provide expert support in securing and maintaining tenancy agreements, financial planning and forecasts, and building maintenance.
• Elaine Jones, Vice Chair Rhyl Business Group.
The Rhyl Business Group (RBG) is a relatively new organisation that aims to bring together a wide and diverse range of businesses and business associations in the town. Elaine will support the development of networks across Rhyl, and income generation through links with private sector businesses.
• Nigel Speirs, CEO of Sanlam UK Distribution
Financial and wealth investment services advisor. Nigel successfully built Buckles Investment Services, which has become one of the top 100 businesses in Wales. Nigel will scrutinise the financial management and business practices of the organisation to ensure stability and compliance in all matters.
• Trish McCulla, Manager of A4E, Rhyl
Buisness development and employment services manager. Trish will provide support with HR and employment matters.
• Professor Richard Hastings, Professort of Psychology, Bangor University
Specialising in child and adolescent mental health, mindfulness and on the national board of Mencap. Richard’s experience of governance of a high-profile national organisation will provide great insight for the Board of RYCH. Additionally his field of expertise will aid the development of youth work programmes.
• Jayne Thomas, CEO of her own marketing and communications business
Journalism, communications and marketing experience. As a former communications officer with North Wales Police, Jayne will lead the communications strategy and support the Project Manager in engaging with the media, and marketing the organisation.
• Rob Salisbury, Senior Partner Gamlin’s Solicitors
Acting in an advisory capacity in the first instance on all legal matters pertaining to business start up, with the intention of joining the Board of Directors in due course. This will reduce significant legal fees, reduce risk, and ensure compliance with relevant legislation.
• David Evans, Board Member of WCVA Investments
David is an observer of the Board, and brings a wealth of experience as a former head of social services, and within the third sector. He will act as an advisor to the Board on business and governance, and provide an external perspective.
The lack of a single ‘voice’ for the business community in Rhyl has prompted the formation of the RBG. This new group will cater for the diverse requirements of the various business sectors. There is an overarching need to address and overcome the existing negative image of Rhyl and to create a new, forward looking, image for the town. The combined initiative and drive of the business community can contribute towards this.
The RBG aims to be the voice for all businesses based in Rhyl.
Objectives
1. Promote and Market Rhyl
2. Act as a focal point for ‘self-help’ and support for business in Rhyl
3. Be as self-sufficient as is possible
4. Bring the business community closer together
5. Increase membership from a broad business base
6. Aid the regeneration of Rhyl
7. Represent the membership to other bodies
8. Develop standards and function in a way that is respected
Current RYCH Staffing
Full Time Staff: None at present
Potential Job Profiles
• Project Manager (Tudor Trust Funded Post)
• 6 X Project Workers
• Project Administrator
• Training and learning support staff
Job descriptions for these posts are available upon request
Administration/Systems
From the Company’s’ inception, we will have a number of administrative and control systems in place; each project will be expected to be monitored independently by the coordinator and/or relevant staff members.
The Project Manager will be responsible for the on-going and annual reviews of each project and, appropriate evaluations/monitoring of all policies and systems used by the group.
Administration Information
When purchased, the general management of the premises at 1 Elwy Street & 69-75 Wellington Road, will be the responsibility of the RYCH Project Manager.
RYCH is bound by the regulations contained in the Companies Act 2006.
Annual accounts will be produced and independently audited by the Denbighshire Voluntary Services Council.
All policies will be maintained and annually updated (when appropriate) by the Project Manager and the Board of Directors.
Accounts will be audited annually by the Denbighshire Voluntary Services Council and filed at Companies House.
Monitoring Client Customer Satisfaction will be a routine business process.
Personal information provided by young people will be treated confidentially and storage of any information complies with the Company’s Data Protection Policy and the Data Protection Act.
Feedback forms are available on our website, at our premises and at each project session.
Size and Layout Description
RYCH will seek to take ownership of 1 Elwy Street & 69-75 Wellington Road, Rhyl. The Premises is situated on a prominent corner, in the centre of Rhyl with good passing footfall.
The original premises of some circa 2000sqrft comprised; Training and recreation area, Kitchen/Café, Digital Media/I.C.T Suite and Offices all with DDA Compliant access, a hearing loop system, DDA Compliant toilets and adapted computer access.
The new construction has made available a first floor covering circa 2000sqrft comprising of a further 7 office/training rooms of modern design with heating and broadband connection.
The new building work has also had the effect of enlarging the Youth Café area, has allowed a new kitchen area to be build and, has allowed the potential ICT area to be created on the ground floor.
Usage of the premises
The premises will, primarily, be used for Youth Engagement and Youth Support activities. The offices and training rooms will be leased and utilised by a number of support agencies and organisations and, will be promoted to other like-minded organisations and the three flats will be used as ‘move-on’ accommodation for vulnerable young people and groups, to raise revenue to develop the organisation.
At this stage we are in discussion with:
Coleg Llandrillo (Rhyl Campus) – space for retail training and a retail outlet
Communities First – offices
Nacro – for training facilities (already sublet the three flats)
Princes Trust – to retain them in office space (all dependent on timescale of building works starting)
Hafan Cymru – office facilities
Freehold/ Lease Period and Conditions
The premises will be owned by the group, via a mortgage with WCVA (unless successful with Big Lottery application) and will benefit from support from the Welsh Government and potentially, other funders.
Planning Consents, Permissions Types of usage allowed etc.
The premises has full planning permission for all proposed activities which were approved following a ‘Change of Use’ application to Denbighshire County Council in 2005, although additional consent maybe required for the Training Café.
Development, Renovation and Decorating Work
The remaining Development and Renovation Contracts will be put out to open tender and the successful organisation(s) will be contracted to undertake the work.
The building work will be financed by funding from the Welsh Government
All consents and planning permissions have been approved and awarded, by Denbighshire County Council including; the monitoring of the building work, as required under building regulations, have monitored the progress of the building work since the renovation process was started.
Fixtures and Fittings
Interior of the building was planned, and designed as a bespoke centre to carry out all such activities as identified and proposed in this business plan.
The building work commenced in 2009 and is currently awaiting further funding to complete the building work, funding, potentially, through a further grant from Welsh Government.
FINANCIALS
Initially, we will enter into a loan agreement with WCVA for a sum of £250,000. We will offer £230,000 for purchase of the building and its contents, and £20,000 working capital, to support the initial ‘start-up’ and ‘running costs’ during the first year of trading.
In the first year, we will have a payment holiday, enabling the organisation to become established, to finish the building work, to make all rooms on both the ground and first floors DDA accessible/compliant, to develop its contacts, to allow the time to apply to a variety of funding and grant sources, and to maximise the potential income from the rental of the office and training room space. This will enable us to support the organisations’ programmes to support the young people of Rhyl.
In the second year, we will make payments on the loan on an interest only basis. This will enable us to consolidate our position and to identify other sustainable funding streams.
In Year Three, we will make full payments on the Mortgage with WCVA, having secured long-term tenancy agreements and developed a range of social enterprises.
We have applied to the Big Lottery People and Places fund for a grant of £498,000. This comprises £250,000 to purchase the premises outright, i.e. to repay WCVA in full, and £248,000 for revenue costs (staffing and project delivery costs). If successful, this will pave the way for even greater financial stability and sustainability, by removing the servicing of a loan, and investing all rental and sales income directly into the charitable works of RYCH.
RYCH is in the process of registering as a charity. Once charitable status is gained the organisation will be able to apply for a host of additional revenue grants (Lloyds TSB Foundation, Hilton Foundation, Barclays Community Fund etc.), all of whom focus on working with young people in the most disadvantaged areas.
Financial projections for the first three years of trading are attached to this Business Plan. These demonstrate the financial viability of this plan by illustrating both the best and worst case scenarios. I.e. best case = the premises fully occupied and providing significant rental income; worst case = few spaces being let out and only youth work being delivered. Both scenarios show an operational surplus by year 3. The cash flow forecasts are based on actual figures or analysis of previous spend.
RISK ANALYSIS
SWOT Analysis Strengths, Weaknesses, Opportunities and Threats
|STRENGTHS |WEAKNESSES |
|Project unique to North Wales/UK |Currently Grant Funding dependant |
|Being a ‘flagship’ project nationally and internationally |Reliant on others for core funding |
|Clear need for cross-generational projects to bring local |Difficulty identifying and securing sufficient funding to |
|communities together – identified in Rhyl Going Forward and |complete the current building work |
|other strategic documents. |Lack of Building Project management |
|Skills, experience & professionalism of the volunteers and |Outside influences affecting young people |
|management committee |Marketing and promoting |
|Housing through use of 3 purpose build furnished flats |A potential inability to rent offices, training rooms, etc. |
|Funding access experience - successes | |
|Success/popularity of project | |
|Training opportunities for local people | |
|Job creation | |
|Strengthen local economy & communities | |
|Contribute to crime reduction | |
|Contribute to re-engaging disaffected and disengaged people | |
|Strong links with a variety of support organisations and | |
|agencies | |
|Positioned in the most deprived area in Wales | |
|OPPORTUNITIES |THREATS |
|Become income-generating and self-sustaining |Funding limitations |
|Ability to pre-empt national policies |Competition for available funding |
|Ability and experience to train young people as staff |External prejudice towards young people |
|To generate income through renting out office/training room |Maintaining 100% operational effectiveness while still grant |
|space and the 3 furnished flats |dependant |
|To develop strong links with Welsh Government and local County |Cash-flow issues – long and short-term |
|Councils |Funding and financial issues which are beyond the control of |
|Support from local Voluntary Service Council with various |RYCH |
|aspects of developing management and financial systems |Negative press |
| |Incomplete building work |
| |Restricting ability to rent office and conference/training |
| |rooms |
EXIT STRATEGY
The Directors have put into place, an Exit Strategy to cover the eventuality of RYCH having to close down its operations in Rhyl.
Should the Directors be made aware that there are financial or other issues that could impact on the viability of RYCH as an organisation; they would follow the procedure identified below?
In the first instance, every effort will be made to identify potential bodies, organisations or agencies to take over the running of RYCH to try and ensure that, although run by another organisation, RYCH’s aims continue to support the local youth and the community in general.
At least 3 months before the potential closure, the Directors will instruct the Project Manager to:
• Immediately contact RYCH’s Legal Advisors to establish any redundancy, other staffing and other legal issues which are pertinent to RYCH’s closure. NOTE: Where appropriate, Redundancy Meetings will be held, as directed by RYCH’s Legal Advisors.
• All members of staff affected by the closure will be informed, immediately, of any potential Redundancy and, they will be entitled to time-off, to attend job interviews, etc.
• RYCH will give a minimum of 3 months’ notice to all tenants, this will include tenants who occupy the 3 Flats within the building (RYCH will also inform Head or Housing and Homelessness for Denbighshire County Council, that the tenants are likely to be homeless) and any groups and organisations who are renting rooms from the organisation.
• Establish, with current information from Payroll, the financial implications for paying any redundancy to members of staff that are/will be, affected by the closure of RYCH.
• The Project Manager will correspond with any and all funders who are funding or, are likely to fund, any of the provisions at RYCH and inform them of the imminent closure and, to ensure that all funder’s rules and stipulations for the use of their funding can be evidenced and have been complied with.
• Any equipment or materials purchased with funding bodies’ monies, which have to be disposed of, must be disposed of in line with the funding/grant body’s stipulations and to, potentially, find recipient organisations for such materials and/or equipment.
• As RYCH currently own the building, albeit with current mortgage, it is essential that the building should be independently valued and put up for sale on the open market to realise the best possible figure which will enable RYCH to pay the outstanding mortgage and to pay any outstanding creditors and other debts.
• Any residual monies will be distributed amongst, preferably, local, like-minded organisations, in line with the aims contained within RYCHs Memorandum and Articles of Association.
• RYCH will ensure that any and all HMRC Liabilities, i.e. PAYE and VAT, are paid in full, prior to closure.
• Any members of staff, who are undertaking training delivered by and/or within RYCH, will be identified and, an appropriate Training Provider identified and contacted, to enable the individual(s) to complete their programme of training.
• Upon completion of all matters pertaining to the closure, the Board will ensure that RYCH informs Companies House, HMRC and, if appropriate, the Charities Commission, that Rhyl Youth Community Hub Limited has ceased to trade and ensure closing accounts are submitted to all appropriate parties.
APPENDICES
Financial Projections and Cash flow Forecasts 31
Risk Analysis 37
Organisational Policies 43
|RYCH Projected Budget 2013-14 | | | | | |RYCH Projected Budget 2013-14 | | | |
| | | | | | |(Worst-case Scenario) | | | |
|Office 1 | £9,600.00 | | | | |Office 1 | £- | | |
|Office 2 | £4,800.00 | | | | |Office 2 | £- | | |
|Office 3 & 5 | £7,992.00 | | | | |Office 3 & 5 | £- | | |
|Office 4 | £1,440.00 | | | | |Office 4 | £- | | |
|Training Room | £9,600.00 | | | | |Training Room | £- | | |
|Nacro | £13,260.00 | | | | |Nacro | £13,260.00 | | |
|First-floor Offices | £20,004.00 | | | | |First-floor Offices | £- | | |
|Tudor Trust | | £35,000.00 | | | |Tudor Trust | £- | £35,000.00 | |
|Other Grants | | £80,000.00 | | | |Other Grants | | £30,000.00 | |
|Children In Need | | £45,000.00 | | | |Children In Need | | £35,000.00 | |
| | | | | | | | | | |
|Total Income | £71,976.00 | £160,000.00 | | | |Total Income | £18,540.00 | £100,000.00 | |
|Mortgage 1 (WCVA) | £- 0 |Zero repayment | | | |Mortgage 1 (WCVA) | £- 0 |Zero repayment | |
|Electric | £8,000.00 |Identify options | | | |Electric | £4,500.00 |Reduced Usage | |
|gas | £3,810.00 |Identify options | | | |gas | £3,000.00 |Reduced Usage | |
|Water | £676.00 | | | | |Water | £676.00 | | |
|Phoneline (BT) & Broadband | £1,200.00 |Identify options | | | |Phoneline (BT) & Broadband | £1,250.00 |Reduced Usage | |
|TV Licence | £142.50 | | | | |TV Licence | £142.50 | | |
|Bins | £546.00 | | | | |Bins | £546.00 | | |
|Window Cleaner | £180.00 | | | | |Window Cleaner | £180.00 | | |
|Direct Hygiene | £500.00 | | | | |Direct Hygiene | £500.00 | | |
|Insurance | £4,578.00 | | | | |Insurance | £4,578.00 | | |
|Stationary & Postage | £390.00 | | | | |Stationary & Postage | £390.00 | | |
|Toileteries | £200.00 | | | | |Toileteries | £200.00 | | |
|Refreshments | £175.00 | | | | |Refreshments | £175.00 | | |
|Emergency and Repairs | £1,500.00 | | | | |Emergency and Repairs | £1,000.00 | | |
|Yard Lease | £1,200.00 |Identify options | | | |Yard Lease | £1,200.00 | | |
|Photocopier Lease | £1,000.00 | | | | |Photocopier Lease | £800.00 |New Contract | |
|Total | £24,097.50 | | | | |Total | £19,137.50 | | |
| | | | | | | | | | |
|Other | | | | | |Other | | | |
|Mobiles (Orange) | £360.00 |Identify options | | | |Mobiles (Orange) | £360.00 |2 only | |
|HMRC | £- 0 | | | | |HMRC | £- 0 | | |
|Memberships | £100.00 | | | | |Memberships | £100.00 | | |
|Legal fee's ect (Hill Dickinson)| £- 0 | | | | |Legal fee's ect (Hill Dickinson) | £- 0 | | |
|VAT Returns | £1,920.00 | | | | |VAT Returns | £1,920.00 | | |
|DVSC (Payroll) | £1,000.00 | | | | |DVSC (Payroll) | £1,000.00 | | |
|Website | £150.00 |Review provider | | | |Website | £150.00 | | |
|Accountants | £3,000.00 | | | | |Accountants | £3,000.00 |Tendered | |
|Contigency | £1,000.00 | | | | |Contigency | £1,000.00 | | |
|Total | £7,530.00 | | | | |Total | £7,530.00 | | |
| | | | | | | | | | |
| |Staff Salaries (restricted) | |Pension Contribution 5% | | | |Staff Salaries (restricted) | |Pension Contribution 5% |
| |Chief Executive | £32,000.00 |£1,600.00 | | | |Chief Executive | £32,000.00 |£1,600.00 |
| |Senior Youth Worker | £23,000.00 |£1,150.00 | | | |Senior Youth Worker | £23,000.00 |£1,150.00 |
| |Youth Worker | £21,000.00 |£1,050.00 | | | |Youth Worker | £21,000.00 |£1,050.00 |
| |Youth Worker | £21,000.00 |£1,050.00 | | | |Youth Worker | | |
| |Youth Worker | £21,000.00 |£1,050.00 | | | |Youth Worker | | |
| |Social Enterprise Co-ordinator | £21,000.00 |£1,050.00 | | | |Social Enterprise Co-ordinator | | |
| |Administrator | £17,500.00 |£875.00 | | | |Administrator | £17,500.00 |£875.00 |
| |Total | £156,500.00 |£7,825.00 | | | |Total | £93,500.00 |£4,675.00 |
| | | | | | | | | | |
|: | | | | | | | | | |
|RYCH Projected Budget 2014-15 | | | | | |RYCH Projected Budget 2014-15 | | | |
| | | | | | |(Worst-case Scenario) | | | |
|Office 1 | £9,600.00 | | | | |Office 1 | £- | | |
|Office 2 | £4,800.00 | | | | |Office 2 | £- | | |
|Office 3 & 5 | £8,388.00 | | | £- 0 | |Office 3 & 5 | £- | | |
|Office 4 | £1,512.00 | | | | |Office 4 | £- | | |
|Training Room | £9,600.00 | | | | |Training Room | £- | | |
|Nacro | £13,260.00 | | | | |Nacro | £13,260.00 | | |
|First-floor Offices | £22,008.00 | | | | |First-floor Offices | £22,008.00 | | |
|Tudor Trust | | £35,000.00 | | | |Tudor Trust | | £35,000.00 | |
|Other Grants | | £120,000.00 | | | |Other Grants | | £55,000.00 | |
|Children In Need | | £35,000.00 | | | |Children In Need | | £35,000.00 | |
|Big Lottery | | £82,667.00 | | | | | | | |
|Total Income | £122,364.50 | £323,322.00 | | | |Total Income | £32,420.50 | £146,655.00 | |
|Mortgage 1 - 4% interest | £822.34 |Interest Only | | | |Mortgage 1 - 4% interest | |Zero Repayment | |
|Electric | £8,000.00 |Identify options | | | |Electric | £8,000.00 |Increased usage | |
|gas | £3,901.00 |Identify options | | | |gas | £3,901.00 |Increased usage | |
|Water | £710.00 | | | | |Water | £710.00 | | |
|Phoneline (BT) & Broadband | £1,200.00 |Identify options | | | |Phoneline (BT) & Broadband | £1,200.00 |Increased usage | |
|TV Licence | £150.00 | | | | |TV Licence | £150.00 | | |
|Bins | £573.00 | | | | |Bins | £573.00 | | |
|Window Cleaner | £200.00 | | | | |Window Cleaner | £200.00 | | |
|Direct Hygiene | £500.00 | | | | |Direct Hygiene | £500.00 | | |
|Insurance | £4,578.00 | | | | |Insurance | £4,578.00 | | |
|Stationary & Postage | £410.00 | | | | |Stationary & Postage | £410.00 | | |
|Toileteries | £200.00 | | | | |Toileteries | £200.00 | | |
|Refreshments | £175.00 | | | | |Refreshments | £175.00 | | |
|Emergency and Repairs | £1,500.00 | | | | |Emergency and Repairs | £1,000.00 | | |
|Yard Lease | £1,200.00 |Identify options | | | |Yard Lease | £1,200.00 | | |
|Photocopier Lease | £800.00 | | | | |Photocopier Lease | £800.00 | | |
|Total | £24,919.34 | | | | |Total | £23,597.00 | | |
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|Other | | | | | |Other | | | |
|Mobiles (Orange) | £360.00 |Identify options | | | |Mobiles (Orange) | £360.00 | | |
|HMRC | £- 0 | | | | |HMRC | £- 0 | | |
|Memberships | £120.00 | | | | |Memberships | £120.00 | | |
|Legal fee's ect (Hill Dickinson) | £- 0 | | | | |Legal fee's ect (Hill Dickinson) | £- 0 | | |
|VAT Returns | £1,920.00 | | | | |VAT Returns | £1,920.00 | | |
|DVSC | £1,000.00 | | | | |DVSC | £1,000.00 | | |
|Website | £150.00 |Review provider | | | |Website | £150.00 | | |
|Accountants | £3,000.00 | | | | |Accountants | £3,000.00 | | |
|Contigency | £1,000.00 | | | | |Contigency | £1,000.00 | | |
|Total | £7,550.00 | | | | |Total | £7,550.00 | | |
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| |Staff Salaries (restricted) | |Pension Contribution 5% | | | |Staff Salaries (restricted) | |Pension Contribution 5% |
| |Chief Executive | £32,000.00 |£1,600.00 | | | |Chief Executive | £32,000.00 |£1,600.00 |
| |Senior Youth Worker | £23,000.00 |£1,150.00 | | | |Senior Youth Worker | £23,000.00 |£1,150.00 |
| |Youth Worker | £21,000.00 |£1,050.00 | | | |Youth Worker | £21,000.00 |£1,050.00 |
| |Youth Worker | £21,000.00 |£1,050.00 | | | |Youth Worker | £21,000.00 |£1,050.00 |
| |Youth Worker | £21,000.00 |£1,050.00 | | | |Youth Worker | | |
| |Trainee Youth Worker | £15,000.00 |£750.00 | | | |Trainee Youth Worker | £15,000.00 |£750.00 |
| |Social Enterprise Co-ordinator | £21,000.00 |£1,050.00 | | | |Social Enterprise Co-ordinator | | |
| |Administrator | £17,500.00 |£875.00 | | | |Administrator | £17,500.00 |£875.00 |
| |Total | £171,500.00 |£8,575.00 | | | |Total | £129,500.00 |£6,475.00 |
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|RYCH Projected Budget 2015-16 | | | | | |RYCH Project Budget 2015-2016 (Worst-case | | | |
| | | | | | |Scenario) | | | |
|Total Income | £189,940.16 | £349,902.00 | | | |Total Income | £55,289.50 | £154,834.00 | |
|Mortgage 1 (WCVA) | £20,558.52 |Full repayment | | | |Mortgage 1 (WCVA) | £822.34 | Interest Only | |
|Other | | | | | |Other | | | |
| |Chief Executive | £32,960.00 |£1,648.00 | | | |Chief Executive | £32,000.00 |£1,600.00 |
| |Senior Youth Worker | £23,690.00 |£1,184.50 | | | |Senior Youth Worker | £23,000.00 |£1,150.00 |
| |Youth Worker | £21,630.00 |£1,081.50 | | | |Youth Worker | £21,000.00 |£1,050.00 |
| |Youth Worker | £21,630.00 |£1,081.50 | | | |Youth Worker | £21,000.00 |£1,050.00 |
| |Youth Worker | £21,630.00 |£1,081.50 | | | |Youth Worker | | |
| |Trainee Youth Worker | £15,450.00 |£772.50 | | | |Trainee Youth Worker | | |
| |Social Enterprise Co-ordinator| £21,630.00 |£1,081.50 | | | |Social Enterprise Co-ordinator | £21,000.00 |£1,050.00 |
| |Administrator | £18,025.00 |£901.25 | | | |Administrator | £17,500.00 |£875.00 |
| |Total | £176,645.00 |£8,832.25 | | | |Total | £135,500.00 |£6,775.00 |
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|Details of Incident Suspicion: (Record all details) |
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|PLEASE CONTINUE ON REVERSE |
Confidential
Record of Action Taken
|Record all action taken, comments or statements made, |
|agencies contacted and at what time. |
|Time |Action Taken |Initial |
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When completed, hand in to Child Protection Officers.
HOW TO DEAL WITH A DISCLOSURE OR SUSPICION OF ABUSE
|A young person may approach you | |You may become aware for a number| |It is brought to your attention |
|for help or advice concerning | |of reasons & have concern for a | |that there is a cause for concern|
|child abuse | |young persons welfare | |about a particular child |
|Take immediate action. |
|List the reasons for concern. |
|Make notes as soon as possible after. |
|Is there any serious physical injury | |Immediately contact the Duty Social Worker |
|evident? | |or Police |
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|Take the child to the Accident & Emergency | |Denbighshire Children & Families Services |
|unit at nearest hospital and contact the | |Den. Phone: 01824 712900 |
|Police and Social Services | |Con.Phone: 01492 575111 |
| | |Out-of-hours: 01492 515777 |
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| | |National Business Unit (Golden Number) |
| | |Phone: 084564040404 |
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| | |Childline |
| | |Phone: 0800 1111 |
Rhyl Youth Community Hub
Service User Complaints Procedure
Purpose
To define the process by which Rhyl Youth Community Hub will respond to complaints.
Procedure
The “Responsible Person” is responsible for receiving complaints and ensuring action is taken. Staff must inform the “Responsible Person” of all complaints.
The principle premise when dealing with complaints is:
Listen to what the Service User has to say, do not argue with them or pass the “buck”. (see Appendix 1 for further guidance)
The following procedure should be followed for telephone or personal callers:
1. Identify the name of the caller
2. Obtain address and telephone number
3. Obtain the necessary information to understand the nature of the complaint
4. Complete Service User Comment Form.
For responding to written complaints:
o Complete User Comment Form and pass to the “Responsible Person”.
o Ensure completed Service User Comment Form is recorded in the Service User Comment Register.
The Register will be held by the “Responsible Person”.
Investigating a Complaint
The “Responsible Person” when investigating a complaint shall:
1. Establish as many of the “facts” of the situation as is reasonably possible. This may involve a personal interview with the complaint, review of documentary evidence, interview staff, requesting reports from staff, as well as interview other relevant people.
2. At the conclusion of the investigation, a written report will be produced. The service user will be notified in writing of the outcome of the investigation and will be offered the opportunity to discuss the outcome.
Appeals Procedure
Should the complainant remain dissatisfied by the outcome of the complaint, the matter will be referred to an Appeals Sub-Committee of the Board.
The Appeals Sub-Committee is empowered to hold a formal Appeal Hearing if they judge this to be appropriate.
APPENDIX 1
Rhyl Youth Community Hub
Service User Complaints Procedure Handling Complaints
Advice to Staff
Most people complain because they have a problem, not because they enjoy complaining. They usually have an idea of what their problem is, and it is up to our staff to find out:
a) What the person perceives as the problem.
b) What the actual problem is (which can often be different from the perceived problem).
The most important thing for you to do is to listen to the person and to acknowledge what they are saying. You may be able to tell what the actual problem is within a few seconds, but remember that the person ‘owns’ the problem and has a right to be heard.
Something that may seem trivial to you may seem catastrophic to the person making the complaint.
The first thing to be done is to find out the nature of the problem.
Some of the most common causes of complaint are:
• product service does not live up to expectations;
• delay in promised delivery;
• delays in responding to enquiries;
• unprofessional behaviour from staff, whether intentional or not mistakes;
• not being able to get through to the organisation or a specific member of staff because of poor communication;
• limited choice of products;
• limited choice of when and how services are delivered.
Often at this stage the complaint will give the minimum information about the problem they have, the next stage is to identify the problem accurately - this entails listening to the person and asking them relevant questions.
So when a person comes to you with a complaint,
1. Identify yourself, tell the person your name and offer to help.
NEVER SAY ‘IT’S NOT MY JOB’....
2. Never get into an argument with the person – acknowledge their concern.
3. Don’t tell them what you cannot do, tell them what you can do.
4. Ask for the facts, check that you understand the problem, do not interrupt or jump to conclusions, before the person has finished.
5. Avoid technical jargon.
6. Finally,
DO NOT MAKE PROMISES UNLESS YOU CAN KEEP THEM.
If you follow the checklist below you have a good chance of identifying the problem.
1. Get the person to specify exactly what is the problem
2. Identify background information to the problem
3. Find out what is the present situation
4. Check out the scale of the problem, do other service users have the same problem, even though they have not complained
5. Find out what the person wants to achieve from reporting this problem
6. Check your own contribution to the problem, what role are you playing in it, are you helping or hindering the situation? (try not to be defensive)
7. Examine all the pieces; does the person feel that you understand what the problem is?
Information has now been gathered from the complaint, but before a problem can be solved or a decision made, usually an analysis of the problem has to be undertaken.
If you are not able to deal with the complaint immediately; or the person wishes to pursue the issue then the details are to be forwarded to the “Responsible Person” who will contact the complainant within 7 working days.
APPENDIX 2
SERVICE USER COMMENT FORM
A direct route to the “Responsible Person”; to allow you to comment on any aspect of the Service. Whether it’s a grumble or complaint which has not responded to the usual ways of ‘putting things right’, an idea or suggestion for changing or improving our services, or an expression of praise or thanks, the issue will be dealt with in as short a time as possible and by the most appropriate person.
Please give sufficient information to provide you with a reply in 7 working days.
Date
Your name
Your address
this is a...
grumble idea or expression of
or praise suggestion praise or thanks
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All information is dealt with in the strictest confidence
Rhyl Youth Community Hub
SERVICE USER COMPLAINTS REGISTER
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Rhyl Youth Community Hub
Confidentiality Policy
Reviewed
1. Introduction
Confidentiality is a fundamental principle of the delivery of health services. Rhyl Youth Community Hub must preserve and maintain the confidentiality of the information we hold. Much of the confidential information held by the Company is of a personal nature; the Company holds information about service users, staff and volunteers. The Company and its employees have an obligation not to disclose confidential information, be it personal or otherwise, as a result of various Acts of Parliament guidance.
These are:
a. Data Protection Act 1998 – This Act was passed as a result of the EU Directive and it protects personal data held on all media. For more information, see the Company’s Data Protection Policy.
b. Common Law Duty of Confidence – This is the duty placed on the Company and other organisations as a result of case law regarding confidentiality.
c. Human Rights Act 1998 – This Act was passed as a result of the European Convention on Human Rights. This is intended to protect certain rights of individuals. In terms of confidentiality, the key part is Article 8 – “the right to respect for private and family life, home and correspondence”. This gives an individual the right to live their life with personal privacy in a way that does not infringe on the rights of anyone else. This could include information held about them in the form of diaries or personal records and the correspondence aspect is equally as broad.
d. Terms and conditions of employment – When any member of staff takes up a post with the Company, their contract of employment includes certain terms and conditions. These include the requirement to maintain and protect the confidentiality of Company information. All Company staff are contractually required to adhere to this policy.
e. The Caldicott Committee Report on the Review of Patient Identifiable Information (1997) – This report investigated the transfer of patient identifiable information. The resulting management audit seeks to ensure that all organisations protect the patient identifiable information that they hold.
f. Regulation of Investigatory Powers Act 2000 – This Act is intended to combat cybercrime. It ensures that any interceptions do not breach an individual’s human rights and requires that appropriate authorisations are obtained when required. The Act also supplements exiting legislation, for example any information collected under this Act still falls under the Data Protection Act and its principles.
g. Freedom of Information Act 2000 – This Act is part of the Government’s commitment to make more public sector information available to the public. It does, however, outline several exemptions to protect certain information. After 1 January 2005, these exemptions will form the basis of any decision to keep information confidential. (For more information see the Freedom of Information Act 2000 Policy).
h. Public Information Disclosure Act 1998 – This Act provides protection from victimisation and dismissal to members of staff who speak out against corruption and malpractice at work. Along with encouraging staff to disclose information in the interests of the wider public by offering employment protection, the purpose of this legislation is to recognise the contribution that public sector staff can make to delivering better services. For further information, see the Staff Concerns Policy.
i. Computer Misuse Act 1990 – This Act makes it a criminal offence to access or damage computer data without authority.
In addition to the above, health professionals will have ethical standards of confidentiality. The duty of confidence continues after, the resolution or conclusion of the topic or the member of staff has left the Company. The Company is responsible for protecting all the information it holds, and information will be disposed of in accordance with the Records Management Policy.
No part of this policy is intended to counteract any statutory duty the Company has to disclose information, such as the notification of infectious diseases.
2. Scope
This policy applies to:
• All employees of the Company, including the Directors
• Volunteers
• Student/medical/work placements
• Agency/locum/bank staff
• All contractors and sub-contractors, and the Company will ensure that all contracts will include a suitable confidentiality clause
In addition to the above, all official visitors to Company premises must acknowledge the need to protect confidentiality.
3. Definitions
The Collins Dictionary (1988)* defines something being confidential as:
• spoken or given in confidence, private
• entrusted with another’s secret affairs
• suggestive of intimacy
This brings a significant expectation from the individuals concerned. ‘trust’ is central to the concept of confidentiality.
4. Guidelines for Practice
Staff must not access any confidential information held in any form when they have no proper reason to do so in the course of their duties. When dealing with information of any nature, staff must be aware of their personal responsibility and undertake to abide by the policies and procedures of the Company and their own departments.
4.1 Personal Information
Personal information may relate to learners their parent/guardian/support workers/carer, members of staff, visitors, volunteers and other members of the public. To ensure the confidentiality of personal information, the following guidelines must be adhered to:
• Access to areas, departments or offices containing confidential information must be restricted to authorised personnel only.
• Recorded information of a personal nature must not be left unattended.
• Staff must not access any member, employee or other record for which they have no proper reason to do so in the course of their duties within the Company.
• Staff must not access records for their personal interest. This will include accessing their own personal records.
• Staff in areas dealing with children, have additional constraints placed upon them.
4.2 Corporate Information
Staff must ensure that corporate/business information is only viewed by those who need to see it in line with their role. Confidential information must not be left unattended unless in a secure environment.
4.3 Electronic Records
All computer access must be password controlled. Passwords must be constructed to minimise the possibility of either being memorised by an onlooker or a guessed by a hacker or colleague. Staff must change their password at regular intervals or at any time they suspect that their password has become known. The Company Security Policy and the PC Security Policy provide more guidance on the formation and use of passwords. Staff must also log out of any computer system when leaving the machine unattended.
Managers must determine what systems staff have access to and the level of that access. The manager will ensure that their staff have the necessary training in the appropriate use of these systems.
4.4 Contracts
Staff contracts contain a statement enforcing the duty to respect the confidentiality of information.
Where contractors and employment agencies are used, the contracts between the Company and these third parties must contain clauses to ensure that contract staff are bound by the same obligations as Company staff.
Managers must ensure that staff are made aware of their responsibilities.
5. Removal or Change of Access
When a member of staff leaves or changes post within the Company, their former manager must ensure that:
• Rights of access to computer systems are rescinded or changed to meet the needs of the employee’s new post
• Ownership of files and documents (held in any format) are transferred to another appropriate member of staff
• Identity badges are returned or changed to reflect the new post
• Any Company property (e.g. keys) are returned
• The Managers and Directors will determine whether or not any digital door codes need to be changes (depending on the risks involved)
6. Storage
No document containing confidential information is to be left where it can be viewed by anyone without the authority or need to do so. This includes telephone messages, computer prints, faxes and other documents.
All hardware containing confidential data must be located in a secure environment. This applies to all file servers, personal computers, laptops and PDAs. (See the PC Security Policy and the Laptop and PDA Policy for more information).
7. Transport
Confidential information must always be transported in a manner that ensures that it is not accidentally disclosed to unauthorised individuals. Confidential information transported within the Company must be in a sealed, addressed envelope (but not an internal mail/transit envelope). Personnel records should be hand delivered by the sending department or collected by the receiving department. Where this is not possible, the relevant departments must be told that information has been sent and confirm receipt.
Facsimile transmission must be sent in accordance with the Policy on the Secure Transmission of Manual Faxes. All faxes sent by any member of staff must have a front cover on – the Company fax template is in the policy and must be used for both internal and external faxes.
Health/Medication/Specialist Information and/or records must be transported in accordance with the Policy for the Transportation of such information within the Company.
8. Disclosure
Great care must be taken when discussing confidential information. Staff must ensure that they are talking to an appropriate person and that they are not easily overheard. If someone takes a call requesting personal information, they should ask the caller if they can return the call and take the name and number. Advice should then be sought from their line manager or the Data Protection Officer. For enquiries relating to staff, they can obtain advice as necessary from the Human Resources Department. This is especially important if the caller is trying to establish whether an individual is in the Company (be it as a learner or member of staff).
8.1 Personal Information (where the subject makes the request)
Under the Data Protection Act 1998, individuals have the right to receive copies of information held about them. Requests for this should be made in writing to the Data Protection Officer care of the IT Department. These will then be handled in accordance with the Subject Access Policy.
8.2 Personal Information (by third parties)
Personal information can be disclosed:
• With the subject’s written, informed, explicit consent for a particular purpose.
• On a need to know basis if the person receiving the information is concerned with the training of the individual.
• If it is required by law or under a court order (If this is the case, the request should be referred to the Data Protection Lead).
• In child protection proceedings if it can be established that the information required is in the public interest.
In any situation, the Company must be able to justify any decision to pass on information.
Personal information must not be disclosed under any circumstances for the purposes of fund-raising or commercial marketing.
The disclosure of information about HIV, AIDS, sexually transmitted diseases, are restricted by law. This information must only be disclosed by one of a very limited number of authorised individuals and in accordance with the relevant legislation.
8.3 Telephone Enquiries - Regarding Staff
Wherever possible, enquiries about whether a member of staff is employed by the Company must be passed to the Human Resources department. The department will take the details of the caller and the details of the individual they are looking for. Human Resources will then determine whether or not the individual works for the Company and contact them to ask if there is any problem or issue with the caller. An appropriate response can then be passed to the caller.
The Youth Worker’s Office should be treated as private for telephone calls/enquiries. This means that if the caller does not have the extension number they wish to be connected to, they should not be transferred directly. Switchboard should ask for the identity of the caller, put them on hold and speak to the member of staff concerned to determine if they are prepared to take a call from that person.
There is also a need for staff to inform the switchboard and Human Resources department if they are receiving and/or trying to prevent nuisance calls, giving as much information as possible. This will enable them to filter calls appropriately. The Company will endeavour to ensure that nuisance or malicious calls are blocked, but cannot guarantee that all calls will be blocked.
8.4 Children and Young People
People aged 16 and over are regarded as adults and must be asked for consent to disclose information. People under 16 who have sufficient understanding and intelligence can also give consent (Fraser competence), otherwise the parent or guardian must be asked for consent.
In child protection cases the interests of the child must be safeguarded. A child or young person up to the age of 18 may need protection from an inter-agency child protection plan. It may be necessary to pass on information without the consent of the parent or guardian. In these cases, the request must be referred to the child protection officer and the professional most recently responsible for the child’s care.
8.5 Corporate Information
Corporate/business information may only be disclosed or released in line with the appropriate day-to-day conduct of Company business. On other occasions, the request must be made in writing to the Chairperson of the Board of Trustees. Requests will be dealt with in accordance with the Freedom of Information Act 2000 (see the Freedom of Information Act 2000 Policy).
8.6 Disclosure to the Media
Requests for information from the media in relation to a serious incident must be dealt with in accordance with the Media Policy. Requests for information regarding the condition of a patient should be referred to the Manager. Other requests for information from the media must be referred to the Chairperson of the Board of trustees or the Manager.
8.7 Litigation
Requests for information in relation to litigation must be dealt with by the Chairperson of the Board of Trustees and the Data Protection Officer.
8.8 Police Enquiries
In the course of their inquiries, the police may wish to obtain personal details regarding an individual that relates to an alleged offence. The police have no automatic right to such information without providing the individual’s explicit, informed consent to disclosure in writing. It may not always be possible to seek consent as it may impede the police inquiries or warn off the suspect. In this situation, requests must be referred to the Manager who will consider (with reference to the Police Access to Personal Information Procedure – needs to be written) whether the request can be granted. On occasions where the Manager required further clarification on Data Protection issues or requires a second opinion from a Director when refusing information, they can contact a Director as appropriate.
9. Disposal
Records will be disposed of in accordance with the Company’s Records Management Policy.
10. Training
Training on confidentiality, Data Protection, Freedom of Information and IT Security will be included in the Company’s training and development plan. All new members of staff are required to attend induction training, which will include these areas. This training will also be included in the Company’s mandatory training programme, which existing members of staff are required to attend.
It is essential for the principle of confidentiality to become embedded in all development activity
11. Advice and Assistance
If any member of staff has any queries regarding personal information, they should contact the Data Protection Officer.
If the query is regarding corporate/business information, they should refer to the Manager or a Member of the Board of Directors. Both will consult appropriately with colleagues and provide advice.
12. Breaches of Confidentiality
Staff are contractually obliged to abide by this policy. Any breach of confidentiality must be reported to the General Manager and to the line manager concerned.
Any breach of this policy will be dealt with in accordance with the Company’s Disciplinary Policy.
13. Review
This policy will be reviewed in April 2012. Earlier review may be required in response to exceptional circumstances, organisational change or relevant changes in legislation.
* Collins Concise Dictionary (1988) 2nd edition, London: Collins
Rhyl Youth Community Hub
Conflict of Interest Policy
All staff, volunteers, and Directors of Rhyl Youth Community Hub will strive to avoid any conflict of interest between the interests of the Organisation on the one hand, and personal, professional, and business interests on the other. This includes avoiding actual conflicts of interest as well as the perception of conflicts of interest.
The purpose of this policy is to protect the integrity of the Organisation's decision-making process, to enable stakeholders to have confidence in the organisation’s integrity, and to protect the integrity and reputation of volunteers, staff and Directors.
Examples of conflicts of interest include:
1 A Director who is also a user may be faced with a decision in a committee meeting regarding whether fees for users should be increased.
2 A Director who is related** to a member of staff and there is decision to be taken on staff pay and/or conditions at a committee meeting.
3 A Director who is also on the committee of another organisation that is competing for the same funding.
4 A Director who has shares in a business that may be awarded a contract to do work or provide services for the organisation or is a director, partner or employee or related to someone who is**.
5 This policy also relates to members of the Training/Assessing/IVing staff who are related to one another or to any of the candidates attending training.
Upon appointment each Director will make a full, written disclosure of interests, such as relationships, and posts held, that could potentially result in a conflict of interest. This written disclosure will be kept on file and will be updated annually or as appropriate.
In the course of meetings or activities, Directors will disclose any interests in a transaction or decision where there may be a conflict between the organisations’ best interests and the Director’s best interests or a conflict between the best interests of two organisations that the Director is involved with. If in doubt the potential conflict must be declared anyway and clarification sought.
In the case of a conflict of interests arising for a Director because of a duty of loyalty owed to another organisation or person and the conflict is not authorised by virtue of any other provision in the memorandum or the articles, the un-conflicted directors may authorise such a conflict of interests where the following conditions apply:
1. The Charity Commission’s permission is sought before a benefit for a trustee may be authorised that isn’t otherwise authorised in the Memorandum of Articles or already authorised in writing from the Commission.
2. The Director who has declared the conflict of interest withdraws from the part of the meeting at which there is discussion of any arrangement or transaction affecting that other organisation or person;
3. The Director who has the conflict of interest does not vote on any such matter and is not to be counted when considering whether a quorum of Directors is present at the meeting;
4. The other Directors who have no conflict of interest in this matter consider it is in the interests of the charity to authorise the conflict of interest in the circumstances applying.
5. Any such disclosure and the subsequent actions taken will be noted in the minutes.
6. Should any member of staff find that they are in a position whereby they come into contact with either another member of staff or a candidate to whom they are related, which may cause a conflict of interest of compromise their objectivity in any way, they should inform their line manager immediately and action should be taken to alleviate any potential issues relating to this conflict of interest.
For all other potential conflicts of interest the advice of the Charity Commission will be sought and the advice recorded in the minutes. All steps taken to follow the advice will be recorded.
This policy is meant to supplement good judgment; and staff, volunteers and Directors should respect its spirit as well as its wording.
Date Adopted: ___________
Clarification of Terms Used:
** A relative may be a child, parent, grandchild, grandparent, brother, sister, spouse or civil partner of the Director or any person living with the Director as his or her partner’
[NB the term ‘Director’ is used throughout, as this policy is specifically for charities that are also companies limited by guarantee even though the organisation may refer to the directors as management committee members or trustees etc.]
[NB the term ‘Member of Staff’ relates to any person working for or, volunteering for the Company in any capacity.]
Rhyl Youth Community Hub
Appeals Procedure
It is a requirement for any training centre delivering any training, either Vocational or Academic, to set down its procedures to deal with Appeals which may arise as a result of judgements, made by and Assessor or Tutor as to the competence or quality of work submitted by a Candidate who is working towards a Qualification.
In circumstances which cannot be resolved between the Candidate and the Assessor or Tutor, it is important that the Candidate is aware of the following process:
“Where an assessment decision has been made on competence or quality of evidence presented by a candidate, and the candidate does not agree with that decision, and then a formal letter of appeal should be sent to the Centre Quality Manager. It is important that a copy of the details of the Unit or evidence requirements and any supporting evidence are submitted with the letter of appeal.
A panel made up of the Internal Verifier and Two Assessors will meet to judge the evidence and report back to the Centre Quality Manager.
Within 7 days of the receipt of the report from the panel, the Centre Quality Manager will advise the Candidate of the decision, in writing.
Where the Candidate still believes this to be unsatisfactory, they can seek a further appeal to the External Verifier appointed by the Awarding Body.
This appeal should be submitted, in writing, to the Centre Quality Manager, who will forward the appeal within two days of receipt.
In some cases the Candidate may need to meet with the External Verifier.
Following the External Verifier’s decision, the Candidate will be informed, by the Centre Quality Manager, as to the outcome.
Dependant on the Awarding Body Procedures, some appeals may go through further procedures which are established by the individual Awarding Body. Details of these procedures will be provided upon request”.
Rhyl Youth Community Hub
Data Protection Policy
Version 1
Rhyl Youth Community Hub aims to fulfil its obligations under the Data Protection Act 1998 to the fullest extent. David Evans has been allocated responsibility for compliance with the Data Protection Act.
In order to operate efficiently, Rhyl Youth Community Hub has to collect and use information about people with whom it works. This may include members of the public, current, past and prospective employees, clients and customers and suppliers. This personal information must be handled and dealt with properly, however it is collected, recorded and used, and whether it be on paper, in computer records or recorded by any other means, and there are safeguards within the Act to ensure this.
Rhyl Youth Community Hub regards the lawful and correct treatment of personal information as very important to its successful operations and to maintaining confidence between the company and those with whom it carries out business.
Personal information applies to both manual and computerised personal data held in a relevant filing system. This information must be accurate and up-dated as necessary and workers, employees, volunteers, job applicants and ex-employees have the right to see records kept about them.
▪ Information held on individuals will only be held as long as it is necessary and the company will not hold any information that is unnecessary.
▪ Data will only be disclosed when legally required to do so or if explicit consent is given by the person on whom the data is held
▪ No data regarding customers or clients will be released
▪ The company will identify the relevant filing systems that will be covered by the provisions of the Data Protection Act
▪ Employees will be informed if they are to be subject to surveillance and monitoring – such monitoring and surveillance will always be proportionate
▪ Absence records will be kept separate from sickness and accident reports
▪ Unauthorised access to personal data (manual or computerised) will not be permitted
▪ Employees must treat all data as confidential as required to do so in their Terms and Conditions of Employment
Access to Employee Data
Procedure
▪ Employees are allowed to have access to all personal data about them held under the Data Protection Act 1998. This Act requires Rhyl Youth Community Hub to respond to requests for access to personal data within 40 days.
▪ The Data Protection Act 1998 gives individuals the right to have access to their personal data at reasonable intervals. The company will send an annual reminder of this right to each employee. Employees should read this information carefully and inform David Evans at the earliest opportunity if they believe that any of their personal data are inaccurate or untrue, or if they are dissatisfied with the information in any way.
▪ In the event of a disagreement between an employee and the company regarding personal data, the matter should be taken up under the company’s formal Grievance Procedure.
▪ Employees have a right to know the information’s source and how it will be used, including whether it will go to third parties, such as a payroll bureau.
▪ Information will only be used for the purpose for which it was gathered.
▪ All manual files storing employee data will be kept in a secure and locked cabinet at all times.
▪ The procedure which applies to computerised data will also apply to manual files.
Computer Security
▪ Rhyl Youth Community Hub regards the integrity of its computer system as central to the success of the organisation. Its policy is to take any measures it considers necessary to ensure that all aspects of the system are fully protected.
▪ Laptop computers should not be left unattended and should be stored out of sight in a secure and locked cabinet.
▪ Databases should not be stored on disks, CD ROMS, pen-drives or other such mobile data storage devices.
Procedure
▪ Overall computer security is the responsibility of Chief Executive and Directors. Line managers are responsible for security within their own scope of responsibility.
▪ On induction employees will be given copies of the computer security policy and will receive instructions on security procedures.
▪ Computer training at every level will emphasise the importance of security.
▪ Information held on record should not be used for a different purpose from the one it was gathered for.
▪ All incoming emails may be monitored and scanned for viruses before being released to the recipient.
▪ Employees with access to personal data must bear in mind at all times the provisions of the Data Protection Act and must not disclose any data to unauthorised persons.
▪ Passwords must be used at all times and changed regularly. Employees should not select obvious passwords. All passwords must be kept confidential. Employees must not give their passwords to other members of staff or to any person outside the organisation.
▪ The safekeeping of CDs and DVDs sent from external sources is the responsibility of the person to whom it was sent. CDs and DVDs generated internally must be kept in a secure place.
▪ Misuse of computers is a serious disciplinary offence.
▪ This list is not exhaustive. Depending on the circumstances of each case, misuse of the computer system may be considered gross misconduct.
▪ Management, in consultation with specialist auditors, may institute confidential control techniques and safeguards.
▪ All breaches of computer security must be referred to the Chief Executive. Where a criminal offence may have been committed the CEO will consult on whether to involve the police.
Rhyl Youth Community Hub
Policy On Alcohol, Drug And
Other Substance Misuse Or Abuse
Introduction
Rhyl Youth Community Hub Ltd recognises the potential adverse effects to the organisation that could result from the abuse or misuse of alcohol, drugs or other substances by any of employees. These may include lateness, absenteeism, poor performance, bad behaviour and the potential for breaches in safety that could cause damage to the individual, colleagues or service users.
Rhyl Youth Community Hub Ltd has a legal responsibility to its employees, its service users and the public. It is committed to ensuring the proper provision is made for the health and welfare of its employees and this policy reflects this commitment. Rhyl Youth Community Hub Ltd will seek to strike a balance between concern for an employee’s welfare and safeguarding service users and other employees.
Rhyl Youth Community Hub Ltd will take all reasonable steps to assist an employee suffering from alcohol, drug or substance misuse or abuse in the same way as it would an employee who was suffering some other serious health condition. The aim of this assistance will be to seek to improve the health of the employee so that they will be able to return to an acceptable level of performance with no recurrence of the original or related problem.
This policy applies to all employees whose work or relationships at work are in the opinion of the organisation affected by the misuse or abuse of alcohol, drugs or other substances. It includes those employees who seek help voluntarily.
Disciplinary action for abuse or misuse will not normally be taken against employees who accept help from their employer unless other matters of disciplinary action are involved. Employees will however be made aware of the likely consequences if they do not accept the offer of support made under this policy.
There may be occasions when disciplinary action is appropriate for example serious incidents of drunkenness at work or driving under the influence of alcohol or drugs. Such incidents would be considered as gross misconduct and would be dealt with as such under the organisation’s Disciplinary Policy.
Purpose of the Policy
This policy is intended to increase awareness amongst employees of the risks associated with excessive alcohol consumption and the misuse or abuse of drugs or other substances. It also seeks to demonstrate to employees that Rhyl Youth Community Hub Ltd regards excessive or inappropriate alcohol consumption or the use of illegal drugs or other substances as incompatible with acceptable performance.
This policy will assist management to identify employees who have alcohol; drugs or substance related problems and encourage them to seek assistance. It will also encourage employees who recognise that they have a problem in this area to voluntarily seek help.
In its operation this policy will seek to demonstrate fair and consistent treatment towards all employees with misuse or abuse problems whilst promoting a healthy and safe working environment so by protecting the welfare of employees, clients and members of the public.
Support Agreement
Rhyl Youth Community Hub Ltd will assist any employee suffering from alcohol, drug or other substance misuse or abuse in the same way the organisation would assist any employee suffering from any other serious health condition.
Any employee who is found to have an abuse or misuse problem will be treated sympathetically and reasonably but positively. This support will be intended to assist the employee to improve their health, return to an acceptable level of performance and ensure that there will be no recurrence of the original or related problem.
Management will, in circumstances where an employee faces the possibility of disciplinary action for circumstances other than gross misconduct will be offered the opportunity to enter into a support agreement as an alternative to disciplinary action.
The exact nature of the support agreement will reflect the circumstances of the employee but is likely to include:
Agreement to a medical assessment either by the employee’s own GP or a medical practitioner identified by Management Agreement to any subsequent medical report being made available to Rhyl Youth Community Hub Ltd.
Undertaking a course of counselling, therapy or treatment as determined as a result of the medical report.
It is at the discretion of the organisation whether any financial contribution towards the above is made by Rhyl Youth Community Hub Ltd though reasonable time off work will be allowed.
Representation
Employees have the right to be accompanied or represented by a work colleague of their choice or an appropriately recognised Trade Union representative.
Confidentiality
All employees who seek help or advice under this policy should do so in the knowledge that any action taken will be carried out in complete confidence and in line with Rhyl Youth Community Hub Ltd’s Confidentiality Policy.
Procedure
1 Employees seeking voluntary help
Any employee who suspects or knows that they have an alcohol, drug or substance problem should seek advice from their line manager.
The line manager will discuss with the employee the range of help that is available. With the consent of the employee the manager may approach an appropriate specialist service on behalf of the employee.
The manager will advise the employee when in their opinion there is an over-riding requirement to pass information on, for example when there is a legal requirement or genuine reasons to believe that it is in the public interest to do so. The manager and the employee will work together to reach an agreement on which a recovery programme can be based.
An employee who seeks advice voluntarily should not be subject to disciplinary action. However if the dependency is affecting either their performance or behaviour then the manager will intervene and follow the procedure as outlined in the following section.
2 Management intervention
As soon as a manager suspects that an employee might have a misuse or abuse problem they should discuss the matter with the employee. The employee will be invited to a meeting and encouraged to admit to any problem associated with alcohol, drugs or other substance that they may have.
If the employee concedes that there is a problem then the line manager will discuss a course of action with them as detailed above in the section relating to the support agreement. Throughout this process the organisation reserves the right to require the employee to attend a medical examination with a practitioner of its choice.
Where an employee denies there is a problem the manager will make the employee aware that if support under this policy is decided to be appropriate action will be taken if there is any evidence of poor performance, inappropriate conduct or poor attendance. The manager will also make the employee aware that the organisation has the right to require the employee to attend for medical assessment at any time.
At the discretion of the organisation consideration may be given to the re-deployment of the employee if there is believed to be a risk to the safety or welfare of the individual, service users or the public. This will be on a temporary basis.
Throughout the period of rehabilitation the employee will be monitored by their line manager.
The employee will be made aware that the organisation will not condone any employee wilfully contributing to their further alcohol or substance–related problems.
If an employee fails to adhere to the arrangements agreed or discontinues the programme before its satisfactory completion then she/he will be subject to normal disciplinary proceedings, which may lead to dismissal.
Rhyl Youth Community Hub
EMPLOYEES HANDBOOK
&
POLICIES DOCUMENT
2013 - 2014
Rhyl Youth Community Hub
POLICIES DOCUMENT
Introduction 3
Joining our organisation 4
Wages and salaries, etc. 5
Holiday entitlement and conditions 7
Holiday request form (sample) 8
Sickness/injury payments and conditions 9
Sickness self-certification form (sample) 13
Other benefits 14
Safeguards 15
Standards 17
Safety, welfare and hygiene 18
General information 20
Capability 22
Disciplinary rules and procedures 25
Grievance procedure 31
Personal harassment policy and procedure 33
Termination of employment 40
Definitions 41
Rhyl Youth Community Hub
The success of any organisation and that of its employees depends very largely on the employees themselves, and so we look to you to play your part as we shall continue to play ours.
We provide equal opportunities and are committed to the principle of equality regardless of race, creed, colour, nationality, sex or disability. We will apply employment policies that are fair, equitable and consistent with the skills and abilities of our employees and the needs of the business. We look to your support in implementing these policies to ensure that all employees are accorded equal opportunities for recruitment, training and progression and, in all jobs of work, on equal terms and conditions of employment.
We will not condone any discrimination act or attitude in the conduct of our business with the public or our employees. Acts of harassment or discrimination on the grounds of race, sex or disability are disciplinary offences.
We welcome you into the staff of the Rhyl Youth Community Hub and hope you will enjoy your time with the organisation. We ask that you study carefully the contents of this employee handbook as, in addition to setting out our rules and regulations, it also contains a great deal of helpful information.
A) PROBATIONARY PERIOD
You join us on an initial probationary period of six months. During this period your work performance and general suitability will be assessed and, if it is satisfactory, your employment will continue. However, if your work performance is not up to the required standard or you are considered to be generally unsuitable we may either take remedial action or terminate your employment without recourse to the disciplinary procedure. At the end of your probationary period you will again be assessed and if satisfactory, you will become a member of our regular staff. If you have not reached the required standard we may either extend the probationary period in order that remedial action can be taken or terminate your employment without recourse to the disciplinary procedure. In the event of you failing to improve during the extended probationary period, your employment will be terminated without recourse to the disciplinary procedure.
B) JOB DESCRIPTION
You have been provided with a job description of the position to which you have been appointed but amendments may be made to your job description from time to time in relation to our changing needs and your own ability.
C) INDUCTION AND EMPLOYEE TRAINING
You will take part in an Induction Interview, at which time information about Courses and provisions will be explained. Rhyl Youth Community Hub is committed to a staff development programme to address the needs of the organisation and individual.
D) PERFORMANCE AND REVIEW
Our policy is to monitor your work performance on a continuous basis so that we can maximise your strengths, and help you overcome any possible weaknesses.
E) APPRAISAL
Appraisal interviews will be held on an annual basis to allow us to formally appraise your performance and to identify your training needs.
F) MOBILITY
Although you are usually employed at one particular site, it is a condition of your employment that you are prepared, whenever applicable, to travel to any other of our sites. This mobility is essential to the smooth running of our business.
G) TRADE UNION MEMBERSHIP
We recognise CYWU and Unison in respect of our staff. You have the right to take full part in their activities.
A) ADMINISTRATION (STAFF)
1. Payment
a. For salaried staff the pay month is the calendar month. Basic salaries are paid on 28th of each month.
b. You will receive a payslip showing how the total amount of your pay has been calculated. It will also show the deductions that have been made and any reasons for them, e.g. Income Tax, National Insurance, etc.
c. Any pay queries that you may have should be raised with the Payroll Officer.
2. Overpayments
If you have been overpaid for any reason you must immediately inform the Payroll Officer. The total amount of the overpayment will normally be deducted from your next payment but, if this would cause hardship, arrangements may be made for the overpayment to be recovered over a longer period.
3. Income Tax and National Insurance
At the end of each tax year you will be given a form P60 showing the total pay you have received from us during the year and the amount of deductions for Income Tax, and National Insurance. You may also be given form P11D showing non-salaried benefits. You should keep these documents in a safe place as you may need to produce them if making enquiries with the Inland Revenue or DSS, or if completing a Self Assessment Form. The law does not allow us to issue duplicate copies.
B) LATENESS/ABSENTEEISM
1. You must attend for work/course punctually at the specified time(s)
2. Absences must be notified in accordance with procedures within the Policies Handbook
C) MATERNITY LEAVE AND PAY (STAFF)
You are entitled to maternity leave and pay in accordance with the statutory provisions. If you become pregnant you should notify the Payroll Officer at an early stage so that your entitlements and obligations can be explained to you.
D) PARENTAL LEAVE (STAFF)
You have the right to be absent from work for up to 13 weeks of unpaid leave if you have been in our employment for a period of one year or more and your child has been born on of after 15th December 1999 or you have adopted a child on or after this date. To apply for parental leave you should discuss your needs with the Payroll Officer, who will explain fully your entitlement and obligations, and supply the appropriate form (PL). Your entitlement period will vary dependant upon the child’s circumstances.
E) TIME-OFF FOR DEPENDANTS (STAFF)
You may be entitled to take a reasonable amount of unpaid time off during working hours to take action that is necessary to provide help to your dependants. Should this be necessary you should discuss the situation with the Payroll Officer, and your Line manager, who, if appropriate, will agree the necessary time off.
A) ANNUAL HOLIDAYS (STAFF)
1. Your holiday year begins on the 1st April and ends on 31st March each year.
2. Your annual holiday entitlement is shown in your individual statement of main terms of employment (Contract of Employment)
3. It is out policy to encourage you to take all your holiday entitlement in the current holiday year. We permit five days of holiday to be carried forward if agreed by your Line Manager.
B) CONDITIONS APPLYING TO YOUR ANNUAL LEAVE ENTITLEMENT
1. You should complete form HR for all holiday requests and have it signed by your Line Manager before making any firm holiday arrangements.
2. You should give at least one months notice of your intention to take holidays of five days or more and one weeks notice is required for odd single days using the appropriate holiday request form.
3. You must clear time off or holidays with your Line Manager.
4. Your holiday pay will be at your normal basic pay unless shown otherwise on your statement of main terms (Contract of Employment).
5. You will not accrue any holidays during the first 13 weeks of service with us. On the completion of 13 weeks service you will be credited with annual holiday for this period. Any holidays credited under this arrangement that have already been taken without pay will be paid for.
6. In the event of the termination of your employment any holidays accrued but not taken will be paid for. However, in the event of your having taken holidays that have not been accrued pro-rata, then the appropriate payments will be deducted from your final wages/salary. This is an express written term of your contract of employment.
C) PUBLIC/BANK HOLIDAYS
Your entitlement to public/bank holidays and to any additional payment that may be made for working on a public/bank holiday is shown in your individual statement of main terms of employment (Contract of Employment)
Form HR
Employee ______________________________ Department ________________________
Holiday Year _______________________ Entitlement in Full Year ___________ days
Entitlement in Current Year ________days
| | |
|FOR COMPLETION BY EMPLOYEE |FOR MANAGEMENT USE ONLY |
|FROM - TO |NUMBER OF | |HOLIDAY APPROVED |HOLIDAY |IF APPROVED |
| |DAYS |SIGNED |Line Manager |APPROVED | |
| | | | |Personnel | |
| | | | |Dept. | |
| | |
|During the 1st year of service |1 month’s full pay and, after 4 months’ service, 2 months’ half|
| |pay |
|During the 2nd year of service |2 months’ full pay and 2 months’ half pay |
|During the 3rd year of service |4 months’ full pay and 4 months’ half pay |
|During the 4th year of service |5 months’ full pay and 5 months’ half pay |
|After 5 years of service |6 months’ full pay and 6 months’ half pay |
NOTE: For the purposes of calculating entitlement to Occupational Sick Pay, ‘one month’ is equivalent to a calendar month.
3. For the purpose of this scheme, sick pay entitlement is based on service completed as at the first day of sickness. When determining payment for sickness, account is taken of all periods of sickness during the preceding 12 months as at the first day of sickness.
4. Rhyl Youth Community Hub Trustees have the discretion to extend an employee’s entitlement to paid sick leave (on either full or half pay) in exceptional circumstances. In exercising this discretion, the Trustees will take into account the seriousness of the case, and the likely beneficial effect of such action in relieving anxiety and therefore speeding recovery.
5. If the employee is entitled to SSP, or is in receipt of any other allowances or benefits, these will be offset against entitlement to full pay.
6. Where the employee is entitled to receive half pay, the total sum of pay plus SSP, if appropriate, and any other benefits or allowances, must not exceed full pay. If necessary, the half pay allowance will be reduced.
7. If a public holiday or an efficiency closure day occurs during a period of sick leave, the employee will continue to receive sick pay. However, no payment will be made for a public holiday, which occurs during a period of unpaid sick leave.
8 In determining an employee’s normal pay for the purpose of the scheme, Rhyl Youth Community Hub will include regular paid overtime that is an express requirement of their terms of employment.
9 Exceptional provisions apply to any employee who is injured as a result of a crime or violence in the course of their work for the Board of Trustees.
10 A period of absence due to injury sustained by the employee in the actual discharge of their duties, and which is not attributable to any fault of their own, will not be recorded for the purpose of this scheme.
D) NOTIFICATION & CERTIFICATION OF SICKNESS ABSENCE
1. An employee who is unable to attend work because of sickness must notify Rhyl Youth Community Hub as soon as it is reasonably practicable and should comply with reporting arrangements in place within Rhyl Youth Community Hub.
2. An employee returning to work after a period of sickness absence of more than three days is required to complete a self-certification statement, (SCA) giving reasons for absence up to and including the first seven calendar days. Failure to do so may result in loss of pay.
3. A medical certificate, completed by a qualified medical practitioner, must be submitted for any absence which exceeds seven days. Subsequent certificates must be submitted if the absence continues beyond the period covered by the initial statement. The length of absence covered by each certificate will normally be determined by the medical practitioner. Exceptionally, Rhyl Youth Community Hub may require certificates at more frequent intervals.
4. Where the first medical certificate covers a period of more than fourteen days, or where more than one certificate has been necessary, the employee may be required by Rhyl Youth Community Hub, to obtain a final certificate indicating their fitness to resume duties before returning to work.
5. Rhyl Youth Community Hub may, at its discretion, accept certificates from Christian Science Practitioners.
6. An employee who goes into hospital or other similar institutions is required to submit a doctor’s statement on admission and discharge.
7. When a member of staff is ill immediately before a period of planned leave, a medical certificate is to be produced certifying fitness to return before the leave period can commence.
8. Where Rhyl Youth Community Hub requires an employee to obtain a doctor’s statement solely for the purpose of qualifying for sick pay under the scheme (e.g. as in paragraph C4), Rhyl Youth Community Hub will normally refund any charges made for such a statement.
9. Rhyl Youth Community Hub may require an employee who is unable to work as a result of illness, to submit to an external examination by a medical practitioner nominated by Rhyl Youth Community Hub. In such cases the provisions of the Access to Medical reports Act 1988 will apply. Any costs incurred in connection with such an examination will be met by Rhyl Youth Community Hub.
E) ABSENCE DUE TO INJURY CAUSED BY ACCIDENT
1. No allowance will be payable under this scheme in the case of accidents due to active participation in sport as a profession, or where the absence arises from, or is attributable to, the employee’s own misconduct.
2. An employee, who is absent, as a result of an accident, will not be eligible to receive occupational sick pay if damages might be receivable from a third party. However, Rhyl Youth Community Hub may pay the employee in advance, the amount of which will not exceed any entitlement under the scheme, subject to the employee signing an undertaking that the total amount of the advance will be refunded, or, if the damages paid are less than this total, the actual amount of the damages received. Where such an advance is refunded in full, the absence will not be recorded for the purposes of this scheme. Where only part of the advance is refunded, Rhyl Youth Community Hub will decide the length of the period of absence, which should be recorded after consultation with the employee.
F) TERMINATION OR SUSPENSION OF ALLOWANCES
1. The provision of this scheme will cease to apply from the date on which an employee retires, whether by reason of permanent ill health, infirmity of body or mind or by reason of age.
2. If Rhyl Youth Community Hub becomes aware that an employee may have failed to comply with any retirement under this scheme, or that they are guilty of conduct that might prejudice recovery, the payment of occupational sick pay may be suspended. In such circumstances, Rhyl Youth Community Hub will invite them to make any observations. The employee will be given the opportunity to put their case before Rhyl Youth Community Hub Trustees or Manager, as provided under arrangements in place in Rhyl Youth Community Hub. If it is decided that the employee has failed, without reasonable excuse, to fulfil the requirements of the scheme, or that they have been guilty of conduct prejudicial to recovery, then no further payments will be made in respect of that period of absence. The employee has the right to be represented by a representative of the recognised trade union.
G) DOCTORS APPOINTMENTS AND VISITS FROM RHYL YOUTH COMMUNITY HUB
Rhyl Youth Community Hub may, at any time of an employee’s sickness absence, require the employee to visit an independent medical practitioner. It is expected that there will be full co-operation between the employee’s own doctor and the independent medical practitioner. The purpose of this appointment will be to determine how long the absence is likely to continue. Rhyl Youth Community Hub may send an employee to visit them at home, acting in the capacity of Welfare Officer. No visits will be made without a prior appointment having been agreed with the employee. During such welfare visits the employee has the right to be accompanied and/or represented by a representative of a recognised trade union.
H) SICKNESS DURING ANNUAL LEAVE
1. An employee falling sick during annual leave should be regarded as being on sick leave from the date of the medical certificate and further annual leave suspended from that date. Where an employee is absent, due to sickness, annual leave accrues in the normal way.
2. For the purpose of this clause, planned leave entitlement commences (1st September each year and concluded 31st August the following year)
I) EMPLOYEES WHO FALL SICK ABROAD
The following outlines the procedure for managing situations where employees are taken ill whilst abroad.
➢ The employee must give to the supervisor a contactable address or telex point through which communication can be directed.
➢ Statements to verify a certifiable period of illness should be obtained from a recognised medical practitioner or hospital consultant in the country in which the illness has occurred and this should be sent to the appropriate supervisor by the eighth day of absence and at regular intervals thereafter. A statement of fitness to work on the termination of the illness should be obtained if the employee is still abroad at that time.
➢ If the employee returns to this country whilst still ill, they should immediately see their GP or hospital consultant for treatment and obtain another statement to verify the illness.
➢ In both cases mentioned above, Rhyl Youth Community Hub requires any medical reports made by medical personnel in the country concerned, for inspection by the GP, or hospital consultant.
➢ Where leave without pay is taken for holidays abroad, with or without the addition of paid annual leave, contracts of employment will be suspended for any illness occurring during the period of unpaid absence which will not come within the statutory sick pay scheme.
➢ Employees are advised that (particularly with regard to the last item above), arrangements have been made by the Department of Social Security for claimants to be paid sick pay when taken ill in EC countries but this does not apply anywhere else and they should ensure that their holiday insurance covers them for such eventualities.
➢ All employees should ensure that the statutory sick pay procedure is carried out in full, as those who do not demonstrate every reasonable effort to comply with the requirements, will not be paid in accordance with sick pay provisions.
Form SCA
This form should be completed on your return to work following a period of sickness.
If you are returning to work after a period of sickness of more than 7 calendar days a medical certificate or certificates should have already been provided to cover the period of absence in excess of these first seven days.
|Name: | |
| | |
|Dates of sickness |
|FROM (including non working days) TO |
|____________________am/pm ___________________am/pm |
|_____________________day ____________________day |
|_____________________date ____________________date |
|Dates of Absence |
|FROM TO |
|____________________am/pm ___________________am/pm |
|_____________________day ____________________day |
|_____________________date ____________________date |
|Details of sickness or injury |
| |
| |
| |
|Did you consult a doctor? YES/NO. If YES please give details of: Doctor’s name, address, date of visit, treatment received and any|
|current treatment, If NO state why not |
| |
| |
| |
| |
|Declaration |
|I certify that I was incapable of work because of my sickness/injury on the dates shown above and that this information is true |
|and accurate. |
|I acknowledge that false information will result in disciplinary action. |
|I hereby give my employer permission to verify the above information |
| |
|Signed __________________________ Acknowledged ________________________ |
|(employee) (for employer) |
| |
|Date __________________________ |
A) PENSION SCHEME
We have a contributory pension scheme that you may be able to join on commencement of employment; details are available separately
B) STAFF PURCHASE FACILITIES
You are permitted to buy goods for your own use from us at discount prices.
A) RIGHTS OF SEARCH
1. Although we do not have the contractual right to carry out searches of employees, users and their property (including vehicles) whilst they are on our premises, we would ask all employees to assist us in this matter should we feel that such a search is necessary. These searches are random and do not imply suspicion in relation to any individual concerned
2. We reserve the right to call in the police at any time.
B) CONFIDENTIALITY
1. All information that:-
a. is or has been acquired by you during, or in the course of your employment, or has otherwise been acquired by you in confidence.
B. relates particularly to our business, or that of other persons or bodies with whom we have dealings of any sort, and
c. has not been made public by, or with our authority,
shall be confidential, and (save in the course of our business or as required by law) you shall not at any time, whether before or after termination of you employment, disclose such information to any person without our written consent.
2. You are to exercise reasonable care to keep safe all documentary or other material containing confidential information, and shall at the time of termination of your employment with us, or at any time on demand, return to us any such materials in your possession.
C) COPYRIGHT
All written materials, whether held on paper, electronically or magnetically which was made or acquired by you during the course of your employment with us, is our property and our copyright, at the time of termination of your employment with us or at any other time on demand, you shall return to us any such materials I n your possession.
D) INVENTIONS/DISCOVERIES
1. An invention or discovery made by you will normally belong to you. However, an invention
or discovery will become our property if it was made:-
a. in the course of your normal duties under such circumstances that an invention might reasonably be expected to result from those duties;
b outside the course of your normal duties, but during duties specifically assigned to you, when an invention might reasonably be expected to result from these
c during the course of any of your duties and at the time you had a special obligation to further our interests arising from the nature of those duties and your particular responsibilities.
E) VIRUS PROTECTION PROCEEDURES
1. In order to prevent the introduction of virus contamination into software system the following must be observed:-
a. Unauthorised software, from any source, must not be used.
b. All software must be virus checked before being used.
F) E-MAIL
There are a number of legal points which arise from the use of E-Mail, protect your own and Rhyl Youth Community Hub’s interests, and make sure you apply the following:-
YOU MUST NOT
1. Respond to “Junk Mail” or give warnings to new E-Mail viruses.
2. Forward or respond to chain-letter type E-Mail.
3. Make comment or statements that could be seen as defamatory, by others.
4. Include information on E-Mail that is protected by copyright.
5. Initiate or forward, E-Mails that contain pornographic or obscene material.
6. Initiate or forward E-Mails which could be considered to constitute Harassment or be discriminatory. There are a number of laws that prohibit discrimination on the grounds of sex, race and disability.
7 Disclose information considered confidential about Rhyl Youth Community Hub and/or employees, etc.
8 Make any statements via E-Mail that could intentionally or unintentionally create a binding contract, or make negligent statements.
Failure to comply with the above policy may result in disciplinary action that may lead to dismissal.
G) INTERNET
The use of the Internet is for business use only; failure to comply may result in disciplinary action being taken.
H) STATEMENTS TO THE MEDIA
Any statements to reporters from newspapers, radio, television, etc. in relation to our business will be given by a member of the Board of Trustees or CEO.
A) WASTAGE
1. We maintain a policy of “minimum waste” which is essential to the cost-effective and efficient running of all our operations.
2. You are able to promote this policy by taking care during your normal duties by avoiding unnecessary or extravagant use of services, time, energy, etc., and the following points are illustrations of this:-
a. Handle machines, equipment and stock with care.
b. Turn off any unnecessary lighting and heating. Keep doors close whenever possible.
c. Assist others, when necessary, to complete their tasks.
d. Start with the minimum of delay after arriving for work and after breaks.
3. The following will apply:-
a. Any danger to vehicles, stock or property (including non-statutory safety equipment) that is the result of your carelessness, negligence or deliberate vandalism will render you liable to pay the full or part of the cost of repair or replacement.
b. Any loss to us that is the result of your failure to observe rules, procedures or instructions, or is as a result of your negligent behaviour or your unsatisfactory standards of work will render you liable to reimburse to us the full or part of the cost of the loss.
c. In the event of an ‘at fault’ accident whilst driving one of our vehicles you may be required to pay the cost of the insurance excess up to a maximum of £250.00.
4. In the event of failure to pay, we will deduct such costs from your pay following negotiation and agreement between both parties.
B) STANDARDS OF DRESS
As you are liable to come into contact with customers and members of the public, it is important that you present a professional image with regard to appearance and standards of dress. Where protective clothing is provided and required, it must be worn at all times whilst at work. Where uniform clothing is not provided, you should wear clothes appropriate to your job responsibility, and they should be kept clean and tidy at all times.
C) HOUSEKEEPING
Both from the point of view of safety and of appearance, work areas must be kept clean and tidy at all times.
A) SAFETY
1. You should make yourself familiar with our Health and Safety Policy and your own Health and Safety duties and responsibilities, as shown separately.
2. You must not take any action which could threaten the health and safety of yourself, other employees, candidate, clients, visitors or members of the public.
3. Protective clothing and other equipment which may be issued for your protection because of the nature of you job must be worn and used at all appropriate times. Failure to do so may be a contravention of your health and safety responsibilities. Once issued, the protective wear/ equipment are your responsibility.
4. You should report all accidents at work, no matter how minor, in the Accident Book, which can be found in the Rhyl Youth Community Hub Office.
B) HEALTH AND SAFETY - PROVISIONS.
1. The delivery of Health and Safety Training is the responsibility of:
The CEO: For the Training Provisions.
The Worker-in-Charge: For the Youth Diversion Activities.
2. Failure to deliver, appropriate Health and Safety Training, will be considered negligence, and will be subject to disciplinary action, and, dependant on the circumstances, this may lead to dismissal.
3. During the candidate/client’s first attendance on a course or diversion activity, and prior to them being allowed to work in the workshop They must, in all cases, receive sufficient Health and Safety Training to enable them, to work safely on the tasks they will be expected to carry out in the workshop or grounds.
4. The training must be delivered in a formal learning setting, and be capable of producing evidence that Training has taken place, e.g. appropriate sections of a work-book, or a Health and Safety Booklet, having been completed by the candidate, and containing the appropriate Health and Safety information necessary for the safety of the candidate/client. Candidates/Clients who have difficulties completing the workbook or booklet, may be required to evidence this in other ways, e.g. Audio or Video recording, oral questioning, their answers recorded and signed by trainer/leader-in-charge and by the candidate/client. Record sheets, signed by both, candidate/client and Tutor/Leader-in-Charge, evidencing the completion of the appropriate Health and Safety Training must be kept in Rhyl Youth Community Hub, and be made available, to appropriate persons, on request.
5. In the case of the Training Provision, it may be necessary for the candidate, to only receive some general Health and Safety information, along with specific Health and Safety information for the particular Units being delivered, provided that, other Units, which require different Health and Safety knowledge input, are preceded by sessions covering the specific Health and Safety information relating to the individual Units, prior to the delivery of the practical input of the Units.
C) REFRESHMENT MAKING FACILITIES
We provide a canteen area with refreshment making facilities for your use, which must be kept clean and tidy at all times.
D) STAFF ROOM (STAFF)
We provide a staff room and office area, for their use, which must be kept clean and tidy at all times.
E) SMOKING POLICY
No smoking is allowed within Rhyl Youth Community Hub Estate, with the exception of the designated smoking areas.
F) HYGIENE
1. Any exposed cut or burn must be covered by a first-aid dressing.
2. If you are suffering from an infectious or contagious disease or illness such as Rubella or Hepatitis you must not report for work without clearance from your doctor.
3. Contact with any person suffering from an infectious or contagious disease must be reported before commencing work.
4. You must wash hands immediately after using the toilet.
5. Head coverings and overalls/uniform, where provided, must be worn at all times.
6. No jewellery should be worn, without permission, within the work areas.
G) ALCOHOL AND DRUGS POLICY
Under legislation we, as the employer, and training provider, have a duty to ensure so far as is reasonably practicable, the health, safety and welfare at work, of all our staff and students, and similarly you have a responsibility to yourself and your colleagues. The use of alcohol and drugs may impair the safe and efficient running of course provisions, training and/or the health and safety of our customers or employees.
The effects of alcohol and drugs can be numerous:-
(These are examples only and not an exhaustive list)
a. absenteeism (e.g. unauthorised absence, lateness, excessive levels of sickness, etc)
b. higher accident levels (e.g. at work, elsewhere, driving, to and from work)
c. work performance (e.g. difficulty in concentrating, tasks taking more time, making mistakes, etc)
If your performance or attendance at work is affected as a result of alcohol or drugs, or we believe you have been involved in any drug related action/offence, you will be subject to disciplinary action and, dependant on the circumstances; this may lead to your dismissal.
A) CHANGES IN PERSONAL DUTIES
You must notify us of any changes of, name, address, telephone number, etc. so that we can maintain accurate information on our records and make contact with you in an emergency, if necessary, outside normal working hours.
B) OTHER EMPLOYMENT
If you have any other employment or are considering any additional employment you must notify us so we can discuss any implications arising from the current working time legislation.
C) TIME OFF
Circumstances may arise where you need time off for medical/dental appointments, or for other reasons. Where possible, such appointments should be made outside normal working hours. If this is not possible, time off required for these purposes may be granted at the discretion of your Line Manager.
D) BEREAVEMENT LEAVE
Individuals’ reactions to bereavement vary greatly and the setting of fixed rules for time off is therefore inappropriate. You should discuss your circumstances with your Line Manager and agree appropriate time off.
E) TRAVEL EXPENCES
We reimburse you the costs against receipts incurred whilst travelling on our business, details of which will be issued separately.
F) COMMUNICATIONS
We will try to keep you informed about items of interest by means of our notice boards. You could use this, with permission, to promote any particular item, which may have relevance to the staff or users at Rhyl Youth Community Hub.
G) EMPLOYEES’ AND USERS’ PROPERTY
We do not accept liability for any loss of, or, damage to, property that you bring into the premises. You are requested not to bring personal items of value onto the premises and, in particular, not to leave any items overnight.
H) LOST PROPERTY
Articles of lost property should be handed in to a member of Rhyl Youth Community Hub staff or the Office staff, who will retain them whilst efforts are made to find the owner.
I) PARKING
To reduce congestion on the site, all vehicles must be parked within designated parking areas. No liability is accepted for damage to or loss from, private vehicles, however it may be caused.
J) MAIL (POSTAL)
All mail received by us will be opened, including that addressed to staff or users of Rhyl Youth Community Hub. Private mail should therefore not be sent care-of our address. No private mail may be posted at our expense.
K) TELEPHONE CALLS
Telephones are essential to Rhyl Youth Community Hub business. Personal calls are only allowed in the case of emergency and with permission of the Line Manager. Personal mobile phones should normally be switched off during work time.
L) EMAIL/COMPUTER USE
The use of e-mail and access to the Internet, by staff, will be restricted. Staff will only be able to access the Internet during specified times and will not be able to download inappropriate matter from the Internet. Access to social networking sites will not be allowed and access to other sites, i.e. EBay, Gumtree, etc. will be limited. The downloading of Music and other copyrighted materials will be strictly prohibited.
The use of e-mail for personal use will be limited and only accessible during off-duty periods, e.g. Lunch Breaks, after learners have left, etc.
The use of Computer Systems by learners, etc. must be supervised, by a member of Company staff at all times
Anyone found accessing inappropriate sites will be dealt with under the Company’s Disciplinary Procedures.
Unauthorised access to, and/or removal of, any confidential information or data stored or contained on the Company’s ICT System is a breach of the company’s ICT and Confidentiality policies and would be a disciplinary matter (For further information on the use of the Company’s ICT System – see IT Policy & Confidentiality Policy Documents).
M) BUYING OR SELLING GOODS
You are not allowed to buy or sell goods on your own behalf on our premises.
N) COLLECTIONS FROM EMPLOYEES AND USERS
Unless specific authorisation is given by Rhyl Youth Community Hub or Line Manager, no collections of any kind are allowed on our premises.
O) FRIENDS AND RELATIVES CONTACT
You should discourage your friends and relatives from calling in on you or contacting you by telephone during working hours.
P) POLITICAL AND RELIGIOUS ACTIVITIES
Although we have no political or religious bias, we are not prepared to allow any political or religious activities on our premises.
A) INTRODUCTION
1. This procedure is designed to assist and encourage all employees and users to achieve and maintain standards of performance. The aim is to ensure consistent and fair treatment for all and to assist any employee who is considered to be experiencing difficulties in performing their duties or activities. The procedure is designed to provide managers, employees and users with an opportunity to improve their performance in the workplace.
2 Concerns on capability may arise from a number of factors, including:-
➢ Absence of facilities crucial to performance;
➢ Lack of proficiency and poor overall organisation;
➢ Change of nature and allocation of work, including heavy workload;
➢ Lack of aptitude, skill or experience;
➢ Personal/family or other difficulties;
➢ Long/short-term health problems;
➢ Reorganisation or redefinition of role;
➢ Poor attendance, related to a variety of problems including ill-health;
3. Concerns about capability should not be confused with disability. Where staff or users have an existing disability or become disabled during the time they are attending Rhyl Youth Community Hub, it is important to encourage them to participate in activities and work. In the case of staff, it is important that every effort is made to retain them in their original job, or redeploy them to a suitable alternative post in line with the requirements of the Disability Discrimination Act 1995. Recourse to the capability guidelines should only take place when schemes to deal with disability have been exhausted.
4. In exceptional circumstances, it may be necessary to temporarily redeploy a member of staff from their normal job, e.g. employees against whom serious complaints of lack of capability and/or lack of competence have been made by students or workplace colleagues.
5. It my be necessary to review the attendance on a course provision, of any user if it becomes obvious that they are not capable of carrying out the requirements of the course for any reason, this will only be done after consultation with Line Manager and the user and/or a representative of their choice in attendance.
6. Throughout this procedure the term ‘Line Manager’ is a generic term. This procedure applies to all employees and users, other than probationary and senior post holders.
7. An employee or user has the right to be represented and accompanied by a representative of a trade union, a work colleague, etc. of their choice, at any stage of the procedure.
B) INFORMAL PROCEEDURE
1. It is important to recognise that many issues of capability can be, and should be, resolved without recourse to the formal capability procedure. The following is intended as a framework and may need to be adapted to meet the needs of each situation.
2. As soon as a concern is identified by either the Line Manager, employee or user, the issue should be discussed between the parties. In these circumstances, both parties will have every opportunity to discuss the concern(s), to make any comment and to record them if desired. Most areas for concern can generally be dealt with through informal discussion and counselling.
3. If the concern(s) still exist, the line manager should bring the matter to the attention of the employee or user, and a proper review should be conducted with structured information gathering, which should be systematically recorded. This should include difficulties of identified differences, agreed objectives to address difficulties and support.
4. Once a review has been undertaken a meeting should take place to discuss the outcome with a view to securing the improvement to the standard required. The meeting should be informal and constructive to allow all parties the opportunity to express their opinions and for the Line Manager to determine whether there are any external factors which may be contributing to the poor performance. If the concern is one of poor health then the matter should be dealt with under the procedure for sickness absence.
5. After the meeting an agreed action-plan should be set up to include:-
➢ Further training specifically aimed at the identified training needs of the individual, to facilitate improvement.
➢ Monitoring review and variance of workload as required.
➢ Setting of realistic review and monitoring of standards of performance in respect of agreed objectives and the requirements of the standards.
➢ Review and monitoring of the amount of supervision.
6. The action-plan should be given in writing, and should include a summary of the improvement(s) required, the target(s) and the timescale(s) over which these are expected.
7. Continued monitoring and assessment should take place for a period of time, ranging from one to three months depending on the requirements to improve performance. It is anticipated that in the vast majority of cases, no further action, other than follow-up, will be necessary.
C) FIRST FORMAL INTERVIEW
1. Where the levels of improvement agreed in B4 above are not met, then a formal meeting should take place to discuss performance. This meeting constitutes the date of entry into the formal procedure. The employee or user has the right to be accompanied at the meeting by a trade union representative or a person of their choice.
2. At this meeting the employee or user should be reminded of the previous discussion and told of the continuing shortcomings. The employee or user should be given an opportunity to give their interpretation before deciding what action should be taken. This needs to be confirmed in writing with the objectives specified. It is possible that circumstances outside the individuals control have caused, or at least contributed to, reduced efficiency of their performance over the period mentioned.
3. After a formal interview, a written warning should be issued that makes it clear that the job or attendance on the course is at risk if improvement is not achieved. Monitoring and assessment needs to continue for a further period of (between one to three months), depending upon the individual situation and in proportion to the level of seriousness of the performance deficiency.
D) SECOND FORMAL INTERVIEW
1. Failure to improve after the review period should be followed by a repeat of Section 3 for a second time. This constitutes a final written warning and should be given in accordance with the capability procedure. The caution should include the possibility of voluntary redeployment or termination of employment.
2. If improvement is still insufficient, the Manager should consider whether voluntary redeployment or an optional course could be considered within the Projects provision. The post or course does not have to be on the same scale or level; if so, then the offer should be made in writing, explaining why it is being made and the consequences of refusing it. The employee or user should be given time to consider the offer and be advised to discuss it with their representative and or other person for guidance.
D) DISMISSAL INTERVIEW
1. If no offer of voluntary redeployment or course offer is made, or one is not accepted, a final investigatory formal interview should be arranged with the employee or user and their representative, in accordance with the disciplinary procedure.
2. The interview should be conducted by the Manager and, if appropriate, a representative of the Personnel/Human Resources Department. Notification should be given, in writing, allowing the employee or user to bring a representative. On hearing evidence and any explanations, a decision needs to be considered as to whether to dismiss or exclude from the course provision.
3. If this is to be the outcome, the employee should be dismissed in accordance with the capability procedure.
If the outcome is to stop the user from attending Rhyl Youth Community Hub/courses, this must be done in accordance with the appropriate warning, to all interested parties, e.g. schools, units, etc. In either case they should be informed of the right to appeal in accordance with the appropriate procedure.
4. However, if the chosen representative of the employee or user is unavailable on the date of the initial dismissal hearing, the employee or user may delay the date of that hearing, once up to (10) days to enable the chosen representative to attend.
5. A similar format for appeals to that contained in Appendix B of the Disciplinary Procedures should be used.
A) SCOPE AND PURPOSE
1. This procedure applies to all members of staff and users (excluding holders of senior posts) as defined in Rhyl Youth Community Hub’s Articles of Association.
2. The procedure will be applied as appropriate, with the Articles of Association and in accordance with the Advisory, Conciliation and Arbitration Service Code of Practice, ‘Disciplinary Practice and Procedures in Employment’.
3. The purpose of this procedure is to help and encourage employees to achieve and monitor acceptable standards of conduct at work.
4. To ensure consistent and fair treatment for all in relation to disciplinary action taken in response to allegations of unacceptable conduct.
B) GENERAL PRINCIPLES
1. Every effort will be made to avoid the use of disciplinary action where alternatives are appropriate. A separate procedure will be used to address issues of professional capability and competence.
2 An employee has a right to be present and accompanied and represented by a representative of a trade union or workplace colleague at any stage of the formal disciplinary procedure.
3. I the interest of ensuring that disciplinary matters are resolved as speedily as possible, time limits are given, for appropriate stages in this procedure. These are for guidance. If it is not practicable to adhere to these time limits, they may be amended, ideally by mutual agreement. Due regard will be given to the personal circumstances of all parties involved in the procedure.
4. It is recognised that disciplinary action against a trade union officer could be seen as an attack on the union’s functions. Although normal disciplinary standards will apply to their conduct as employees, no disciplinary action should be taken until the circumstances of the case have been discussed with a full-time official.
B) INVESTIGATIONS
No disciplinary action will be taken against an employee until Rhyl Youth Community Hub has fully investigated the circumstances of the matter complained of having regard to the employee’s response to allegations. If appropriate, Rhyl Youth Community Hub may suspend the employee, in accordance with Section 11 below, whilst the investigation is carried out.
C) PENALTY
No disciplinary penalty will be imposed without a disciplinary hearing. Other than in cases of gross misconduct or gross negligence, when the penalty, maybe dismissal without notice or payment in lieu of notice, no employee will be dismissed for a first offence. An employee will have the right to appeal against any disciplinary penalty imposed.
E) STAGES OF THE PROCEDURE
Normally, the procedure will be followed in the order of the stages set out in Section 3 below. However, offences of a serious nature may be brought into the procedure at any stage, if any earlier stage would not be severe enough or appropriate to deal with it. For example, there may be occasions when misconduct is considered not to be serious as to justify dismissal, but serious enough to warrant only one written warning which will be both the first and final written warning. At every stage of the procedure, the employee will be advised of the nature of the complaint against them and will be given the opportunity to state their case before any decision is made.
F) THE PROCEEDURE
Informal
1. Before taking disciplinary action, every effort will be made by the line Manager to resolve the matter by informal discussions with the employee, if appropriate.
2. Minor lapses from acceptable standards of conduct or work performance will usually be dealt with by the employee’s Immediate Supervisor or Head of Department, giving informal oral warnings or reprimands, which will not be recorded on the Personnel Departments file regarding the employee.
3. If, despite informal discussions (or if informal discussions are not appropriate) the employee’s conduct does not meet acceptable standards, the following formal procedures should be used.
Formal
1. If Rhyl Youth Community Hub decided to hold a disciplinary hearing relating to the matter complained of, the employee will be advised of the nature of the complaint against them at least (five) working days before any such hearing. Documentation to be used at the hearing should be exchanged by the employer and the employee at least (three) working days before such hearing.
2. At any disciplinary hearing, the employee will be given the opportunity to state their case and will have the right to be accompanied and represented by a trade union representative or workplace colleague of their choice.
3. If the employee fails, without good reason, to attend a disciplinary hearing which Rhyl Youth Community Hub has instructed them to attend, the hearing will take place, and a decision will be made, in their absence.
4. However, if the chosen representative of the employee is unavailable on the date of the initial hearing, the employee may delay the date of that hearing once, up to (10) working days to enable the chosen representative to attend. The location and timing of any alternative hearing should be convenient to both the employer and the employee.
Stage 1 – Oral Warning
5. If conduct or work performance does not meet acceptable standards, the employee will normally be given a formal ORAL WARNING by their Immediate Supervisor or Head of Department. The employee will be advised of the reason for the warning, that it is the first stage of the formal disciplinary procedure that they have the right to appeal against it in accordance with Section 5 below. A brief note of the oral warning will be placed on the Personnel department’s file, relating to the employee for a period of (6) months, the warning will be spent and the note thereof will be removed from the Personnel Department’s file, subject to the employee’s conduct and work performance having been satisfactory throughout that period.
Stage 2 - Written Warning
6 A WRITTEN WARNING will be given to the employee by their Immediate Supervisor or Head of Department, if:
(i) the employee commits a serious offence of misconduct or the standard of their work performance is seriously inadequate;
(ii) the employee fails to comply with a formal oral warning given under Stage 1;
(iii) or despite having been given, under Stage 1 a formal warning as a result of either misconduct or unsatisfactory work performance, the employee commits a further offence of misconduct, or their work performance continues to be unsatisfactory.
7. This written warning will give details of the complaint against the employee, the improvement required and the tome scale within which such improvement must be achieved. In the case of misconduct, the warning will state that, if the employee commits further offences of misconduct during the period specified in the warning, action under Stage 3 will be considered. In the case of unsatisfactory work performance, the warning will advise the employee as to the steps they should take to improve and will state that, unless such improvement is achieved within the period specifies in the warning, action under Section 3 will be considered. The written warning will also advise the employee of the right of appeal on accordance with Section 5 below. A copy of the written warning will be placed on the Personnel Department’s file relating to the employee. The warning will be spent, and will be removed from the Personnel Department’s file after (12) months, subject to the employee’s conduct and work performance having been satisfactory throughout that period.
Final Written Warning
8. A FINAL WRITTEN WARNING will normally be given to the employee by their Immediate Supervisor or Head of Department, if:
(i) the employee fails to comply with the first written warning given under Stage 2
(ii) despite having been given, under Stage 2, a first written warning as a result of either misconduct unsatisfactory work performance, the employee commits a further offence of misconduct, or their work performance continues to be unsatisfactory;
iii) or the employee’s misconduct or unsatisfactory work performance, although not considered to be serious enough to justify dismissal, is sufficiently serious to warrant only one written warning (in effect both the first and final written warning)
9. The final written warning will give details of the complaint, the improvement required and the time limit within which such improvement must be achieved. In case of misconduct, the warning will state that, if the employee commits a further offence of misconduct, during the limit specified in the warning, their employment will be terminated. In the case of unsatisfactory work performance, the warning will state that, if such improvement is not achieved within the period stated in the warning, their employment will be terminated. The final written warning will also advise the employee of the right of appeal in accordance with Section 4 below. A copy of the final written warning will be placed on the Personnel Department’s file relating to the employee. The warning will be spent and will be removed from the Personnel Department’s file after (12) months (although, in exceptional cases, the period may be longer), subject to the employee’s conduct and work performance having been satisfactory throughout that period.
Stage 4 – Dismissal
10. The Chairman or a senior post holder, (having had regard of mitigating factors presented by the employee, representative of trade union or workplace colleague) may give notice of dismissal to the employee if:
(i) the employee fails to comply with a final written warning given under Stage 3;
(ii) or, despite having been given, under Stage 3 a final written warning as a result of either misconduct or unsatisfactory work performance, the employee commits a further offence of misconduct or their work performance continues to be unsatisfactory.
11 Prior to being given such notice of dismissal, the employee shall have the right to make representations, (including oral representation, in mitigation, for which purpose they may be accompanied and represented by a trade union representative or workplace colleague) to the Chairman or to any person appointed to investigate the matter and to make recommendations, as the Project may decide. The notice of dismissal will be in writing and will specify the reasons for dismissal, and date on which the employment will end the right of appeal against the dismissal or the notice of dismissal in accordance with Section 1 below. If the employee appeals against the notice of dismissal, the dismissal shall not take effect until the appeal has been determined.
An employee who is accused of gross misconduct or gross negligence may be suspended from work,
in accordance with the provisions in Section J below, whilst Rhyl Youth Community Hub investigates the alleged offence. The Chairman may summarily dismiss the employee if, on completion of the investigation and a disciplinary hearing in accordance with Section G above, it is established that the employee has been guilty of gross misconduct or gross negligence. Such dismissal will be without notice or payment in lieu of notice and will be confirmed to the employee in writing, specifying the reasons for the dismissal and the rights of appeal against it in accordance with Section 1 below.
12 The following offences are examples of offences which are normally regarded as grounds for summary dismissal
➢ Theft or unauthorised possession of any property or facilities belonging to Rhyl Youth Community Hub, or to any employee or student.
➢ Serious damage deliberately sustained to Rhyl Youth Community Hub property.
➢ Deliberate falsification of Rhyl Youth Community Hub registers, reports, accounts, expenses claims or self-certification forms.
➢ Bribery or corruption.
➢ Refusal to carry out duties or reasonable instructions or to comply with Rhyl Youth Community Hub rules.
➢ Serious acts of insubordination.
➢ Serious negligence/incompetence which causes unacceptable loss, damage or injury.
➢ Serious incapability as a result of being intoxicated by reason of alcohol or illegal drugs.
➢ Violent dangerous or intimidating conduct.
➢ Violation of Rhyl Youth Community Hub rules and procedures concerning health and safety at work
➢ Sexual, racial or other harassment on another employee or student.
➢ A criminal offence, which may (whether it is committed during or outside the employee’s hours of work for the Project) adversely affect Rhyl Youth Community Hub’s reputation, the employee’s suitability for the type of work they are employed by Rhyl Youth Community Hub to perform or their acceptability to other employees or students.
The above examples are not exhaustive and offences of a similar nature will be dealt with under this procedure.
H) APPEALS AGAINST DISCIPLINARY PENALTIES OTHER THAN DISMISSAL
1. An employee who wishes to appeal against a formal oral warning, a written warning, a final written warning or a disciplinary suspension should inform the Head of the Personnel Department within (two) working days of the date of the decision which forms the subject of the appeal. The appeal will be heard by:
(i) the Head of Department in the case of a disciplinary penalty imposed by the employee’s Immediate Supervisor or Head of Department;
(ii) the Chairman, if the Head of Department or Head of the Personnel Department was directly involved in the procedure within the disciplinary penalty complained of was imposed.
(iii) a Disciplinary Panel of the Board of Trustees, if the Chairman was directly involved in the procedure when the disciplinary penalty complained of was imposed.
2. The Head of the Personnel Department, Board of Trustees, Chairman or Disciplinary Panel, as appropriate, will conduct an appeal hearing as soon as possible, not later than (15) working days after the notice of appeal has been received. At the hearing of appeal, the employee will be given an opportunity to state their case and will be entitled to be accompanied and represented by a trade union representative or workplace colleague of their choice.
3. However, if the employee’s representative is unavailable on the date of the initial Appeal, the employee may delay the date of the Appeal once up to (10) days to enable their chosen representative to attend.
4. At the appeal, the disciplinary penalty imposed will be reviewed, but it cannot be increased. The decision of the Head of the Personnel Department, Chairman or Disciplinary Panel, as appropriate, will be notified to the employee in writing, within (10) working days of the appeal and will be final and binding.
I) APPEALS AGAINST DISMISSAL OR NOTICE OF DISMISSAL
1. An employee who wishes to appeal against a dismissal or notice of dismissal should inform the Personnel Director in writing within (ten) working days of the date of the decision, which forms the subject of the appeal. The appeal will be heard by the Chairman, if the right to hear appeals has be delegated by the Board of Directors or by a committee established by the Board of Directors and consisting of three members of the Board, excluding the Chairman, the staff member and the student member. The Chairman should not hear the appeal if they have been involved in the details of the investigation or the decision to dismiss. The appeal hearing will take place as soon as possible, not later than (15) working days after the notice to appeal has been received by the Director of Personnel. The employee will be given at least (ten) working days’ notice of the date time and place fixed for the appeal hearing unless n earlier date has been mutually agreed. At the appeal hearing, the employee will be given the opportunity to state their case and will be entitled to be accompanied and represented by the trade union representative or workplace colleague of their choice. The decision of the Chairperson or the committee appointed to hear the appeal will be notified or confirmed to the employee in writing within (five) working days of the appeal hearing and will be final and binding.
2. In the case of an appeal against a notice of dismissal, the dismissal shall not take effect before the appeal has been determined.
j) SUSPENSION PENDING DISCIPLINARY HEARING
(i) When the chairman is of the opinion that an employee may have been guilty of gross misconduct, or that because of some other good and urgent cause, the continuing attendance of the employee at Rhyl Youth Community Hub cannot be permitted, the Chairman may suspend the employee from duty pending an investigation and the holding of a formal disciplinary hearing.
(ii) Such a suspension should only be imposed after careful consideration and it should be made clear to the employee that it is not considered a disciplinary act.
(iii) If the Chairman decides to suspend an employee from duty, they shall:
(i) confirm the suspension in writing to the employee immediately; and
(ii) inform the employee in writing of the reason for the suspension, within (five) working days
(iv) An employee who is suspended from duty shall, throughout the period of suspension, continue to be entitled to their full pay unless there is a provision to the contrary.
(v) An employee who has been under suspension for three weeks or more may appeal in writing to the Board of Directors against the suspension. Notice of such appeal shall be given in writing by the employee to the Company Secretary and the appeal will be heard as soon as practicable by a committee consisting of three members of the Board excluding the Chairman, the staff member and the student member.
(vi) A suspension against which an appeal by an employee has been made shall continue to operate pending the determination of the appeal.
(vii) Where an appeal against suspension has been made by an employee to the Board of Directors, the employee shall be given at least (five) working days’ notice of the date, tome and place fixed for the hearing, unless an earlier date has been mutually agreed.
(viii) At the hearing of an appeal against suspension, the employee may be accompanied and represented by the trade union representative or workplace colleague of their choice.
ix) Following the hearing of an appeal against suspension, the decision of the Board of Trustees committee, appointed to hear appointed to hear the appeal, shall be confirmed by the Company Secretary in writing to the employee within (five) working days’ of the hearing of the appeal.
A) INTRODUCTION
1. This procedure shall apply to all members of staff other than ‘holders of senior posts’ as defined in the Projects Articles of Association. The procedure aims to help to resolve individual grievances in a manner which is as fair and expeditious as possible. It is Rhyl Youth Community Hub’s policy to find a solution to individual grievances as early in the procedure as possible.
Employees who have a grievance or those whom a grievance has been raised have the right to be accompanied and represented by a trade union representative or workplace colleague of their choice. Every effort will be made to resolve the grievance at the informal stage.
If the grievance is against the immediate line manager, then the person to whom the grievance should be reported should be senior to the line manager. If the grievance is against the Chairman, it should be sent to the Board of Directors.
2. Stage 1 – Informal Discussions
2.1 If an employee has a grievance relating to their employment, the matter should be raised initially with the employee’s immediate supervisor or Head of Department. The grievance should be raised orally in the first instance. In the event that the grievance relates to the immediate supervisor or Head of Department who would normally deal with a grievance at this stage, the grievance should be referred to the immediate supervisor’s or Head of Department’s own manager.
2.2 The supervisor or Head of Department will attempt to resolve the complaint informally. They shall enquire into the grievance and will discuss it with the complainant and will provide a written record of the discussion and its outcome within (ten) working days after the complaint has been received. Most grievances will be resolved at this stage.
3. Stage 2
3.1 If the complainant feels that the matter has not been resolved through informal discussion, the grievance should be put in writing to the supervisor. The supervisor will give a response within (ten) working days in an endeavour to resolve the matter.
3.2 If, upon receipt of the written decision, the complainant is still dissatisfied with the decision, they may progress the grievance to stage 3 within (ten) working days.
4. Stage 3
4.1 If the grievance has not been resolved at Stage 2, the complainant may refer the grievance to the Manager, by obtaining and completing a Grievance Form from the Personnel Department. The complainant must complete the form by providing full details of the complaint and should address it to the Manager.
4.2 The Manager will, as soon as possible, and in any event within (ten) working days of receipt of the form, arrange a meeting at which all parties to the grievance will attend. The employee may be represented and accompanied at the meeting by a trade union representative or workplace colleague.
4.3 The employee bringing the grievance or their representative will be given the opportunity to explain the nature of the grievance, submit verbal/written evidence and call appropriate witnesses.
4.4 The Manager will have the right to ask questions of all the parties in attendance.
4.5 The Manager, will consider all matters that were raised at the meeting, and will issue a written decision within (ten) working days. Copies of the decision will be sent to all parties.
5. Stage 4
5.1 If the complaint is not resolved to the satisfaction of the employee at Stage 3, an appeal may be submitted, in writing, to the Chairman within (ten) working days of receipt of the decision reached at Stage 3.
5.2 The employee will be entitled to have a meeting with the Chairman and to be accompanied and represented by a trade union representative or workplace colleague.
5.3 The Chairman will consider the appeal and may be supplied with all the documentation submitted in relation to the earlier stages of the procedure.
5.4 The Chairman will issue and send to all parties, copies of the decision in writing within (ten) working days of receiving the appeal in writing. Such decision will be final.
A) INTRODUCTION
The Board of Trustees are committed to the elimination of discrimination on the grounds of sex, marital status, sexual orientation, race, colour, nationality, creed, religious belief, ethnic or national origin, age or disability. It is the right of every member of staff or students to work or study without fear or victimisation. The Board of Trustees and Recognised Trade Unions recognise the problems associated with harassment and are committed to providing an environment in which all individuals can operate effectively, confidentially and competently.
If a complaint is brought to the attention of management, it will be investigated promptly and appropriate action taken.
1.1 Background
Harassment is a serious problem, which has often been dismissed as individuals being over sensitive. It can affect people’s health, work performance, promotion, job prospects and thereby, the success of Rhyl Youth Community Hub (Wales). Claims from individuals may be brought within the tribunal system as well as the court system under the following legislation.
➢ Sex Discrimination Acts 1975 and 1986
➢ Race Relations Act 1976
➢ Health and Safety at Work Act 1974
➢ Employment Rights Act 1996
➢ Disability Discrimination Act 1995
➢ The Criminal Justice Public Order Act 1994
➢ EC Resolution 1990 on the protection of dignity of women and men at work: A Code of Practice on measures to combat sexual harassment.
An increasing number of claims are also being taken through the High Court to sue employers for breach of implied contract terms and for negligence.
Harassment is unacceptable in the Management of Rhyl Youth Community Hub whether or not it is unlawful.
1.2 What is Harassment?
Harassment is defined as any conduct which is unwanted by the recipient, or any such conduct based on the above characteristics which affect the dignity of any individual, or group of individuals at work. Harassment may be repetitive, or an isolated occurrence against one or more individuals.
Harassment may be:
Physical – contact, assault or gesture, intimidation, aggressive behaviour
Verbal – unwelcome remarks, suggestions and propositions, malicious gossip, jokes and banter based on any of the above characteristics.
Non-verbal - offensive literature or pictures, graffiti, computer imagery, isolation, non co-operation or exclusion from social activities.
Bullying - persistent, offensive, abusive, intimidating behaviour, abuse of power or un-fair sanctions which makes the recipient feel upset, threatened, humiliated or vulnerable, which undermines their self-confidence and which may cause them to suffer stress.
1.3 Responsibilities
It is the duty of every member of Rhyl Youth Community Hub and those visiting Rhyl Youth Community Hub’s premises, to take responsibility for their behaviour and mood as harassment is not acceptable under any circumstances. In the event of a failure to do so, disciplinary action in accordance with the Rhyl Youth Community Hub disciplinary procedures may be the consequence and anyone found responsible may also be held personally liable should the person who has been harassed undertake legal proceedings. Managers are required to that the policy is effectively applied and that harassment does not occur.
Anyone experiencing harassment has the right to avail themselves of the procedure on harassment, irrespective of the right, which may exist to pursue a grievance through an Employment Tribunal or Court of Law. The Rhyl Youth Community Hub management will ensure that this policy is widely publicised and its contents made known to staff, students, contractors and visitors.
1.4 Training
Training will be provided, as appropriate, to all staff as part of the induction process. Specific training will also be provided for managers to ensure they gain the knowledge, skills and awareness necessary to operate the Rhyl Youth Community Hub policies and relevant legislation efficiently and effectively and to communicate this to their staff and students, failure to do so could result in disciplinary action.
1.5 Supportive Framework
Rhyl Youth Community Hub realises that making a complaint of harassment is likely to be a distressing experience and it may be difficult for employees to raise complaints directly with their line managers. Accordingly, employees and students may approach a colleague, trade union representative, to raise the issue with management on their behalf in line with procedure.
If one of the parties concerned in a personal harassment case has to be removed from the workplace, then as a matter of principle, the Project will remove the harasser rather than the complainant.
1.6 Review and Monitoring of the Procedure
It will be the responsibility of the member of a Senior Management Team to review and monitor the progress of the policy and procedure on an annual basis and to recommend change where necessary.
2. Procedure for Dealing with Harassment
2.1 Introduction
This procedure has been designed to deal with complaints of harassment, which need to be handled in a sensitive manner. The procedure, therefore, seeks to ensure minimal stress for the complainant, timely resolution of complaints and a degree of flexibility appropriate to the individual circumstances.
At all stages of the procedure, the need to maintain confidentiality will be paramount. Information circulation will be minimised to that which is necessary to ensure a fair investigation and hearing.
This procedure is separate from the disciplinary procedure, which may be used following the results of the investigation under this procedure. Alternatively, an incident may be so serious, or there may be sufficient evidence to proceed straight away with the disciplinary procedure.
If, at any stage in this procedure an employee does not receive a response to a formal complaint in accordance with the specified or agreed time limits, or, where the response is inadequate or inappropriate, the employee is entitled to raise the matter under the Rhyl Youth Community Hub Grievance procedure.
It is recognised that in bringing a complaint, the complainant must be protected from further harassment or detriment arising form the alleged incident and associated complaint.
2.1.1 Keeping a Record
It is important that anyone who believes that they have suffered from harassment should keep notes of the details outlined below for each incident and that they are mad as soon after the incident as possible.
Detailed notes should include the following:
➢ Date
➢ Time
➢ Place
➢ Name of person harassing them
➢ What actually happened
➢ How the person actually felt at the time
➢ Names of any witness
➢ Action taken and whether reported to management
➢ Any correspondence relating to the incidents and subsequent complaints
2.2 Stage 1 – Informal Resolution
Every effort will be made to resolve the issue informally in the first instance, if this is appropriate. As soon after the incident as possible, the individual should make it clear to the offender that the incident is not welcomed and should stop. If too embarrassed to speak directly, this could be done in writing, or asking a colleague to do this for them. A note should be mad of the action taken.
If the action continues, or the individual cannot take personal action, then they are advised to contact:
Their line manager if that is appropriate, for advice on the next stage.
If the line manager is the person against whom the complaint is being made, the matter should be reported to the next manager above. Where the employee indicates that they would prefer to discuss the mater with a person of the same sex/race etc., this should be arranged whenever possible.
Any discussion will be confidential and no further action will be taken without the consent of the complainant.
Unless the manager considers the complaint to be so serious, in which case they will inform the employee of their need to take action against the harasser, following consultation with the employee concerned.
The employee may have a friend/colleague/trade union representative present at all stages of the procedure.
One of the following courses of action may then be followed:
➢ To take no further action at this stage, but to record any future incidents as recommended above and to keep the situation under review, enabling the employee to seek further advice in the future if necessary.
➢ If the offender has not already been approached, then ask the person to stop the offending behaviour, and again keep the situation under review.
➢ Make a formal complaint
2.3 Counselling
If the behaviour does not cease, or is serious, then the complainant can approach Rhyl Youth Community Hub to request Counselling, if necessary, from an outside agency. The role of the counsellor is to provide support and assistance to the complainant during this stressful time. The role also extends to the alleged harasser, if requested. However, the same counsellor should not advise the alleged harasser.
The counsellor has no role in the formal investigations and neither are they a source of evidence in any proceedings, since all discussions between counsellor and employee are confidential.
2.4 Stage 3 – Formal Complaint
Any individual is entitled to:
➢ Expect managers to institute formal investigation/proceedings;
➢ Institute grievance proceedings against management for failing to investigate and take appropriate action;
➢ Institute grievance proceedings against management for failing to meet their responsibilities under Rhyl Youth Community Hub’s policy and procedure on harassment.
If the individual wishes to make a complaint this should be put in writing to their line manager, or the next in line manager if their immediate line manager is implicated. The letter needs to specify that it is a formal complaint giving details of the incident(s).
2.5 Serious Criminal Offences
In cases of alleged assault or alleged behaviour that is considered to be a criminal offence, Rhyl Youth Community Hub (Wales) should contact the Police for their appropriate action, if the complainant so wishes and/or if Rhyl Youth Community Hub considers the incident to be a serious criminal offence.
2.6 Investigating a Complaint
The investigating panel is required to protect the rights of both parties involved ensure that both are entitled to a full and fair opportunity to put their version of events.
All departments are expected to co-operate in releasing staff from their normal duties to participate in the investigation as required.
2.7 Time Limits
The investigation should normally be completed within (15) working days of the complaint being received. On occasions, it will not be possible to keep within this tome-scale. In such cases, the complainant and alleged offender must both be kept informed of any need for an extension and the likely time-scale for completion.
3. How will the Complaint be Investigated?
3.1 Initial Response
The investigation will be carried out by a panel comprising of the manager who received the complaint and the nominated service Post Holder. Neither should be connected to the case in any way. The manager should ensure that those carrying out the investigation should reflect the nature of the complaint in terms of race, sex/disability as far as possible. This may require bringing a third person to the panel, or, seeking a manager from a different department. The Personnel Department could offer advice on this matter.
The person against whom the complaint has been made should be informed of the nature of the complaint and sent a copy of the letter and details of the procedure involved and advised to seek representation.
3.2 Possible Suspension or Redeployment During the Investigation
In order to relieve the stress and pressure on one or both parties; to prevent the risk of further incidents and to prevent victimisation it may be necessary to suspend the alleged harasser.
Suspension under this procedure does not constitute part of the disciplinary procedure and will be on full pay.
Temporary redeployment of one or both parties may also be considered. The complainant should be given the choice, though normally the alleged harasser would be redeployed first.
Rhyl Youth Community Hub (Wales) may wish to consider granting of a special leave in appropriate circumstances, upon the request of the complainant.
3.3 Meeting the Parties Involved
The panel will meet the complainant and the alleged harasser separately and with their respective representatives. Detailed written statements will be taken, which the relevant parties should sign and date, confirming that they agree with the statement collected. Both parties should be given the opportunity to nominate witnesses whom they wish to be interviewed.
3.4 Meeting with Witnesses
The panel will meet anyone else who was present or who has information which is relevant to the issue. Notes of this meeting will also be taken and the individuals called will be able to be accompanied by a friend or trade union representative.
Further interviews may need to take place to clarify or gain further information. The panel will also need to ensure that they have collected all relevant written materials.
3.5 Consideration of Information
The panel will, on completion of the investigation, review the material collected and decide whether the complaint is substantiated. In cases of sexual harassment, in no circumstances will evidence of the complainant’s appearance and sexual attitudes be taken as relevant information.
In some cases, there will not be any witnesses and it will be one person’s word against another’s. In these cases, the panel will consider whether on the balance of probabilities, the incidents/actions occurred.
3.6 Further Action
The panel will consider the facts and will decide either to:
➢ Take no action, that if the allegation has not been substantiated; or
➢ Initiate Rhyl Youth Community Hub’s agreed disciplinary procedure; or
➢ Take management action other than to initiate disciplinary procedure.
This could include:
➢ A recommendation of redeployment of one or both parties, either on a temporary or permanent basis. Should a transfer take place, this must be on any less terms and conditions of employment, unless action is taken within the disciplinary procedure to demote an individual;
➢ Setting up arrangements to monitor the situation;
➢ Required attendance on training courses;
➢ Making arrangements for both parties to work as separately as possible within the same workplace;
➢ A further period of compassionate leave
3.7 Keeping Management records
After a complaint has been heard, the following storage arrangements should be followed:
➢ Where the complaint is informal, no record will be kept on personal files, but it is recommended that the complainant makes a note of their meeting.
➢ Where the complaint is not substantiated, then no record will be kept on the alleged offender’s file
Where the matter proceeds to a disciplinary hearing, then the storage of records should be in accordance with the disciplinary procedure.
3.8 Action when the Complainant is Dissatisfied
If the complainant or alleged harasser disagrees with the decision they have the right to raise this matter under the Rhyl Youth Community Hub grievance procedure.
3.9 The Disciplinary Process
The normal disciplinary procedure should be applied, however the following points should
be taken into account:
➢ The complainant will normally be required to attend the hearing as a witness, although every effort should be taken to avoid this whenever possible.
➢ If they are required to attend, then they should be allowed to bring a trade union representative or friend and have any questions directed through this person.
A) RETIREMENT
The normal age for retirement is 65, and it is our policy for employees to retire at the end of the week in which their 65th birthday falls. In certain cases circumstances consideration may be given to fresh employment being offered to you after retirement. Such offers will be totally at the discretion of the Board of Trustees.
B) TERMINATING EMPLOYMENT WITHOUT GIVING NOTICE
If you terminate your employment without giving or working the required period of notice, as indicated in your individual statement of main terms of employment, you will have an amount equal to any additional cost of covering your duties during the notice period not worked deducted from ant termination pay due to you. This is an express written term of your contract of employment.
C) RETURN OF OUR PROPERTY
On termination of your employment you must return all our property which is in your possession or for which you have responsibility. Failure to return such items will result in the cost of the items being deducted from any monies outstanding to you. This is an express written term of your contract of employment.
Definition of Terms used within this document:
Staff:
Any person working directly for Rhyl Youth Community Hub (an employee).
Persons working indirectly for Rhyl Youth Community Hub (e.g. a person employed by another agency, for example, another training organisation, delivering training or supervising activities linked with Rhyl Youth Community Hub, this would include, for example, delivering training activities, including supervision of training activities)
Any person involved with any Rhyl Youth Community Hub activity, this would include; Volunteers, Support Workers, Staff from outside agencies, etc. using Rhyl Youth Community Hub premises or facilities for their own activities.
Service Users:
Any persons taking advantage of any of the activities run at Rhyl Youth Community Hub (Wales).
This will include;
Anyone attending an activity run directly by Rhyl Youth Community Hub (Wales), e.g. Training Courses, Short Courses, both accredited and non-accredited,
Anyone attending any other activity, being delivered directly by Rhyl Youth Community Hub (Wales) or through another training agency.
Anyone, attending activities, delivered by outside agencies, using Rhyl Youth Community Hub (Wales) premises, equipment or facilities, for the delivery of such activities.
Training and Quality Co-ordinator:
A person employed by Rhyl Youth Community Hub, to manage the day-to-day running of Rhyl Youth Community Hub (Wales) activities.
The Training Coordinator would be the Line Manager for Leaders of the various activities within Rhyl Youth Community Hub.
The Training Coordinator would, with guidance from the Leaders, be responsible for the implementation of time-tabling of activities within Rhyl Youth Community Hub.
As identified earlier in this document, the Training Coordinator will have responsibilities with regard to discipline, harassment and grievance procedures, and have responsibility for the resolution of minor problems, and be instrumental in ensuring that all procedures, laid down in this document, are implemented in accordance with Rhyl Youth Community Hub (Wales) Policies.
The Training Coordinator will also be responsible for identifying and approaching various funding bodies and the preparation of bids for funding, enabling Rhyl Youth Community Hub (Wales) to maintain or increase the levels of activity.
The Training Coordinator will be responsible directly to the Rhyl Youth Community Hub (Wales) Management Committee and the Board of Trustees.
Board of Trustees:
Are elected members forming the Management Team, and are responsible for the management and administration of Rhyl Youth Community Hub.
The Directors are responsible, in consultation with the Management Committee, for the Financial Management and Policy Decisions regarding the running, direction and activities offered through Rhyl Youth Community Hub, in accordance with the Rhyl Youth Community Hub Constitution, also in-line with the structures and guidelines laid down by the Charities Commission and Companies House, with regard to the management of Rhyl Youth Community Hub.
Management Committee:
These are members representing a variety of agencies, groups, community and individuals, who give up their time to attend monthly Committee Meetings at Rhyl Youth Community Hub, to put forward comments and ideas, etc. to improve, maintain or increase the activity levels at Rhyl Youth Community Hub (Wales), they advise the Directors of help support or guidance available, either, through their agency or group, or in the wider statutory and voluntary sectors, to enable Rhyl Youth Community Hub (Wales) to run more efficiently, etc.
There is representation, on the Committee, from Users from all the areas of activity, Training, Learning and other activities we offer. This gives Users the opportunity to highlight problems and good practice, they, as users, have noted within our activities.
Rhyl Youth Community Hub
Company Environmental Policy
The Organisation
Rhyl Youth Community Hub is a Third Sector Organisation delivering a variety of vocational training programmes to non-traditional learner groups and we are committed to minimising the impact our activities have on the environment.
We recognize that some of the operations and training programmes we offer could have a detrimental effect on the environment; we are committed to minimizing our negative impact on the environment and to reduce this impact.
Rhyl Youth Community Hub places great importance on its environment and its vision is to ensure it plays a part in the protection and long-term sustainability of the natural world.
Our aim is to minimize the environmental impact of our product and services, and to achieve continual improvement in environmental performance.
Rhyl Youth Community Hub consistently aims to operate in an environmentally responsible manner and reduce its impact on its surroundings.
The main objective of Rhyl Youth Community Hub’s environmental policy is to reduce the amount of waste produced and resources used by the business.
Rhyl Youth Community Hub has introduced numerous initiatives to restrict its negative impact on the environment wherever possible. The company’s commitments include:-
- Comply with the relevant requirements of the Environmental Protection Act 1990 and all other domestic legislation concerned with the protection of human and natural
- Optimally utilising resources and re-using materials wherever possible
- Implementing recycling initiatives for items that cannot be reduced or re-used
- Encouraging more sustainable purchasing practices by purchasing environmentally responsible items wherever practicable
- Influencing our suppliers and contractors to encourage them to be environmentally responsible
- Communicating the environmental policy to all employees and encouraging their involvement
- Use Information and Communication Technology (ICT) to carry out our work and communicate with clients and suppliers – thus avoiding the generation of excessive volumes of paper waste
- Encourage our staff to minimise car journeys and use environmentally sustainable transport methods in respect of commuting and business journeys wherever practical
- Increase our reputation as an environmentally sensitive and responsible organisation amongst our employees, partners, clients and the general public in this generation and the next.
- Review annually this environmental policy in relation to any new organisational practices, changes in legislation and achievement as regards environmental target set.
Rhyl Youth Community Hub’s Management and Trustees are responsible for all the principles laid down in the company environmental policy. The management team and those employed by the company are responsible for fully supporting the policy through their co-operation and participation.
We warmly welcome any suggestions customers wish to make about other environmentally friendly ideas that we could pursue
Signed ……………………………………………. Date: ……………….
Company Secretary
Rhyl Youth Community Hub.
Rhyl Youth Community Hub
Environmental Policy Statement
The Organisation
Rhyl Youth Community Hub is a Third Sector Organisation delivering a variety of vocational training programmes to non-traditional learner groups and we are committed to minimising the impact our activities have on the environment.
We recognise that some of the operations and training programmes we offer could have a detrimental effect on the environment; we are committed to minimizing our negative impact on the environment and to reduce this impact.
The key objectives of this strategy are to:
• Comply with all relevant regulatory requirements.
• Minimise waste produced by evaluating procedures, ensuring they are as efficient as possible.
• Conserve energy and other natural resources.
• Identify all possible sources which could have a negative impact on the environment.
• Minimise any emissions generated by our operations, through the selection and use of appropriate emission control measures, the prudent management and use of its power and energy requirements.
• Employ best techniques and procedures to measure and control emissions and the disposal of waste materials.
• Incorporate environmental factors into business decisions.
• Actively promote recycling both internally and, work with groups, partner organisations, agencies, individuals and suppliers to improve their environmental performance.
• Meet or exceed all the environmental legislation that relates to the Company.
• Review and improve environmental performance by continual monitoring delivery methods.
• Increase staff awareness and promote good environmental performance.
We will undertake to publish the Environmental Policy and other environmental performance information.
Signed by Company Secretary:
Date Environmental Policy was Issued:
Rhyl Youth Community Hub
Equal Opportunities Policy
1 Statement of policy
The aim of this policy is to communicate the commitment of the Board of Trustees and senior management to the promotion of equality of opportunity in Rhyl Youth Community Hub
It is our policy to provide employment equality to all, irrespective of:
• Gender, including gender reassignment
• Marital or civil partnership status
• Having or not having dependants
• Religious belief or political opinion
• Race (including colour, nationality, ethnic or national origins, being an Irish Traveller)
• Disability
• Sexual orientation
• Age.
We are opposed to all forms of unlawful and unfair discrimination.
All job applicants, employees, learners and others who work for us will be treated fairly and will not be discriminated against on any of the above grounds.
Decisions about recruitment and selection, promotion, training or any other benefit will be made objectively and without unlawful discrimination.
We recognise that the provision of equal opportunities in the workplace is not only good management practice; it also makes sound business sense.
Our equal opportunities policy will help all those who work for us to develop their full potential and the talents and resources of the workforce will be utilised fully to maximise the efficiency of the organisation.
2 To whom does the policy apply? (Scope)
The Equal Opportunities policy applies to all those who work for, apply to work for, volunteer for or, train through the organisation, for example:
Board of Trustees
Managers
Employees
Support staff
Contract workers
Agency workers
Trainee workers and students on work experience or placements
Volunteer workers
Learners & Students and/or their support workers (if appropriate)
Job applicants and potential applicants
3 Equality Commitments
We are committed to:
• Promoting equality of opportunity for all persons
• Promoting a good and harmonious working environment in which all persons are treated with respect
• Preventing occurrences of unlawful direct discrimination, indirect discrimination, harassment and victimisation
• Fulfilling all our legal obligations under the equality legislation and associated codes of practice
• Complying with our own equal opportunities policy and associated policies
• Taking lawful affirmative or positive action, where appropriate
• Regarding all breaches of equal opportunities policy as misconduct which could lead to disciplinary proceedings.
This policy is fully supported by senior management and employees and agencies working with Rhyl Youth Community Hub.
4 Implementation
The Managers have specific responsibility for the effective implementation of this policy. Each trustee, manager and supervisor also has responsibilities and, we expect all our employees to abide by the policy and help create the equality environment which is its objective.
In order to implement this policy we shall:
• Communicate the policy to employees, job applicants, learners and relevant others (such as other agencies)
• Incorporate specific and appropriate duties in respect of implementing the equal opportunities policy into job descriptions and work objectives and the Induction Process for all staff.
• Ensure all learners accessing training with our organisation are informed of the Equal Opportunities Policy as part of their Induction on to courses.
• Provide equality training and guidance as appropriate, including training on induction and management courses.
• Ensure that those who are involved in assessing candidates for recruitment or promotion will be trained in non-discriminatory selection techniques.
• Incorporate equal opportunities notices into general communications practices (eg, staff newsletters, intranet)
• Obtain commitments from other persons or organisations such as subcontractors or agencies that they too will comply with the policy in their dealings with our organisation and our workforce
• Ensure that adequate resources are made available to fulfil the objectives of the policy.
5 Monitoring and review
We will establish appropriate information and monitoring systems to assist the effective implementation of our equal opportunities policy.
The effectiveness of our equal opportunities policy will be reviewed regularly every 4 months and action taken as necessary.
For example, where monitoring identifies an under-representation of a particular group or groups, we shall develop an action plan to address the imbalance.
6 Complaints
Employees who believe that they have suffered any form of discrimination, harassment or victimisation, are entitled to raise the matter through the agreed Grievance Procedures. A copy of these procedures is contained in the Employees Handbook and is also available from the Education & Training Manager or the Business Manager.
All complaints of discrimination will be dealt with seriously, promptly and confidentially.
In addition to our internal procedures, employees have the right to pursue complaints of discrimination to an industrial tribunal or the Fair Employment Tribunal under the following anti-discrimination legislation:
• Race Relations Act 1976 (as amended in 2000)
• Disability Discrimination Act 1995 (as amended in 2005)
• Children Act 2004
• Equality Act 2006
• Education and Inspections Act 2006
• Duty to Promote Community Cohesion, Education and Inspections Act 2006
• Local Authority Diversity and Equality Policy and Comprehensive Equality Scheme
However, employees wishing to make a complaint to a tribunal will normally be required to raise their complaint under our internal grievance procedures.
Every effort will be made to ensure that employees who make complaints will not be victimised.
Any complaint of victimisation will be dealt with seriously, promptly and confidentially. Victimisation will result in disciplinary action and may warrant dismissal.
Date:
Signature: ……………………………………… Company Secretary
Rhyl Youth Community Hub
Equal Opportunities And Anti Discrimination Policy For Participating Employers And Agencies Who Do Not Have Their Own E.O. Policy
POLICY
It is Rhyl Youth Community Hub’s policy to deal only with employers and agencies that have their own Equal Opportunities Policy and Anti-Discrimination Policy or adopt this following policy for the duration of being a participating employer or agency.
The participating employer or agency (from now on referred to as the ‘organisation’) agrees to treat job applicants, employees, training participants, customers and staff of Rhyl Youth Community Hub in the same way, regardless of their gender, sexual orientation, age, race, religion and belief, ethnic origin or disability. Further, the organisation will monitor the composition of it’s own workforce and all applicants for employment and introduce positive action if it appears that this policy is not fully effective.
PROCEDURE
1 The organisation agrees to be an equal opportunity employer for at least the time it participates as an employer or agency. Equal opportunity is about good employment practices and efficient use of the most valuable asset, the employees. Every manager and employee has personal responsibility for the implementation of the policy. Any instance of doubt about the application of the policy, or other questions, should be addressed to your immediate manager, as should any requests for special training.
2. The organisation will not discriminate on grounds of gender, marital status, ethnic origin, colour, nationality, sexual orientation, religion and belief and disability or other grounds of discrimination not prohibited by legislation such as age, etc. This will apply to the organisation’s workforce, its job applicants, employees, training participants, customers and staff of Rhyl Youth Community Hub.
3. The policy applies to the advertisement of jobs, recruitment and appointment to them, training, conditions of work, pay and to every other aspect of employment and personal relationships whilst at work. Consequently the policy should be applied equally to the treatment of organisation’s workforce, its job applicants, employees, training participants, customers and staff of Rhyl Youth Community Hub. The organisation’s staff should request training if they have any doubt about the application of this policy.
4. Employers should note that the imposition of a condition or requirement which has an adverse impact on someone, because his or her gender, race, marital status or disability, will also be unlawful unless it can be justified on grounds of business need, or in the case of disability, the non-existence of reasonable adjustments. (By way of example, a height requirement of 5' 10 " will eliminate some men, but proportionately more women, and so may be unlawful.) In all such situations the manager of the organisation should be consulted.
5. Any member of staff may use these procedures to complain about discriminatory conduct. If the matter relates to sexual or racial harassment or harassment or on the basis of disability then the grievance may be raised directly with the management of the organisation. The organisation is concerned to ensure that staff feel able to raise such grievances and no individual will be penalised for raising such a grievance unless it is untrue and made in bad faith. Training participants and participating employers and agencies will be issued with their own complaints procedure to use if they have a grievance with Rhyl Youth Community Hub.
6. For participating employers who do not have their own Equal Opportunities Policy and Anti-Discrimination policy, all actions arising from cases of discrimination will be dealt with under this policy.
Discipline
7. Any of the organisation’s employees who harasses any other of the organisation’s employees, its job applicants, employees, training participants, customers and staff of Rhyl Youth Community Hub, on the grounds of race, gender or disability will be subject to the organisation's disciplinary procedure. In serious cases, such behaviour will be deemed to constitute gross misconduct and, as such, will result in summary dismissal in the absence of mitigating circumstances.
Monitoring
8. All employees, job applicants and training participants will be asked to complete a form denoting their gender, race, ethnic origin and any disabilities. The organisation guarantees that this form will be used for the purpose of monitoring the effectiveness of its equal opportunities policy only.
Positive Action
9. The composition of the organisation’s workforce, of job applicants and the composition of the organisation’s participants will be monitored on a regular basis by the organisation.
Should inequalities become apparent, positive action will be taken to redress the imbalance, including such measures as?
• Advertising jobs in ethnic or female interest places and publications, as appropriate
• State that the organisation is an equal opportunities employer in all job adverts
• Introducing assertiveness training
• Introducing English language training
• Encouraging under-represented groups to apply for suitable training posts
• Making contact with disabled people via the local Job Centre
Complaints
10. All employees, job applicants and training participants on work placements or job trials, who believe that they have suffered any form of discrimination, harassment or victimisation, are entitled to raise the matter through the agreed Grievance Procedures. A copy of these procedures is contained in the Employees Handbook and is also available from the Education & Training Manager or the Business Manager.
All complaints of discrimination will be dealt with seriously, promptly and confidentially.
In addition to internal procedures, employees, job applicants and training participants have the right to pursue complaints of discrimination to an industrial tribunal or the Fair Employment Tribunal under the following anti-discrimination legislation:
• Race Relations Act 1976 (as amended in 2000)
• Disability Discrimination Act 1995 (as amended in 2005)
• Children Act 2004
• Equality Act 2006
• Education and Inspections Act 2006
• Duty to Promote Community Cohesion, Education and Inspections Act 2006
• Local Authority Diversity and Equality Policy and Comprehensive Equality Scheme
However, employees wishing to make a complaint to a tribunal will normally be required to raise their complaint under our internal grievance procedures (See Employees Handbook and Learner Handouts).
Every effort will be made to ensure that employees who make complaints will not be victimised.
Any complaint of victimisation will be dealt with seriously, promptly and confidentially. Victimisation will result in disciplinary action and may warrant dismissal.
Date:
Signature: ……………………………………… Company Secretary
Rhyl Youth Community Hub
Equality & Diversity Policy 2013
• 1 Context
The legal and local framework for this policy is:
• Race Relations Act 1976 (as amended in 2000)
• Disability Discrimination Act 1995 (as amended in 2005)
• Children Act 2004
• Equality Act 2006
• Education and Inspections Act 2006
• Duty to Promote Community Cohesion, Education and Inspections Act 2006
• Local Authority Diversity and Equality Policy and Comprehensive Equality Scheme
• 2 Aims and Values
Our Company ethos states:
Rhyl Youth Community Hub (the Company) is accepting, where everyone is valued and where tolerance, honesty, co-operation and mutual respect for others, are fostered.
We are committed to the holistic development of each person within a supportive, secure and creative environment.
We provide equal opportunity for all learners, to maximise their potential regardless of colour, race, nationality, ethnic background, language, religion, sex, age, marital status, sexuality or disability.
We endeavour to promote positive relationships with; stakeholders, agencies, staff, learners, parents, governors and members of the wider community.
At Rhyl Youth Community Hub we aim to promote equality and diversity, we will challenge all forms of discrimination.
We will work to minimise any barriers to; access, participation, progression, attainment and achievement for our learners.
We aim to:
• provide a safe and secure environment in which a diverse variety of learner groups i.e. socially excluded and vulnerable young people and adults, young offenders, people on probation, people with learning difficulties and/or disabilities, etc. enabling them to attend appropriate education/training and achieve qualifications relevant to their needs and abilities;
• promote local community cohesion and immerse ourselves in local strategies;
• provide a learning/training environment where all individuals are respected and feel a sense of belonging to the community;
• prepare all learners for life, in a diverse society, in which they are able to see their place in the local, regional, national and international community;
• include and value the contribution of our stakeholders;
• continually develop our understanding of equality and diversity;
• provide positive, non-stereotyping information about different groups regardless of their gender, ethnicity, disability, sexual orientation, religion and age;
• actively challenge discrimination and disadvantage;
• make inclusion the thread which runs through all our activities.
To achieve these aims we will:
• use all available information to set suitable learning challenges for all, respond to learners’ diverse needs and overcome any potential barriers to learning;
• publish and share our policies and impact assessments with the whole community;
• involve all stakeholders in the development, review, evaluation, and impact assessment of all relevant improvement plans, policies and procedures;
• ensure that the wider curriculum makes explicit and implicit provision to promote and celebrate diversity;
• collect and analyse data to ensure all groups are progressing well and no group is subject to disadvantage;
• have high expectations of behaviour which demonstrates respect to others.
• 3 Leadership Management & Governance
Rhyl Youth Community Hub is committed to:
• being proactive in promoting good relationships and equality of opportunity across all aspects of training life and the wider community;
• encouraging, supporting and enabling all learners and staff to achieve their full potential and make a positive contribution to themselves and their community;
• working in partnership with; individuals, families, agencies, organisations, the local authority (LA) and the wider community, to establish, promote and disseminate inclusive practice and tackle discrimination ensuring that our Equality and Diversity Policy is adhered to.
➢ Responsibilities
The Management Committee (Trustee Directors):
It is the Management Committee’s responsibility to:
• ensure that the Company complies with equality legislation;
• meet requirements to comply with local and national equality guidelines;
• ensure that the Company’s policy and its procedures and strategies are carried out and monitored and evaluated with appropriate impact assessments informing future plans;
• audit the recording and reporting procedures annually;
• follow the LA’s admissions policy, where appropriate;
• monitor attendance and take appropriate action to address non-engagement of learners with the appropriate agency;
• ensure the Company’s equal opportunities policy in staff recruitment, professional development and membership of the Management Committee, are complied with;
• provide information in appropriate, accessible formats;
• any breaches of the Company’s policies will be dealt with appropriately;
• be pro-active in recruiting high-quality applicants from under-represented groups;
The role of the Chief Executive:
It is the CEO’s responsibility to:
• implement all the Company’s policies;
• ensure that all staff receive appropriate and relevant continuous professional development;
• actively challenge and take appropriate action in any cases of discriminatory practice;
• deal with any reported incidents of harassment or bullying in line with the Company’s policies and procedures;
• ensure that all visitors and contractors are aware of, and comply with, the Company’s policies;
• produce regular reports for the Board of Trustees, stakeholder groups and funders;
➢ All Staff
It is the responsibility of all staff to:
• be vigilant in all areas of the Company Site for any type of discrimination, harassment and/or bullying and deal, effectively, with all incidents, from overt name-calling to the more subtle forms of victimisation caused by perceived differences and report all such incidences to their line-manager;
• identify and challenge bias and stereotyping within the curriculum and in the Company’s culture;
• promote equality and diversity and, challenge any discrimination of race, gender, religion, age, disability and sexual orientation;
• promote the Company’s ethos of an inclusive curriculum which reflects our diverse society;
• have access to accurate information on any changes to equality legislation and policy development, by attending relevant training from appropriate sources.
➢ Breaches of the Policy
• All breaches of the policy will be reported as a matter of course and, all breaches of the policy will be rigorously followed up using the appropriate procedures.
• All breaches of policy will be reported to the Management Committee and LA, as appropriate.
• 4 Policy Planning & Review
The Company will consider all aspects of diversity and equality in this comprehensive policy which will be followed by a specific equality and diversity action plan in relation to; access to provision, race, gender, religion, age, disability and sexual orientation;
➢ Policy Planning and Development
• In the planning and development stage of policy-making, we will ensure we have consulted and taken into account stakeholder, trustees and learners views.
• All improvement plans and changes in legislation will be monitored, evaluated and incorporated into the policy, as part of an on-going review process.
• Our target-setting processes ensure appropriate, challenging targets are set in relation to identifiable groups as well as individual learners and/or cohorts.
➢ Monitoring and Quality Assurance
• Each learner’s progress is monitored and tracked. The resulting data is analysed in respect of; race, gender, religion, age, disability and sexual orientation.
• In addition to monitoring to rule out any potential disadvantage.
• Quality assurance procedures ensure the Management Committee meets its duty to positively promote diversity. (E.g. delivery observations record evidence of differentiation and all learning materials are reviewed to ensure appropriateness and inclusivity).
• The data collected is used to develop and improve Company’s policies, planning, target-setting and decision-making.
• The data is collated and used to determine and develop the Company’s Future Business Plan.
Rhyl Youth Community Hub
Fair Assessment Policy
Review Date:
Introduction:
Rhyl Youth Community Hub aims to provide fair access to assessment for all learners on qualification-based programmes. Assessment practice will be open and consistent within the codes of practice and regulations laid down by the relevant awarding and validation bodies.
The policy applies to all qualification-based programmes offered by the Company wherever they are delivered.
Principles of fair assessment:
All assessment must be conducted rigorously and accurately and, where appropriate, in accordance with the Awarding Body’s published criteria and standards. Formative assessment/coursework designed by Company staff must be conducted by reference to open and defined standards/marking/assessment schemes, covering the required skills, knowledge and understanding.
Assessment evidence will be judged according to the principles of:
• Sufficiency – consistent performance to the required level over a period of time
• Currency – evidence should prove that the student is competent now
• Validity – evidence should be appropriate and relevant to the syllabus/standards it is addressing
• Authenticity – evidence must reflect the knowledge/skills/understanding of the candidate. The work of another person must not be submitted as that of the candidate. Other sources can be used in certain circumstances as long as the student references these.
The chosen format and method of assessment must be appropriate to the qualification and any conditions specified by an awarding body. Assessment materials must be presented in clear and unambiguous language and must differentiate only on the basis of a student’s knowledge, skills and understanding.
Such materials must be free from any overt or covert discrimination against an individual, either in wording or content.
The Company will appoint assessment staff whose knowledge, skills and understanding are appropriate for the programme(s) they access. Staff will maintain their competence by regular staff development organised internally or externally.
Initial Assessment:
As part of the induction process all new candidates will undertake an initial assessment of literacy and numeracy skills. This will be used to assess Basic and Key Skill levels and to inform decisions about any additional learning support offered to students in the early stages of their course.
Initial assessments are compulsory for all candidates’, as this identifies the individual learners’ abilities and support needs.
Internal Assessment:
Internal assessment must be conducted in line with the principles outlined in the Learner Enrolment Process.
Assessment will be internally verified or moderated according to the Company’s Internal Verification/Modification Procedure. Where assessment has been externally verified or moderated by an awarding body, an original copy of the verification/moderation report must be sent to the Training Manager as soon as it is received.
Written and oral feedback must be given to candidates as soon as possible after assessment. In the case of written or other product work submitted the feedback must be given within 3 working weeks of the official submission date. Feedback should be as helpful as possible to the candidate, i.e. confirming what has gone well and giving clear guidance on what the candidate needs to do in order to improve on their performance.
External Assessment:
External assessment will be administered strictly in accordance with instructions issued by the relevant awarding bodies.
Internal management is delegated to the Company’s training team. In the case of queries, the Company’s Training Manager should be consulted. For coursework assessment (whether internally or externally assessed) the Company’s Quality Manager is the official management link with all awarding bodies.
Arrangements for candidates with Special Assessment Requirements:
Assessment must be available to all those who have the potential to achieve the standards required for a particular qualification. However, some candidates may need access to alternative means of providing evidence and/or additional support.
Care needs to be taken that any proposed assessment methods are of equal quality and rigour to those for mainstream candidates in order to demonstrate that the candidate has achieved the national standard.
Candidates may be identified as having particular assessment requirements in relation to, for example, learning difficulties, a visual or hearing impairment, a mental illness, or English as an additional language. This means that they will need appropriate support in their development to help them meet the required standards such as:
• help with communication and number skills;
• adapted equipment and the physical environment;
• special information technology;
• confidence building.
Assessment Appeals:
All candidates must be informed of the Company’s Assessment Appeals Procedure at the start of their programme.
The Company’s Assessment Appeals Procedure must be followed in all cases where a candidate disagrees with an assessment decision. If a candidate wishes to appeal over the result of an external examination, advice must be obtained from the Company’s Lead Associate, who will appeal on a student’s behalf.
Each awarding body has a formal appeals procedure, which must be invoked within 14 days of receipt of the result of an informal enquiry. Awarding body appeals are in 2 stages. If a candidate is still dissatisfied after the 2nd stage, then an appeal can be sent to the Examinations Appeals Board (EAB) – see .uk for details.
Financial management and controls policy
1. Introduction
1.1 Financial records will be kept so that Rhyl Youth Community Hub can:
a. Meet its legal and other obligations, e.g., Charities Acts, HMRC, Customs & Excise, Companies Act, Common Law.
b. Enable the Board of Directors to have control of the organisation’s finances.
c. Enable the organisation to meet contractual obligations and the requirements of funding bodies.
1.2 The organisation will keep proper books of account, which will include:
a. A cash book analysing all the transactions in the organisation's bank account(s).
b. A petty cash book if cash purchases are being made.
c. Accounts demonstrating grant funding spend
1.3 The financial year for RYCH will end on 31 March.
1.4 Accounts will be drawn up after each financial year within three months of the end of the year and presented to the next annual general meeting (AGM).
1.5 Before the start of each financial year, the Board of Directors will approve a budgeted income and expenditure account for the following year.
1.6. A paper comparing actual income and expenditure with the budget will be presented to the Board of Directors every three months and on a monthly basis to both the Chair and the Treasurer.
1.7. The AGM will appoint an appropriately qualified auditor to audit the accounts for presentation to the next AGM.
2. Bank
2.1 RYCH will bank with Barclays bank at its Rhyl branch where the accounts will be held in the name of Rhyl Youth Community Hub. The following accounts will be maintained: current and business, reserve, and any other project accounts as agreed and approved by the RYCH Board of Directors.
2.2 The bank mandate (list of people who can sign cheques on the organisation's behalf) will always be approved and minuted by the Board of Directors as will all changes to it.
2.3 RYCH will require the bank to provide statements every month and these will be reconciled with the cash bark at every month and the Treasurer will spot check that this reconciliation has been done at least twice a year, and sign the cash book.
2.4 RYCH will not use any other bank or financial institution or use overdraft facilities or invest speculatively unless authorised, approved and minuted by the Board of Directors.
3. Receipts (income)
The aim is to demonstrate that RYCH has received all the income to which it is entitled and that it is all reasonably evidenced.
3.1 All monies received will be recorded promptly in the cash analysis book and banked without delay (note this includes sundry receipts such as payments for telephone calls, photocopying, etc.) The organisation will maintain files of documentation ie letters from funding bodies to back this up.
4. Payments (expenditure)
4.l The Project Manager will be responsible for holding the cheque book (unused and partly used cheque books) which should be kept under lock and key.
4.2 Blank cheques will never be signed.
4.3 Whenever possible, the same person should not be responsible for ordering, processing and checking invoices as well as raising cheque requisitions, signing cheques and payments.
4.4 Cheques greater than the value of £500.00 will require the approval of the finance and general purpose sub-committee. The finance and general purpose sub-committee is able to take 'chair's action' in order to approve cheques greater than the sum of £500.00, this however will be reported to the next meeting of the finance and general purpose sub-committee. Signatories to cheques which are greater than £500.00 must be different to those requesting purchase of items.
4.5 The relevant payee's name will always be inscribed on the cheque before signature, the cheque stub will always be filled in.
4.6 No cheques will be signed without original documentation.
4.7 Money will only be spent to meet conditions and requirements of the funding bodies and in pursuance of the objectives of the constitution.
8. The Chair and/or the Treasurer with (in either case) one other committee member shall not approve expenditure of more than £500.00 nor an overspend on a particular budget heading of more than 10 per cent unless this approval should be written down, signed by both people approving it, and reported to and minuted at the next finance and general purpose sub-committee meeting and the next full Board of Directors meeting.
5. Payment documentation
1. Every payment out of the organisations bank amounts will be supported by an original invoice (never against a supplier‘s statement or final demand). That original will be filed and kept for seven years. The person who signs the cheque should ensure that the RYCH cheque requisition slip is fully completed. This includes the following:
• Cheque number
• Date cheque drawn
• Amount of cheque
• Who signed the cheque.
5.2 The only exceptions to cheques not being supported by an original invoice would be for such items as advanced booking fees for a future course, VAT, etc. Here a cheque requisition form will be used and a photocopy of the cheque kept.
2. Wages and salaries: There will be a clear trail to show the authority and reason for payment. Every payment will have a cheque requisition slip showing who has authorised the payment and what it was for ie salary, temporary work, HMRC, etc. All employees will be paid within the PAYE, National Insurance rules. The Project Manager and Chair will process RYCH salaries.
5.4 All staff appointments will be authorised by the Board, minuting the dates and salary level. Similarly, all changes in hours and other payments such as overtime etc., will be, authorised by the Board.
5.5 Petty cash will always be maintained on the accounting system whereby the Project Manager is trusted with a float as agreed by the Board. When that is more or less expended, a cheque will be drawn for sufficient bringing up the float to the agreed sum (currently agreed at £50.00), the cheque being supported by a complete set of expenditure vouchers and when possible receipts, totalling the amount spent. The expenditure will be analysed in the petty cash book.
5.6. Expenses/Allowances: RYCH will, if asked, reimburse expenditure paid for personally by staff, providing:
• Fares are evidenced by tickets (where possible).
• Other expenditure is evidenced by original receipts.
• Car mileage is based on HMRC scales.
6. Cheque signatures and cash cards
6.1 Each cheque will be signed by at least two people.
6.2 Hole in the wall type cash cards will not be used and if issued by the bank will be immediately cut in half.
7. Other undertakings
7.1 RYCH does not accept liability for any financial commitment unless properly authorised. Any orders placed or undertakings given, the financial consequences of which are, prima facie, likely to exceed in total £500.00 must be authorised and minuted by the management committee. (This covers such items as the new service contracts, office equipment purchase and hire).
7.2 All fund raising and grant applications undertaken on behalf of RYCH will be done in the name of the organisation with prior approval of the Board, or in urgent situations the approval of the Chair, who will provide full details to the next Board meeting.
8. Confidentiality
8.1 The confidentiality of employees’ financial circumstances will be respected at all times.
8.2 Board members, volunteers and employees will at all times act in the best interest of the organisation and if they experience a conflict of interest they will not divulge sensitive information.
9. Other rules
9.1 The Board of Directors will consider the level of reserves that is prudent for the RYCH to have at its first meeting after the AGM. Consideration will be given to redundancy liabilities, lease agreements and any other significant factors that should be taken into account were RYCH to close.
9.2. RYCH will adhere to good practice in relation to its finances at all times, eg when relevant it will set up and maintain a fixed met register stating the date of purchase, cost, serial numbers and normal location of the asset(s). If it holds stocks of goods eg books etc, of significant value, it will maintain proper records.
9.3. These controls will be reviewed at the first finance and general purposes sub-committee meeting after the AGM.
Rhyl Youth Community Hub
Fire Evacuation Policy
The Identification of Risk:
Rhyl Youth Community Hub is a Third Sector Organisation delivering a variety of youth and vocational training programmes to non-traditional learner groups from its site at The Hub, 69-75 Wellington Road, Rhyl, LL18 1BE.
Rhyl Youth Community Hub is aware of possible Fire Risks to our clients through a General Risk Assessment of the premises.
We have therefore identified procedures for the safe evacuation of clients, staff and visitors in the event of a fire.
Training
The ‘Designated Fire Marshal’ will undertake appropriate training for their role.
All staff will be made aware of the Fire Evacuation Procedure as part the Company’s Staff Induction Process.
As part of clients’ induction and, during the first theory sessions at the start of all training programmes, all learners will receive a detailed explanation of the Fire Evacuation Procedure and will undertake an orientation of the building and identify all Fire Points, Fire-doors and escape routes from the building and, will be shown where the Fire Assembly Point is situated.
Fire Evacuation Practices
There will be regular Fire Evacuation Practices; carried out and monitored, by the Designated Fire Marshal.
The Procedure:
Upon the identification of a fire:
• The manager/Staff will immediately sound the Fire Alarm and dial (9)999 and ask for the Fire Service and give details of the address of the site.
• The staff will inform all clients, external support staff, visitors and other staff members, that they need to leave the building immediately and assemble at the Designated Fire Assembly Point.
• Managers and staff will ensure that all other staff members, clients and visitors leave the building in a controlled manner and go immediately to the Fire Assembly Point.
• Staff will take with them; their register(s) and, the designated Fire Marshal will take the Visitors’ Book and Main Contact Lists, to the Fire Assembly Point
• Staff will check their learner’s names against the Register(s) and the Fire Marshal will check that people recorded in the Visitors’ Book who were identified as being ‘on-site’ at the time of the evacuation, are accounted for.
• Any discrepancies will be immediately reported to the Manager or Fire Marshal for action.
• Appropriate; Agencies, Parents, Guardians, Schools, and individual contacts will be informed that there is a fire and, that the client, to whom they are connected, needs to be collected ASAP (dependant on the timescale for collection, and weather conditions, etc. the pick up point could be changed but, the contact will be informed as to exactly where the client can be picked up).
• Visitors may leave if they wish, after giving their information to the Fire Marshal or Manager.
• On no account will managers, staff, clients or visitors re-enter the building until it is declared safe by the Fire Service.
• On no account will clients be left unattended.
• As clients are collected, their name will be checked off on the register and/or the Main Contact List.
• When all clients have been collected, Staff may then leave and return home or, when the building is declared safe, re-enter the building.
NOTE:
The Manager or the Fire Marshal will retain all paperwork relating to the clients; Registers, Main Contact Lists, Visitors Book, etc. and keep them safe, remembering that information contained within, is Private and Confidential and covered by the Company’s Data Protection and Confidentiality Policies, and should be returned to the Company Office at the first, safe, opportunity.
Rhyl Youth Community Hub
Health and Safety Policy Statement
Rhyl Youth Community Hub will comply with its legal duties as stated in the Health & Safety at Work Act 1974, the Workplace, Health, Safety and Welfare Regulations 1992 and, other relevant legislation and regards the minimum acceptable standard is to meet its legal obligations. The aim is to keep improving.
The company regards the attainment of high standards of health and safety as a benefit to both the company and its employees. Everything will be done to prevent personal harm, damage to property and equipment, or environmental contamination and the company aims for the protection of everyone, including the public from any foreseeable danger arising from the daily work activities.
Rhyl Youth Community Hub has the responsibility for implementing this policy throughout the business and must ensure that any work, so far as is reasonably practicable is carried out without risk to others.
The company accepts that it has a responsibility for the development and continuation of health and safety standards.
In particular we will:-
• Provide and maintain healthy and safe work facilities
• Provide adequate control of the health and safety risks arising from our work activities
• Consult with our employees, learners and others on matters affecting their health and safety
• Provide and maintain safe plant, tools and equipment
• Ensure safe handling and use of dangerous substances
• Provide information, instruction, and supervision for employees
• Ensure all employees are competent to do their tasks and give them adequate training
• Prevent accidents and cases of work related ill-health
• Maintain safe and healthy working conditions
• Ensure that all learners receive appropriate and adequate Health and safety training to meet the requirements of their course of study
• Ensure that all learners, support workers, visitors, etc. are made aware of relevant Health and Safety procedures
• Review and revise this policy as necessary and at regular intervals
All employees and sub-contractors should be aware of the policy and adhere to the company’s rules and procedures on health and safety.
It is also the duty of each employee to take care of their own and other people’s health, safety and welfare and to report any situation which they feel may pose a serious or imminent threat to the well being of themselves or any other person.
In particular employees will be expected to:-
• Work safely and effectively at all times
• Give notification of any accidents that have resulted in or that could result in personal injury or damage to property
• Co-operate with supervisors and managers on health and safety matters
• Not interfere with anything provided to safeguard their health and safety
• Take reasonable care of their own health and safety
• Report all health and safety concerns to an appropriate person
Effective promotion of the Company’s Health and Safety Policy requires the contribution of every individual in working to improve and achieve a safe working environment within the Company.
Signed……………………………………………….
Position……………………………………………….
Date………………………………………………….
Rhyl Youth Community Hub.
Health & Safety Policy
To All Employees:
Rhyl Youth Community Hub is a not-for-profit company providing youth and vocational training programmes to the socially disadvantaged. The Company recognises its responsibilities under the Health and Safety at Work Act 1974, the Workplace, Health, Safety and Welfare Regulations 1992 and other relevant legislation and regards the minimum acceptable standard is to meet its legal obligations. The aim is to keep improving.
The Company’s policy is to preserve health and safety and believes that good health and safety performance is an integral part of efficient and effective management ranking equal in importance with other management responsibilities. Success depends on the involvement and commitment of everyone in the organisation.
The company is committed to providing and maintaining:
• healthy and safe workplaces, conditions, equipment and systems of work
• sufficient resources in terms of people, training, plant and equipment to meet its health and safety commitments
• and to ensuring the protection of the health and safety of other people who may be affected by its operations e.g. learners (trainees), visitors, contractors and the general public
• and to consider early in the development stage, the likely impact of new programmes and to maximising the involvement of employees in health and safety by effective communication and encouraging active participation.
The Company regards health and safety as a mainstream management responsibility. Employees at all levels are directly responsible through the normal management structure for areas and functions under their control.
All employees have a responsibility to take care of themselves and others who may be affected by their work and to participate positively in preserving workplace health and safety.
This policy and its effectiveness will be reviewed regularly and brought to the notice of all employees.
Overall responsibility for ensuring that this policy is developed implemented and maintained rests with the Management and Directors of Rhyl Youth Community Hub.
Name: Signature…………………………. Date:
Company Secretary, Rhyl Youth Community Hub.
Provisional Supplementary Statement
In the event that other training programmes are to be provided at The Hub or elsewhere the Company’s Policy, Organisation and Arrangements will be reviewed and amended.
Specifically, the aim of the Company is to ensure that the Health and Safety of employees, trainees and others, who may be affected by the Company’s operations at The Hub and elsewhere, are preserved by identifying hazards, assessing risks and selecting, implementing and maintaining effective precautions.
Name; . Signature………………….. Date:
Title: Company Secretary Rhyl Youth Community Hub
Organisation
Overall responsibility for ensuring that this policy is developed, implemented and maintained rests with the Management and Directors of Rhyl Youth Community Hub.
The delegation of responsibilities for Health and Safety follows the normal pattern of responsibilities within the company. Through this structure all employees are responsible for implementing this policy within their areas and functions. Importantly, this duty extends to checking and monitoring health and safety precautions and bringing any shortcomings or suggestions for improvement to the notice of their supervising manager.
Every employee is accountable for his or her behaviour and performance and normal disciplinary procedures apply.
All employees will be asked to sign to indicate that they have read the policy and have been given a chance to ask questions and inspect relevant documents.
Arrangements
Following are brief summaries of the arrangements used by the company to preserve health and safety. The full versions support our health and safety management system and are used in the provision of information, instruction, training and supervision. In some cases the precautions are integrated into other working methods such as work instructions and maintenance procedures. In other cases, for example the arrangements for fire safety, they may be found in manuals or other documents.
Please ask if you would like to inspect the full documents or records. It is important that all employees should make full and proper use of the arrangements. We positively encourage all employees to get involved with health and safety and we welcome any suggestions you may have to prevent either injuries or occupational ill-health.
3.1 Risk Assessment
It is the policy of the company to identify hazards and to eliminate risks to health and safety. Where this is not possible, risks are assessed and controlled by selecting and then implementing, a suitable control, or a combination of controls, from the well recognised hierarchy outlined, briefly, below.
Assessments must be completed before new processes or tasks are started or when changes have been made. Apart from simple and straightforward cases, all assessments must be recorded and regularly reviewed.
In its simplest form risk assessment consists of the following steps:-
• Identifying an activity
• Identifying the hazards presented by that activity
• Identifying who might be harmed
• Assessing the risk (likelihood they might be harmed)
• Looking at what precautions are in place to prevent harm
• Looking at what safety arrangements should be used to prevent harm (guided by regulations, approved codes of practice and other recognised guidance)
• Taking steps to ensure the required safety precautions are implemented.
In general, safety arrangements are selected and implemented taking into account the following widely recognised hierarchy:
• Elimination, e.g. buying ready sawn wood rather than using a circular saw.
• substitution by something less hazardous or risky
• enclosure (to eliminate hazard or risk)
• guarding or segregation of people
• safe system of work
• written procedures
• adequate supervision
• training
• information, instruction
• personal protective equipment (the last resort)
In general, reliability and effectiveness reduce when descending the hierarchy.
In most cases an appropriate combination of precautions are required.
The Company recognises that a key function of risk assessment is to guide the Company to the measures that must be taken in order to satisfy statutory obligations and to the precautions described in relevant Approved Codes of Practice and Official Guidance.
The following arrangements describe the practical measures identified as a result of assessing the health and safety risks at Units A2.
2. Fire Safety
( It is most important that the emergency exits are kept clear at all times.
( A fire cannot start unless there is fuel, air and a source of ignition. Good housekeeping, the safe use of electrical equipment and preventing smoking all help prevent fires.
• Fire extinguishers are situated in the workshop area and inspected and checked regularly.
( Only tackle a fire if it is safe to do so.
• Report any use of the fire fighting equipment.
• No Smoking is allowed within the building.
3. First Aid
In general, trainers will be required to maintain an appropriate first aid qualification. They should inspect the first aid equipment before each training session and report any shortcomings without delay.
( You have a legal duty to report any injury at work. Make sure that the details are recorded in the accident book so that the cause can be identified to help prevent a recurrence.
4. Accident Reporting
All accidents, including dangerous occurrences and near misses, must be reported, promptly, to your manager. Details must be recorded in the accident book. The Safety Adviser will ensure that, when required by the Regulations, a report will be submitted to the appropriate authorities.
• Following an accident make sure that it safe to restart the process or task.
3.4.1 Accident/Incident Investigation
In general, a manager and supervisor and, where appropriate, trainer, will investigate accidents with the aim of identifying the cause and preventing a recurrence.
5. Safety Inspections
Those in control of areas, even temporarily, must inspect the safety precautions as a matter of routine.
( If you identify a hazard which presents a risk to health or safety please report it to your supervisor or manager.
6. Safe Systems of Work
The Company examines all systems of work to make sure that hazards are eliminated or safely controlled.
( Always follow instructions, taking particular care to use any safety precautions and or equipment provided.
( Please report any defects or problems.
• Housekeeping: To prevent slips, trips and falls and accidents involving the FLT, the training area must be kept free from debris and all training articles must be stored properly in the designated storage area when they are not in use.
• Trainee Behaviour: Induction training delivered to trainees includes specific guidance on the standard of behaviour that they must maintain in Unit A2 and especially in the training area. Trainers must enforce the rules that cover trainee behaviour including the need to follow instructions and to refrain from inappropriate or dangerous behaviour. The Company’s disciplinary procedures, including those covering the use of alcohol, solvent abuse and both prescribed and un-prescribed drugs, will apply.
• Personal Protective Equipment (PPE): Where the need to wear PPE has been identified, as a result of risk assessment, i.e. Reflective Jackets, appropriate equipment will be issued and must be worn.
7. Vocational Training Areas, Hand Tools and Workshop Equipment Safety
The key aim of the training that the Company provides to trainees is the prevention of accidents.
The precautions used by the company, are identified in the trainer’s teaching materials and documentation, have been selected to satisfy the standards set by relevant legislation, National Occupational Standards (NOS) and approved guidance.
Briefly, important safety precautions include:
• Selection of Competent Trainers: The Company’s written procedures for selecting competent trainers include checks to ensure that trainers have appropriate qualifications/experience to ensure that they meet Awarding Body’s standards and, to ensure that they deliver courses safely and appropriately.
• Selection of Trainees (Learners): Potential trainees must complete the enrolment paperwork part of which is a Medical Risk Assessment Form to identify the use of prescribed drugs and the effect that these drugs may have on the safety of the learner. The paperwork is designed to make sure that those selected have an appropriate degree of both physical and mental ability and to identify trainees who may require special measures to ensure their safety.
• Tools and Equipment Provided by the Company for Training: Are selected on the basis of suitability for purpose and of compliance with relevant legislation, Awarding Body and NOS requirements.
• Tool & Equipment Register: All tools and equipment will be recorded in a comprehensive Tool Register, which will be retained in the Company’s Files in compliance with operational requirements and to meet the requirements of the Grant Bodies funding their purchase.
• Hand-tool Safety: All hand tools will be checked by the tutor, prior to them being issued to learners, on a session by session basis and, any tools found to be defective will be removed from service and stored safely.
• Equipment and Machinery: All equipment and machinery will be inspected prior to use and any servicing and maintenance schedules will be strictly adhered too and that any and all defects are reported to the relevant manager.
• Equipment Safety Guards: The tutor will ensure that all safety guards are fitted (If Appropriate) and that any safety issues are immediately brought to the attention of the management and that the machine or equipment is labelled as ‘Out of Use’ and learners informed that they are not to use it.
• Tool/Equipment Breakages: All tool/equipment breakages occurring during training sessions will result in the tool being removed from use and placed safely away from learners.
• Defective Tools and/or Equipment: All defective tools and equipment will be recorded in the ‘Defective/Missing Tool Log-book’ which is provided for each training course provision and, the appropriate manager informed as soon as reasonably possible.
• Identification of Additional Tools or Equipment Required: If, during the programme of training, it is identified that new or specialist tools are found to be required, the tutor should inform the Manager of what is required and why. This information will then be brought to the next Management Meeting and approval will be sought to purchase the tool or equipment.
• Instruction on Use of Tools and Equipment: Learners will receive instruction on the correct selection of tools and, the safe and correct use of tools, as part of their training. The incorrect use of tools will be challenged by Tutors or Supervisors as and when identified and the correct methodologies for carrying out the particular task explained.
• Housekeeping: To prevent slips, trips and falls and accidents, involving staff or learners, the training area must be kept free from debris and all training tools and equipment must be stored appropriately in the designated storage area(s) when they are not in use.
• Trainee Behaviour: Induction training delivered to trainees includes specific guidance on the standard of behaviour that they must maintain in Unit A2 and especially in the training area. Trainers must enforce the rules that cover trainee behaviour including the need to follow instructions and to refrain from inappropriate or dangerous behaviour. The Company’s disciplinary procedures, including those covering the use of alcohol, solvent abuse or the use of un-prescribed drugs, will apply.
• The use of Prescribed Drugs: Failure to disclose the use of prescribed drugs on the Medical Risk Assessment Questionnaire at the time of registration could result in the Company’s disciplinary procedure being invoked.
• Personal protective equipment (PPE): Where the need to wear PPE has been identified, the learner should provide their own basic PPE (Overalls, Safety Boots), where a further risk is identified, as a result of risk assessment, appropriate equipment, e.g. Ear Defenders, rubber gloves, goggles, etc. will be issued and must be worn.
• Movement of Vehicles: Vehicles may only be driven by members of staff and only moved (pushed) by learners, under direct staff supervision.
8. Electrical Safety
Electrical supply systems and equipment can cause serious injury. Only those authorised, in writing, may inspect or work on electrical equipment or systems.
The supply and distribution system and fixed and portable equipment is tested according to a recorded schedule. Records can be found in the Company’s Filing System under ‘Electrical Equipment Testing’.
( Unless you have written authorisation do not attempt to work on, or gain access to, electrical equipment or systems. Report open covers on distribution and control cabinets.
( When working, take care to use electrical equipment properly. Avoid the use of trailing cables. Protect temporary cables on the floor.
• Electrical equipment must not be brought into Units A2 without written authorisation.
• Faulty Electrical Equipment should be removed from service immediately, the defect recorded in the appropriate ‘Defective/Missing Tool Log-book’ and reported to the appropriate manager as soon as possible.
9. Hazardous Substances
Assessments are made regularly of the possible risks to health and safety resulting from exposure to the substances used on site. Based on those assessments, safe procedures for storing, handling and using the substances have been implemented.
( Check the label to make sure that you have selected the material specified for the job.
( Follow the site’s instructions for using the substance. Use the correct amount in the specified manner.
( Report to your supervisor if you are unsure how to use a substance or if you suspect it is not safe.
( Wear protective clothing and respirators when instructed to do so.
• Wash before eating, drinking or smoking.
• Refrain from eating and drinking other than in designated areas and note that smoking is prohibited throughout the building.
10. Manual Handling
It is the policy of the Company, where it is reasonably practicable, to avoid all manual handling operations which involve a risk of injury. Where avoidance is not practicable, assessments are carried out in order to identify the steps needed to reduce the risk of injury and to design safe systems of work.
( Where it is provided, use mechanical help.
( Plan lifting: Get help if you need it.
• Place the feet apart, leading leg forward. Get a firm grip; keep your arms inside the boundary formed by the legs. Do not jerk. Move your feet - do not twist your body. Keep close to the load. Put down and then adjust.
11. Contractors
Contractors’ employees working on this site must follow the instructions and obey the rules agreed before work commences.
12. Welfare
Facilities are provided for the welfare of employees
( Please report any damage or defects in the facilities for washing and for storing clothing.
3.14 Safety Signs
( Please obey the information displayed on the safety signs displayed in the Unit.
3.15 Safety information for trainees
• Trainees are provided with key information before undergoing training. Trainees’ attention is drawn to the leaflet that confirms a trainee’s signed commitment to obey the rules.
3.16 Visitors to the site
• For Fire Safety Purposes; all visitors to the site must sign the ‘Visitors Book’ and enter time and date upon arrival and, sign out entering time and date upon departure, this will include learners who leave the site for lunch breaks and any other reason.
3.17 Tutor Responsibilities
• The Tutor’s role, responsibilities and the Company’s Policies are identified as part of the Tutor’s and Technician’s Induction Process and their confirmation of their understanding of the Company’s Policies and Procedures will be signed for within a set time period of the commencement of their employment as identified in the Education & Training Staff Induction Policy.
3.18 Student Registers
• All Tutors are responsible for accurately completing registers at the commencement of their teaching session and, in the event of Fire, taking the registers to the Fire Assembly Point and ensuring all their learners are present at the Fire Assembly Point and to report any absences to the Appointed Fire Marshal.
19. Fire Marshal
• The Company will appoint a Fire Marshal who will undertake inspections of Fire Safety equipment, carry out regular Fire Drills, monitor these drills and report any issues to the appropriate Manager(s) who will make a report to the Board of Trustees.
Rhyl Youth Community Hub.
ICT/Internet User Policy
Review Date:
Contents
1. Introduction
1.1Rational
The Company’s IT Security policy has been put in place for the following reasons
• Rhyl Youth Community Hub (from hereon know as the ‘Company’) recognises the importance of its information and the information systems used for the transference, manipulation and storage of information to ensure business continuity.
• The security of Service Users and Staff information is paramount to the Company business function.
•Through this policy, government laws and legislations (see section 5 Reference Documents) the Company will identify and adopt structured security procedures for the Company’s information systems.
• To ensure the Availability: that is, ensure that assets are available as and when required adhering to the Company’s business objectives
• To preserve Integrity: that is, protect assets from unauthorized access, the deliberate or accidental modification or deletion of information, ensuring the accuracy, completeness and security of the Company’s files and information
• To preserve Confidentiality: that is, protecting information from unauthorized access and disclosure.
• Company Staff are bound, by the Confidentiality and Security policies set by the Company, and, by the common law duty to maintain confidentiality concerning the data and information they use as part of their everyday work within the Company.
1.2 Scope
All information that is created, processed, stored, transmitted or received during the course of the Company’s business activity, is an asset of the organisation and, as such, is governed by this policy and the Company’s Confidentiality Policy.
This policy applies to all Company employees or other persons working for the Company or whilst engaged on or involved in any Company business and to Service Users while using the Company’s computer systems.
The policy applies to all Company sites and places of work (including home) that are used to conduct the Company’s business.
This policy must be adhered to at all times. Failure to comply with this policy may lead to the Company’s Disciplinary Policy being invoked.
1.3 Principles
The term ‘Information’ can be defined as, “a collection of facts or data” and for the purpose of this policy, the term ‘Information’ includes:
• Data stored on computers and on other external media or other storage devices (see sections 2.5.1. & 2.6.3)
• Transmitted across networks.
Information that is retrieved, accessed, transmitted to or, received from, other organisations using the following mediums
1. Networks (LAN or WAN) (including Internet and direct dial in)
2. Fax machines and any other communications media.
• Printed out or written on paper
• Stored on disk, tape or any other electronic or optical media
• Recorded on video tape or still photographic medium
Also included are; verbal communications and any other methods used to convey knowledge and ideas relating to the Company and/or its business.
This policy also applies to information relating to the Company which is held by members of staff on any external media or devices (see sections 2.5.1. & 2.6.3)
Appropriate protection is required for all forms of information to ensure business continuity and to avoid breaches of the law and statutory, regulatory or contractual obligations.
1.3.1 Laws legislations and guidelines
Due to the nature of the Company’s business the Company must comply with but not limited to the following laws, legislations and guidelines
• The Data Protection Act 1998
• The Freedom of information act
• The Computer Misuse Act 1990
• The Caldicott Guidelines
• Electronic Communications Act 2000
For more information on the above laws, legislations and guidelines see section 5 reference documents.
1.3.2 Information confidentiality
Keep all confidential information secure, use it only for the purposes intended and do not disclose to any unauthorised third party.
• If a document is highly confidential or sensitive in nature, you must store it in a private directory or an equivalent password protected directory. It should be noted that documents in common directories can be accessed by other employees.
• Copies of confidential information should only be printed out as necessary, retrieved from the printer immediately and stored or destroyed in an appropriate manner
• Do not leave documents containing Company staff or learner information open on any computer screen. Always logout from any computer when leaving your desk or lock your computer.
• When possible position your computer screen as to not let other members of staff over see what is on your screen.
2. Policy
This security policy covers all Company owned I.T. systems and information communicated and managed by these IT systems.
2.1 E-mail
The Company employs the use of Electronic Mail (e-mail) to facilitate its business objectives.
There are two e-mail systems available to the Company
• Microsoft Outlook
This is used for day to day communications of none secure information and is set up as part of the account request process.
• The use of Internet e-mail is not permitted
2.1.1 Personal Use
Although personal use of e-mail facilities is discouraged, limited personal use will be permitted provided that the content of messages is appropriate, i.e. is not likely to cause offence or used for personal business for financial gain and that you’re line manager has agreed to its use.
Employees should regard this facility as a privilege that should normally be exercised in their own time without detriment to the job and not abused.
Inappropriate use may result in disciplinary action and/or removal of facilities.
However, staff should be aware that both private and business use of e-mail will be subject to monitoring.
2.1.2 Confidentiality
Confidentiality can be compromised, when using e-mail systems. However, the company system is a secure network and e-mail system designed to accommodate the transference of confidential information, i.e. communications to other organisations with whom the Company works only.
The mail is only as secure as the person sending the e-mail; if an e-mail is sent to the wrong person then that person can read the e-mail, there are no security systems in place to stop the e-mail being read if sent to the wrong recipient.
When communicating patient related data the minimum amount of staff or learner identifiable information necessary must be used. It is good practice to use the Learner Number rather than names to identify the learner.
All staff must seek advice from their Manager regarding sending confidential information via e-mail.
The principles of the Data Protection Act 1998 and the Caldicott guidelines should be adhered to at all times
2.1.3 Housekeeping
The mailbox size for staff users e-mail is 20MB by default. The amount of e-mail in the personal Inbox must be kept to a minimum.
None essential work related E-mails should be deleted after reading, response, or action. Saved e-mails must be reviewed on a monthly basis and deleted when no longer required. It is good practice to move E-mails that need to be saved to a personal folder.
The same housekeeping rules apply to Sent Items. Care must be taken when sending file attachments as these are typically large and may cause network congestion. File attachments must only be sent when necessary and must be deleted as soon as is practicable. Users are responsible for their own housekeeping. Staff should reframe from sending e-mails with inserted graphics or multimedia or attachments with graphics or multimedia unless absolutely necessary as these e-mails tend to take up a lot of space on the system.
2.1.4 Use of E-mail
The Company uses technologies and policies to control who has access to the Company’s network.
These policies also control who has access to the E-mail systems.
• Expressly agree, with the recipient, that the use of e-mail is an acceptable form of communication bearing in mind that if the material is confidential, privileged, or sensitive, Outlook e-mail is un-encrypted and is not secure.
• Some intended recipients may have rigorous e-mail gateway protocols (or firewalls) which can automatically screen all incoming e-mail for content and source. If this is the case, consider whether this means of communication is appropriate.
• All e-mails are checked for viruses (see section 3.4) and content (see section 3.5)
2.1.5 Terms of use
The Company’s main purpose in providing IT facilities for e-mail is to support the approved business activities of the Company.
IT facilities provided by the Company for e-mail should not be abused. An absolute definition of abuse is difficult to achieve but certainly includes (but is not necessarily limited to):
• Creation or transmission of material that could bring the Company into disrepute.
• Creation or transmission of material that is illegal.
• The transmission of unsolicited commercial or advertising material, chain letters, press releases or other junk-mail of any kind.
• The unauthorised transmission, to a third party, of confidential material concerning the activities of the Company.
• The transmission of material such that this infringes the copyright of another person, including intellectual property rights.
• Activities that unreasonably waste staff effort or networked resources, or activities that unreasonably serves to deny service to other users.
• Activities that corrupt or destroy other users' data or disrupt the work of other users.
• Unreasonable or excessive personal use.
• Creation and/or transmission of any offensive, obscene or indecent images, data or other material.
• Creation and/or transmission of material that is designed or likely to cause annoyance, inconvenience or anxiety.
• Creation and/or transmission of material that is abusive or threatening to others, serves to harass or bully others, discriminates or encourages discrimination on racial or ethnic grounds, or on grounds of:
➢ Age
➢ Gender;
➢ Sexual orientation;
➢ Marital status;
➢ Disability;
➢ Political;
➢ Religious beliefs.
• Creation and/or transmission of defamatory material or material that includes claims of a deceptive nature.
• Activities that violate the privacy of others or unfairly criticise, misrepresent others; this includes copying distribution to other individuals.
• Creation and/or transmission of anonymous messages or deliberately forging messages or e-mail header information, (i.e. without clear identification of the sender)
• The deliberate unauthorised access to services and facilities.
• The unauthorised provision of access to Company services and facilities by third parties.
2.1.6 Spam and Junk E-mail
Spam can be defined as "the mass electronic distribution of unsolicited e-mail to individual e-mail accounts". Junk mail is usually a result of spamming. In reality spam and junk mail are regarded as interlinked problems.
The Company maintains an e-mail content management system (gateway) which filters junk e-mail, any mail reaching the e-mail gateways which has been marked as Junk mail will be quarantined on the gateway and not delivered.
The Company is constantly striving to improve its Junk mail detection mechanisms but unfortunately no system is 100% effective and, occasionally, Junk e-mail will evade the detection process and be delivered.
2.1.7 Virus Checking
Computer viruses, Trojan horses and worms are collectively known as malware. The most common method for distributing malware is via e-mail. All e-mail communication passing through the Company’s e-mail servers is checked for malware. Checking strategies include: refusing messages containing executable attachments, scanning messages for known malware or a combination of both techniques.
Messages containing malware will be retained for a limited time for administrative reasons. The sender of such messages will be informed of the viral content of their e-mail. A similar message will be sent to the administrator(s) of the e-mail gateways.
2.1.8 Content Filtering
E-mail is filtered at the message gateway for both inbound and outbound mail, content filtering is in use to stop the exchange of viruses, chain letters, spam etc. The network bandwidth between the Company message gateway and the Company’s e-mail relay server is limited and the Company needs to ensure that legitimate business related e-mail is delivered as a priority. To accomplish this, the message gateway attempts to blocks messages that contain (or are likely to contain) non-business attachments, movies, pictures, sound files etc.
The Company’s content filtering system is configured to reply to internal users informing them that their message has been blocked, detailing the reason for the block and advising on the actions required to have the message released.
2.2 Internet
The Company employs the use of the internet as a communications medium to facilitate its business function. Access to the internet is controlled through network security.
Any person or persons accessing the Internet via the Company’s network will be considered to have read, understood and accepted the Company’s Security policy.
Any Service User accessing the internet via the Company network will have to comply with this policy and the Service User internet use policy (See page 21 – The ICT & Internet User Security Policy Service User internet use policy).
A copy of the Service User internet use policy can be requested from the IT service desk and will be sent to the Service User’s professional health carer who will be responsible for ensuring the Service User is aware of the policy content before access to the internet is allowed.
The purpose of this document is to define the environment under which full or partial access to the Internet may be granted from a PC attached to the Hospital Data Network.
• To clarify the Company's policy regarding staff use of the Internet.
• To mitigate the organisation's exposure to potential liability.
• To minimise the risk of Internet borne security threats through the promotion of staff awareness and good practice.
• To encourage the most effective and positive use of the Internet as an information resource.
Heads of Departments will be responsible for ensuring that users are aware of and conform to the practices laid out in this document.
The internet is a source of information and knowledge of infinite range but offers no guarantee of accuracy, reliability and authenticity.
The following internet resource guidelines must be adhered to.
• FTP (File Transfer Protocol) used to transfer data from and to different sources.
FTP access must not be used unless appropriate authorization has been granted.
• Internet E-mail
The Company does not allow the use of Internet e-mail accounts aka
Webmail, e.g. Hotmail, apart from The Company’s mail (see section 2.2).
• Discussion and news group sites.
The membership of special interest groups is not private and, the fact that a member belonged to the Company would be easily apparent and could be used to generate adverse publicity therefore the use of Company e-mail accounts must not be used for registering with internet sites for personal business use including but not limited to EBay, home shopping and holiday sites.
2.2.1 Internet Use
When entering an internet site, always read and comply with the terms and conditions governing its use;
Do not download any images, text or material that is copyright protected other than for private study (see section 5 Reference Documents Copyright, Designs & Patents Act 1988)
Do not download any images, text or material that is obscene or likely to cause offence;
You must not download or install any software. If you want to download or install any software, first seek permission from the IT Dept. The IT Dept will check that the source is safe. The IT Dept is also responsible for keeping a record of the licences for all software used in and by the Company, including whether the software was free or paid for. If you are involved in creating, amending or deleting our web pages or content on our web sites, such work should be consistent with your responsibilities and be in our best interests. Always ensure that the proper vetting procedures have been complied with and the information is accurate and up-to-date.
2.2.2 Personal Use
The Company has made arrangements for the Internet to be used for the purposes of their business.
The facility is not to be used for employees’ personal use.
At the discretion of the user's line manager and during a time agreed by that manager, the Internet may be used for educational purposes if this is identified as a necessary requirement for the development of that particular member of staff.
Any abuse of this concession or failure to adhere to the terms under which such access is granted will be treated as a disciplinary offence.
Please ensure that your personal use of the internet:
• Does not interfere with the performance of your duties;
• Does not take priority over your work responsibilities;
• Does not incur unwarranted expense on the Company;
• Does not have a negative impact on the Company in any way; and is lawful and complies with this policy.
• Is conducted during official breaks and outside working hours.
• Is not used of personal business or financial gain
Any user found to be using the NHS Internet connection for conducting personal business activities will be subject to disciplinary action under the Company’s disciplinary process.
2.2.3 Internet Security
The Internet is not a secure transport medium for information. Under no circumstances must Company carer/user identifiable information be sent via the
Internet unless advice has been requested and permission given from the
HIS, head of department or the IM&T security manager.
Any attempt to gain unauthorised access to the Internet will be treated as a disciplinary offence (see section 5 reference documents The Computer
Misuse Act), and be dealt with under the Company’s disciplinarily procedures.
The internet must never be accessed via any separate device (laptop type or mobile internet enabled device). The internet must only be accessed via the Company network and only accessed via a Company owned computer.
All Company staff are responsible for the security of the workstation they accessed the internet from. After using the workstation all staff must logout, if a breach of security is identified, the user’s account that the offence occurred under will be investigated.
Due to the nature of the Company’s business, access to what might be recognised by the Company and the third party company who supports the internet content filtering as unsavoury sites may need to be accessed for research purposes, for this reason the Company has set up different levels of internet access from level 1 (only basic access) through to level 4 (full access). Any user who needs level 4 access must get the appropriate authorisation from the head of there directorate.
2.2.4 Monitoring
All internet traffic is monitored and controlled 24 hours a day for network bandwidth, security purposes and content control.
The systems used to monitor internet traffic are used to generate usage reports. These reports contain the following information
• User name.
• Sites accessed.
• Time spent accessing the internet and individual sites.
• Amount of information accessed.
These access reports will be reviewed on regular bases for audit purposes.
2.2.5 Reporting
If a member of staff feels that they have accidentally accessed an inappropriate internet site should report this matter to the IT service desk as soon as possible.
All Company staff has a responsibility to report any security incidents or suspected security incidents or any security vulnerabilities to the Company’s systems or information to the IT systems security manager.
2.2.6 Internet content filtering
All internet traffic is checked for content via the Company’s internet content management system.
The content management system checks for illegal or immoral sites, all access to these sites will be blocked; other sites which are blocked will include but are not limited to:
• Video streaming sites
• Gambling sites
• Adult content
• Entertainment
• Games sites
• Crime/Terrorism
• Music Downloads
The system is updated by a third party company therefore the Company cannot be held accountable if any Service Users / cares get access to internet sites of an unsavoury or dubious nature.
If any of the Company’s staff feel they have access to any of the above mentioned sites they must report this to the IT service desk immediately.
2.3 Portable systems
The Company employs the use of portable systems to facilitate the Company business functions. All portable systems must have adequate protection at all times.
This protection must be in the form of:
• Password protection.
• Secure physical storage.
• Software encryption
• Hard disk encryption where appropriate.
2.3.1 Blackberries and Similar Devices
The Company employs the use of blackberry or similar hand held devices to enable remote access to the Company’s e-mail system.
Blackberries contain a copy of all e-mails sent to the holder of the Blackberry and as such the user is responsible to ensure.
• Password protected at all times. Blackberry passwords will be controlled by the Blackberry Enterprise Server (BES)
• Kept in a secure place when not being used.
• Not left unattended while in use.
• Any loss or theft must be reported to the IT service desk as soon as possible as stated in the Company policy for employee use of mobile phones which is distributed with Blackberries.
2.3.2 Laptops and PDA’s (Personal Digital Assistant)
The Company recognizes that staff will sometimes need to work in remote locations and as such employs the use of laptops and PDA’s for staff to conduct Company business on.
Under no circumstances must Company patient or staff identifiable information be stored on laptops or PDA’s.
Laptops / PDA’s must be:
• Password protected at all times.
• Hard disk encrypted
• Stored in a safe location when not in use
• Not used with wireless technology unless configured by the Company.
• All information relating to our patients and Service Users, and our business operations is confidential. You must treat the Company’s paper-based and electronic information with utmost care.
• The retention of Company electronic data files on Laptop PCs / PDA’s must be limited to work in progress and not saved or archived on to the PCs or kept permanently on the machines.
• It is the responsibility of the owner of the laptop / PDA or whoever it may be loaned to ensure that all Company data is removed from the machine at the earliest opportunity.
• It is again the responsibility of the laptop / PDA owner to ensure that any data is backed up to the Company’s network storage facility on a regular basis.
• All Company laptops will be protected by the use of 2 Power-On Passwords.
‘One, that the owner will use and, a backup Power-On password the Company will be aware of as a contingency’. This will ensure there is some degree of protection for any data on the laptop in the event of loss or theft of the machine.
• It is the responsibility of the owner of the laptop / PDA and the member of staff’s line manger to ensure that all laptops / PDA’s are password protected when issued to staff.
• The designated owner of the laptop / PDA or anyone wishing to borrow the laptop / PDA who takes the machine offsite or back home will ensure they are adequately insured via their own personal insurance policy for the laptop / PDA in event of loss, theft of damaged caused by misuse be it at home or theft from owners car. The owner should first check that their insurance policy specifically covers them for a business laptop / PDA at home.
• In the event of loss or theft of the laptop / PDA the replacement cost will be met via the member of staff insurance policy and they are also responsible for any excess to pay on the policy as signed for on the laptop disclaimer form.
• In certain circumstances the Company may opt to pay the excess (up to a limit of £100) if the loss/theft/damage to the laptop / PDA is not deemed the fault or responsibility of the member of staff where due care and attention has been exercised.
• It is the responsibilities of the Line Managers in the directorate who have ordered / purchased the laptops / PDA’s to ensure that their staff comply with the Company’s security policy and sign the Laptop disclaimer form for the use of the laptop / PDA. And will supply a copy to the Company to keep on record.
• It is again the responsibility of the Line Manager to ensure the laptop / PDA and associated peripherals are returned when the member of staff leaves employment with the Company. And that updated records are passed to the HIS as to who subsequently the laptop / PDA will be reallocated to.
• It is the Company’s responsibility to purchase and supply the laptop / PDA’s to whoever raised the business case for its purchase (funding permitting). It is the responsibility of the Company to track who the laptop / PDA is subsequently assigned or loaned to or to get back the assets if someone leaves the Company. This responsibility lies within the individual Manager. However the Manager will inform the service desk so they can maintain the asset register.
• Most laptops come with a standard 1-year warranty. In the event of machine failure the Company will arrange the repair of the machine. If the repair is chargeable it will be up to the individual Manager to supply a budget code to charge the repairs to before work will commence. And it will be the responsibility of the member of staff’s directorate to reclaim any monies if the repair is as a result of misuse of the machine.
• In the event of theft of the laptop / PDA the owner will immediately report this to their line manager, HIS and the Police and supply the crime reference number to both parties.
• The owner of the laptop / PDA will ensure that if kept on Company premises overnight that it is not kept left out on the desk overnight, but kept as a minimum out of site but ideally locked away.
• No software will be installed on the laptop without the permission of the Company.
• If the laptop has to be kept in the car then it must be kept in the boot, unseen and then only for the minimal amount of time.
• Use of the internet at home or work must be within the guidelines of this policy on the use of Internet and e-mail, be it for work related e-mail use or personal use.
• Never attach non-Company laptops / PDA’s to the Company network.
All Company staff that require the use of a laptop to facilitate there business functions must read, understand and sign the relevant disclaimer form.
2.3.3 External Storage Devices
With the change and advancement of technology, computer systems are becoming smaller and more compact, new systems have become available to enable the storage and transport of information.
Any member of staff that needs to use any external storage device must get permission from there manager first. Once permission is given the external storage device must be taken to the HIS for virus checking before the device is used on the network.
2.3.3a Memory sticks
The Company does not encourage the use of memory sticks as the Company employs the use of other more secure means for the transport of Company information (see section 2.6.4 Remote Access)
If a member of staff feels there is a legitimate business need and a valid business case is submitted to that effect then memory sticks can be purchased from the Company only, but under the following consensus.
• The head of the directorate must authorise a business case.
• The acceptable terms of use disclaimer must be read understood and signed.
• The device must not contain any patient or staff identifiable information or any information that could bring the Company into disrepute.
• The device must be disk encrypted.
• The device must be protected with adequate protection (see section 2.3 Portable systems)
2.3.3b Portable Hard Drives
The Company does not allow the use of portable hard drives as the Company employs the use of other more secure means for the transport of Company information (see section 2.6.4 Remote Access)
If a member of staff feels there is a legitimate business need and a valid business case is submitted to that effect then portable hard drives can be purchased from the Company but under the following consensus.
• The head of the directorate must authorise a business case.
• The acceptable terms of use disclaimer must be read understood and signed.
• The device must not contain any patient or staff identifiable information or any information that could bring the Company into disrepute.
• The device must be hard disk encrypted.
• The device must be protected with adequate protection (see section 2.3 Portable systems)
2.3.3c Optical Media (CD / DVD / Blueray / HDDVD)
The Company does not allows the use of compact optical media recorders due to there being alternative systems in place such as shared drives and remote VPN solutions.
If a member of staff feels there is a legitimate business need for a rewritable CD and a valid business case is submitted to that effect then these devices can be purchased from the HIS only under the following consensus
• The head of the directorate must authorize a business case.
• The acceptable terms of use disclaimer must be read understood and signed.
• The device must not contain any patient or staff identifiable information or any information that could bring the Company into disrepute.
• The media must be encrypted.
• The device must be protected with adequate protection (see section 2.7 Portable systems)
2.4 Site security
It is the responsibility of all Company staff to make their area of work as secure as is reasonably possible. The following guidelines must be adhered to; this includes but is not limited to
2.4.1 IT Server and Communications Rooms
All Company IT server and communications rooms must be locked at all times.
This is for security and health and safety due to the fire prevention systems in use.
All Staff working in the IT server room must be trained on the fire prevention systems in use.
All none Company staff must be accompanied at all times while conducting work in the server room by a member of the Company.
If a member of Staff leaves the Company, any door code or server password know to that member of staff must be changed as soon as is reasonably possible.
2.4.2 Desktop Computer Security
Desktop security is of paramount importance to the Company and as such the Manager controls the following through network security.
• Network account Password protection Network account password change will be requested every 40 days as required by Company guidelines.
• Screen saver password protection. Password protected screen savers will be activated if the computer is idle for 5 minutes.
• Virus protection. The Virus protection systems employed by the Company will automatically update while the computer is attached the Company network and actively check all open files.
• Access to the local hard drive “C” drive will not be available on Company computers while connected to the Company network. This will be put in place to stop the storage of Company information on the local computers.
• The Company has put in place a system to stop the use of USB devices, this system will record what devices are attached to the computer and can also record what type of documents have been saved to any USB device.
USB ports will be restricted to only allow printers, scanners, keyboards and mouses. All other USB devices will be blocked e.g. USB memory sticks (see section 2.3.3.a), Web cams and cameras.
Any user that needs to connect a USB device to a Company computer must get permission from the Manager.
Under no circumstances must Company staff copy any personal or multimedia files i.e. MP3, CDA, WMA, GIF, BMP or JPEG files that are none Company’s related to any local or network drive. If files are found on Company staffs accounts or shared drives, this will be classed as computer misuse and subject to the Company’s disciplinary process.
Staff must remain vigilant at all time when working on Company staff / patient information (see section 1.3.2)
Do not use the system in any way, which may damage, overload or affect the performance of the system or the internal or external network.
Only Company owned I.T. equipment purchased through the HIS is allowed on the Company network. Under no circumstances must none Company owned IT equipment be used on the Company network or premises as this will be regarded as a disciplinary offence.
Use of none Company I.T. equipment on Company premises without authorisation from the I.T. department will be classed as computer misuse and dealt with under the Company’s disciplinary procedures.
It is the users responsibility to make there area of work as secure as possible.
The Company will put in pace physical security measures to ensure the security of its assets as is reasonably possible.
The Company will have an asset management system in place to record all Company IT assets to enable the Company to maintain an accurate record of I.T. assets and to enable the availability of Company systems.
2.4.3 Virus Protection
The Company recognises the threat to its information assets through malicious programs and as such has put in place a system to check and remove viruses from the Company network. Each workstation that is purchased from the HIS and resides on the Company’s network will have the virus protection system installed and will be automatically updated whenever a new virus is discovered.
The Company will try to protect its assets against the treat of viruses to its best endeavours and recognises the dangers that a virus could do if not detected and removed. It is also the responsibility of all Company staff to be vigilant and take steps to protect themselves against computer viruses.
Never attach or insert any external storage media into any Company computers without express permission from a line manager and having it virus checked by the System Anti-virus if used outside the Company network as this will be classed as computer misuse (see section 5 reference documents & section 8.2).
2.4.4 Network Security
The Company recognises the need for a secure and reliable system to transfer Company information. To facilitate the transference of information throughout the Company the Company utilises a switched based network system.
All Company network switches must comply but not limited to the following standards
• All switches must be password protected.
Only members of the HIS will have access to the switch passwords
• All switch passwords must be changed if a member of the HIS leaves the Company who has had access to the switch passwords.
• All switches must be located in a secure location (see section 2.4.1)
• All Company external network traffic containing patient / carer information should be encrypted.
2.5 Remote Access
The Company recognizes that from time to time Company staff will need to work from home or other remote locations.
The Company has implemented a VPN (Virtual Private Network) solution to enable Staff to work remotely and securely.
This policy and the procedures in it apply to your use of the Company’s systems and to your use of our laptops and your own computer equipment when you are working on Company’s business away from the Company’s premises (working remotely);
When you are working remotely you must:
• Not install VPN clients on any computers. Only the HIS can install VPN and set up remote access.
The VPN client can only be installed on Company owned computers.
• ‘Password protect’ any work which relates to the Company’s business so that no other persons can access your work and keep the password secret.
• Position yourself so that your work cannot be overlooked by any other persons.
• Take reasonable precautions to safeguard the security of our laptop computers, any computer equipment on which you do the Company’s business and your passwords;
• Apply an appropriate level of security to any personal data which comes into your knowledge, possession or control through your employment with the Company so that the personal data is protected from theft, loss, destruction or damage and unauthorised access and use;
• Inform the police and our HIS as soon as possible if a laptop in your possession or any computer equipment on which you conduct the Company’s business on has been stolen;
2.5.1 (3rd Party) Remote Access
There is a requirement for third parties, who are treated as non-Company organisation, to have full IP access to the Company’s network to provide applications and remote software and hardware support. This access must be provided in a controlled manner using the “Third Party Secure Gateway Procedure”.
The Company has implemented a VPN Solution (Virtual Private Networks) to enable 3rd party support.
This technology uses a token-based access control within the following remit
• The secure token must be stored in a safe with the HIS.
• Only senior technical support has access to the secure token.
• All access to the Company’s network is logged for audit purposes.
2.5.2 Access to National Application
Access to most national application will be via a smart card.
Smartcards will only be issued to people who have been sponsored for access to national applications and the Company Registration Authority have setup and issued the smartcard.
All smartcard holders must comply with but not limited to the following statements.
• The smartcard can only be used on Company premises (or authorised remote users)
• The issued smartcard must not be used for anything other than access to the national educational applications.
• All smartcards must be kept in a safe place at all times.
• Never give your smartcard password (PIN number) to any other person.
Further information relating to access to national applications and smartcards will only be available from the Company’s Managers.
2.5.3 New I.T. Systems
To aid business continuity the Company will have to implement new systems or update old systems. Any new IT based systems installed on the Company network or stand alone systems must be implemented as part of a recognised and structured IT project. Any IT based systems requested by any department must be in collaboration with the HIS. This will ensure that the correct procedures are maintained for the integration of new systems regarding the location, protection and backup of any information produced or stored on or by the new systems.
The following are some key issues used in project planning surrounding the integration of new IT systems.
• Conformity
To keep all Company systems at the same or equivalent levels of standardisation.
• Continuity
To ensure that all new IT systems are available, where and when, they are needed.
To ensure that all processed and system dependant information is backed up in case of system failure.
• Security
To ensure that any new systems are located in a secure location and under the correct environmental conditions i.e. air conditioned and with the correct fire suppressant systems in use.
To ensure that all data produced or processed by the new system is stored in a secure location.
To ensure that the correct access levels to the new system are set up and password protection is used with an audit trail of system access.
• Support
To ensure that IT staff are trained on any new systems to allow an acceptable level of support.
It is therefore vital to the Company that the HIS are involved with any new system from the planning and procurement to the implementation and support of any new IT based systems and to ensure that any new application comply to Company Policies and guidelines.
2.5.4 System access levels
The Company employs many different systems to facilitate its business function.
Most systems will have different access levels which could allow users access to different levels of patient / carer information or access at an administration level.
The Company reserves the right to add, remove or change access to applications or systems to facilitate the Company’s business functions.
Access levels to Company systems will be maintained by the HIS using a secure and structured approach (see section 2.8).
This allows for a clear and concise audit trail of all access requests.
Access to systems outside the administrational control of the HIS will be controlled by the companies, department or persons supporting these systems. Request for access or change of access must be via the companies, department or persons supporting these systems.
2.5.5 Safe Haven
The Company has a safe haven room where members of staff have access to sensitive information in a secure environment. This will allow staff to use a fax machine, telephone and printer in a private and secure designated room.
2.6 Disposal of I.T. Equipment and Media
The Company will dispose of its assets in a controlled and secure manor and in line with security guidelines (see section 5 - Reference Documents)
2.7 Password Management
Passwords are confidential information and must be treated as such.
A password is only as secure as the person who knows it and as such the following standards must be adhered to:
• Keep your system passwords safe.
• Do not disclose them to anyone.
• You will be forced to change your passwords from time to time for security purposes and inline with Company guidelines.
• Network passwords must be a minimum of 8 characters and at least one character should be none alphabetic.
• Should be easy to remember but difficult to guess.
• Should not relate to information that is known to other members of staff.
• Each user is responsible for maintaining the security of their individual login and password.
• Staff must not share their user name or password with anyone.
• Must not be written down unless kept in a sealed envelope and locked in a draw.
Each user is responsible for maintaining the security of their individual login and password. If a breach of security is recorded under your login the burden of proof will be with you to show that you are not responsible for the breach.
All passwords should be changed at regular intervals when requested by the system.
This should be no less than 40 days
If a password is forgotten the following steps must be taken;
• Use the self service password reset function.
If not available:
• The member of staff must get their line manager to e-mail the IT System Manager requesting a password change.
• The IT System manager will then e-mail the line manager with a new password.
• The line manager must convey the password to the member of staff, in person.
This policy only covers passwords that are used for access to systems that have been installed and are maintained by the Company IT System Manager. Any passwords used for other computer based systems will be the responsibility of the companies, departments or persons supporting these systems and must be inline with Company requirements.
2.8 Network Account Management
All IT network accounts will be created and maintained by the IT System Manager.
Regular network audits will be conducted to check account assignments and user rights are being maintained.
The Company employs the use of disk quotas (predefined amount of space for computer account storage).
The Managers have set a limit of 20MB per users account. If this limit is reached the user will be notified by the network management system. The staff limit will be 10MB staff can request a further 10MB of space from the IT System Manager.
Service User accounts will have no storage access and must use external storage devices. Service Users must only have the minimum rights assigned to allow the users to only access sites appropriate for their training needs, so as not to interfere with Company operations.
Access to shared files must be requested by the user’s manager using the “shared drive request form” from their Manager
2.8.1 Account creation
All new network accounts must be requested by the user’s manager using the “new account request form”, from the Company’s System Manager
2.8.2 Account deletion
When a member of staff leaves the Company their line manager must inform the IT System Manager via an e-mail sent from the managers e-mail account. The leavers account must then be disabled immediately and all access rights removed. The account will remain on the network for 2 months after being disabled. The account must then be deleted and any information created under this account stored for a further 3 years
2.8.3 Service Users
The Company has an obligation to supply training to its Service Users (learners) and staff and as such this training will be conducted on Company computers which reside on the Company network.
This policy applies to any persons including, but not limited to, Service Users and staff.
Service Users must be supervised at all times while using Company computers. Any misuse of Company computers by the Service User will be the responsibility of the person or persons responsible for supervising that individual Service User.
The policy and procedures for setting up Service Users and, there access to the internet is covered in the - ICT and Internet User Security Policy (Pages 21 -22).
2.9 Security Incident Handling
The Company recognises the risk of an incident occurring involving Company I.T. systems and as such has put in place the following IT security incident handling procedures.
An I.T. Security Incident can be described as any situation involving Information
Technology systems or information that is stored, manipulated or communicated by or through these systems being affected in an adverse way either through controlled or uncontrolled circumstances which could result in:
• Loss, damage or theft of information
• Disclosure of confidential information to unauthorised persons
• The integrity of I.T. systems or information being put at risk
• Availability of I.T. systems or information being put at risk
The Company recognises the importance of all I.T. related security incidents being handled using a structured, coherent and proven method, ensuring all incidents are handled in a consistent manner.
All IT related incidents will be processed through the Company’s IT System Management to keep continuity on the handling of all incidents within the Company.
Incident Classification
The Company’s IT System Management are responsible for classifying incidents. There are four levels of seriousness from “D” being least serious to
“A” being most serious (see section 7.2 Reference documents “Policy &
Procedure for the Reporting, Management and Review of Adverse Incidents” appendix 2). These classes are measured using the Adverse Incident Classification Matrix.
Classification of I.T. incidents under the Adverse Incidents classification matrix
Class D incidents can include but are not limited to:
• Inappropriate use of e-mail
• Inappropriate use of internet access not causing the Company any financial or adverse publicity
• Equipment failure with no loss of information or impact on Company business functions.
Class C incidents can include but are not limited to:
• Equipment failure which leads to service disruption
Class B incidents can include but are not limited to:
• Loss of data, Illegal attempts to access Company networked services or breaches of information policies.
Class A incidents can include but are not limited to:
• Permanent loss of data with failed backup or restore function.
It is important to remember that although an incident class is initially decided by the Company’s IT System Management, the incident class can be changed after an investigation into an incident.
Depending on the different types of incidents and their severity the following is a guideline on the actions that should be taken following an I.T. security related incident.
Reporting an incident
1. All I.T. security related incidents must be reported to the Company’s IT System Management using the adverse incidents form. The form must be completed by the person who discovered the incident or who is affected by the incident. The form must be completed and sent within 24 hours of the incident occurring and sent directly to the. Company’s IT System Management
2. The Company’s IT System Management will progress the incident in line with the “POLICY & PROCEDURE FOR THE REPORTING, MANAGEMENT AND REVIEW OF ADVERSE INCIDENTS”. The incident must be recorded on the Company incident management system.
3. The Adverse Incidents Department will then report all I.T. security related incidents to the I.T. Security Manager via e-mail or phone who will log the incident on the service desk call logging system.
4. If the incident was caused through a malicious act, the Company’s IT System Management will contact the members of staff’s (who was responsible for the incident) line manager and will request that they contact the member of staff’s HR manager who will progress the incident further and in line with HR procedures. Any further action will be taken up by the HR department under HR policies and procedures
Responding to an incident
1. The I.T. Security Manager will contact the I.T. Operations Manager and the member of staff’s manager to discuss the incident.
2. The I.T. Security Manager will contact the line manager to discuss the incident in relation to:
• How the incident occurred
• How the incident will be resolved
• Actions needed to stop any future reoccurrence of the incident.
3. The I.T. Service Desk will issue communications to all staff affected by an incident causing a service interruption.
4. If there has been loss, damage or theft to learner or staff information the I.T. Security Manager will contact the Manager and the Board of Trustees and report the incident.
5. If it is decided that access to I.T. systems needs to be removed, a request must come from the member of staff’s manager or Director unless there is a direct threat to the Company systems, in which case the I.T. Security Manager or General Manager will authorise the removal of I.T. resources from the member of staff with immediate affect.
6. When an incident involving computer misuse occurs, the I.T. Security Manager must investigate the member of staff’s computer and / or computer accessories to collect any evidence needed for legal proceedings.
7. The I.T. department reserve the right to disconnect and disable a user’s account if it is suspected that they are in breach of the Company’s Security policy pending an investigation.
Examples of I.T. security related incidents - as stated in the Computer Misuse Act 1990 and the Company’s Security Policy:
• Misuse of E-mail or internet access
• Use of another person's ID and password in order to:
• Access a computer, use data or run a program
• To alter, delete, copy, or move a program or data, or simply to
• output a program or data; or to lay a trap to obtain a password.
• Unauthorised access to a computer system with intent to commit or
• facilitate the commission of a further offence
• Disclosure of confidential information to any unauthorised persons
• Risk to information due to system integrity
• Loss, Theft of or damage to I.T. systems.
3. Corporate Procedure
This policy will be implemented through compliance with statuary requirements and legal obligations (see section 5 reference documents) and Caldicott guidelines (see section 8.1). Through annual policy reviews, training in IT security awareness and IT security reviews.
3.1 Business Continuity
The Company is aware that some form of disaster may occur, and as such, all departments will implement and regularly update a business continuity management process to counteract interruptions to normal activity and to protect processes from the effects of failure of, or damage to, vital data storage, by the use of a security pass worded, external ‘hard-drive’ or other secure external storage system.
3.2 Training
The Company will endeavour to provide training for staff, volunteers and Service Users who have access to IT systems, training will focus on software used within the Company, Health and Safety and Security Awareness, relating to ICT systems, due to increasing security risks surrounding ICT systems, this will help facilitate the Company’s main business functions.
4. Development & Consultation Process
This policy will be under continual development and consultation due to the nature of Information Technology and its constant evolution with the introduction of new technologies.
The policy will also be reviewed on a yearly basis.
5. Reference Documents
The Data Protection Act
The Health & Safety Act
The Freedom of Information Act
The Computer Misuse Act
The Caldicott Guidelines
Copyright, Designs & Patents Act 1988
The Human Rights Act 1998
Electronic Communications Act 2000
Information technology 'Code of practice for information security management'
BS ISO/IEC 17799:2000
CFH Guidelines on the disposal and destruction of sensitive data
0Destruction%20of%20Sensitive%20Data%20-%20FINAL.pdf
6. Bibliography
CfH Guidelines on the disposal and destruction of sensitive data
The Data Protection Act 1990
Information Technology 'Code of practice for information security management'
BS ISO/IEC 17799:2000
7. Glossary
BES Blackberry Enterprise Server
BMP Bitmap / Picture files
CDA Compact Disk Audio / Music file
FTP File Transport Protocol
GIF Graphics Interchange Format / Picture file
JPEG Joint Photographic Experts Group / Picture file
LAN Local Area Network
MP3 Moving Picture Experts Group Layer-3 Audio / Video / Audio file
NPfIT National Program for Information Technology
PDA Personal Digital Assistant
TELNET Telecommunications Network
VPN Virtual Private Network
WAN Wide Area Network
WMA Windows Media Audio / Video Audio file
8 Appendices
8.1 Caldicott Guidelines
Although the Caldicot Report does not, directly, relate to the Company, as we work with vulnerable adults and young people we feel that we should use the Report as a guideline for our organisation.
The Caldicott Report (December 1997) was a review commissioned by the Chief Medical Officer to make recommendations to improve the way the National Health Service handles and protects patient information.
The Caldicott Committee was set up to review the confidentiality and flows of data throughout the NHS for purposes other than direct care, medical research or where there is a statutory requirement for information. Its recommendations are now being put into practice throughout the NHS and in the Health Protection Agency.
The Caldicott report identified 6 principles, similar in many respects to the principles outlined in the Data Protection Act.
1) Justify the purpose(s) for using patient data
2) Don't use patient-identifiable information unless it is absolutely necessary.
3) Use the minimum necessary patient-identifiable information
4) Access to patient-identifiable information should be on a strict need to know basis.
5) Everyone should be aware of their responsibilities to maintain confidentiality.
6) Understand and comply with the law, in particular the Data Protection Act.
8.2 Computer Misuse Act 1990
For your information, the following activities are criminal offences under the
Computer Misuse Act 1990:
• Unauthorised access to computer material, i.e. hacking;
• Unauthorised modification of computer material;
and
• Unauthorised access with intent to commit and or facilitate the commission of further offences
For further information regarding the Computer Misuse Act 1990 see section 5 for the list of reference documents.
The ICT & Internet Users Security Policy
Contents
Page 21 - 22
1. Introduction
2. Rhyl Youth Community Hub. Policy
3. Procedure
1. Introduction
At Rhyl Youth Community Hub, communication plays an essential role in the conduct of our business. We value staff’s ability to communicate with colleagues in the Company, and the Company invests substantially in information technology and communications systems which enable staff to work more efficiently and effectively and trusts staff to use them responsibly.
This procedure has been established to ensure that, where Service Users are enabled, by staff, to access and use ICT and the Internet, on Company premises, this is done in a supervised and managed way. It is the responsibility of the individual managers to ensure this procedure is adhered to by both, staff members and, Service Users.
2. Rhyl Youth Community Hub ICT & Internet Users Security Policy
It is expected that all staff use the information technology, Internet and communications facilities sensibly, professionally, lawfully, consistently with your duties, with respect for colleagues and in accordance with the ICT & Internet User Security Policy and Company’s rules and procedures.
The same general principles will apply to the access and use of ICT and the Internet, by Service Users, on Company premises.
Please note: that, while Internet and PC access will be provided for Service Users at the Company’s Sites, the Service User must be supervised by a member of staff at all times.
3. Procedure
Internet access for Service Users will be controlled and monitored via the same processes and management systems as per Internet access for Rhyl Youth Community Hub (Wales) employees.
Service Users will be provided with the appropriate levels of access to the ICT System, the Internet and to websites, which are required for the furtherance of their studies as per their, identified, programmes of training.
The same restrictions to Adult, Offensive and inappropriate websites will apply across the system.
However, some other websites will not be accessible to Service Users and, like members of staff; Service Users must use the Internet in a responsible way.
Service Users will logon to the PC/Network to gain internet access, via their own unique username and password so that the same monitoring and control of the internet can be maintained by the Company’s System Manager and, reports on internet activity can be provided on a per username/Service User basis.
The account used by Service Users to logon to the PC will only provide access to limited Internet, MS Office applications such as Word, Excel and Power Point, etc. and not any other applications and/or systems on the computer or, the ability to store or view data on the PC or to access Restricted Company Data Storage Areas
E-mail accounts will not be provided to Service Users unless approved by the General Manager.
The ability to print from the Internet will be provided.
Service Users will be provided with their username and password to logon to the PC to gain Internet access.
Service Users must only logon to PCs and use the Internet via their own personal accounts.
Under no circumstances must Service Users use a member of staffs account or, use another Service User’s account, to access any PC and/or the Internet.
It is the responsibility of the staff/supervisor/tutor/manager, to enable Service Users, to:
➢ Set up an account
➢ Ensure that the Service User is supplied with a copy of the Company’s Internet Use policy
➢ Understand the ICT & Internet Users Security Policy – explaining it to the individual Service User (as and if required)
➢ Fully understand the policy and, that it is their responsibility to comply with this policy, a full copy of which is available from the Managers Office.
And, to ensure:
➢ The Service User has signed a copy of Rhyl Youth Community Hub (Wales) ICT Security Policy Declaration and, this signature witnessed by a staff member, to confirm that the Service User signed the Declaration, stating they have understood the Company’s ICT & Internet Users Security Policy.
➢ That a copy of the signed Declaration is to be filed, securely, with the Service User’s other, confidential paperwork.
All the above must be completed, prior to a ‘Service User Account’ being set up and access to the Company’s ICT System, being granted.
Before a new account is created, to allow a Service User to use the Company’s ICT and Internet system, the individual Service User will be given a copy of The ICT & Internet Users Security Policy to be read and/or explained by or too the Service User, together with a copy of The ICT & Internet Users Policy Declaration, which is to be signed by the Service User, confirming that the Policy has been read and/or explained and, understood.
The Service User’s signature will be witnessed by a member of the Company’s staff.
When a Service User leaves the Company or no longer wishes to have a Service User account, they should notify a member of staff or a manager so that the Service User account can be disabled.
A Service User account, which has not been used for a period of 6 months, will be automatically disabled.
If, in the event of inappropriate activity on the PC or Internet by the Service User being discovered and/or the requirements of the procedures and policies not being applied by the Service User then, at that point, the Service User account will be disabled whilst further investigations take place.
Depending on the scenario and severity of the breach of procedure/policy then all Service User ICT & Internet access may be placed on hold, whilst further investigations take place.
Rhyl Youth Community Hub (Wales) ICT & Internet Users Security Policy
Declaration
By signing this declaration:
You agree that you have read or had explained to you and, that you
have understood, the Rhyl Youth Community Hub., ICT & Internet
Users Security Policy and, that you agreed to be bound by its terms.
Declaration, Signed by:
Print Name: _____________________________________________
Signature: ______________________________________________
Date ___/___/_______ (DD/MM/YYYY)
Witnessed by a Member of Staff:
Signature: _______________________________________________
Print Name: ______________________________________________
Date: ___/___/______ (DD/MM/YYYY)
Stage 1
Equality Impact Assessment Screening - Checklist
|Policy Title: Rhyl Youth Community Hub IT Security Policy |Directorate: System Management |
|Name of people auditing / authoring policy: (Minimum of 3): |
|Policy Content: |
|For each of the following checks is this policy sensitive to people of different age, ethnicity, gender, disability, religion |
|or belief, and sexual orientation? |
|The checklists below will help you to see any strengths and / or highlight improvements required to ensure that the policy / |
|procedure is compliant with equality legislation. |
|1. Check for DIRECT discrimination against any minority group of SERVICE USERS: |
|Question: Does your policy contain any statements which may exclude people |Response |Action |Resource |
|from using the services who otherwise meet the criteria under the grounds | |required |implication |
|of: | | | |
| |
|2. Check for DIRECT discrimination against any minority group relating to EMPLOYEES: |
|Question: Does your policy contain any statements which may exclude |Response |Action required |Resource |
|employees from operating the under the grounds of: | | |implication |
| |
|Number of YES answers for Direct Discrimination = 0 |
|3. Check for INDIRECT discrimination against any minority group of |
|SERVICE USERS: |
|Question: Does your policy contain any conditions or requirements which|Response |Action Required |Resource |
|are applied equally to everyone, but disadvantage particular persons’ | | |Implication |
|because they cannot comply due to: | | | |
| |
|4. Check for INDIRECT discrimination against any minority group relating to EMPLOYEES: |
|Question: Does your policy contain any statements which may exclude |Response |Action |Resource |
|employees from operating the under the grounds of: | |required |implication |
| |
|Number of YES answers for Indirect Discrimination = 2 |
|5. Check for ACCESS discrimination |
|Question: Are policies / procedures available in the following languages: |Response |Action |Resource |
|Current top languages requested within Rhyl Youth Community Hub are: | |required |implication |
| |Yes |No |Yes |
| |
|Equality and Diversity Compliance / Percentage Calculation |
|Number of ‘Yes’ answers for DIRECT discrimination. |(A) 0 |
|Number of ‘Yes’ for INDIRECT discrimination. |(B) 2 |
|Total answers for POLICY CONTENTS discrimination. |(A+B) |
| |. (A+B )÷ 36 = C |
|Percentage content negative compliance |cC x 100 = % |
| | |
| |Total = |
| | |
|Total No for access compliance |5.5 |
| |Number of Yes ÷ 15 |
|Percentage content negative compliance |Answer x 100 = % |
| | |
| |Total = 60 |
| | |
| | |
negative compliance.
Outcome
Compliant
Non compliant-- Immediate actions taken
Non compliant-- Full impact assessment required
Signatures of authors / auditors:
| | | |
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| | | |
Date of signing: ______/______/________
Equality and Diversity Screen Comments Sheet
|Equality |Direct Discrimination |Indirect Discrimination |Actions Required to resolve identified |Date |
|Group |Comments |Comments |Discrimination |Completed |
|Age | | | | |
|Disability | |Visual impairment. To be | | |
| | |made available in large | | |
| | |print and brail | | |
|Gender | | | | |
|Race | | | | |
|Religion | | | | |
|and Belief | | | | |
|Sexual | | | | |
|Orientation | | | | |
Signature of Lead assessor: __________________________________
This form should be filled in by the individual member of staff to whom the incident was reported, immediately following an incident, accident, injury or ’near-miss/hit’. The form should be forwarded to the Department Manager.
|1. Details Of Person(S) Involved In The Incident: |2. Detail Of Incident: |
| |Date: Time: |
|Surname: |Description of Incident: |
| | |
|First Name(s): | |
| | |
|Address: | |
| | |
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| | |
| | |
|Status: | |
|Employee S.User Visitor | |
| | |
|Gender: Male Female | |
| | |
|3. Likely Cause Of Incident: |4. Detail Of Injury: |
|(Please tick as appropriate) | |
| | |
|Verbal Abuse Physical Abuse |Did an injury occur? Yes No |
| | |
| |Nature of injury: |
|Striking against object Alcohol Related | |
| |Treatment of injury at the time of incident? |
|Struck by moving object | |
| |Yes No |
|Drug Related Other | |
| | |
| |Report Only First Aid at work |
| | |
| | |
| |Medical Treatment |
|5. Other Details About Incident: |6. Acknowledgements: |
|Did the incident involve another Employee, Service User or Visitor? | |
|Yes No |Signed By: …..…………………………………… |
| |(Staff member.) |
|Details: | |
| | |
| |Signed By: ……………………………………….. |
| |(Department Manager) |
Rhyl Youth Community Hub
Induction Procedure
Policy
When new employees are recruited, Rhyl Youth Community Hub will aim to help them adjust to their new situation as quickly as possible so that they become integrated and productive members of the organisation from the earliest opportunity.
Procedure
Recruitment
Rhyl Youth Community Hub recognises that the induction process begins during recruitment and selection when contact is first made with the potential employees. Members of staff will bear this in mind, when implementing the organisation’s recruitment procedure. In particular, the following points will be observed,
1. When an advertisement is prepared, every effort will be made to ensure that it contains a fair and accurate description of the job and the terms attaching to it.
2. In respect of each vacancy, consideration will be given to what documentation will accompany application forms being sent out for completion. Although the package will vary with the nature and level of the vacancy, it will usually include the following:
(a) Literature describing the structure and function of Rhyl Youth Community Hub.
(b) Details of the vacant post, including job description (where applicable), pay or salary level and other benefits, position of post in the organisation and copies of any relevant policies.
(c) Clear instructions regarding the return of completed forms, including details of closing date for application and contain a contact name and number.
3. Where applicants are called for interview, relevant documents such as those listed at 2 above, which have not already been sent, will be enclosed. In addition, clear details of the time and place of the interview (including a map, where necessary), the form the interview will take and its expected duration will be provided. Where candidates are required to bring items, such as examples of work or evidence of qualifications, this should be stated.
4. Interviews will be structured and conducted in such a way as to give, both interviewer and interviewee, ample opportunity to assess whether the job and the candidate are well matched. Wherever possible, applicants should be shown where they would work, if appointed, and be introduced to potential colleagues.
Induction Programmes
When a job offer has been made and accepted, an ‘induction programme’ will be drawn up, by Personnel and appropriate Managers/Supervisors, for use during the early stages of the new recruit’s employment. Programmes will vary according to the nature and seniority of the post being filled, but will normally incorporate the features outlined below.
As part of every programme, an induction checklist will be prepared and used, to ensure that new employees receive all relevant information relating to:
➢ The job.
➢ The department and the organisation.
➢ Rules, policies and disciplinary procedures.
➢ Grievance and disciplinary procedures.
➢ Pay and employment conditions.
➢ Health, Safety and Welfare.
They receive this information, in such a way and at such a time, as to maximise assimilation and understanding. In drawing up induction programmes, it will be recognised that certain categories of new employment will have particular needs (e.g. school leavers, managers, graduates, etc.) and programmes will be adjusted accordingly.
Responsibility for various aspects of the induction programme will be allocated to specific members of staff. In particular, a ‘work mentor’ and ‘social mentor’ will be designated and it will usually be appropriate for these two roles to be allocated to different members of staff. The personnel department/employee’s supervisor/departmental head will oversee the implementation of the programme and will ensure that all its elements are satisfactorily covered.
Induction Courses
Where it is apparent that new employees have certain induction needs, courses will be arranged and implemented, either within the organisation or by the use of external trainers/ organisations, to meet those needs. The personnel department will take responsibility for monitoring recruitment trends and running/accessing courses at appropriate intervals, in liaison with relevant departments.
Preparation of Colleagues and the Workplace
All those affected by the new employee’s arrival will be informed of the starting date and arrangements will be made for the initial stages of the induction programme to be put into operation. The workplace will be prepared in advance to ensure that it is clean and tidy and that all necessary supplies and equipment are provided and are in good working order.
Personal storage areas should be emptied, cleaned and keys (where applicable) should be ready for handing over to the new employee.
First Day of Employment
Clear joining instructions (enclosing; map, who to contact on arrival, car parking instructions, etc, where necessary) should be issued in good time for use on the employee’s first working day. Where the employee is required to bring certain documents and/or equipment, this should be stated.
On the first day, arrangements will be made for the new employee to be met by a designated member of staff (where joining instructions include reporting to a third party such as a receptionist, preparations should be made accordingly so that the employee is expected and welcomed).
After initial introductions (with coffee, etc.), the employee will betaken to the Personnel Department for necessary employment details and documentation to be dealt with. This will include:
➢ P45 tax form.
➢ Birth/Marriage Certificate (where appropriate).
➢ Work permit (where applicable).
➢ Employee handbook (including conditions of employment, organisation rules, policies and procedures).
➢ All necessary cards relating to identity, security, timekeeping procedure.
➢ Details of next of kin and how they can be reached, together with details of how the employee can be contacted during working hours.
➢ Health and Safety rules, including fire, first aid and accident procedure.
➢ Details relating to trade union membership (where relevant).
➢ In relation to company car users, driving licence, car insurance and other details.
➢ Bank/payment details.
The new employee will then be taken to the workplace and will be received and welcomed by the designated ‘work mentor’. An introductory talk should be confined to essential matters such as those relating to Health and Safety (e.g. protective clothing, no-smoking areas, fire drill), the most important rules and ways the employee may, unwittingly, fall foul of them (e.g. time-keeping procedures or how to deal with members of the public) and the employees own needs (e.g. location of toilets, lockers, canteen).
Bearing in mind the formal job training that has been arranged, the employee will then be introduced to the job in a manner which is appropriate to both the work and the individual concerned.
Whilst the timing and nature of training will vary enormously, the following will then be used as guiding principles during the first few days of employment;
➢ The supervisor will outline all aspects of the new employee’s job, putting it into a departmental and organisational context.
➢ The supervisor will endeavour to arrange the first few days so that the employee is given tasks that lead to a sense of achievement. These may be either tasks that the employee has done before in other jobs or ones that are satisfying but do not require too much instruction or supervision.
➢ New employees will be kept busy and occupied but it will be ensured that they are not overloaded.
➢ A balance will be maintained between instruction and supervision and allowing employees an opportunity to learn by experimentation and to practice and consolidation knowledge and skills that have been acquired.
➢ Supervisor/Manager will draw up an induction timetable of appropriate introductions and appointments, suitable to the type and seniority of the job, and inform Personnel.
A member of the new employee’s work group will be selected to take responsibility for the newcomer’s ‘social needs’ during the early stages of employment. This will include; introducing them to other staff members and to help them become familiar with the layout of the organisation, where facilities are located and the routine during meal breaks, etc.
Wherever possible, the new employee’s ‘social mentor’ will be of a similar age and rank to the employee.
Completing the Induction Process
During the induction period, the new employee will gradually be integrated into his/her job and the organisation as a whole. Using the induction checklist as a guide, the supervisor/departmental head, in conjunction with the Personnel Department, will ensure that all essential information is communicated to the employee, in a manner and over such a period, as is considered appropriate.
Follow-up interviews will be conducted, with the new employee, by Managers and Personnel, at suitable intervals (forming the initial stages of the Rhyl Youth Community Hub Appraisal Procedure) when the employee’s progress will be monitored. This will include an assessment of levels of attainment and performance in the job, as well as an examination of related matters, such as; morale, attitude, timekeeping and attendance levels and integration into the work group. The employee will be given the opportunity to ask questions and to raise and matters of concern. Following the interview, a report will be prepared and agreed with the employee and their Manager. Where appropriate, further review dates will be arranged.
Education & Training Staff Induction Policy
Rhyl Youth Community Hub
Internal Verification Policy & Procedures
Role of the Internal Verifier within the centre.
The Internal Verifier will have overall responsibility for ensuring the quality and consistency of assessments within the centre. The appointed person will hold appropriate internal verification qualifications as approved and specified by the regulatory authorities, meet any requirements for occupational expertise as specified by the relevant standards-setting body before commencing their role and understand the content, structure and assessment requirements for the award they are verifying.
The centre will ensure that the authority of the IV is clearly recognised within the organisational structure and that relevant staff are given sufficient time to complete IV related activities.
The Internal Verifier will ensure that:
• Candidate evidence is sampled on an ongoing basis and feedback is provided to assessors.
• Any candidates with special assessment requirements have been identified and their needs met.
• Awarding Body procedures are effectively complied with and assessment grading decisions are valid, reliable and consistent.
• Feedback to assessors is recorded and any action required is taken.
• Sampling interviews are conducted with candidates and relevant records kept.
• All methods of assessment methods are sampled.
• Assessors are regularly observed assessing candidates and records kept
• The level of sampling is sufficient to ensure consistency of assessors’ judgements.
• Assessment outcomes sampled reflect national standards.
• Records are kept showing that standardisation meetings are held regularly with all assessors and relevant centre staff.
• There is evidence that candidate achievement record of progress are up-to-date, monitored and action taken where necessary.
• Records of candidate achievement provide a clear audit trail of assessment and internal verification of the training programme.
• The centre is prepared for External Verification visits and, liaises with EV/EM when they visit the centre.
• Constructive feedback is provided to the assessment team in evaluating and further developing its assessment practices.
Strategy for Internal Verification
The IV will agree with the centre manager/coordinator and the assessment team an effective programme of Internal Verification which complies with the Awarding Body guidelines.
Sampling
All assessors will be sampled over a defined period of time, including peripatetic assessors and those based at satellite centres. Internal Verification will not be viewed as an ‘end process’, interim (formative) and summative decisions will be included in the sampling. New and less experienced assessors will be sampled more frequently.
Samples will be made from every candidate category or group, e.g. age and gender, new starters, mid-term and well-established candidates.
Trainee Assessors
All trainee assessors will be working towards or have a clear plan for achieving A1 certification within 18 months of beginning assessing. Someone who has gained this unit will support assessment decisions by assessors who are still working towards their A1. The qualified assessor will record support for trainee assessors’ decisions. This will be achieved by countersigning assessment decisions.
Candidate Interviews
Candidates will be interviewed regarding the assessment process to verify the records provided by the assessors, to monitor their progress towards their qualification and to receive feedback on the quality of support provided to them.
Standardising Assessment Practice
Standardisation meetings will be held with all members of the training team, this will include all assessors, the IV and senior management. The meetings will help to develop a supportive, non-threatening environment where assessors are able to share issues and concerns in order to ensure each assessor makes valid assessment decisions. The meetings will focus on areas such as revisions to standards where appropriate, problems with generating evidence, the validity and sufficiency of evidence, the different approaches by assessors and candidate progress. The minutes from all meetings will be distributed to attendees and all action points monitored to ensure implementation.
Meetings will be held fortnightly in the first instance to ensure ease of implementation then monthly thereafter. In addition to these, regular communication with the satellite site will be maintained via telephone and email.
Developing and supporting assessors
All assessors will be provided with an induction programme and issued with their own copy of the standards for the relevant qualification. They will be allocated a suitable number of candidates and provided with information about their location and any particular assessment requirements they may have. All assessments methods used by the assessors will be monitored and regular support meetings will be held to identify training, occupational or professional development needs.
Managing Procedures and Documentation
All qualification records will be kept and maintained in centre portfolios, these will include staff CVs, D or A unit certificates, staffing structure, records of Continuous Personal Development (CPD) and IV/EV records.
Evidence of Internal and External Verification/Moderation will be recorded and kept in the Centres’ filing system.
Rhyl Youth Community Hub
Malpractice Policy
The Malpractice Policy provides all Awarding Bodies working with Rhyl Youth Community Hub, its approved Course Organisers, Tutors and Teacher/Examiners, with the procedures for dealing with malpractice on the part of candidates, members of staff and any others involved in providing training qualifications.
What is Malpractice?
For the purposes of this policy, malpractice is defined as the deliberate falsification of records and/or using unfair means during assessment processes in order to obtain a qualification or certificate. Examples include:
• Claiming for a certificate for candidates who have not undergone appropriate assessment.
• Claiming for incorrect units or qualifications.
• Downloading work from Internet or other sources and claiming ownership and presenting the information as being their own work.
It is distinguished from mal-administration, which is the accidental claiming or issuing of certificates. The former is a deliberate act to deceive, the latter incompetence or a simple mistake.
Informing Learners/Trainees of the Policy.
All learners will be informed of the Assessment and Malpractice Policies, as part of the induction process on each training course.
Learners/Trainees will also be informed of the consequences of not adhering to the Policies and other guidelines regarding Assessment and the production of evidence for assessment.
Reporting Malpractice.
1. Approved Course Organisers, Tutors and Assessors have a responsibility to report any alleged or suspected malpractice immediately to management, if the issues can not be resolved by the immediate management, as soon as reasonably possible, it will be referred to the relevant Awarding Body. The relevant Awarding Body will then investigate the alleged irregularities and in all cases, notify the regulatory authorities, once malpractice has been proven. Awarding Bodies will also indicate the proposed action and an estimated timescale for the investigation to the regulatory authorities.
If material collected by Awarding Bodies is confidential to the individual, such as financial details, Awarding Bodies will ensure that this is kept secure and not disclosed to a third party. Additionally Awarding Bodies will guarantee that a complainant’s identity will not normally be disclosed without his or her formal written agreement.
Rhyl Youth Community Hub
Report of Suspected Malpractice
|Details of Course |
|Type of Course: | |Course Reg. No.: | |
|Start Date: | |Venue: | |
|Date of Incident: | |Time (am/pm session) | |
|Candidate Details |
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|Give details of the suspected malpractice (please continue on a separate sheet if necessary) |
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Rhyl Youth Community Hub
Physical Restraint Policy
1. Definition of Physical Restraint
Definition for the purpose of this policy “Physical Restraint” is defined as; A judicious control measure used with a resisting child young person or adult in order to control movement, location and behaviour such as violence or abuse to persons, self or property.
2. Background – Legal Framework
The Department of Health’s Guidance on permissible forms of control in children, 1993 explains: physical restraint as “…the positive application of force with the intention of overpowering the child. That is, in order to protect a child from harming him/herself or others, or seriously damaging property. The proper use of physical restraint requires skill and judgment as well as knowledge of non-harmful methods of restraint.
The onus is on the member of staff to determine the degree of restraint appropriate and when it should be used.”
Injury as “..significant injury. Includes; actual or grievous bodily harm, physical or sexual abuse, risking the lives of or, injury to, self or others by wilful or reckless behaviour and self- poisoning”.
In general, the rule is that any person who touches another person without his or her consent commits an unlawful act. But, DfEE circular 10/98, “The use of Force to Control or Restrain People” states that physical restraint is necessary if the purpose of the physical restraint is to advent an immediate danger of injury to any person, or an imminent danger to the property of any person (person includes the Student).
It must be possible to show that, unless immediate action has been taken, there were strong indicators that injury or damage to property would follow.
3. Principles relating to the use of Physical Restraint
Physical restraint should be used as a last resort when other strategies have failed. It should serve to de-escalate or prevent a potentially violent situation. It should not be used purely to force compliance with staff instructions when there is no immediate risk to people or property.
An adult using restraint will often escalate the emotional arousal of the person being restrained. A student is not necessarily in a position of being responsible for their actions during or immediately after restraint and injury is caused (behaviour is out of control, not a planned incident).
It therefore should not in itself be a cause for ‘exclusion’ as; the context has or may have contributed to the incident.
Staff should have good grounds for believing that immediate action is necessary from preventing a student from significantly injuring him/herself or others, or causing serious damage to property.
Staff should take steps in advance to avoid the need for physical restraint, e.g. through dialogue and diversion, and the student should be warned orally that physical restraint will be used unless she/he desists.
Physical restraint must not be used in anger. When it becomes apparent that a student is not responding to verbal instruction and a violent incident is imminent, the member of staff, wherever possible, should call for assistance before engaging in physical restraint. Calling for support and assistance should not be considered as a personal failure, but could prove helpful in providing assistance as well as having a witness to what happens.
a) When it becomes necessary to restrain a student, the member of staff should continue to talk to the student in a calm manner offering choices and time for the student to become calm. Making statements such as “I will let you go as soon as you are calm” or “as soon as I know you are safe” may help to resolve the situation.
b) Only the minimum force necessary to prevent physical injury or damage should be applied.
Particular care must be taken to avoid inflicting any unnecessary pain or injury.
c) Restraint must not involve deliberate, painful or dangerous procedures. It should:
i) Never interfere with breathing, blood supply or genital areas
ii) Never hold the head, throat or fingers
iii) Never hold wrists at the joints
The hold should be discontinued as soon as the situation is deemed safe.
d) When using physical restraint members of staff have a responsibility to ensure that means other than force have been attempted or are proving impractical.
e) As soon as it is safe, restraint should be gradually relaxed to allow the student to regain self-control.
The student should be told what will happen next to calmly reassure them, for example that you are going to release the hold and want them to stay quietly with you.
Restraint should be an act of care and control, not punishment.
One student must never be asked to restrain another student.
4. General Principles Governing Intervention to Maintain Control
A distinction must be maintained between the use of one off intervention, which is appropriate in the particular circumstances and using it repeatedly as a regular feature of a regime.
a) Staff must be able to show that the method of intervention was in-keeping with the incident that gave rise to it. The degree of and, duration of any force applied, must be proportioned to the circumstance. The potential for damage to persons and property in applying any form of restraint must always be kept in line. Escalation should be avoided at all costs, especially if it would make the overall situation more destructive and/or unmanageable.
b) The age and competence of the student should be taken into account when deciding what degree of intervention is necessary. The means of control should be appropriate to that particular student.
5. Procedural Points Relating to the use of Physical Restraint
The circumstances and justification for using physical restraint must be recorded immediately or as soon as possible, but no later than the next working day.
a) The member of staff must inform the Department Head or Manager as soon as possible of the incident.
The student’s view should also be recorded as soon as possible, preferably on the same day.
b) If a member of staff or student has suffered an injury this must be reported and recorded to the Health and Safety officer and recorded by them.
c) The Department Head or Manager will discuss the incident with the member of staff within 24 hours. A written record should include marking on a diagram to show where restraint has been used, the duration of the holding and a note of any potential injury to the staff or student.
d) Counselling may be needed for any staff member who has been distressed by the incident. Following the incident the student should be counselled on the reasons why it was necessary to restrain them.
The Department Head or Manager will inform parents and/or agency of the incident and allow them the opportunity to discuss it.
6. Legal Consequences of Inappropriate Physical Restraint
Unreasonable or excessive use of force may result in criminal proceedings for assault. Civil proceedings for damages of trespass to the person may also be instituted. Additional, disciplinary proceedings may be taken against the staff member for unreasonable or excessive use of force.
NOTE:
No guidelines can cover every eventuality. Staff members are expected to make their own professional judgments in the light of this guidance. Staff can then expect to be supported when an action in good faith follows from such judgments.
Rhyl Youth Community Hub.
Welsh Language Policy
Introduction
• We are committed to treating Welsh and English on the basis of equality, so far as we are reasonably able to do so. Our aim is to treat Welsh and English equally in every situation, without exception.
• We will ensure that we make constant progress towards achieving this aim, and this Welsh Language Policy sets out our current commitments in relation to using Welsh.
• The scope of our commitment in this policy should be interpreted reasonably – they are limited to activities and services in Wales or which are delivered to people living in Wales, and also limited to activities and services which we are unable to control or influence.
Communication
Face to Face Communication
• We aim to have at least one member of staff able to speak Welsh in any workplace where there is contact with the public, so that we may offer a Welsh language service as often as possible
• We cannot guarantee a Welsh language service at all times but we welcome the use of Welsh by staff who are able to do so
Telephone Communication
We aim to:
• have one telephone number for enquiries in Welsh and English
• a member of staff able to transfer an enquiry to a colleague who is able to speak Welsh when required
• welcome the use of Welsh when receiving calls by staff able to do so
Correspondence
• We accept correspondence in Welsh or English
• We will give positive consideration to bilingualism when sending and receiving correspondence, based on the nature and purpose of the correspondence
• We always reply in Welsh on request and when we are replying to correspondence received in Welsh
Developing Language Skills
• We will support and facilitate the use of Welsh and English language skills
• We support staff who want to improve their Welsh language skills, and enable them to receive training independently
Recruitment
• Our recruitment advertising is bilingual whenever Welsh language skills are desirable or essential for the advertised post
Awareness
• We will ensure that this policy is supported at the highest level in our organisation
• Every member of staff will receive a copy of this policy and direction on its requirements
• We encourage every contractor or third party that delivers services on our behalf to comply with this policy
Public Image and Branding
• We will use more Welsh in our printed publications wherever it is reasonable to do so
• We will use more Welsh on permanent and temporary signs wherever it is reasonable to do so
• We will ensure that any new business cards and stationery for staff able to speak Welsh are fully bilingual
• We will use more Welsh in our exhibition materials wherever it is reasonable to do so
Website
• We will ensure that our Website is fully bilingual wherever it is reasonable possible to do so
Name: Date:
Signature:
Company Secretary
Rhyl Youth Community Hub
Polisi Iaith Gymraeg
Fersiwn 1.3
Cyflwyniad
• Rydym yn ymrwymedig i drin y Gymraeg ar Saesneg ar sail cydraddoldeb, cyn belled ag y medrwn wneud yn rhesymol. Ein huchelgais yw trin y Gymraeg a’r Saesneg yn gydradd ym mhob sefyllfa, heb eithriad.
• Byddwn yn sicrhau ein bod yn gwneud cynnydd parhaol tuag at yr uchelgais hwn. Mae’r polisi Iaith Gymraeg hwn yn datgan ein hamrywiadau presennol wrth ddefnyddio’r Gymraeg.
• Dylid dehongli hyd a lled ein hymrwymiadau yn y polisi hwn mewn ffordd resymol, maent yn gyfyngedig i weithgareddau a gwasanaethau yng Nghymru neu sydd wedi ei darparu i bobl sy’n byw yng Nghymru, a hefyd amen yn gyfyngedig i weithgareddau a gwasanaethau yr ydym yn medru eu rheoli neu ddylanwadu arnynt.
Cyfathrebu
Cyfathrebu Wyneb yn Wyneb
• Rydym yn cael aelod o staff sy’n medru siarad Cymraeg ar gael ym mhob gweithle lle bydd cyswllt ar gyhoedd, er mwyn medru darparu gwasanaeth iaith Gymraeg mor aml â phosib (dileu fel sydd angen)
• Nid ydym yn sicrhau gwasanaeth iaith Gymraeg bob amser, ond rydym yn croesawu defnydd o’r Gymraeg gan staff sy’n medru gwneud hynny
Cyfathrebu dros y Ffon
• Mae gennym un rhif ffôn ar gyfer ymholiadau yn y Gymraeg ar Saesneg
• Mae pob aelod o staff yn medru trosglwyddo ymholiad at rywun sy’n medru siarad Cymraeg
• Rydym yn croesawu defnydd o’r Gymraeg gan staff sy’n medru gwneud hynny wrth dderbyn galwadau
Gohebiaeth
• Rydym yn derbyn gohebiaeth yn Gymraeg neu Saesneg
• Byddwn yn rhoi ystyriaeth bositif i ddwyieithrwydd wrth ohebu, yn seiliedig ar nature a phwrpas yr ohebiaeth
• Rydym wastad yn ymateb yn Gymraeg i lythyrau a dderbyniwyd yn Gymraeg ac ar gais
Datblygu sgiliau Iaith
• Byddwn yn cefnogi a hwyluso'r defnydd o’r Gymraeg a’r Saesneg yn y gweithle
• Rydym yn cefnogi staff am swydd am wella ei sgiliau iaith Gymraeg, ac yn galluogi iddynt dderbyn hyfforddiant yn annibynnol
Recriwtio
• Mae ein hysbysebion recriwtio yn ddwyieithog lle bo’r Gymraeg yn ddymunol neu yn hanfodol ar gyfer y swydd
Ymwybyddiaeth
• Byddwn yn sicrhau bod y polisi hwn yn cael ei gefnogi ar y lefel uchaf o fewn ein sefydliad
• Bydd pob aelod o staff yn derbyn copi o’r polisi hwn ac arweiniad ar ei oblygiadau
• Rydym yn annog pob contractwr neu drydydd parti sy’n darparu gwasanaeth are ein rhan i gydymffurfio a’r polisi hwn
Arwyddion parhaol a Brandio Corfforaethol
• Byddwn yn defnyddio mwy o Gymraeg yn ein cyhoeddiadau print lle bynnag mae’n rhesymol i wneud hynny
• Byddwn yn cynnwys mwy o Gymraeg ar arwyddion parhaol ac ar arwyddion dros dro ble mae’n rhesymol i ni wneud hynny
• Byddwn yn sicrhau bod unrhyw gardiau busnes ac unrhyw bapur swyddfa ar gyfer staff sy’n medru siarad Cymraeg yn gwbl ddwyieithog
• Byddwn yn defnyddio mwy o Gymraeg yn ein deunydd arddangos lle bynnag y mae’n rhesymol i wneud hynny
Gwefan
• Byddwn yn sicrhau bode ein gwefan yn gwbl ddwyieithog lle bynnag y mae’n rhesymol bosibl gwneud hynny.
Enw: Dyddiad:
Llofnod:
Ysgrifennydd y Cymni
Rhyl Youth Community Hub
Quality Policy Statement
Rhyl Youth Community Hub recognises that the maintenance of defined quality standards in all aspects of performance is critical to our success. We are dedicated to this Quality Policy that will ensure all services fully meet the requirements of our customers at all times. The goal of this company is to achieve a high level of customer satisfaction at all times. We are committed to comply with regulatory bodies, and to maximise the effectiveness of the business.
Our definition of quality is; Meeting our customers’ requirements and enhancing customer satisfaction by regular review of our quality system by senior management and trustees. We will carefully specify the requirements for both our Employees, Support and other staff and our delivery methods, to ensure that we continually satisfy all applicable legal and regulatory requirements in respect of quality, performance, safety and reliability.
We work continually with all stakeholders to respond to the changing nature of the industry that we operate in and will continually challenge the way in which we operate to ensure we remain at the forefront of our industry. We will invest, as appropriate, in both equipment and people to enable us to provide our client groups with cost effective programmes tailored to meet their individual needs and abilities.
Our members of staff are our strength and, their continuing personal and professional development is the duty of management at all levels. All personnel have the authority to work within the scope of their responsibilities. We will ensure that every member of staff recognises their responsibility for quality management.
Our Quality Policy places significant emphasis on the following:
• Customer focus - all systems and procedures will be designed to ensure that customer requirements will be fully understood and satisfied
• Staff responsibilities - we strive to achieve a partnering approach with all members of staff to deliver high quality training. By continuing to improve the ways we treat our client groups, agencies, staff we will contribute to the development and personal success of all.
• Programme delivery – it is the responsibility of all staff is to ensure that they are able to deliver the relevant programme to all clients in such a way as to enable each individual to reach the required standard to achieve their maximum potential.
• Professional and personal development - each member of staff is encouraged to undertake continuous professional development programmes.
• Processes and systems - all quality management activities will be planned and based upon minimising risk and eliminating errors.
• SMART targets - we will establish robust quality systems to ensure that we are meeting objectives and performance targets and encourage all staff to meet their individual targets.
Every employee is responsible for identifying and meeting the needs of each individual client and identifying the level of support each individual learner needs to succeed requirements.
Employee development through involvement, training and effective communications is essential in establishing and maintaining client satisfaction.
The CEO, Company Secretary & General Manager will ensure that all our personnel understand and fully implement our company’s policies and objectives and, are able to perform their duties effectively on a continuous basis.
Rhyl Youth Community Hub
Safeguarding Children or Vulnerable Adults
and Young People Policy 2009
Version 1.2
This Safeguarding Policy is based on guidelines and legislation outlined in the following documents:
Green Paper ‘Every Child Matters’, the Children Act 2004
‘Working Together to Safeguard Children’ (DfES 2006).
Safeguarding Children (England) Regulations 2009
1. Safeguarding or Children and Vulnerable Adult Protection:
The term ‘child or vulnerable adult protection’ has now been changed to ‘safeguarding’ as it reflects the wider responsibility for Health & Safety and Prevention as well as just protection from abuse. The word safeguarding has been used with increasing frequency over the last few years in a wide range of settings and situations, going well beyond the world of children or vulnerable adults and child or vulnerable adult protection. It may be defined as:
‘Doing everything possible, to minimise the risk of harm to children, young people or vulnerable adults’.
Safeguarding is about being proactive and putting measures in place in advance of any contact with children, young people or vulnerable adults to ensure that they are going to be kept safe.
This includes:
a) ensuring staff are properly checked when they are recruited – CRB, and ISA Disclosures are carried out;
b) ensure that the Company enforces its ‘Two Worker’ Policy at all times;
c) guidelines for people who come into contact with children or vulnerable adults as part of their role to ensure they know what they need to do to keep children or vulnerable adults safe;
d) guidelines for planning an event or activity with children or vulnerable adults and putting measures in place to minimise the risk of safeguarding issues occurring;
e) ensuring that young people, under the age of 16, are kept totally separate from any groups over the age of 16;
f) ensuring that young people 16 – 18 and vulnerable adults should be, as far as possible, safeguarded from other, adult learner groups by using timetabling and the segregation of learner groups;
g) ensuring that, whilst it may not be possible to completely separate the 16 - 18 groups from adult groups, every effort will be made to ensure that contact between the groups is kept to a minimum;
h) ensure that information, obtained about young people and adults who have been placed by outside organisations, e.g. Youth Offending Teams, Connexions, etc. is stored in compliance with our Data Protection Policy and only shared, if it is appropriate, on a strictly ‘need to know’ basis;
i) ensuring the use of this information will be used to form the basis of an Individual Risk Assessment to identify the risk to the individual or the potential group/cohort. Decisions made as part of this risk assessment will be subject to an ongoing review;
j) ensure that a track is kept on learners to ensure that any contact with other groups is kept to a minimum – this will include, where appropriate, that break and lunch times are staggered thus reducing the opportunity for inter-group contact;
k) whilst groups share toilet facilities, there are separate Ladies and Gents toilets, the Company will endeavour to ensure that, as far as is possible, no inappropriate behaviour, e.g. the taking or dealing of drugs or substance abuse, takes place on its premises by general observation and making regular inspections of the facilities, also, any complaints will be investigated in line with Section 21 of this policy;
l) all students and staff have a duty to be aware of the need to practice reasonable care in all the activities which relate to their attendance at Train to Change;
m) anyone found using drugs, either prescribed (if not identified on the Medical Questionnaire) or non-prescribed drugs, alcohol or solvent abuse, will be asked, on Health and Safety grounds, to leave the workshops and, would then be subject to the sanctions of our Drug and Alcohol Policy and Disciplinary Procedure.
n) Young people, under the age of 18 and vulnerable adults, accessing the Company’s facilities and/or premises with a parent, carer, or accompanying adult will not be the responsibility of the Company; duty of care will remain with the accompanying adult.
Date Agreed by Rhyl Youth Community Hub, Management Committee: __/___/____
Date for Review: __/_______/_______
2. Policy Statement:
We at Rhyl Youth Community Hub are committed to good practice which protects children or vulnerable adults from harm.
Staff and volunteers accept and recognise their responsibility to provide an environment which promotes the safety of the child, young person or vulnerable adult, at all times.
To achieve this we will:
a) Develop an awareness of the issues which may lead to children, young people or vulnerable adults being harmed.
b) Create an open environment by identifying a ‘Designated Person’ to whom the child or vulnerable adult can turn to if they need to talk.
c) Adopt learner centred and democratic delivery styles.
d) Adopt Safeguarding guidelines through codes of conduct for all adults working at or for the Company. Adult workers include tutors, technicians, managers, administration and other office staff, parents and volunteers.
e) Ensure careful recruitment, selection and management procedures. These procedures will include; ISA (Vetting and Barring) & CRB Disclosures and, that regular support & supervision is provided to all staff/volunteers.
f) Ensure that there is a system in place to upload information to the Independent Safeguarding Authority (ISA).
g) Ensure complaints, grievance and disciplinary procedures are included in our policies and procedures.
h) Share information about concerns with the child, young person or vulnerable adult, parents and others who ‘need to know’ and, where appropriate, with the ISA.
i) Provide information as required, to the management committee if appropriate.
j) Ensure good and safe working practices.
k) Ensure that all students and staff understand that the have a duty to be aware of the need to practice reasonable care in all activities which relate to their attendance at Rhyl Youth Community Hub;
l) Be involved in training, which is made available through the various agencies, using this training to build and strengthen links with these agencies.
m) Keep Safeguarding Policies under regular ongoing review.
n) Have procedures relating, specifically, to bullying, transport and the use of photography.
o) Have an induction document available for parents, staff, children, young people or vulnerable adults, clearly outlining their rights and responsibilities.
p) Have a Reporting Procedure and a Designated Officer, to report any breaches of the policy and investigate any allegations made and, where appropriate, pass this information to inform the ISA of these breaches.
3. Physical Contact Between Staff and Students
The Company policy is that there should be no physical contact between staff and students except under the following circumstances:-
• administering essential first aid;
• as a result of the need for medical care;
• in technical coaching in practical activities;
• a hand on the shoulder or arm by way of encouragement or praise may also be appropriate;
|Chairperson, Rhyl Youth Community Hub | |Date |
4. Equality Statement:
The Company is committed to ensuring that equality is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following definition of equality:
a) The Company respects the rights, dignity and worth of every person and will treat everyone equally within the context of their training, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
b) The Company is committed to everyone having the right to enjoy their education and/or training in an environment free from threat of intimidation, harassment and abuse.
c) All Company staff and service users have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
d) The Company will treat with any incidence of discriminatory behaviour by staff or learners, seriously, according to Company disciplinary procedures.
To address the vulnerability of children, young people or vulnerable adults and those with a learning difficulty and/or disability, staff will seek guidance on working with LDD learners from;
• external support agencies;
• specialist agencies working with specific groups
• parents and/or guardians:
• support workers;
• agencies working with or, placing the learner in training;
• the child, young person or vulnerable adult;
To ensure that correct and accurate information is available for the members of staff to support the individual learner.
5. Confidentiality Statement:
Whilst we, at Rhyl Youth Community Hub, have a Confidentiality Policy, we will never ‘promise to keep secrets’.
However, information that is of a confidential nature will only be communicated on a "need to know" basis, with the welfare of the child, young person or vulnerable adult being paramount.
Considerations of confidentiality will not be allowed to override the rights of children, young people or vulnerable adults to be protected from harm.
A full Safeguarding Policy statement is available upon request within Company premises for all interested parties to read.
6. Awareness of the Issues:
Background knowledge in relation to child or vulnerable adult abuse, the general principles of Safeguarding and the ability to recognise and respond to abuse are important issues. Of primary concern for Rhyl Youth Community Hubis the issue of Safeguarding of our young people within the operation of the Company. However, being cognisant of the indicators of abuse, in respect of children and vulnerable adults, caused by others outside the Company, are of an equal importance for the safety and well being of that child, young person or vulnerable adult.
‘Co-operating to Safeguard Children or Vulnerable Adult 2003’, formally recognises four types of abuse:
7. Physical Abuse:
Physical abuse is the deliberate physical injury to a child or vulnerable adult, or the wilful or neglectful failure to prevent physical injury or suffering. This may include hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating, confinement to a room, or inappropriately giving drugs to control behaviour.
8. Emotional Abuse:
Emotional abuse is the persistent emotional ill treatment of a child or vulnerable adult, such as, to cause severe and persistent adverse effects on the child or vulnerable adult’s emotional development. It may involve conveying to children or vulnerable adult that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may involve causing children or vulnerable adult to feel; too frightened, in danger, or the exploitation or corruption of children or vulnerable adults. Some level of emotional abuse is involved in all types of ill treatment of a child or vulnerable adult, although, it may occur in isolation. Domestic violence, adult mental health problems and parental substance misuse may expose children or vulnerable adult to emotional abuse.
9. Sexual Abuse:
Sexual abuse involves forcing or enticing a child or vulnerable adult to take part in sexual activities, whether or not the child or vulnerable adult is aware of what is happening. The activities may involve physical contact, including penetrative or non-penetrative acts. They may include non-contact activities, such as involving children or vulnerable adult in looking at or, the production of, pornographic material or watching sexual activities, or encouraging children or vulnerable adult to behave in sexually inappropriate ways.
10. Neglect:
Neglect is the persistent failure to meet a child or vulnerable adult’s physical, emotional, physiological and/or psychological needs, likely to result in significant harm. It may involve a parent or carer failing to provide adequate foods, shelter and clothing, failing to protect a child or vulnerable adult from physical harm or danger, failing to ensure access to appropriate medical care or treatment, lack of stimulation or lack of supervision. It may also include non-organic failure to thrive (faltering growth).
In addition to these, Rhyl Youth Community Hubrecognises that we have a responsibility to:
“protect children or vulnerable adults from bullying and have policies and procedures in places to do so”
11. Co-operating to Safeguard Children or Vulnerable Adults:
All staff should challenge bullying in any form i.e. physical or emotional. Physical bulling can take the form of attacks, such as hitting, kicking, spitting, taking or damaging belongings.
Emotional bullying may be a verbal assault, including name-calling, insults, repeat teasing, sectarian/racist assaults, or it may take more indirect forms, such as spreading malicious gossip, rumours or excluding someone from a social group. Bullying is not an accepted behaviour towards anyone at Rhyl Youth Community Hubbe they child or vulnerable adult, staff member, volunteer or parent. Anyone found to be bullying others will be dealt with seriously both in regards to the behaviour exhibited and the reasons for the behaviour.
The Company has an ‘Anti-bullying Policy’ in place.
12. Indicators of Abuse:
The following is a list of some indicators of abuse, but this is by no means an exhaustive list:
|Physical Indicators |Behavioural Indicators |
|Unexplained bruising in soft tissue areas |Unexplained changes in behaviour - becoming withdrawn or aggressive |
|Repeated injuries |Difficulty in making friends |
|Black eyes |Distrustful of adults or excessive attachment to adults |
|Injuries to the mouth |Sudden drop in performance |
|Torn or bloodstained clothing |Changes in attendance pattern |
|Burns or scalds |Inappropriate sexual awareness, behaviour or language |
|Bites |Reluctance to remove clothing |
|Fractures | |
|Marks from implements | |
|Inconsistent stories/excuses relating to injuries | |
13. Responding to a Disclosure of Abuse:
Always
• Record what has been said, on an ‘Incident Report Form’, ASAP
• Remain sensitive and calm
• Reassure child, young person or vulnerable adult that they;
▪ are safe
▪ were right to tell
▪ are not to blame
▪ are being taken seriously
• Let child, young person or vulnerable adult talk - don’t interview!
• Listen & hear, give the person time to say what they want.
• Ensure a positive experience
• Explain that you must tell, but will maintain confidentiality
• Tell child or vulnerable adult what will happen next
• Involve appropriate individuals immediately
• Stay calm.
• Reassure them that they have done the right thing in telling and that it will be dealt with appropriately.
Never
• Question unless for clarification
• Make promises you cannot keep
• Rush into actions that may be inappropriate
• Make/pass a judgment on alleged abuser
• Take sole responsibility, consult the ‘Designated Person’ so you can begin to protect the child or vulnerable adult and gain support for yourself.
14. Designated Person:
The ‘Designated Person’ within Rhyl Youth Community Hub:
Name: Contact number:
Details: General Manager, Rhyl Youth Community Hub, Address
David Evans shall be made known to young people, staff members and parents alike; as the Designated Person to whom concerns will be addressed. If the concern is about the Designated Person, please report to the Chairperson of the Management Committee.
Guidelines for recording and dealing with incidents and/or accidents will be outlined later in this policy document
15. Safe Recruitment Procedures for Staff and Volunteers:
• Tutors, staff and volunteers are carefully selected, trained and supervised. The Managers and members of the management committee must be involved in the selection of new staff/volunteers and their employment/participation must be ratified by their approval by the Management Committee.
• All new tutors, technicians, management, volunteers, etc. working with children or vulnerable adults must complete the Company’s own application form which includes a self declaration section.
• Individuals must complete and sign the ISA/CRB Disclosure Certificate Application Form which gives permission to enable the Company to administer an ISA/CRB check (for which proof of identity MUST be provided).
• Declaration of past convictions or cases pending and agreement to undertake an ISA/CRB check are completed, this is a pre-requisite to approval to train or volunteer to work with children, young people or vulnerable adults.
• ALL tutors, staff and volunteers must agree to abide by the Company’s Safeguarding Policy and all are required to sign the Code of Conduct.
• Any concerns or objections with regard to suitability of a tutor should be submitted to the Designated Person. These matters will be raised with the appropriate case management committee with appropriate action taken including a formal response in writing to the concerned party if required.
• The Company should not deal with concerns about a member of staff or volunteer in isolation.
16. Training for Volunteers/Training and Other Staff:
The Company will:
• Ensure that approved training sessions that are available for volunteers and/or training staff have been scheduled by the company and ALL participants are expected to achieve.
• When appointing staff and/or volunteers, consider their current or previous experience in their specialist area.
• Receive training in the basics of Safeguarding will apply to all tutors, volunteers, management, committee members who work with the children or vulnerable adults. Rhyl Youth Community Hubis committed to continuous updating and review of our current Safeguarding Policy.
• Safeguarding training should include;
▪ Basic awareness of Safeguarding issues
▪ Safeguarding, POVA/POCA Training
▪ Our organisation’s Safeguarding Policies and Procedures including our Code of Conduct
• Training will be carefully selected to ensure it is sufficient and appropriate to individual learner needs and ability.
• Ensure that all new staff attend a Safeguarding awareness workshop within six months of taking up their post. This opportunity should also be made available to parents and other volunteers to enable a culture of a child or vulnerable adult-focus to prevail.
• Ensure all staff and volunteers receive induction, and training appropriate to their role. Training should be updated and reviewed regularly for new staff and/or volunteers and are in line with changing legislation.
17. Codes of Conduct:
A Code of Conduct lets all our staff/volunteers in our organisation know what behaviour is expected and what is unacceptable. It will also let all involved know what sanctions will be applied for non-compliance with the Code. A written Code of Conduct will be prominently displayed or communicated to everyone associated with our organisation. It will be applied consistently. The Company has a code of conduct for all staff, volunteers and young people and a code of expectations for parents and/or guardians.
18. Guidelines Relating To Day Trips:
Trips may vary from short journeys to visit local companies, employers, agencies, etc. To complicated arrangements, involving overnight stays. Rhyl Youth Community Hub is committed to ensuring that we follow certain standards to ensure the safety of our staff and our learners Parental/Guardian Consent Forms will be signed and returned prior to any excursion off site.
19. Support & Supervision:
Rhyl Youth Community Hub recognises that it is good practice to set up a system of support & supervision of staff and or volunteers. This will enable staff/volunteers to become more effective by identifying training needs and dealing quickly with difficulties. (See staff handbook for further details on supervision). Volunteers will be offered regular opportunities to review their experiences at Rhyl Youth Community Hub and to identify any training or further support they require.
20. Guidelines for Reporting Accidents:
In the event of an accident, the following procedure will be carried out:
• Fill in 2 copies of the Accident Form for ALL accidents.
• Make contact with parents/guardians
• One copy of form to incident book/folder.
• Forward 1 copy to the Designated Person for record keeping and/or action as appropriate.
• Contact emergency services/ GP if required
• Record in detail all facts surrounding the accident, witness's etc.
• Sign off on any action required from senior management officer
21. Guidelines for Reporting Allegations & Incidents:
• Record all incidents, reported or observed, on an Incident Form
• Inform the Designated Person ASAP after the event
• 1 copy to Designated Person within 24 hours
• Ensure confidentiality – only on a "need to know basis" (refer to confidentiality statement)
• Inform parents, unless to do so may put the child, young person or vulnerable adult at further risk
• The Designated Person will be responsible for storing any report in a safe and secure environment
See flow charts for further guidance.
22. Health and Safety Guidelines:
The Company is committed to ensure the safety of all members by completing a risk assessment for activities, individuals and groups and endeavouring to provide first aid treatment for injury, accidents and cases of ill health during training activities on site.
23. Risk Assessments:
On vocational training programmes Risk Assessments are made on an individual programme basis and management processes put in place to minimise training risks.
24. Individual Learner Risk Assessments:
These are made at pre-induction meetings with high risk learners, i.e. LDD learners, Vulnerable Adult, under 16’s and 16 – 19 young people and those coming from specialist agencies or services, to enable us to minimise the risk to other groups using the training centre.
25. Medical Disclosure Questionnaire:
All learners read, complete and sign a Medical Risk Assessment document stating what, if any medication they are taking and identify the effects the medication has on them and their behaviour.
If this is not completed accurately and, if information that the learner has not completed this form accurately is received or observed, the Company reserves the right to invoke its Disciplinary Procedure.
26. Health & Safety:
All general Health & Safety aspects of the Safeguarding Policy are covered in the Company’s Health and Safety Policy & Procedure
|Useful Numbers |
|NSPCC Helpline |0808 800 5000 |
|Denbighshire Children & Families Services |01824 712900 |
|Conwy Children & Families Services |01492 575111 |
| |01492 515777 Out of Hours |
|Child line |Free phone: 0800 1111 |
|National Business Unit (Golden Number) |08456 404040 |
27. Implementation and Availability of Information:
It is important that there is a free flow of information between staff/volunteers, children, young people or vulnerable adults, agencies, parents or guardians, in terms of the promotion of the Company and what we aim to achieve in relation to the child, young person or vulnerable adult.
The Company will insist that a parent/guardian consent form is or has been completed, for each person who is under 18 years of age.
Parents should know what we do and how we do it, and the tutor or Designated Person will always be on hand during, and after training sessions, for consultation or advice.
A regular review of Company policies will take place through meetings with tutors, volunteers and management, taking into account, feedback from; staff, children, vulnerable adults, other service users groups, agencies and parents, etc.
As a Company, we have developed a plan for implementing our safeguarding procedures.
Note:
If you do not know who to turn to for advice or are worried about sharing your concerns with a senior colleague, you should contact:
Denbighshire Children & Families Services on 01824 712900
Conwy Children & Families Services on 01492 575111 or
Conwy C&FS - Out of Hours Service on 01492 515777
or
The NSPCC on 0808 800 5000
or
CIE National Business Unit (NBU): 08456 404040
or
Child line on Freephone: 0800 1111
28. Dealing with concerns about a colleague:
The vast majority of people who work with children, young people or vulnerable adults, are well motivated and would never harm a child, young person or vulnerable adult.
Unfortunately, a few do and, it is essential that the organisation creates a culture that makes staff and volunteers willing and comfortable to voice their concerns, particularly those about someone with whom they work or whom they know.
Again, the organisation’s Safeguarding procedures should be followed.
During an investigation, support should be given both to the individual who voices concerns and to the suspected abuser.
Once the investigation is completed, the organisation must decide what action, if any, is necessary to prevent a similar situation arising again.
Internal Concerns Flow Chart
At any stage during the process in the left hand column the issue can be refered externally either, formally or informally, for advice. Following the external (right column) outcome the matter may be refered back to the organisation’s Disciplinary Committee - this would be the Rhyl Youth Community HubManagement Committee.
When the Concern is About Possible Abuse Outside the Organisation
[pic]
Rhyl Youth Community Hub.
Training And Development Policy
All employees will be encouraged to undergo training relevant to their duties and personal development.
Training programmes will be geared to individual needs. Line managers and external trainers will provide training.
All employees will be encouraged to participate in equal opportunities training.
Each employee will meet no less frequently than monthly with his/her line manager for supervision in order to agree objectives, discuss progress and identify any training and development needs.
Appraisals are seen as an essential part of staff development and will take place annually. The aim of the appraisal is to: -
▪ Identify the employee’s strengths and weaknesses.
▪ Recognise and encourage good work.
▪ Identify training and development needs.
Following an appraisal an employee may have their job description amended by mutual agreement with the Director and approval of the Board.
Training and Personal Development Policy
Statement of Principles
Rhyl Youth Community Hub is committed to providing the highest quality services to disabled people and is committed to continuous improvement and innovation as a means of developing services. In order for these commitments to become a reality, all employees must be equipped to do their work well and operate in an environment conducive to growth. Education, training and development are of fundamental importance in achieving this aim and this is recognised as part of Rhyl Youth Community Hub’s strategic intent. It is therefore the Rhyl Youth Community Hub’s policy to:
Train, develop and retain a work force capable of performing effectively the roles and responsibilities required to meet the organisations objectives and to sustain improved performance in the future.
Develop employees to their full potential.
Implementation of the policy
In preparation for the setting of the annual budget for Rhyl Youth Community Hub, the Training Manager will prepare a training programme for staff for the coming year. This will be submitted to the Board of Trustees for approval.
The training programme will reflect the current work and development plan of the organisation and will be based on an analysis of the skills required for its implementation.
The Chairperson and Manager will discuss the training needs of staff at the annual appraisal.
The Board of Trustees or their nominee will be responsible for identifying the training needs of the Manager.
Training for new staff
All new staff will receive a comprehensive induction-training programme. The implementation of this programme and completion of all necessary records will be the direct responsibility of the individual’s line manager.
Staff will not normally be eligible for training other than that identified as part of their induction programme until successful completion of their probationary period.
Training Records
The office manager will hold in the personnel records and on computer training records for all staff. Line managers will make sure that details of training are passed to the office manager.
Meeting the cost of training
Where Rhyl Youth Community Hub pays wholly or partially for a training course for a member of staff which requires lengthy commitment; for example at a college of further education or university, the organisation reserves the right to require the member of staff to sign a letter of intent which states that the employee will refund Rhyl Youth Community Hub any monies paid in the event that the individual fails to complete the course of study or leaves the employment of the organisation within the agreed period of time after completing the course.
Rhyl Youth Community Hub may meet all or part of the cost or allow a staff member absence from work where the individual wishes to undertake academic or similar courses or training as part of their personal development which is not directly related to the duties of the post they currently occupy but which fall within the organisation’s charitable objects.
Each such case will be decided on its merits taking into account the cost involved and the implications for the organisation of the employee’s absence, and agreement in one instance cannot be viewed as establishing a precedent for other staff wishing to undertake the same or a similar courses of study or training.
Responsibility of staff attending training
All staff who attend training will be expected to report back to their line manager on the training they have received to enable its effectiveness and appropriateness to be evaluated and may, in certain circumstances, be expected to cascade the knowledge gained with colleagues. At the discretion of the line manager staff may be required to produce a written report.
Training to improve performance
The training needs of staff who are finding difficulty performing their duties will be identified separately.
Failure to attend organised training
Failure to attend organised training without good cause may be the subject of disciplinary action in line with the disciplinary procedure.
Rhyl Youth Community Hub
Vocational Training Quality Procedures
Interview and Assessment Procedures
At an arranged initial meeting with the learner (and their support worker and/or parent where applicable) the learner will be assisted, through Information, Advice and Guidance (IAG), to identify which programme of training and level they wish to undertake.
Rhyl Youth Community Hub staff will carry out an ‘Informed Individual Risk Assessment’ as to the suitability of the identified programme for the individual learner, and as appropriate, a Course Offer Form issued to the learner giving information on the course start date/time, tutor name, etc.
Assessment Procedure
Basic Skills Agency, Level 1 Numeracy and Literacy Initial Assessments are conducted as an integral part of the Induction/Enrolment process.
Every learner and every trainer/staff member will undertake a Numeracy and Literacy Initial Assessments; they will also be expected to give a sample of ‘Free Writing’ for analysis.
The results of the Initial Assessments will be converted into Diagnostic Assessments using the computer program designed for that purpose, this shows the areas where the learner needs help and gives the Core Curriculum Reference Numbers for each of the identified areas.
This also identifies the Tasks which will help develop learners’ skills this, in turn, will inform the Individual Learning Plan for each learner, which will set Long Term Aims and Short Term Goals.
The expectation is, that the ‘Tasks’, identified in the Diagnostic Assessment, will be ‘embedded’, as far as possible, into the Vocational Training to link the Functional Skills/Milestones materials to the Vocational Input thus, the learner will undertake the Functional Skills learning without being aware of it (Teaching by Stealth).
NOTE:
At present the Initial Assessments are only delivered by specified members of staff and are delivered under strictly controlled conditions.
The Initial Assessment can be delivered by any member of staff providing;
➢ The process has been explained to the member of staff and that they adhere to the process rigorously.
➢ The conditions for the assessment are strictly controlled.
Interpreting Initial Assessment, Free Writing Results and preparing Diagnostic Assessments
The interpretation of Initial Assessment and Free Writing evaluation, the drawing up of Diagnostic Assessments and Individual Learning Plans must be carried out by a qualified/competent member of staff.
In future more members of staff will be trained to carry out the above, but this can only be after them undertaking training.
Diagnostic Assessment - General
Diagnostic Assessments, identify the gaps in a learners’ knowledge or ability, with regard to Numeracy and Literacy, it also identifies a group of ‘Tasks’, contained within the Read-Write-Plus Numeracy and Literacy Support Packs (Including ‘Milestones’), it also identifies the Core Curriculum Reference Numbers for these ‘gaps’.
This information then informs the Individual Learning Plan for each individual learner.
The identified tasks can then, as far as possible, be embedded into the learners chosen vocational area and then delivered.
Diagnostic Assessment - Individual Learning Plans – Staff TNA’s
In the case of Staff, the Initial Assessment and subsequent Diagnostic Assessment will form the basis of a Training Needs Analysis and will trigger an interview between the Trainer/Assessor and the Quality Manager/Internal Verifier.
This meeting will be used to identify each trainer/assessors needs and provide information for the trainers’ Individual Training Plan.
In this, the Quality Manager/Internal Verifier can ascertain the trainer/assessor’s existing knowledge and skills and between them, they can identify any training which may be needed or identified as being necessary for staff development (Continuous, Professional Development (CPD)) and enable the successful running of the provision.
Any training needs identified, including their Basic and Functional Skills development needs, will be written into an Individual Learning Plan for the Trainer/Assessor and will be discussed with the Trainer/Assessors’ manager and a timescale agreed for the Trainer/Assessor to undertake the identified training.
As with all ILP’s, the targets will be reviewed in line with the Quality Procedure recommendations (Currently, targets are reviewed every 3 months).
Diagnostic Assessment - Individual Learning Plans - Learners
In the case of learners, the Initial Assessment and subsequent Diagnostic Assessment will provide the information to enable an Individual Learning Plan to be drawn up. This will identify the precise elements of learning upon which the learner needs to concentrate, to develop their Numeracy and Literacy skills and abilities.
The Individual Learning Plan will, as far as possible, identify where this learning can be embedded into the Vocational Training.
The initial ILP, in which are identified the Long and Short Term Goals, will be discussed and agreed between the learner and the trainer/assessor and both will sign the ILP stating that both have agreed the learning goals and targets and that these targets will be reviewed on or by an agreed date.
As with all ILP’s, the targets will be reviewed in line with the Quality Procedure recommendations (Currently, targets are reviewed every 6 - 8 weeks).
Individual Learning Plans (Documentation, Instruction)
The Individual Learning Plans and Review Sheet templates are available in the Quality Materials File, and training in their use and purpose will be given to each trainer/assessor prior to them starting the delivery of any programme
Individual Learning Plans (Implementation/Process)
The ILP’s are drawn-up and agreed between the learner and the trainer or assessor.
They will come to an agreement, and set;
➢ Long Term Targets
➢ Short Term Goals
➢ Learning Needs
➢ Support Needs, etc.
Identified support/learning needs will be evaluated, and access to appropriate support for learners will be provided.
Tracking of Individual Learner Progress
This is carried out by the individual programme tutors on tracking sheets which record observations and any written work the learner has to produce as part of their programme of training. Tracking is completed at the end of each session and learners ‘Task-books’ are annotated and signed as tasks are completed.
All tasks that are observed whether completed competently or otherwise generate an observation sheet and verbal feedback from the assessor. The Observation sheets also contain ‘Written Feedback’ to the learner on their performance.
Initial ILP Agreement
A Long Term Goal and the first set of Short Term Goals are agreed, in discussion, between the individual learner and trainer/assessor.
Also agreed at this time, will be Target Review Dates to check learners’ progress towards the agreed goal(s).
The learner and the trainer/assessor identify that they understand the Goals by signing this agreement.
Review Dates
As part of the Quality System, it has been agreed that these review dates MUST be at least every 6 - 8 weeks.
The review will take the form of a short discussion between the learner and the trainer/assessor about the progress or otherwise, towards the Short Term Goal(s)
At the end of the discussion a setting or re-setting of short term goals will be agreed (this may be, to continue with the previous target, or to agree a new target(s)).
These learning reviews will continue throughout the programme.
Internal Verification of Process
The Internal Verifier will examine these reviews and other assessment materials and sample decisions and undertake observations of assessments, on a regular basis and will ‘sit-in’ on a sample selection of reviews as identified by the ‘Internal Verifier Visit Timetable’ which forms a part of the Quality System.
Internals Verification of Route/Area specific evidence (Inc. Adult Numeracy and Literacy) will be undertaken by subject area, specialist Verifiers, or an IV appointed by the Awarding Body, who will assess candidate work, against the Unit requirements and/or National Occupational Standards for the particular course and level.
Internal Verifier Feedback will be given to Trainer/Tutor/Assessor on the standard of assessment and quality of evidence.
This feedback will be given both verbally and in written form, the original will be retained in the Main Quality File, a copy will be retained in the Course File and a copy will, where appropriate, be kept in the Tutor/Trainer/Team/Assessor’s individual file.
External Verifier Feedback will be shared with members of each individual Route, Original Copies will be kept in the Main Quality File and a copy kept in the Individual Course File.
Quality Assurance Process
Induction Process
All staff will undergo an Induction Process, during which will be explained:
➢ Staff roles and responsibilities.
➢ The Company’s role and responsibilities.
➢ Health and Safety Procedures.
➢ Company Policies and Procedures
➢ Grievance and Complaints Procedures
➢ Equal Opportunities Policy
➢ Etc, Etc.
Teacher/Assessor/Trainer Responsibilities
Teaching, Training and Assessing.
All assessors and trainers will be;
➢ Subject to an Individual Training Needs Analysis.
➢ Expected to prepare evidence for review in the regular IV visits.
➢ Able to attend regular standardisation, route and staff meetings.
➢ Professionally Competent/Qualified in their subject area.
➢ Working towards or hold a recognised, Assessors Qualification (D31, D32, A1, A2 or a relevant assessors award required by the awarding body, e.g. Assessors Award to assess NOCN Units).
➢ Entitled to ‘appropriate’ confidential information on learners (where this is appropriate) and be bound by the terms of confidentiality and Data Protection Act 1998 legislation.
➢ Familiar with the units/qualifications they are to deliver.
➢ Working towards or hold a Stage 1 Teacher Training Qualification (e.g. C&G 7402).
➢ Able to prepare and develop Lesson Plans for the programme.
➢ Able to conduct Initial ILP and subsequent Review interviews
➢ Able to help learners to produce a portfolio of evidence.
➢ Able to identify a wide range of optional methods for gathering evidence of competence e.g. photographic, video, audio, peer and staff reports, feedback from customers, etc.
➢ Able to give informative, positive and constructive feedback to learners in away appropriate to the learner.
➢ Able to devise and use (with or without assistance) an appropriate method of tracking learners’ progress through their programme.
➢ Expected to keep accurate Registers of Attendance at their sessions and report absenteeism to appropriate persons.
Trainers and assessors will be expected to compile and up-date a course file for each programme or where appropriate, each Module they teach or assess.
Meetings
There are ‘All Teaching Staff’ meeting held monthly and route meetings held quarterly (with the opportunity to increase the frequency of these meetings as and when appropriate).
There is regular dialogue with between the Training and Quality Assurance Coordinator and teaching/ staff and any issues that are identified, are addressed ASAP and action taken as appropriate.
Health and Safety, Sharing Good Practice and Quality Issues are agenda items for all meetings
Quality Management
The management of each programme will, initially, be the responsibility of the Tutor/Assessor with help and guidance from the Internal Verifier who will report any problems to the Quality Assurance Manager for attention, action and/or guidance.
Quality management problems should be dealt with by the IV.
Where a problem arises that the IV can not deal with, the matter will be taken, next, to the Quality Manager, and so-on through the Line Management Structure. (As per the Grievance Procedure).
Programme Structures
NOCN Units;
These will be grouped into Modules (a collection of similar units) these may be delivered a single modules or the Modules can be grouped to make a Programme.
All Programmes must have a coherent structure and clear, understandable learning outcomes and timescales for achievement of units.
These will be set and agreed during the ILP Review sessions, with the learner. The short term goals, outcomes and timescales need to take into account any specific learning needs of the individual learner.
QCF, Edexcel, LearnDirect Programmes.
These will have set goals and approximate timescales, set by NTO’s (National Training Organisations) or awarding bodies (There is some flexibility in timescales due to the ability levels of our client groups, but this must be negotiated, in advance, with the organisation or awarding body as necessary).
Internal Verification of Learners’ Work.
The Internal Verification of learners work will be the responsibility of an Internal Verifier, competent in the individual subject areas.
They would be responsible for the verification of evidence against the Unit and/or NTO Standards.
The Internal Verifier will contact the Quality Assurance Coordinator, who will, in turn, contact the Awarding Body and request an External Verifier/Moderator visit prior to certification, in line with the Awarding Body procedures for verification/moderation.
Progression
Learner progression, through the programme areas, will be supported through IAG from staff to enable the learner (and, where applicable, their support worker or parent) to identify progression route options which will be appropriate to the individual learner.
It is expected that most of the learners attending the initial course provisions will be undertaking NOCN provisions as these start at Entry Level and offer a ‘stepping-stones’ approach to the learner achieving success.
There are progression routes within the NOCN provision, starting at Entry Level, and moving up through Level 1, and Level 2 and, in some cases, to Level 3.
Although the expectation is that when learners achieve Level 1, we hope to be able to find appropriate work-placements through the Barrowmore Supported Employment Department, to enable them to work towards a QCF qualification.
General
In addition to the assessment of the Unit requirements for the individual vocational learning programmes, it has been decided that we will start to record progress in ‘Soft-skills’ development.
Soft-skills Outcomes
How to identify improvement in ‘Soft Skills’ and progress towards this achievement will be the subject of Training Sessions for ALL staff members soon after the inception of each provision.
Progress in ‘Soft-skills development’ will be recorded in a section of the evidence tracking sheets, there will be a ‘tick’ box for improvement and a ‘comments’ box to explain the improvement.
There is now certification for the achievement of ‘Soft-skills Outcomes’, through the National Open College Network who offer certification, at Entry Level, to show recognition of improvements in the learners’ Soft Skills,
These certificates will be presented, to learners, as they achieve them, throughout the year, to encourage the individuals’ progress.
Service User Satisfaction
Service users are asked to complete SPOP Forms (Student Perception Of Programme). The SPOPs are produced for individual Programme areas but, ask for the same information from each which is then fed into an ICT programme to produce a set of statistics to identify areas that the learner
enjoyed and areas which they didn’t.
The SPOP also gives the opportunity for learners to offer suggestions as to how our service can be improved.
The results of SPOPs are collated and a Programme Improvement Action Plan is compiled, setting out the requirements for the improvement of the service/training/facilities we offer.
Assessment and Verification Documentation
Assessment and Verification information and recording documentation is contained, electronically, in the ‘Quality Materials Folder’.
Candidate Appeals Procedure
Barrowmore have a candidate appeals procedure which has been approved by the Awarding Bodies with whom we work.
The candidate is informed about the Appeals Procedure when they first register on a programme.
Candidates who are unhappy with any aspect of the assessment and/or accreditation process have a right to appeal against any aspect of the process.
Candidates should first discuss their problem with their assessor/tutor, if they are still unhappy with the results of this discussion they would then take their appeal to the Centre Representative or Centre Manager where their appeal would be discussed with them and the assessor/tutor involved with the aim of resolving the problem.
If this discussion still does not provide satisfaction, the Centre Manager would request the intervention of the relevant Awarding Body.
This would be done via the Centre Manager or, in writing, directly by the candidate to the relevant Awarding Body Quality Team.
The appeal must be made to the Awarding Body within 90 days of the date of the assessment (there may be a fee for the appeal). This fee will be refunded if the candidate’s result improves following the appeal.
The Awarding Body will acknowledge receipt of the appeal and advise the candidate and the centre of the timescale for a decision.
An Awarding Body Representative will investigate the circumstances of the appeal and make a report to the Appeals Panel.
In exceptional circumstances the Appeals Panel may request the Centre Manager, possibly accompanied by the candidate, to attend a meeting of the panel to provide further explanation of the circumstances of the appeal.
The Appeals Panel decisions will be given, in writing, to the Centre Manager and the candidate, and are final.
If the decision affects other results, appropriate action will be taken to protect the interests of the candidate and the integrity of the qualification.
Rhyl Youth Community Hub
Candidate Information Sheet
General Information
Rhyl Youth Community Hub. has been set up as a training centre to work with a variety of learners with a variety of ability levels.
We provide training for people with Learning Difficulties and or Disabilities, people with health issues, young people who are not achieving at school, Probation Learners who are on Community Service orders, people from outside agencies and special educational schools.
We expect that all learners will show respect for other learners attending courses/programmes and staff here at Barrowmore as well as members of the local community.
Induction
During the induction process you will be expected to:
Complete Initial Assessments
Complete an Enrolment Form
Identify which course of training you wish to undertake (with Information Advice and Guidance help from our staff)
Complete a Medical Risk Assessment Questionnaire (If Applicable)
Complete an Individual Learning Plan (with Enrolment Staff and/or Tutor)
Be introduced to the relevant member of staff for your course/programme
Housekeeping
You will be shown where relevant areas are, e.g.
Map of the site
Workshops
Canteen
Toilet
Designated Smoking Areas
Fire Assembly Point
And the details of the Appropriate First Aider for the area in which you work
Procedures
You will be expected to comply with Health and Safety Regulations relating to your course or programme.
You are not allowed to enter other work areas – for Health and Safety reasons.
You should not enter any work area without supervision.
Smoking
There is no smoking allowed on site except, in Designated Smoking Areas.
Training
The Vocational Training is assessed through a Continuous Assessment process and the completion of Task ‘write-ups’ which are assessed by the Tutor or Assessor.
You have the right to appeal against Assessment Decisions if you do not agree with them.
Appeals Process
The first approach should be to the Tutor/Assessor, If this does not resolve the issue then you should approach the General Manager – Contact details:
Name:
Phone:
E-mail:
The General Manager will advise you of the ‘Process for Appeals’ and will guide you through that process.
The Site
There will be a map of the Training Centre Site available within the Centre.
Rhyl Youth Community Hub
Candidate Information Sheet
Large text
General Information
Rhyl Youth Community Hub has been set up as a training centre to work with a variety of learners with a variety of ability levels.
We provide training for people with Learning Difficulties and or Disabilities, people with health issues, young people who are not achieving at school, Probation Learners who are on Community Service orders, people from outside agencies and special educational schools.
We expect that all learners will show respect for other learners attending courses/programmes and staff here at Barrowmore as well as members of the local community.
Induction
During the induction process you will be expected to:
Complete Initial Assessments
Complete an Enrolment Form
Identify which course of training you wish to undertake (with Information Advice and Guidance help from our staff)
Complete a Medical Risk Assessment Questionnaire (If Applicable)
Complete an Individual Learning Plan (with Enrolment Staff and/or Tutor)
Be introduced to the relevant member of staff for your course/programme
Housekeeping
You will be shown where relevant areas are, e.g.
Map of the site
Workshops
Kitchen
Toilet
Designated Smoking Areas
Fire Assembly Point
And the details of the Appropriate First Aider for the area in which you work
Procedures
You will be expected to comply with Health and Safety Regulations relating to your course or programme.
You are not allowed to enter other work areas – for Health and Safety reasons.
You should not enter any work area without supervision.
Smoking
There is no smoking allowed on site except, in Designated Smoking Areas.
Training
The Vocational Training is assessed through a Continuous Assessment process and the completion of Task ‘write-ups’ which are assessed by the Tutor or Assessor.
You have the right to appeal against Assessment Decisions if you do not agree with them.
Appeals Process
The first approach should be to the Tutor/Assessor, If this does not resolve the issue then you should approach the General Manager – Contact details:
Name:
Phone:
E-mail:
The General Manager will advise you of the ‘Process for Appeals’ and will guide you through that process.
The Site
There will be a map of the Training Centre Site available within the Centre.
Rhyl Youth Community Hub
Volunteer Policy and Procedures
1. Definition
A volunteer is anyone who, without financial compensation, or expectation of it, performs duties at the direction of and on behalf of Rhyl Youth Community Hub. Volunteers are appointed to enhance the working capacity of the staff team, not as a substitute for them. The volunteers covered by this policy are those appointed in an executive capacity to work as:
• assistants in the office
• advisers on particular issues
• employees who do not receive wages
Elected representatives of the Management Committee and its subcommittees, including local groups, are not covered by this policy.
2. Eligibility
The use of volunteers enhances Rhyl Youth Community Hub’s ability to deliver high quality services to members by expanding its work in a cost-effective manner and by bringing new skills, enthusiasm and/or a fresh perspective to the Company.
Volunteers are accepted from:
• members involved in or, having an interest in becoming involved in some aspect of the Rhyl Youth Community Hub work
• non-members who are interested in contributing to work in the voluntary sector and/or who are looking for work as part of:
- community service activity
- student internships
- ‘Charity Action’ and similar training schemes
Non-members will be encouraged to join Rhyl Youth Community Hub and must be able to demonstrate a commitment to the aims and objectives of Rhyl Youth Community Hub.
3. Appointment
The appointment of a volunteer is for specific duties, over a defined period of time, on behalf of Rhyl Youth Community Hub. Applications, preferably in writing, to the Rhyl Youth Community Hub should specify the skills and attributes the potential volunteer can offer. Volunteers will be asked to complete an enrolment form to assist the process of enrolling a volunteer.
Volunteer placements will be made by interview and discussion with appropriate staff members, to match the applicant’s skills, talents and interests with the needs of the Company at the time. Professional, technical or other qualifications may be necessary for some types of work; where this is the case the volunteer will need to hold the relevant qualification before taking up a placement.
Where suitable placement cannot be found by the member of staff, they will suggest and encourage other forms of involvement.
Records of the interview and discussion will be held on an interview record form completed by the member of staff.
All volunteer staff will be subject to an Enhanced CRB Check prior to taking up a placement.
4. Duties
Before taking up a placement volunteers will be asked to sign an agreement with Rhyl Youth Community Hub for a mutually agreed number of hours each week. As part of the agreement each volunteer will be asked to agree a written job description of the agreed job with the appropriate member of staff.
This will cover:
• job title
• hours of work
• starting and finishing dates
• place of work
• name of supervising staff
• the tasks to be undertaken
5. Supervision
The volunteer will be expected at all times to discharge his/her duties in accordance with Rhyl Youth Community Hub’s procedures. The volunteer will be directly accountable to a named staff member who will conduct appropriate reviews depending on the nature of the work and the experience of the volunteer. These reviews will not only look at the tasks but involve all aspects of the organisation’s work and take account of the volunteer’s aspirations. Records of these reviews will be made on a standard evaluation report form.
Before making any public statement on behalf of Rhyl Youth Community Hub, volunteers should consult with the appropriate staff member and obtain approval for the statement. Those volunteers acting in a representative capacity must make regular reports to the staff member.
A system of records, using the forms identified in this policy, will be maintained by supervising staff, for each volunteer, to assist in the evaluation of their work and to monitor agreement. When a staff member is consistently dissatisfied with a volunteer’s performance after discussing it in the review they shall be authorised to cancel the agreement.
6. Support
While volunteers are not employed by Rhyl Youth Community Hub and are not paid a salary, Rhyl Youth Community Hub will treat volunteers as fairly and equally as it treats its paid staff.
All volunteers will receive an induction and materials which will include a description of the organisation, and an introduction to the employees and relevant policies and procedures.
All out of pocket expenses incurred during their duties shall be reimbursed to the volunteer against claims submitted to their supervisor, in accordance with the volunteer expenses policy.
7. Expenses
Volunteers should not have to incur costs to volunteer for an organisation.
It is good practice to offer to pay all volunteers ‘out of pocket’ expenses for costs incurred while volunteering; otherwise some people will be prevented from volunteering.
Expenses could be paid for the following:
• Travel (to and from their place of employment and/or travel expenses incurred as part of their work role)
• Meals (Usually if volunteering for over a minimum period)
• Postage and telephone costs if working from home
• Care for dependants
• Protective clothing or essential equipment
Organisations should only pay volunteers actual out of pocket expenses and not fixed amounts per session or lump sums.
Paying more than actual ‘out of pocket expenses’ can cause two main problems:
• Volunteers may be penalised by the benefits Agency or be liable to taxation;
• It increases the possibility of volunteers being classed as employees.
8. Cancellation
The agreement may be cancelled immediately at any time if the volunteer needs to take up paid work.
The agreement may also be cancelled for other reasons at the discretion of either of the parties and will expire automatically at the end of the period of agreement unless renewed by both parties.
On conclusion of a placement the volunteer will be invited to an interview with a member of staff of their choice or to complete an exit interview questionnaire.
9. Review of policy
This policy will be reviewed by the Staff and Management Committee of Rhyl Youth Community Hub on an annual basis or sooner if circumstances change.
10. Working with outside employers or agencies
Employers or agencies, who take Rhyl Youth Community Hub Learners as part of the Company’s policy to identify work placements, job trials or employment must be made aware of their responsibilities regarding volunteers, and are subject to volunteering guidelines in that, the learner should not be ‘out of pocket’ whilst attending the placement.
The learner should receive payment of all expenses duly incurred in attending the placement this should include travel costs.
Agreed by Rhyl Youth Community Hub, Management Committee: ____/____/_____
Review Date: ____/___/_____
RHYL YOUTH COMMUNITY HUB. VOLUNTEER ENROLMENT FORM
This form is designed to help you consider the volunteer role you are interested in taking.
Name __________________________ Phone (Daytime)_______________________________
Address ______________________________________________________________________
________________________________________ Postcode ____________________________
Skills and Interests
Previous Volunteer Experience ________________________________________________
Hobbies, Interests, __________________________________________________________
Skills _____________________________________________________________________
__________________________________________________________________________
Previous Work Experience _____________________________________________________
Educational Background _______________________________________________________
Is there a particular type of volunteer work in which you are interested? (Tick all that apply)
( Helping in general administrative tasks
( Fundraising
( Campaigning
( Other ____________________________________________________________________
Availability
At what times are you interested in Volunteering?
( Flexible ( Prefer weekdays ( Prefer mornings
( Prefer evenings ( Prefer afternoons
( Other ___________________________
( There are times during a week that I cannot do volunteer work:
____________________________________________________________________________
How many days a week can you give? ___________________________________________
Between which periods _______________________________ to _____________________
Please complete this form and the references overleaf and return to Rhyl Youth Community Hub, Address:
References
Please give the names and addresses of two people who can provide a reference for you
RHYL YOUTH COMMUNITY HUB VOLUNTEER INTERVIEW RECORD
Interviewer _________________________________ Date ______________
Name of Volunteer ___________________________ Phone _____________
Review of Enrolment Form
Clarify information on Volunteer Enrolment Form. Correct information supplied on the form and place other comments below.
Non-Directive Questions
1. What attracted you to our organisation? Is there any aspect of our work that most motivates you to volunteer here?
2. What would you like to get out of volunteering here? What would make you feel like you've been successful?
3. What have you enjoyed most about your previous volunteer work?
4. What have you previously enjoyed about your paid job? (if applicable)
5. What skills do you feel you have to contribute?
6. What can I tell you about our organisation?
Match with Volunteer Positions
Discuss potential volunteer positions and check match of interests, qualifications and availability
Position Comments
1. ______________________________________________________________
2. ______________________________________________________________
3. ______________________________________________________________
RHYL YOUTH COMMUNITY HUBVOLUNTEER AGREEMENT
This agreement is intended to indicate the seriousness with which Rhyl Youth Community Hub treats its volunteers, and does not represent a contract of employment. There is no intention of creating a legally binding relationship, the agreement is to make clear our appreciation of your services and your commitment to Rhyl Youth Community Hub. We aim to do the best we can to make your volunteer experience with Rhyl Youth Community Hub a productive and rewarding one.
Train to Change
Rhyl Youth Community Hub agrees to accept the services of __________________________ beginning on _____________ within the terms of the volunteer policy; and Rhyl Youth Community Hub commit to the following:
1. To provide adequate information, training and assistance for the volunteer to be able to meet his/her responsibilities and tasks, as agreed in the job description agreed with his/her supervisor who is _____________________________.
2. To ensure satisfactory supervisory support to the volunteer and to provide feedback on performance.
2. To respect the skills, dignity and individual needs of the volunteer.
4. To be receptive to any comments from the volunteer regarding ways in which Rhyl Youth Community Hub might mutually better accomplish our respective tasks.
5. To treat the volunteer as an equal partner with the organisation's staff, jointly responsible for completion of the organisation's goals and the fulfilment of its purpose.
6. To provide a reference, subject to satisfactory completion of tasks and duties.
The Volunteer
Agrees to act as a volunteer and commits to the following:
1. To perform my volunteer duties as set out in the agreed description, to the best of my ability.
2. To adhere to the organisation's rules and procedures, including health and safety, green office, equal opportunities, confidentiality of organisation and membership information.
3. To meet time and duty commitments as agreed with my supervisor in the attached job description, except in exceptional circumstances, or to provide adequate notice so that alternative arrangements can be made.
Agreed:
Volunteer ________________ On behalf of RHYL YOUTH COMMUNITY HUB ____________________
Date _____________________ Date ____________________
This agreement may be cancelled at any time at the discretion of either of the parties, but will expire automatically on ____________ unless renewed by both parties.
Rhyl Youth Community Hub
Welsh Language Policy
Version 1.2 Dated: 21st January 2013
Prepared in accordance with the Welsh Language Act 1993
This voluntary welsh language policy was drawn up to meet the requirements of the Welsh Language Board in accordance with section 14 (1) of the Welsh Language Act 1993.
AIM
Rhyl Youth Community Hub has adopted the principle that in the conduct of public business in Wales, it will treat the English and Welsh languages on a basis of equality. This Scheme sets out how Rhyl Youth Community Hub will offer our services to the public in Wales, and other agencies or organisations with whom Rhyl Youth Community Hub interacts. This policy will ensure that the company’s services are delivered effectively to all who choose to communicate in Welsh.
Contents
Page Description
3 1. Foreword and Introduction
4 2. Contact Details
5 3. Service Planning and Delivery
➢ Policies and Initiatives
➢ Delivery of Services
➢ Standard of Service in Welsh
7 4. Communications with the Welsh Speaking Public
➢ Written Correspondence
➢ Telephone Communications
➢ Public Meetings
➢ Face to Face Meetings
➢ Other Communications with the Public
9 5. Public Image
➢ Corporate Identity
➢ Signage
➢ Published and Printed Materials and Documents
➢ Forms and Explanatory Materials
➢ Press Releases
➢ Advertising and Publicity Activities
➢ Official Public Notices and Recruitment Advertising
12 6. Implementation and Monitoring of the Scheme
➢ Staffing
➢ Learning Welsh
➢ Recruitment
➢ Vocation Training
➢ Administrative Arrangements
➢ Services Delivered on behalf of Rhyl Youth Community Hub
➢ Partnering within Local Community
➢ Monitoring
➢ Targets
➢ Publishing Information
18 7. Publicising the Scheme
18 8. Staff Guidance
19 9. Implementation Plan
1. FOREWORD
1.1 Rhyl Youth Community Hub is a not-for-profit organisation that provides training and work opportunities for people who are disadvantaged in the labour market due to disability, ill health or other social circumstances.
1.2 Rhyl Youth Community Hub supports a variety of disabled and disadvantaged people across North Wales and supports them in their personal development and employment aims. We do this through: -
➢ Supporting people moving from benefits to work, with guidance on finding jobs, training and benefits
➢ Pre-employment activities in a supportive environment
➢ Work-related, accredited training
➢ Support for increased independence for disabled people
➢ Creating jobs through social enterprise
➢ Working in partnership with employers, charities, local authorities and health trusts
1.3 Many of our services are tailored to the specific requirements of people with issues such as mental ill health, substance misuse problems or learning disabilities. We are particularly proud of the services that we offer, and the equal and diverse manner in which we provide those services.
1.4 The Welsh Language Act 1993 places a duty on the public sector to treat Welsh and English on an equal basis when providing services in Wales. All public bodies are required by law to have in operation a Welsh Language Scheme. This ensures that Welsh speakers are able to access public services in their own language as a matter of course.
1.5 The Welsh Language Act 1993 does not place a direct legal obligation on voluntary organisations to offer services in Welsh. However the decision has been taken to develop a Welsh Language Scheme as a mark of The Company’s dedicated commitment to the principle of equality for the Welsh and English languages. Furthermore, it will enable Rhyl Youth Community Hub services to become accessible to an even wider audience – a principle that is at the core of The Company’s work. To demonstrate this commitment, the regional team within Wales will be referred to as Rhyl Youth Community Hub.
1.6 Rhyl Youth Community Hub has a small percentage of Welsh speakers, but this will grow as need is identified. The scale of the Welsh speaking population will influence the pace and extent of the company’s scheme for the Welsh language.
According to the 2001 census, there are approximately 560,000 Welsh speakers living in Wales today. With one in six members of the UK population being disabled, a Welsh Language Scheme could potentially enable Rhyl Youth Community Hub’s services to be made fully accessible in the individual’s own language to a much wider audience.
In recent years, the Welsh language has seen a growth in popularity.
More and more children are learning Welsh at school and receiving their education through Welsh, and bilingualism in Wales is returning to become accepted as being a completely natural and normal way of everyday life.
As part of the company’s commitment, we acknowledge and support the purpose of the Welsh Language Scheme.
Rhyl Youth Community Hub will ensure equality for disabled people in all our activities. We aim to achieve our objectives of achieving equality for all through the following local and national priorities: -
➢ Independent Living Services
➢ Employment Services
➢ Communications and Campaigns
➢ Disability Awareness
➢ Social Enterprise
Our Welsh Language Scheme will have an impact on all the above activities within Wales including supporting services such as Human Resources, Marketing, Fundraising and Trading. Rhyl Youth Community Hub recognises that service users feel more comfortable and able to communicate their views and needs and receive support in their language. Our services are located in areas of North Wales. Our Welsh Language Scheme hopes to acknowledge and embrace the cultural and language diversity across the country.
1.7 Further information on this Welsh Language Scheme can be obtained from:
CONTACT DETAILS:
Name:
Company Secretary
Rhyl Youth Community Hub
Address:
Tel:
Mobile:
A ‘Word’ version of this Welsh Language Scheme will be available on the Rhyl Youth Community Hub website,
If you require a copy of the Welsh Language Scheme in another format, please contact Name on the above details.
2. SERVICE PLANNING AND DELIVERY
2.1 New Policies and Initiatives
2.1.1 When Rhyl Youth Community Hub plans and formulates new policies or initiatives, it will assess the linguistic consequences to make sure that they meet the commitments given in this scheme. Rhyl Youth Community Hub will use new policies and initiatives to facilitate the use of Welsh and to move the Company closer to implementing the principle of equality, where practicable. Rhyl Youth Community Hub will ensure that the measures contained in this scheme are applied to new policies and initiatives in accordance with this principle.
2.1.2 If any new policies or initiatives are proposed which would affect the company’s Welsh Language Scheme, or the scheme of another organisation, The Welsh Language Board will be consulted. The scheme will not be altered without the Board’s agreement.
2.1.3 Staff involved in formulating and implementing new policies and initiatives will be made aware of the requirements of the Welsh Language Act 1993 and the Welsh Language Scheme. Guidance, including Awareness Training, will be issued to staff on how to assess the likely impacts of new proposals on the scheme and the steps required to ensure that these measures are compiled with.
2.2 Delivery of Services
2.2.1 The services provided by Rhyl Youth Community Hub for the public are very wide ranging and are under the management of the Board of Trustees and the Strategic Management Team.
2.2.2 Not all services are provided directly from the offices of Rhyl Youth Community Hub.
Some are provided on behalf of the Rhyl Youth Community Hub by agencies or bodies contracted to the Rhyl Youth Community Hub or controlled through regulatory functions.
These agencies will be made aware of the requirements of our Welsh Language Scheme and will receive written guidelines based on the scheme.
2.2.3 Key areas of responsibility include: -
➢ Engaging with disabled and disadvantaged people in Wales
➢ Employment Services to support people moving from benefits to work
➢ Facilitating learning, development and work/life skills which are accessible to all
➢ To work with the business community to raise awareness and ensure equality of opportunity
➢ To work towards an inclusive community in Wales through partnership working, regeneration and sustainability
➢ Cultivating our Welsh language and cultural heritage
2.2.4 The way in which a service is delivered to the public varies according to its nature and size. Some services are provided from Rhyl Youth Community Hub main offices, whilst others operate through externally sourced centres.
2.2.5 It is Rhyl Youth Community Hub intention to provide a consistent and systematic service for Welsh speakers within its services to the public. This will apply to all services provided from the Company’s main office.
2.2.6 Those clients that reside in areas within Wales where a service in Welsh is likely to be infrequent will, generally, have the means to have access to a service in Welsh if required.
2.2.7 Whereas it will not be practicable to provide for all services to be fully available in Welsh, the intention is to provide as good a service as possible. Staff who do not speak Welsh will be provided with information on the services that are available, the contact details of relevant Welsh Speaking Staff, and how they can be contacted.
All Employees will be made aware of the scheme, the commitments contained within it, and the systems, procedures and services in place to meet those commitments.
2.2.8 Some local services are provided by other public organisations and bodies. The Rhyl Youth Community Hub, works in partnership with such organisations, or may have some responsibilities for their work. Through its relationship with these organisations, Rhyl Youth Community Hub will encourage, enable, facilitate or support the use of Welsh by publicising its scheme and offering advice and assistance.
2.2.9 In fact, many of the bodies that Rhyl Youth Community Hub works with also have Welsh language schemes. In such a case, an agreement between organisations would be established to ensure that each body is complying with their respective schemes.
2.2.10 In such circumstances where Rhyl Youth Community Hub are delivering services, projects and initiatives on behalf of a public body, such services will be required to be delivered in accordance with the Welsh Language Scheme of that particular body. In such circumstances, delivery will be monitored against Rhyl Youth Community Hub’s own Welsh Language Scheme to ensure consistency as far as Welsh Language provision.
2.3 The Standard of Service in Welsh
2.3.1 Rhyl Youth Community Hub welcomes communications in Welsh or English and aims to provide an equally effective standard of service in both languages. The principle of delivering an appropriate service in both languages will be stated in key documents such as service plans and policy documents.
2.3.2 The aim will be to provide a high standard of service in every aspect of Rhyl Youth Community Hub’s work, in writing and orally, in accordance with the commitments of this scheme. The standard of this service will be subject to regular review and monitoring with the aim of continually improving the standard.
2.3.3 It is The Company’s aim to ensure consistency in the standard of services in Welsh provided throughout its services within the region.
3. COMMUNICATIONS WITH THE WELSH SPEAKING PUBLIC
3.1 Written Correspondence
3.1.1 The public will be welcome to communicate with Rhyl Youth Community Hub in writing in either Welsh or English. Rhyl Youth Community Hub will publicise the fact that service users and the general public are welcome to contact Rhyl Youth Community Hub through written, verbal or electronic means in Welsh or English. A standard line will be incorporated on headed paper stating that Rhyl Youth Community Hub welcomes communication in either Welsh or English.
3.1.2 Rhyl Youth Community Hub welcomes correspondence in Welsh or English. All replies, whether in the form of a letter, fax or e-mail will be replied to, in the language of the initial correspondence or query.
Where a member of staff receives Welsh language correspondence and is unable to understand Welsh, a bilingual colleague will translate.
3.1.3 Response times will be the same when replying to Welsh letters as they are for replying to English letters. The issue of translation will not justify a delay in a response to the communication.
3.1.4 If Rhyl Youth Community Hub is aware that an individual, group or organisation prefers
to receive letters in Welsh, then the language of letters instigated by Rhyl Youth Community Hub will be Welsh. Rhyl Youth Community Hub will set up a database of persons and organisations that wish to correspond or deal in Welsh. The database will comply with the Data Protection Act 1998.
3.1.5 Circular and standard letters to the public will normally be issued bilingually wherever practical.
3.1.6 Wherever possible, translation will be provided in-house by Rhyl Youth Community Hub staff. However, for larger, more complex pieces of work, an external translation service may be used.
3.2 Telephone Communications
3.2.1 People are welcome to speak Welsh or English when dealing with Rhyl Youth Community Hub by telephone, also calls through English or Welsh are welcome on the text phone.
3.2.2 The initial switchboard greeting will be bilingual subject to ongoing training, where Rhyl Youth Community Hub staff will respond to all external telephone calls with the bilingual greeting, ‘Bore da, Hyffordd i Newid (Cymru)’ ‘Good morning Rhyl Youth Community Hub’ or ‘Prynhawn da, Hyffordd i Newid (Cymru)’ ‘Good afternoon, Rhyl Youth Community Hub’.
3.2.3 If a caller speaks Welsh and the member of staff who answers is unable to speak Welsh, the member of staff will explain that he/she is unable to speak Welsh and will transfer the call to a Welsh speaker. The call will be transferred to a Welsh speaker who is able to deal with the matter or, if there is no one available, the caller will be informed that a Welsh speaker will return the call as soon as possible. Calls of a technical nature in either Welsh or English may necessitate this action.
3.2.4 The recorded message on Rhyl Youth Community Hub main answer-phone machine will be bilingual. Callers will be welcome to leave messages in either Welsh or English. Any messages left on the answer-phone will be replied to in the language used by the caller.
3.2.5 Following a Welsh language telephone conversation, all subsequent correspondence, either written or spoken, will be in the language choice preferred by the caller.
3.3 Public Meetings
3.3.1 Those attending public meetings arranged by Rhyl Youth Community Hub, at which the public are allowed to speak, will be able and welcome to use the language of their choice. Rhyl Youth Community Hub will require prior notice of the language preference of those proposing to attend in order to provide appropriate translation facilities.
3.3.2 Operational guidelines on making provision for the use of Welsh will be issued to staff involved in organising public meetings, in light of the commitment made in 3.3.1 and will have Welsh speakers present as necessary.
3.3.3 Rhyl Youth Community Hub arranges and conducts many meetings in addition to those open to the pubic generally. Members of the public who wish to use Welsh at such meetings are welcome to do so, informing language choice beforehand to ensure officers prepare the meetings with equality of choice. Without such notice, delays may occur. The initial letter of invitation or form of communication will provide a language choice, however in reasonable and practical terms, this must be conveyed to Rhyl Youth Community Hub beforehand to ensure that Welsh-speaking members of staff are present or a translator with professional equipment is in attendance.
3.3.4 All publicity regarding conferences and open meetings will be bilingual.
3.3.5 Arrangements will be made for Rhyl Youth Community Hub Offices without Welsh speakers to have access to Welsh-speaking staff in order to respond to requests for meetings in Welsh. The principle of equality in offering language choice is therefore met.
3.4 Face-to-Face Meetings
3.4.1 At those offices where Welsh speaking members of the public visit regularly, wherever possible, Rhyl Youth Community Hub will have Welsh speaking staff present to enable the visitor to communicate in either Welsh or English.
3.4.2 At offices where few Welsh-speaking visitors’ call, Welsh speaking staff may not be immediately available for Welsh speaking members of the public. In such circumstances, Rhyl Youth Community Hub will arrange a Welsh-speaking member of staff to contact the individual and a visit to be re-arranged if necessary.
3.5 Other Communications with the Public
3.5.1 The measures set out in 3.4.1 to 3.4.2 above will apply to other methods of communicating with the public such as computerized communications, televised links or public address systems. All material relating to Rhyl Youth Community Hub on the Rhyl Youth Community Hub website will be bilingual.
4. RHYL YOUTH COMMUNITY HUB’S PUBLIC IMAGE
4.1 Corporate Identity
4.1.1 Rhyl Youth Community Hub’s public image and corporate identity within Wales, including its address, logo, visual identity and any other standard information, will be bilingual. On all Rhyl Youth Community Hub corporate materials including letterheads, compliment slips, fax sheets, business cards, identity badges, displays and publications, and in other circumstances such as on signs, vehicles and buildings.
4.2 Signs
4.2.1 All internal and external signs giving information to the public in areas to which the public has open access within Rhyl Youth Community Hub’s property will be bilingual.
4.2.2 Other signs for which Rhyl Youth Community Hub is responsible will become bilingual in due course. As new and replacement signs are provided in the course of maintenance and improvement works, they will become bilingual.
4.2.3 New and replacement signs on Rhyl Youth Community Hub’s vehicles will be bilingual.
4.2.4 Any new or replacement signs, including external signage, for which Rhyl Youth Community Hub is responsible, will be bilingual. However any indigenous names will remain in the ‘known’ language, except where Anglicisation has taken place.
4.2.5 Where bilingual or separate Welsh and English signs are provided, the size, quality, legibility and prominence of text will respect the principle of equality.
4.2.6 Guidance will be issued to staff and others involved in the design, production and erection of signs to ensure that Rhyl Youth Community Hub’s policy is adhered to.
4.2.7 Rhyl Youth Community Hub will encourage external companies to also employ equality to the Welsh language.
4.3 Published and Printed Public Materials and Documents
4.3.1 General documents intended for public use will be commissioned bilingually, and where appropriate and financially viable, other material will be produced in either Welsh or English separately.
4.3.2 For documents which are directed at particular sections or groups of the public, whether publication is bilingual or in one language, Welsh or English, will be determined by the nature of the material and the target audience.
4.3.3 Where a charge is made, the price of bilingual documents will be no greater than that of a single language format. If separate Welsh and English versions are issued; the charges will be the same for each.
4.3.4 Guidance on the policies and procedures for dealing with bilingual publications will be produced for staff, external designers and publishers. This will include confirmation of the types and categories of publications that will be bilingual, those that may be published in separate versions, and those that will be a matter for consideration, together with advice.
4.3.5 All translated material shall be proof-read by a member of staff with the appropriate skills, or by appropriate external verifiers before publishing.
4.4 Forms and Explanatory Materials
4.4.1 Rhyl Youth Community Hub produces forms for use by the public and our clients. In cases where separate Welsh and English versions are considered appropriate, both versions will be published and distributed simultaneously, and will be equally available, normally carrying a message stating that the form is also available in the other language or format, i.e Braille.
These will be prioritised as in 4.3.1.
4.4.2 A phased programme for the induction of bilingualism on forms and printed materials will be adopted. Written guidance will be issued to Welsh Language staff and others involved in designing and producing forms. Examples of such forms include:
➢ Invitations
➢ Public Notices
➢ Fact sheets
➢ Procedures
➢ Receipts
➢ Invoices
4.5 Press Releases
4.5.1 Press releases to the press and media in Wales will normally be issued in English only. A Welsh version will be issued to the Welsh language media if considered appropriate and certainly with regard to Welsh medium vocational courses, local Eisteddfod and the Act itself.
However, with ongoing training we will increase the level of the service.
4.5.2 Media requests will be directed to our Public Relations department based within our Head Office in England. However, upon request, Rhyl Youth Community Hub will ensure that a bilingual spokesperson is available for media interviews.
4.6 Advertising and Publicity Activities
4.6.1 Where Rhyl Youth Community Hub publicises its services and activities within Wales by means of exhibitions, displays and presentations it will do so bilingually. Displays may, however, include items of literature that are not available in Welsh, or not yet produced.
4.6.2 Local exhibitions, public information stands and displays will be arranged from time to time by Rhyl Youth Community Hub’s services or agents in which case the presentation will be bilingual but the extent may vary according to the area, the nature of the displays and the availability of material.
4.6.3 Any literature, such as brochures, booklets and leaflets designed for instance to promote, publicise or explain schemes, policies, procedures, legislation or services within the region, will be produced bilingually.
4.6.4 If Rhyl Youth Community Hub conducts an advertising or promotional
campaign in Wales through the medium of press, television, radio, cinema, posters, hoardings, electronic messages or public address systems, we will decide the arrangements for bilingualism according to the subject material, the means to be used, and the target audience.
4.6.5 Staff and others involved in planning, designing and conducting advertising, publicity or market research campaigns will be made aware of the requirements of the scheme and issued with guidance on its implementation.
4.7 Official Public Notices and Recruitment Advertising
4.7.1 Official notices, public notices and staff recruitment advertisements that appear nationally in Wales will appear in English.
4.7.2 Notices and advertisements published in local newspapers and journals will normally be published in the language of the publication.
4.7.3 Notices and advertisements in Welsh language newspapers and journals will normally be in Welsh only and those published in the major United Kingdom newspapers and journals will normally be in English only.
4.7.4 Recruitment advertisements for posts which Welsh is an essential requirement will be in Welsh (with an English summary). Advertisements for posts for which knowledge of Welsh is desirable will appear bilingually in English publications circulated mainly in Wales, in Welsh language publications or in English only in English publications circulating throughout the UK.
With respect to posts that include Welsh as Essential, Desirable or a non-applicable quality within the person specification, the relevant persons will provide guidance on the production of recruitment advertisements and public notices.
5. IMPLEMENTING AND MONITORING THE SCHEME
5.1 Staffing
5.1.1 Rhyl Youth Community Hub is committed to providing as high a quality of service through the medium of Welsh as it currently does in English. In order to ensure that over a period of time, Rhyl Youth Community Hub is able to deliver its services in Welsh to a high quality, it will adopt the measures stated within 5.1.2 to 5.1.10.
5.1.2 Rhyl Youth Community Hub will establish whether there are specific posts where proficiency in Welsh is essential or desirable.
5.1.3 Rhyl Youth Community Hub will carry out surveys to establish the number of staff who speak Welsh or who are learning Welsh and their location within the organisation. Rhyl Youth Community Hub will also carry out a
Linguistic Skills Strategy on all new and existing posts as part of its human resources planning. This will enable the organisation to identify those posts and office locations where the ability to speak Welsh is essential or desirable and will formulate job descriptions accordingly
5.1.4 As a result of paragraphs 5.1.2 and 5.1.3 if it is established that Welsh speakers are required in some posts, a strategy will be devised to meet these requirements.
5.1.5 Staff will not be pressurised to move post or to engage in training against their will simply because of their linguistic ability. All appointments will be made on merit and in accordance with equal opportunity policies and employment legislation, subject to consultation and agreement by any staff that may be so involved. Measures included in such a strategy will include those set out below.
➢ Re-arrangement of duties and responsibilities of staff;
➢ Recruitment of Welsh speakers to specific posts where it is essential on the occurrence of a vacancy or establishment of a new post;
➢ Rhyl Youth Community Hub operates a bilingual policy and welcomes applications from Welsh and English speakers;
➢ Welsh language training will be available for staff.
5.1.6 A programme will be prepared which identifies priorities in implementing the Welsh Language Scheme. Managers will be responsible for the introduction and monitoring of the programme within their sections and for taking action should the number of Welsh speakers in key service areas not be sufficient.
5.1.7 Rhyl Youth Community Hub is responsible for a wide range of services, many of which require specialised professional and technical skills for their operation. It will not be practicable for every aspect of each service to be provided through the medium of Welsh but the staff will do their best to assist the public to receive a good quality service. The aim, over time and as opportunities arises; will be to build a complement of Officers who can help the Welsh-speaking public within an integrated service. Rhyl Youth Community Hub will maintain a database of those staff that have sufficient skills to deal with the public through the medium of Welsh. This database will be made available to staff at offices in Rhyl Youth Community Hub. This team of Welsh speaking staff and volunteers may be asked to
➢ Translate and respond to Welsh correspondence
➢ Proof-read translated material
➢ Respond to Welsh telephone inquiries
➢ Hold face-to-face conversations in Welsh
➢ Give media interviews through the medium of Welsh
➢ General translation work
➢ Encourage and support other staff and volunteers to learn Welsh and improve their language skills
These roles however are purely voluntary and they will be carried out as extra duties to the individual’s own workload. Staff members and volunteers will not be forced to accept any work they are not prepared or able to undertake in relation to the Welsh language. Translation, in particular, is a specialist skill and should not be expected of any member of staff, unless employed to do so. The database will continuously be monitored.
5.1.8 Rhyl Youth Community Hub will ensure that the Welsh Language Scheme is mainstreamed with the organisation’s other equal opportunities legislation. The Manager of Rhyl Youth Community Hub will work with Train to Change’s staff to ensure that the Welsh Language Scheme is accepted as an integral part of Train to Change’s corporate policies.
5.2.1 Learning Welsh
5.2.1 Rhyl Youth Community Hub will encourage and support members of staff, and volunteers, who wish to learn Welsh or improve their Welsh. This, however, is not compulsory – staff members and volunteers will not be pressurised to take part in any training against their will. Non-Welsh speakers will not feel threatened or disadvantaged because of their linguistic ability.
5.2.2 Training priority will encourage and support members of staff and volunteers who wish to learn Welsh or improve their Welsh.
5.2.3. A Welsh language training programme which meets the needs of Rhyl Youth Community Hub in implementing the scheme this will be developed by the Manager, in consultation with other members of staff, on the needs of their departments. Training provision will be continuously monitored and priorities re-assessed where necessary.
5.2.4 Steps will be taken to ascertain the training needs and objectives of each service and the interest of individual employees and their views of their Welsh language training requirements. Managers will assess the specific needs for learning and improving Welsh language skills amongst their staff, in consultation with the Human Resources Department. Where a need is identified, suitable training will be offered and arranged according to the requirements of the service and the availability of resources.
5.3 Recruitment
5.3.1 Linguistic ability will be considered as one of the many relevant skills when appointing staff.
5.3.2 Rhyl Youth Community Hub’s managers will examine service needs and ascertain the areas of priority for recruiting bilingual speakers in order to meet the requirements of the scheme. In so doing, they will consider the situations where the recruitment of Bilingual Officers is essential or desirable in order to provide as full a service as possible. Where linguistic ability is considered to be essential or desirable, this will be stated in job advertisements.
5.3.3 In circumstances where it proves difficult to appoint suitable Welsh-speaking staff to posts where the ability to speak Welsh is considered essential, the practice will be either:
➢ To make an appointment that carries an undertaking to learn
➢ Welsh with the support of the organisation; or
➢ To re-arrange the service or identify alternative arrangements within departments to provide the skill in the workplace by using the linguistic skills of existing staff in other service areas.
5.3.4 Rhyl Youth Community Hub has adopted a reserved posts policy in relation to recruiting disabled people where it is anticipated that 20% of the workforce have an impairment or could define himself or herself as a disabled person. Rhyl Youth Community Hub reserved posts policy and the Welsh Language Scheme’s commitment to develop a bilingual workforce will complement each other – they will both ensure that the Company’s aim of equality is achieved.
5.4 Vocation Training
5.4.1 Managers, in consultation with the Human Resources Department will assess the need for specific vocational training through the medium of Welsh for identified Welsh-speaking staff in their Departments.
5.4.2 Where a need for vocational training to facilitate implementation of the scheme is identified, and suitable training can be made available, it will be provided or supported according to the requirements of the service.
5.4.3 Training provision will include courses in particular skills, induction courses in certain specialist subjects and providing resource materials and distance-learning materials where appropriate.
5.5 Administrative Arrangements
5.5.1 The approved scheme will carry the full authority of Rhyl Youth Community Hub, in its’ implementation.
5.5.2 A Manager nominated by the Board of Trustees will be responsible for ensuring that this scheme is implemented throughout Rhyl Youth Community Hub’s services and will advise there staff on the steps required to implement the scheme.
5.5.3 Responsibility: The Manager of Rhyl Youth Community Hub will have overall responsibility for the monitoring and implementation of this Welsh Language Scheme. Each manager of individual service areas within Rhyl Youth Community Hub will be given responsibility for implementing Welsh Language Policy those aspects of the scheme relevant to their own departments. All staff and volunteers will have a responsibility to ensure that the measures outlined in this scheme relevant to their post and office location are met and will be proactive in enforcing them.
5.5.4 The commitments and measures laid down in the Welsh Language Scheme will form part of the induction process for all new staff and volunteers. All current staff will be made aware of the Scheme. Written guidelines will be issued to all new and existing staff and volunteers to ensure they are aware of the objectives of the scheme, how to implement them and what is expected of them.
5.5.5 A Welsh Language Liaison Group will be established on which every
Department is represented to seek to ensure that the implementation of the scheme is coordinated, with consistency of practice, and kept under review.
5.5.6 The need to produce bilingual material will be a consideration in the planning and purchasing of computer software. Where existing computer systems cannot be adapted to meet the requirements of the scheme, the need will be met, finance permitting, on renewal and replacement.
5.5.7 Rhyl Youth Community Hub will ensure that any translators employed are suitably qualified with public liability insurance and able to provide a high quality service. Guidance will be issued to staff on the use of translation services, both employed by Rhyl Youth Community Hub and outside agencies.
5.6 Services Delivered on Behalf of Rhyl Youth Community Hub by Other Parties
5.6.1 It is often necessary for Rhyl Youth Community Hub to contract services out to other agencies, organisations or individual, e.g. other training providers, IAG and specialist service providers, etc. On such occasions, the contracted body will be made aware of Rhyl Youth Community Hub’s commitment to this Welsh Language Scheme and will receive written guidelines on the measures most relevant to the activity or service being undertaken. All staff working with contracted bodies will be given written procedures when dealing with contractors in relation to this scheme. Rhyl Youth Community Hub will expect any bodies or organisations carrying out services on its behalf to comply with this scheme, in accordance with priorities already identified. The implementation of this scheme by contracted parties will be monitored using the same method as outlined in section 5.8 of this Scheme.
5.6.2 Any new agreement or arrangement concerned with the provision of services for the public in Wales entered into with a third party will conform to the terms of this scheme. This will include services which Welsh Language Policy are contracted out.
5.6.3 Where the public have no direct access to the contractor, in terms of complaints or requests for information, they would be expected to deal directly with Rhyl Youth Community Hub as the Client Officer.
5.6.4 There may be contracts or arrangements of short duration and for a specific task or activity where it is not practicable to require full compliance with the scheme, which will be defined to staff, in which case as full compliance as possible in the circumstances will be sought. Rhyl Youth Community Hub will monitor any such contracts or arrangements to ensure that as full a compliance as possible with the scheme is achieved in all cases. Examples of such could be van hire, production of guides etc.
5.7 Partnering within the local Community
5.7.1 Rhyl Youth Community Hub will endeavour to make provision for opportunities for social language use by its clients, and will, with the aid of partner organisations, create awareness of the use of Welsh within the community and nationally.
5.8 Monitoring
5.8.1 Rhyl Youth Community Hub will monitor how well it is meeting the commitments in this scheme. In particular, the following matters will be kept under review:
➢ Future planning and procurement, ensuring that any new; policies, procedures or publications and relevant computer programmes, are consistent with providing a bilingual service.
➢ Organising and delivering services – monitoring the implementation of arrangements made to deliver Rhyl Youth Community Hub services in Welsh, and their effectiveness; monitoring how well the organisation is encouraging and facilitating the use of Welsh by other parties.
➢ Dealing with the Welsh-speaking public – monitoring times for responding to Welsh correspondence, the quality of translation services and the arrangements for meetings.
➢ Public face of Rhyl Youth Community Hub– monitoring the implementation of Rhyl Youth Community Hub’s public image and the introduction of bilingual publications, forms, signs, notices and other printed materials.
➢ Staffing – monitoring the implementation of staffing and training measures included in the scheme.
➢ Agencies and contractors – with the relevant Manager monitoring the provision and administration of services Rhyl Youth Community Hub’s agents and contractors to ensure compliance with the Welsh language terms of their agreements.
➢ Timetable – monitoring achievement in implementation of measures against the timetable in the scheme.
➢ Complaints – monitoring the incidence and nature of complaints relating to Rhyl Youth Community Hub’s Welsh language service. Each Manager will be responsible for dealing with complaints from the public as they relate to his or her section’s services in accordance with Rhyl Youth Community Hub’s complaints procedure.
➢ A system should be established to indicate the demand/use of the scheme.
➢ Periodic opinion surveys of Welsh speaking service users will be sought about the range and quality of services provided in Welsh by Rhyl Youth Community Hub.
5.8.2 Rhyl Youth Community Hub’s Monitoring Officer who will have ultimate responsibility for monitoring the compliance of this scheme:
David Evans
Company Secretary
Rhyl Youth Community Hub
Address
Tel:
Mobile:
The Monitoring Officer’s identity will be made known to other staff, to contractors and agents employed by Rhyl Youth Community Hub and to the public.
5.8.3 Monitoring of the scheme will be a structured and continuing activity for the above-mentioned Officer and will extend to those who provide or administer services on behalf of Rhyl Youth Community Hub.
5.8.4 Rhyl Youth Community Hub will welcome and record suggestions for
improvements and advise the public how they should make their views on the services provided in Welsh known, to whom and how they will be dealt with.
5.8.5 Rhyl Youth Community Hub will provide the Welsh Language Board with an annual report in a form approved by the Board of Trustees, which describes progress in implementing the measures in the scheme against the approved timetable and standards, and which analyses the number and nature of any complaints and suggestions received from the public.
5.8.6 The Officer responsible for monitoring the scheme will make arrangements to secure specific reports annually on performance from service departments, agents and others who administer services on behalf of Rhyl Youth Community Hub, and will prepare a report on Train to Change’s performance in meeting its commitments. This report will be submitted to the appropriate members of staff and made available for members of the public to inspect at main Rhyl Youth Community Hub offices.
5.9 Targets
5.9.1 Rhyl Youth Community Hub will measure the implementation of the scheme against targets set within the stated timetable. In addition, the standard targets for replying to correspondence and in arranging meetings will be monitored. Rhyl Youth Community Hub will review targets annually in the light of changing financial and statutory circumstances.
5.10 Publishing Information
5.10.1 In addition to the Senior Officer’s report, which will be available for public inspection, Rhyl Youth Community Hub will publish information comparing performance with standards and targets set out in this scheme. The information will be published as a specific periodic standalone report and will include:
➢ The percentage of responses to Welsh correspondence achieved within stated deadlines.
➢ The percentage of appropriate publications issued bilingually.
➢ Performance in meeting deadlines for processing claims and applications made in Welsh.
➢ Response times for arranging meetings in Welsh.
➢ The percentage of Welsh speakers in posts where the ability to speak Welsh is specified.
➢ Newsletters.
Please refer to 6.2 also.
5.10.2 If published standards are not being met, the report will explain the reasons why and what steps Rhyl Youth Community Hub is taking to address the issue.
6. PUBLICISING THE SCHEME
6.1 Rhyl Youth Community Hub will publicise its Welsh Language Scheme to the public and its employees and agents on an initial and continuing basis.
It will ensure that people who engage with Rhyl Youth Community Hub are aware of the scheme and its contents and how they are able to deal with and access the services available in Welsh. The public will be informed of the services available in Welsh.
6.2 The following methods of publicity will be used:
➢ Notices in public offices, reception areas etc.
➢ Press releases
➢ Rhyl Youth Community Hub’s internal staff bulletin and other publications such as posters and leaflets
➢ Circulating information and guidance to employees
➢ Distributing copies of the scheme to Rhyl Youth Community Hub’s agents and contractors
➢ Distributing copies of the scheme to other interested bodies
6.3 Advice on publicising the scheme and Rhyl Youth Community Hub’s Welsh language services will be issued to staff involved in publicity and communications and liaison with contractors, agents and other organisations that Rhyl Youth Community Hub deals with.
7. STAFF GUIDANCE
Guidance will be issued to staff on how to meet Rhyl Youth Community Hub’s commitments made within this Welsh Language Scheme. Guidance will be provided to staff on all aspects contained, including, but not restricted to:
Guidance on communicating with the Welsh Speaking Public, by; telephone, correspondence, electronic means, or face-to-face meetings.
Guidance on the use of the bilingual corporate identity Guidance on the production of printed material, including public notices, advertisements, marketing material and signage
8. IMPLEMENTATION PLAN
8.1 The implementation of this scheme will be measured against target dates. A three-year timetable will be set for implementation. This will allow Rhyl Youth Community Hub to consider the budget implications of any measures that require additional funding for their implementation. The timetable will be reviewed, and approval and consultation will be sought from the Welsh Language Board for any alterations proposed to the timetable.
8.2 Train to Change’s timetable for achieving the targets for implementation of this scheme. In most cases the targets relate to the financial year in which it is planned to implement the measure. This will be determined by the start date for the Company to commence trading.
The nominated Manager will be responsible for reviewing, annually, the implementation of the scheme according to the Company’s timetable and targets. Where targets are not met, an explanation of the reasons why and amended timetable will be submitted to the Board of Trustees and the Welsh Language Board.
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[1] All definitions included in this section are taken from “Working Together to Safeguard Children: A guide to inter-agency working to safeguard and promote the welfare of children” Department of Health 12/99.
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R
Y C
H
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Significance: Consequence and likelihood multiplied together to give significance score
Risk Level
Accept – 0 to 5 - No immediate action required, review periodically
Improve – 6 to 10 - Level of risk needs to be monitored.
Caution – 11 to 15 - Level of risk unacceptable, improvement required
Stop – 16 to 25 - Imminent danger, review immediately!!
Inform the young person that you have to report it to your line manager, who has a duty to report it to the authorities
Speak to the young person and let them know your concerns and, that you have a duty to report it to the authorities
No
Or
Yes
CONTENTS
INTRODUCTION
JOINING OUR ORGANISATION
WAGES AND SALARIES, ETC.
HOLIDAY ENTITLEMENT AND CONDITIONS
HOLIDAY REQUEST
FOR OFFICE USE ONLY
SICKNESS/INJURY PAYMENTS AND CONDITIONS
SICKNESS SELF-CERTIFICATION ABSENCE
OTHER BENEFITS
SAFEGUARDS
STANDARDS
SAFETY, WELFARE AND HYGIENE
GENERAL TERMS OF EMPLOYMENT, INFORMATION AND PROCEEDURES
CAPABILITY
DISCIPLINARY RULES AND PROCEEDURES
GRIEVANCE PROCEEDURE
PERSONAL HARASSMENT POLICY AND PROCEEDURE
TERMINATION OF EMPLOYMENT
DEFINITIONS
1. Introduction
1.1 Rational (Why) 2
1.2 Scope (Who, Where and When) 2
1.3 Principles (Beliefs) 2
1.3.1 Laws legislations and guidelines 3
1.3.2 Information Confidentiality 3
2. Policy (What) 3
2.1 E-mail 3
2.1.1 Personal Use 3
2.1.2 Confidentiality 3
2.1.3 Housekeeping 4
2.1.4 Use of E-mail 4
2.1.5 Terms of Use 4
2.1.6 Spam and Junk E-mail 5
2.1.7 Virus checking 5
2.1.8 Content Filtering 5
2.2 Internet 6
2.2.1 Internet use 6
2.2.2 Personal use 7
2.2.3 Internet Security 7
2.2.4 Monitoring 7
2.2.5 Reporting 8
2.2.6 Internet Content Filtering 8
2.3 Portable Systems 8
2.3.1 Blackberry 8
2.3.2 Laptops and PDA’s 9
2.3.3 External Storage Devices 10
2.3.3a Memory Sticks 10
2.3.3b Portable Hard Drives 10
2.3.3c Optical Media (CD / DVD / Blueray /HDDVD) 11
2.4 Site security 11
2.4.1 IT Server and Communications Rooms 11
2.4.2 Desktop Computer Security 11
2.4.3 Virus Protection 12
2.4.4 Network Security 12
2.5 Remote Access 12
2.5.1 3rd Party Remote Access 13
2.5.2 Access to National Applications 13
2.5.3 New IT Systems 13
2.5.4 System Access Levels 14
2.5.5 Safe Haven 14
2.6 Disposal of Equipment and Media 14
2.7 Password Management 14
2.8 Network Account Management 15
2.8.1 Account Creation 15
2.8.2 Account Deletion 15
2.8.3 Service Users 15
2.9 Security Incident Handling 15
3 Corporate Procedure (How) 17
3.1 Business Continuity 17
3.2 Training 17
4 Development & Consultation Process 18
5 Reference Documents 18
6 Bibliography 18
7 Glossary 18
8. Appendices 19
8.1 Caldicott Principles 19
8.2 Computer Misuse Act 1990 20
9 The ICT & Internet Users Security Policy 21
9 RYCH Policy Declaration Form 23
10 Equality Impact Assessment Screening 24
Rhyl Youth Community Hub
Incident Report Form
Are you concerned about the behaviour of; a staff member/volunteer/service user
Is it serious poor practice / an alleged breach of the code of ethics and conduct (refer to Code of Conduct)
Could it also be child or vulnerable adult abuse?
Yes
The Company’s Children or Vulnerable Adult, Designated Officer, will deal with it as a misconduct issue
Report any concerns to the Company’s Designated Officer (Unless - see below)[pic][2]
,-/NYqs…† who must then ensure the safety of the child or vulnerable adult and other children or vulnerable adults. This person will then refer concerns to C or D C&F Services (who may involve the police). This officer should also inform the ISA if this is appropriate
If concerns remain, refer to the appropriate individual senior to this person
Disciplinary Committee Investigation
Possible Outcomes of Hearing:
▪ No case to answer
▪ Warrants advice/warning as to future conduct/sanctions
▪ Further training and support needed
▪ Referral to Independent Safeguarding Authority - Barred List
▪ Suspension
Appeals Committee
If the allegation or concern raised, relates to the Company’s Children or Vulnerable Adult’s Designated Officer, refer directly to the appropriate individual senior to this person who will facilitate referral of the concerns to social services who may involve the police.
In all cases ensure the appropriate Governing Body Children or Vulnerable Adult Designated Officer is contacted.
Possible outcomes:
▪ Police/C or D Children & Families Services enquiry - joint protocol interview
▪ Criminal proceedings
▪ Referral back to Disciplinary Committee
▪ Possible civil proceedings
Yes
Yes
Report to Designated Person
(Children’s Officer or Chairperson)
Decide if reasonable grounds for concerns - Refer to Company Child Protection Policy for Guidance
Designated person should ‘informally consult’ with C or D C&FS CIE, advice & guidance by phone
No case to answer
Unclear
Clear
Proceed
Don’t
Proceed
Consider is the parent the alleged abuser?
Discuss with C or D Children & Families Services / Police how parent/guardian will be informed
Tell Parent after advice from C or D Children & Families Services or CIE
Yes
No
Make a formal referral to C or D Children & Families Services and/or Police
Ensure the young person is appropriately supported while maintaining confidentiality
Inform the person who raised the concern that, following advice, there is no case to answer.
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